Microsoft Excel - Comments affected by inserting extra rows

Asked By Ruth Jopling
03-Feb-12 03:32 AM
I use Excel like a database & often insert comments into a cell.  I think because I have inserted extra rows, the comment is later to be found many rows away from the cell to which it refers.  Is there any way to avoid this & keep the comment with the cell?  I can physically move the comment back, but as there are hundreds of comments in a worksheet that would be too time consuming.  I have Office 2007, but am still using Office 2003 as I cannot get to grips with the changes in Office 2007.
  Pichart Y. replied to Ruth Jopling
03-Feb-12 12:31 PM
Hi Ruth Jopling,

What do you mean, when you say insert comment...they are really comments (right click then select insert comment?). If they are real comment they will actually will not fall away from their cell.

Only if you use text box, or shape to input the comment and point them to the cell.. this way will of course, create you problem as you mention.

If it is the 2nd case, not real comments...then you can use select pointer, drag all the shapes there and move them at the same time.

pichart Y.
  Donald Ross replied to Ruth Jopling
03-Feb-12 02:43 PM
Ruth,

Are you right clicking on the cell and using "Insert Comment"  this will provide a small window where you can adjust size and placement in the event you want to toggle on the "Show/Hide Comment" later.  and it will stay in the cell you put it in with the data.   However it will change from lets say D7 to D8 if you insert a row abouve it.  but the data and the comment should still stay together.

here is a sample picture



To insert a comment this way right click on the cell and go to "Insert Comment"

Don
  Ruth Jopling replied to Pichart Y.
04-Feb-12 12:43 AM
I use right click "insert"/"comment".  Usually when I put my cursor on the small red arrowhead, which denotes "comment", in the top right corner of the cell, the comment becomes visible beside the relevant cell.  However on cells which have had comments inserted at some time previously, some become visible as before, but others show nothing except a thin black line.  If I then click on insert/edit comment, I am taken to a compressed image.  If I use the double arrow head & open up the image, I then see the comment.  If I click outside the box & go back to the original cell which held the comment, I can then see it as normal i.e. with the comment displayed to the right of the cell.  Example- in Excel 2003 I have just put my cursor over the small red arrowhead (which denotes `comment`) on a cell in row 619.  I am shown a black line only.  I clicked on `insert/EDIT comment` & was taken to line 828 where there was what looked like a compressed `image`. I used the double arrowhead to open it up & there was the comment.  I clicked outside the comment & it disappeared.  I went BACK to ROW 619 & could now view the comment `normally`.

I asked someone I know who uses Excel, but he does not use the `comment` facility & he thought the problem could be caused by the fact that I was inserting rows to add new entries to the `database`.  It may actually not have anything to do with inserting rows.  I really want to find some way to overcome this, as it is affecting work done over twenty years & is crucial.  Any further ideas on this would be welcome. Ruth
  Ruth Jopling replied to Donald Ross
04-Feb-12 01:01 AM
I use right click "insert"/"comment".  Usually when I put my cursor on the small red arrowhead, which denotes "comment", in the top right corner of the cell, the comment becomes visible beside the relevant cell.  However on cells which have had comments inserted at some time previously, some become visible as before, but others show nothing except a thin black line.  If I then click on insert/edit comment, I am taken to a compressed image.  If I use the double arrow head & open up the image, I then see the comment.  If I click outside the box & go back to the original cell which held the comment, I can then see it as normal i.e. with the comment displayed to the right of the cell.  Example- in Excel 2003 I have just put my cursor over the small red arrowhead (which denotes `comment`) on a cell in row 619.  I am shown a black line only.  I clicked on `insert/EDIT comment` & was taken to line 828 where there was what looked like a compressed `image`. I used the double arrowhead to open it up & there was the comment.  I clicked outside the comment & it disappeared.  I went BACK to ROW 619 & could now view the comment `normally`.

            This may explain it better (see below). If I draw a `human body` & label the `parts` I put the label next to the part, but if there is not room to write a label next to the part, I write the label some distance away & put a line & arrow to indicate to which `part` the label refers.  This is what happens in Excel.  For `body part` read `contents of cell` & for `label` read `comment` & you might see what I mean. The comment ends up hundreds of rows from the cell, but connected by a black line (& a tiny arrow pointing to the cell) hundreds of rows above'


I asked someone I know who uses Excel, but he does not use the `comment` facility & he thought the problem could be caused by the fact that I was inserting rows to add new entries to the `database`.  It may actually not have anything to do with inserting rows.  I really want to find some way to overcome this, as it is affecting work done over twenty years & is crucial.  Any further ideas on this would be welcome. Ruth
  Pichart Y. replied to Ruth Jopling
04-Feb-12 06:22 AM
Hi Ruth,

I have tried with my PC, there is no such problem....Could you please attach your sample file, let me see?

pichart Y.
  Ruth Jopling replied to Pichart Y.
04-Feb-12 08:08 AM
Here is a sample file.  Many of the comments show up normally, many do not.  Please do not just try a couple & say "there is nothing wrong here".  I can assure you that many of the comments act as I described.  I have now noticed that the normal comments have a very sort black line & arrow from the comment to the relevant cell, and in the example I have quoted this short black line was greatly extended, so that it stretched over around 200 rows.

 Having said "here is the sample file", I had copied the file, but when I tried to paste it into this note, nothing happened.  How do I paste the file to you having copied it?  If you could give me an email address, I could email the Excel file to you.  Ruth

 
 
  Pichart Y. replied to Ruth Jopling
04-Feb-12 09:33 AM
Hi Ruth,

This is my email address...pichartyapan@gmail.com

I attach you the sample file, I use to do..it will add comment to all cell..but with some text create for comment... you can see in the code... when I view the comments...they all fine!!l, please let me know if you have problem....



and how to attach the file to eggheadcafe is here below....

Kind regards,

Pichart Y.



  Pichart Y. replied to Ruth Jopling
08-Feb-12 09:01 AM
Hi Ruth,

I have found your problem..., but until now I can't find the easy way to help you. Sorry can not help you :(

kind regards,

Pichart Y.
  Ruth Jopling replied to Pichart Y.
08-Feb-12 06:45 PM
Thank you for trying.  Someone else has written a macro for me which seems to be working, so it looks as if the problem might be solved.  I appreciate your efforts to help.  Ruth
  mike johnson replied to Ruth Jopling
25-Apr-12 08:39 PM
Hi Ruth

I understood your problem the first time I read your post.  I have exactly the same problem and it really annoys me!

Ideally there should be some right-click or options setting to check "keep yellow comment box aligned with related cell".

Can you please share the macro that you referred to that you said helped you?

My email is phealixe@gmail.com

Regards

Mike Johnson
Sydney 
Australia
  Ruth Jopling replied to Pichart Y.
25-Apr-12 09:38 PM
When I say I `insert comments`, I mean that I right click on a cell & choose `insert comment` from the menu.  It is not true to say that the comment stays by the cell as I have found it many rows away from the cell, but attached by a long line.  Ruth
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