Comments and Notes4:14 with Michael Watson
Comments and notes let you add additional information and detail to help others understand the data, assumptions and calculations in a spreadsheet.
The comment functionality in sheets is robust. 0:00 The way we make a comment is we click on the cell where we wanna make a comment, 0:03 and we go up to Insert, and select Comment. 0:07 Note there's also a keyboard shortcut for this. 0:09 And this box pops up. 0:13 I can say, this is an example comment to myself. 0:15 And there we go. 0:23 Now I click somewhere else and the comment disappears. 0:25 And I go over here, now if I mouse over the cell with the comment in it, 0:29 it will pop up again. 0:34 You can see that there are comments in cells because of this yellow-ish orange 0:36 triangle here at the top of the cell. 0:40 So I scroll over the cell with the comment in it, and I can reply to this comment. 0:44 I can also tag colleagues and 0:51 they'll get notified via email that they've been tagged. 0:54 So I could say @Rich. 0:56 And there, his email pops up. 1:01 And this is just a test, ignore. 1:04 At your own peril [LAUGH]. 1:11 And there we go. 1:14 Now, another thing is if I'd actually been asking to do something in this 1:16 spreadsheet, or answer a question, I could do that there. 1:20 And then when it's been resolved, then the comment goes away. 1:23 And you can see the history of all the comments by just going back up here. 1:26 Comments are great for collaboration as they can speed up the exchange of 1:32 information and identify where action is required. 1:35 We generally use notes differently than comments. 1:38 You can use notes to explain what certain cells mean or 1:41 why you set something up or also the source of an assumption that's being made. 1:44 Here we are in our retail budget example back on the Input tab. 1:49 I'm gonna scroll down to the Expense Assumptions section and focus on row 26. 1:54 The rent is going up every year, which we know why it is, but to other people who 2:03 are using the spreadsheet, they might not know and that might look weird. 2:07 So, I'm going to insert a note to give context. 2:11 Lease agreement requires 10% 2:17 increase in year 1 rent. 2:22 So now, someone who might wonder what's going on there 2:29 can scroll over the cell and see the comment that explains why it's going up. 2:32 What about on the revenue side? 2:39 $25 for the hats. 2:42 What and how did we arrive at that price? 2:44 Well, it might be because we know it costs us $10 to make the hats and 2:47 we're gonna mark them up by $15. 2:51 So instead of just putting $25, we've actually entered in that information into 2:54 the formula, but it's still not immediately obvious. 2:59 Another way to do this is we could say okay, it's gonna be $10 + 15. 3:03 And here because we're referencing the cell, people can see, okay, 3:09 well the cost is $10 and we're adding $15 on the cost, which is fine. 3:14 But just for the example's sake. 3:19 We'll insert a note. 3:25 $10 cost plus $15 markup. 3:28 Now it's certainly best practice when you're inserting notes to also 3:34 say who put it, with initials. 3:40 You could spell out your full name. 3:43 Everyone around here calls me Watson, so I'll just write Watson. 3:44 Also note that you can adjust the size of the comment box. 3:49 The difference between comments and notes is subtle, and in some cases, 3:55 doesn't really matter. 3:59 Indeed, lots of spreadsheet software doesn't have the common 4:01 functionality that Sheets has and are really just notes. 4:04 Keep that in mind because they can help clarify things in your spreadsheets, 4:07 particularly when you're collaborating with other users. 4:11
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