When you want to leave supplementary information or warnings on a cell, writing directly in the cell breaks the print layout. Comments and notes let you attach information invisibly, displaying only when needed.
Shortcuts you will master in this article
Shift + F2
In inherited files with unexplained values, writing in the cell breaks the layout; writing in a separate document creates reference drift. The comment and note features let you attach information directly to a cell where it stays contextually linked.
In Excel 365 and later, there are two types: comments (threaded posts with reply support) and notes (the original balloon-style type). Notes are best for simple annotations; comments are better for back-and-forth review discussions.
Everything from adding to managing comments, achievable entirely with the keyboard.
Shift + F2Insert or edit a note (legacy comment)Adds a balloon-style note to the selected cell. If a note already exists, it enters edit mode.
Tip: Press Esc to finish editing and return to the cell.
Keep a note permanently visibleToggle between always-visible and hover-only displayRight-click the note → 'Show/Hide Note' to toggle between always-visible and hidden modes.
Tip: Keeping it visible while reviewing makes it easier to read.
Delete keyDelete key removes cell content, not notesPressing Delete on a cell with a note removes the cell content only — the note is not deleted.
Tip: To delete a note, right-click → 'Delete Note'.
Shift + F2 (in edit mode)Edit an existing notePressing Shift+F2 on a cell that already has a note opens it for editing. Update the content and press Esc to finish.
Tip: To apply the same note to multiple cells, use paste (format only).
Excel Shortcut Practice
Reading alone won't make them stick. Use KeyboardGym's Excel practice mode to actually type the shortcuts from this article and build lasting muscle memory.
Visit each shortcut detail page to see key positions and usage tips.
| Key | Action |
|---|---|
Shift + F2 | Insert/Edit Comment |
Delete | Clear Cell Contents |
F2 | Edit Cell |
A. In Excel 365 and later, the old 'comments' were renamed 'notes'. Threaded comments with reply functionality are now inserted via Insert → Comment.
A. Yes. In Page Setup → Sheet tab, the 'Comments and notes' option lets you control how they appear when printed.
A. Go to Review → Show All Notes and toggle it off to hide the balloons. Notes will then appear only on hover.
A. Reading alone won't make them stick. Use KeyboardGym's Excel practice mode to actually type the keys and switch between difficulty, category, and review practice for faster retention.