How to Add Comments in Excel Using a Shortcut: Easy Guide
Microsoft Excel is a powerful spreadsheet program used by millions for data analysis, budgeting, task tracking, and much more. One useful feature that many users often overlook is the comment tool. Adding comments in Excel helps you explain formulas, provide feedback, or add reminders without changing the content of the spreadsheet.
In this guide, you’ll learn how to add comments in Excel using keyboard shortcuts—on both Windows and Mac. We’ll also look at how to edit, view, and delete comments, and how comments differ from notes in newer versions of Excel.
Shortcut to Add a Comment in Excel (Windows)
To add a comment quickly in Excel on Windows, use the following shortcut:
➤ Shortcut: Shift + F2
When to Use Shift + Fn + F2
On some laptops, the function keys are assigned to multimedia controls (like brightness, volume, etc.) by default. If Shift + F2 doesn’t work on your keyboard, try:
➤ Alternative: Shift + Fn + F2
This key combination opens the comment box for the currently selected cell.
Shortcut to Add a Comment in Excel (Mac)
On Mac, the keyboard shortcut varies slightly based on your keyboard layout and settings.
Try the following combinations:
| Shortcut | Use Case |
|---|---|
| Command + F2 | Standard Mac shortcut |
| Fn + Shift + F2 | If Function keys require Fn key |
When you press the correct shortcut, a comment box will appear for the selected cell. You can immediately start typing your comment.
Steps to Add a Comment Using a Shortcut
Here’s how to add a comment in Excel step-by-step using the keyboard shortcut:
- Select the Cell
Click on the cell where you want to add a comment. - Use the Shortcut
- On Windows: Press Shift + F2
- On Mac: Press Command + F2 or Fn + Shift + F2
- Type Your Comment
Start typing in the box that appears. - Save the Comment
Press Enter or click outside the comment box to save it.
You’ll now see a small purple indicator in the top-right corner of the cell, showing that a comment has been added.
How to View Comments in Excel
Once a comment is added, you can view it by:
- Hovering over the cell (for older versions or Notes)
- Clicking on the comment icon in the cell (for modern threaded comments)
- Opening the Comments Pane from the Review tab for an overview
This helps you review all feedback without scrolling through each cell manually.
How to Edit or Delete Comments Using Shortcuts
While there is no default shortcut to edit a threaded comment, the same shortcut (Shift + F2) will open the comment box again if you’re using Notes.
For threaded comments, you’ll need to use the ribbon or right-click options.
Edit a Comment (Threaded)
- Right-click the cell with the comment.
- Select Edit Comment.
- Make your changes and press Enter.
Delete a Comment
To delete a comment:
- Right-click the cell.
- Choose Delete Comment (or Delete Note, if using Notes).
Differences Between Comments and Notes in Excel
Excel now supports two types of annotations, and it’s important to understand the difference:
| Feature | Comments (Threaded) | Notes (Old Style) |
|---|---|---|
| Introduced in | Excel 2019 / Microsoft 365 | Excel 2016 and earlier |
| Supports Replies | Yes | No |
| Shortcut Key | No default shortcut | Shift + F2 |
| Purpose | Conversation or discussion | Basic cell annotation |
| Appearance | Modern bubble with profile | Yellow square pop-up |
If you’re using an older version of Excel, the shortcut will insert a Note, not a threaded comment.
How to Show All Comments at Once
To view all comments in your worksheet:
For Threaded Comments:
- Go to the Review tab.
- Click Show Comments.
- A side panel will open showing all threaded comments.
For Notes:
- Go to Review tab.
- Click Notes → Show All Notes.
This feature helps when you want to review feedback across the spreadsheet without clicking individual cells.
Summary of Excel Comment-Related Shortcuts
Here’s a quick overview of useful Excel comment-related shortcuts:
| Action | Windows Shortcut | Mac Shortcut |
|---|---|---|
| Add a Comment (Note) | Shift + F2 | Command + F2 / Fn + Shift + F2 |
| Edit a Comment (Note) | Shift + F2 | Same as above |
| Open Comments Pane | Alt + R, C | Control + Option + R, C |
| Delete a Comment (Note) | Right-click → Delete | Right-click → Delete |
| Show All Comments | Alt + R, A | Use Ribbon or Review tab |
Tips for Using Comments Effectively
To get the most value out of Excel comments, follow these tips:
- Be concise: Keep comments short and specific.
- Use names when collaborating: Mention who the feedback is for.
- Use comments for review: They’re perfect for discussing formulas and values.
- Avoid clutter: Too many comments can overwhelm. Use only when necessary.
Final Thoughts
Using shortcuts to add comments in Excel saves time and improves productivity, especially when working on large spreadsheets or collaborating with others. Whether you’re on Windows or Mac, knowing the right keyboard combinations allows you to quickly leave important notes or feedback without interrupting your workflow.
Remember:
- Use Shift + F2 on Windows to add a Note.
- Use Command + F2 or Fn + Shift + F2 on Mac, based on your keyboard setup.
If you’re using Excel 365 or 2019, consider using the Review tab to manage threaded comments and conversations more efficiently.
FAQs
What is the shortcut to add a comment in Excel on Windows?
To add a comment in Excel on Windows, press Shift + F2. If your keyboard requires the Fn key, use Shift + Fn + F2 instead.
How can I add a comment in Excel on a Mac?
On Mac, use Command + F2 or Fn + Shift + F2 to add a comment, depending on your keyboard configuration.
What’s the difference between comments and notes in Excel?
Comments (threaded) are used for conversations and support replies, while Notes are the older, simpler annotations without reply features. Comments are available in Excel 2019 and Microsoft 365, while Notes are used in earlier versions.
How do I edit or delete a comment in Excel?
To edit a comment, right-click the cell and choose Edit Comment. To delete it, right-click and select Delete Comment or Delete Note based on your Excel version.
Why doesn’t Shift + F2 work on my laptop?
If Shift + F2 doesn’t work, your function keys may be set to control media features. Try using Shift + Fn + F2, or change the function key settings in your BIOS or system preferences.
How can I see all comments in an Excel sheet?
Go to the Review tab and click Show Comments to open the comments pane. If you’re using Notes, click Notes → Show All Notes to see all annotations.
Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.