How to Add Comments in OpenOffice Calc

Adding comments in OpenOffice Calc allows you to attach notes, explanations, or additional information directly to cells or to track changes within your spreadsheet. There are two primary ways to add comments, depending on whether you want a general cell annotation or a specific comment related to a recorded change.

Adding General Cell Comments (Annotations)

General cell comments, often referred to as annotations, are ideal for adding contextual notes or reminders to specific cells without altering the cell's data.

Step-by-Step Guide to Insert a General Comment:

Select the Cell: Click on the cell where you want to add a comment.
Insert Comment:
- Go to the menu bar and choose Insert > Comment.
- Alternatively, right-click on the selected cell and choose Insert Comment from the context menu.
Type Your Comment: A text box will appear, often displaying your username. Type your desired note or explanation into this box.
Finalize: Click outside the comment box or press Esc to finish editing the comment.

Cells with comments will typically display a small red or purple triangle in the top-right corner, indicating that a note is attached.

Managing General Comments:

Viewing: Hover your mouse cursor over a cell with a comment, and the comment box will pop up. You can also make comments always visible by going to View > Comments.
Editing: Right-click the cell containing the comment and select Edit Comment.
Deleting: Right-click the cell with the comment and choose Delete Comment.
Formatting: You can format the comment box (e.g., background color, font) by right-clicking the comment box itself (not the cell) and choosing Format Comment.

Adding Comments to Changes (Revision Comments)

When you are tracking changes in a collaborative spreadsheet, OpenOffice Calc allows you to add specific comments to explain why a particular change was made to a cell. This is especially useful for review processes.

Step-by-Step Guide to Add a Comment to a Change:

Enable Change Tracking: First, ensure that change tracking is active. Go to Edit > Changes > Record to start recording modifications.
Make a Change: Modify the content of a cell in your spreadsheet. This change will now be recorded.
Select the Changed Cell: Click on the cell where you just made the change.
Add Comment to Change: Choose Edit > Changes > Comments from the menu bar. A dialog box will appear where you can type your explanation for the modification.
Confirm: Click OK to attach the comment to that specific change.

These comments become part of the revision history and are visible when you use the Edit > Changes > Accept or Reject... dialog. They provide context during the review process, helping collaborators understand the rationale behind each alteration.

Summary of Comment Types

To clarify the difference between the two types of comments:

Feature	General Cell Comment (Annotation)	Comment on a Change (Revision Comment)
Purpose	Add notes, explanations, or reminders to a specific cell.	Explain the reason for a modification when tracking changes.
Trigger	Inserted manually by user.	Added after a cell's content has been changed and recorded.
Menu Path	`Insert > Comment` or right-click `Insert Comment`	`Edit > Changes > Comments` (after making a change)
Visibility	Hover over cell, `View > Comments`	Visible in `Edit > Changes > Accept or Reject...` dialog.
Associated With	The specific cell.	The specific change made to a cell.
Example Use Case	"This value is an estimate." "Refer to report XYZ for details."	"Updated due to new Q3 data." "Corrected typo."

By utilizing both types of comments, you can enhance the clarity, collaboration, and auditability of your OpenOffice Calc spreadsheets.