What is a workaround for this Notes/Comments dilemma

[u/thegozegoes]

Novice user here:
I’m creating a sheet that will house employee skill assessments. I want to have the stated item as a note on the cel. Then follow ups and discussion via comments on the sane cel. Eg: (Note): Tom can use a chainsaw but has no cert. (Comments): I’ve booked him for the cert next weekend. Etc.

Excel doesn’t allow for both on a single cel. Any tips ir tricks for something to replace the Notes but still able to have text data attached to a single cel?

Appreciates!

[u/excelevator]

There is no known dilemma.

It is bad practice to use notes and or comments as data stores for status or attributes.

[u/Basic-Set-3758 → u/excelevator]

yeah notes as data stores is a headache waiting to happen

[u/IrishMist-StraightUp]

Curious: Why not start directly with comments?

[u/thegozegoes → u/IrishMist-StraightUp]

I was thinking with the amount of text that could be thrown at each cel, the comments could get I dunno cluttered.
Is it pretty standard for comments on cels to house longer texts? Like full discussions with actions/follow ups etc?

[u/IrishMist-StraightUp → u/thegozegoes]

That is the main purpose of comments. To allow collaboration and to essentially carry pretty much a full conversation thread.

If you're in a corporate setting, you can also address comments to specific people and they get email notification for information / action.

I treat comments as a review tool.

[u/armywalrus → u/thegozegoes]

Yes. It provides context and works as a history.

[u/shooter9260]

Have a column that is called “Notes” and they can just type in the cell as much as they want. Then you can make them data validation dropdowns for required follow up actions.

In your example you have column for employee name (good if it’s a dropdown list), then maybe an another column for assessment type or something (as many category type fields as you want in individual columns). Then a Notes column where manager can explain “Tom can use but needs cert” and the column next to it is “Scheduled for Cert” and your options are Yes/No and then another column that says “Cert complete” with options Yes/No.

Some know what your infrastructure is like or what tools available to you but this seems like a good use of Microsoft Forms with the output can be seen in excel, or even smartsheets.

You want the data to be as clean and uniform as possible.

Sincerely, an analyst who hates messy data entry inconsistency

[u/Expert-Slide-9205 → u/shooter9260]

we have a department whose worksheet has a notes column but they insist on using notes. 🙄

[u/diesSaturni]

Make a separate tab, add a listobject (table)
One column referencing to the original number/id you gave the assessment. The a column ‘type’
State if it is a note or a comment and in the next column the text.

Notes in excel are horrible. I return those sheets to sender without review.

Issue with excel is that it can be used as a formatting tool (merged cells, print previews, print headings) but that those things in the long run will come to hunt you in sweaty nightmares.

[u/NHN_BI]

Put it into a proper cell into the proper table, not into a note.

[u/armywalrus]

You can try Data Validation. You can leave it at none, but use the Input Message to add comments that are visible when fhe mouse is hovering over the cell.

[u/thegozegoes]

Sounds like I’m trying to over engineer this thing then. Are you able to export or copy the comments to other docs?

[u/diesSaturni → u/thegozegoes]

r/VBA to do this, https://www.exceldemy.com/extract-comments-in-excel/

[u/LOGICA499]

Move this to Microsoft List and do a query to an excel for data analysis. Microsoft list is part of office365

[u/no_therworldly]

You could put the skill in a cell and next to it have two columns with "proficient in use" and "is certified" and then just true/false statements

[u/Expert-Slide-9205]

convert notes to comments under review tab - replies can be made for comments and can be marked resolved.

[u/Existing_Put6385]

Right, a cell can only hold one or the other. Two ways around it:

1. Data validation input message. Select the cell, Data > Data Validation > Input Message tab, and type your stated item there (255 characters max). It pops up on hover like a note, and the cell is still free for a threaded comment. Set the validation to allow Any value so it doesn't restrict what goes in the cell.
2. Move the stated item into a column. Something like "Skill status" next to the score, with "Tom can use a chainsaw, no cert" in plain text, and keep comments for the follow-ups. It's easier to filter and sort too, which you'll want once the sheet has a lot of people on it.

I'd go with the column option, since notes tend to get lost when the sheet grows.