Adding notes

OpenOffice.org 3 Calc Guide

Chapter 11 Sharing and Reviewing Documents

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• Sharing documents among reviewers
• Recording changes
• Adding comments to changes
• Adding other comments
• Reviewing changes
• Merging documents
• Comparing documents
• Saving versions

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Notes are similar to comments, except that they do not need to be associated with a change, and notes can be formatted but comments cannot. Authors and reviewers often use notes to exchange ideas, ask for suggestions, or brainstorm in the document.

To add a note:

1. Select the cell that the note applies to.
2. Select Insert > Note. The box shown in the figure below appears.
3. Type the text of your note in the box.
4. Click outside the box to close it.

Inserting a note

Now the cell to which you added the note has a colored dot in the upper right-hand corner. It does not have a colored border, unless the cell was also changed.

Colored dot in cell containing a note

To view the note you just added, hover the mouse pointer over the cell that has a note; the note appears.

Viewing a note

Editing notes

You can edit and format the text of a note, just as you do for any other text.

1. Right-click on the cell containing the note marker, and choose Show Note from the pop-up menu.
2. Select the note, then double-click on it. The cursor changes to the usual blinking text-entry cursor, and the Formatting toolbar changes to show text attributes.
3. When done, click outside the note to deselect it.

Formatting notes

You can change the background color, border style, transparency, and other other attributes of a note.

1. Right-click on the cell containing the note marker, and choose Show Note from the pop-up menu.
2. Click on the note itself. The Formatting toolbar changes to show many of the note formatting options. These are the same as the options for formatting graphics; see Chapter 8 (Using Graphics in Calc) for more information. You can also right-click on the note to see a menu of choices, some of which lead to dialogs in which you can fine-tune the formatting; these dialogs are also discussed in Chapter 8.
3. When done, click outside the note to deselect it.

Finding notes using the Navigator

The small note markers in the corners of cells can be difficult to see, so Calc provides another way to find them, by using the Navigator. If any notes are in the spreadsheet, the Navigator shows a + next to the word Notes. Click on this + to display a list of notes. Double-click on the note you want to jump directly to the cell it is associated with.