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How to Add Excel Comments Without Sharing and Notify Users with @Mentions
Question details
The user wants to know if sharing an Excel workbook is required before adding comments and whether using @mentions triggers email notifications to tagged users.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Collaborating on an Excel workbook and trying to leave feedback for team members using the comments and @mention features.
- Observed behavior
- Seeking clarification on the prerequisites for adding comments and how the @mention email notification system functions in Excel.
Ensure you are signed into your Microsoft 365 or cloud account if you want @mention notifications to be sent automatically to tagged users.
Adding Comments and Using @Mentions in Excel
You can add comments to an Excel file at any time without pre-sharing it. If you use an @mention on an unshared file, Excel will prompt you to share it so the notification can be sent.
Excel allows users to insert comments locally or on cloud documents. Sharing the workbook is not a prerequisite for simply creating a comment.
However, the @mention feature relies on cloud connectivity. When you tag someone, they will receive an email notification containing a link to the specific comment, provided the file is saved to OneDrive or SharePoint.
Open your Excel workbook and click on the specific cell where you want to leave a comment.
Right-click the selected cell and choose 'New Comment' from the context menu, or navigate to the 'Review' tab on the ribbon and click 'New Comment'.
In the comment text box, type '@' followed by the name or email address of the person you want to notify. Select their name from the dropdown list.
Type the rest of your message and click the 'Post' button (the green arrow icon). If the file has not been shared yet, Excel will prompt you to grant the tagged user access to the file.
Collaborate Easily with WPS Spreadsheet
WPS Office provides a highly compatible and free Spreadsheet tool where you can effortlessly add comments, reply to feedback, and collaborate on Excel files with your team.
- 1. Open Your Workbook: Download and install WPS Office, then open your Excel workbook in the WPS Spreadsheet application.
- 2. Select the Target Cell: Click on the cell where you want to insert a comment or feedback.
- 3. Add a Comment: Navigate to the 'Review' tab on the top ribbon and click 'New Comment'.
- 4. Type and Save: Type your feedback in the comment box and click anywhere outside the box to save it.
- 5. Share via Cloud: To collaborate, upload the file to WPS Cloud using the 'Share' button in the top right corner and send the collaboration link to your team.
Frequently Asked Questions
Do I need a Microsoft 365 subscription to use @mentions in Excel?
Yes, utilizing the @mention feature to send email notifications requires the workbook to be saved in OneDrive or SharePoint, which is typically tied to a Microsoft 365 account.
Why didn't the tagged person receive an email notification?
They might not receive an email if the file isn't saved to the cloud, if they lack permissions to view the document, or if their account's email notification settings have disabled comment alerts.
Can I share an Excel file after I have already added comments?
Absolutely. You can add standard comments to a local file at any time and share the workbook later via email, a cloud storage link, or a shared network drive.
