How to Edit Comments in Excel

Comments play an essential role in Excel by allowing users to add explanations, instructions, and contextual notes directly to cells without altering the actual data. Whether you are collaborating with a team, documenting formulas, or reviewing a spreadsheet later, comments help communicate meaning clearly and efficiently. Knowing how to edit comments properly ensures that your notes remain accurate, relevant, and easy to understand as your workbook evolves.

Modern versions of Excel support two different comment systems: threaded comments (used for collaboration) and notes (the classic comments used for simple annotations). Understanding how to edit each type—and when to use them—is critical for effective spreadsheet management.

This article provides a comprehensive guide to editing comments in Excel, covering both comment types, step-by-step methods, formatting options, collaboration tips, and best practices.

Understanding Comment Types in Excel

Before editing comments, it is important to understand the difference between the two types available in Excel.

Threaded Comments (Modern Comments)

Threaded comments are designed for collaboration. They allow multiple users to reply to each other, creating a conversation linked to a specific cell. These comments are commonly used in shared workbooks, especially when files are stored in OneDrive or SharePoint.

Key features of threaded comments include:

• Conversation-style replies
• User names and timestamps
• Integration with Excel Online and Microsoft Teams
• Notifications for mentions and replies

Notes (Legacy Comments)

Notes are the traditional comments used in earlier versions of Excel. They are simple text boxes attached to cells and do not support replies or discussions.

Key features of notes include:

• Single block of text
• No threading or replies
• Useful for personal annotations or documentation
• Compatible with older Excel versions

Understanding which type you are editing helps avoid confusion and ensures you use the correct tools.

How to Edit a Threaded Comment in Excel

Threaded comments are the default comment type in modern versions of Excel. Editing them is straightforward, but permissions and collaboration settings may affect what you can change.

Editing Your Own Threaded Comment

To edit a comment you created:

1. Click the cell that contains the comment.
2. Click the comment icon or open the comment pane.
3. Locate your comment within the thread.
4. Click the More Options (three dots) next to your comment.
5. Select Edit.
6. Modify the text as needed.
7. Press Enter or click Post to save changes.

Excel automatically updates the comment while preserving the original timestamp and author name.

Editing Replies in a Thread

If you have replied to an existing comment, you can edit your reply using the same process:

1. Open the comment thread.
2. Locate your reply.
3. Click the More Options menu.
4. Select Edit.
5. Update the text and save.

You can only edit comments or replies that you personally created.

Editing Limitations for Threaded Comments

It is important to understand the limitations:

• You cannot edit comments created by other users
• You cannot remove replies made by others
• You can delete your own comments, but not those authored by collaborators
• Admin or file owner privileges do not override comment ownership

These limitations help preserve accountability and transparency in collaborative environments.

How to Edit Notes (Classic Comments)

Editing notes differs slightly from editing threaded comments, but the process remains simple.

Editing an Existing Note

To edit a note:

1. Right-click the cell containing the note.
2. Select Edit Note from the context menu.
3. The note text box becomes active.
4. Make your desired changes.
5. Click anywhere outside the note to save.

Alternatively, you can use the Review tab:

• Select the cell
• Click Edit Note

Keyboard Shortcut for Editing Notes

For faster editing:

• Select the cell with the note
• Press Shift + F2

This shortcut immediately opens the note for editing and is especially useful when working with many notes.

Formatting Edited Comments and Notes

Editing comments is not limited to text changes. You can also adjust formatting to improve readability.

Formatting Notes

Notes offer more formatting flexibility than threaded comments.

You can:

• Change font size and style
• Apply bold, italics, or underline
• Change text color
• Resize the note box
• Adjust text alignment

To format a note:

1. Edit the note.
2. Select the text you want to format.
3. Use standard formatting options (right-click or Home tab).
4. Resize the note by dragging its borders.

Formatting Threaded Comments

Threaded comments have limited formatting options:

• Plain text only
• No font size, color, or styling changes
• Automatic layout and sizing

This limitation is intentional, ensuring consistency and readability across devices and platforms.

Editing Comments Using the Review Pane

Excel’s Review tab provides centralized tools for managing comments.

Accessing the Comment Pane

To open the comment pane:

1. Go to the Review tab.
2. Click Show Comments.

The pane displays all threaded comments in the workbook, allowing you to:

• Navigate between comments
• Edit your comments
• Reply to others
• Resolve discussions

Editing from the Review Pane

Editing from the pane works the same way as editing directly in the cell:

• Locate your comment
• Click the More Options menu
• Choose Edit

This method is especially helpful when reviewing multiple comments across large spreadsheets.

Editing Comments in Shared and Online Workbooks

When working with shared files, comment editing becomes part of a collaborative workflow.

Editing in Excel Online

Excel Online supports threaded comment editing with the same limitations:

• You can edit only your own comments
• Changes sync automatically
• Formatting options remain limited

The interface is optimized for real-time collaboration, making comment updates immediately visible to others.

Editing Comments in Shared Files

When editing comments in shared workbooks:

• Changes are saved instantly
• Collaborators may see edits in real time
• Notifications may be triggered when mentions are used

Always ensure your edits are clear and professional, as others may rely on them for decision-making.

Best Practices for Editing Comments

Editing comments is not just about changing text—it’s about maintaining clarity and usefulness.

Keep Comments Up to Date

Outdated comments can cause confusion. Whenever data or formulas change, review related comments and update them accordingly.

Be Clear and Concise

Edited comments should:

• Use simple, direct language
• Avoid unnecessary detail
• Clearly explain why the comment exists

Concise comments are easier to understand and maintain.

Use Names and Dates When Necessary

For notes and legacy comments, consider adding:

• Your name
• A date or version reference

This helps provide context, especially in long-term projects.

Avoid Overloading Cells with Comments

If a comment becomes too long or complex:

• Consider moving explanations to a separate documentation sheet
• Use comments only for brief clarifications

Editing comments should improve clarity, not overwhelm the user.

Common Issues When Editing Comments

Despite being straightforward, users may encounter challenges.

Comment Option Not Available

If you do not see an edit option:

• The comment may belong to another user
• The cell may contain a note instead of a threaded comment
• The workbook may be in read-only mode

Identifying the comment type usually resolves this issue.

Formatting Changes Not Applying

If formatting options are unavailable:

• You are likely editing a threaded comment
• Switch to notes if formatting is required

Excel’s design separates collaboration from formatting flexibility.

Converting Between Comments and Notes

Sometimes editing requires converting between comment types.

To convert:

1. Go to the Review tab
2. Select Convert to Notes or Convert to Comments

This allows you to choose the system best suited for your editing needs.

Conclusion

Editing comments in Excel is a vital skill for anyone who works with spreadsheets regularly. Whether you are updating explanations, correcting information, or refining collaborative discussions, knowing how to edit both threaded comments and notes ensures your work remains accurate and professional.

Threaded comments are ideal for collaboration and discussions, while notes offer flexibility for detailed annotations and formatting. By understanding how each system works—and how to edit them efficiently—you can improve communication, reduce confusion, and maintain high-quality Excel workbooks.

Taking the time to review and edit comments regularly turns them into powerful tools rather than overlooked add-ons, making your spreadsheets clearer, more reliable, and easier to use for everyone involved.