Document Editing Problems

How to Edit or Delete Legacy Comments and Notes in Excel

Rana Garcia Sep 30, 2026 868 views

Question details

The user is unable to edit or delete older comments or notes in an Excel workbook, even though newly added notes function correctly.

How to Edit or Delete Legacy Comments and Notes in Excel

Product: Microsoft Excel
Device & OS: not provided
Scenario: Cleaning up or updating an older Excel workbook that contains existing cell annotations, notes, or messages.
Observed behavior: Legacy comments or notes cannot be clicked, edited, or deleted through the standard right-click menu, acting as if they are locked or part of a different feature entirely.

Before you start

Create a backup copy of your Excel workbook before attempting to clear data validation settings or delete legacy comments, ensuring you do not accidentally lose important data.

Solution 1Recommended

Clear Data Validation Input Messages

Often, uneditable 'comments' are actually Data Validation input messages that appear when a cell is selected. Clearing these settings will remove the message.

In Excel, Data Validation rules can be configured to show an 'Input Message' when a user selects a cell. Because these messages appear in a yellow box similar to legacy notes, they are frequently mistaken for standard comments and cannot be deleted using the normal 'Delete Comment' function.

Select the affected cells

Highlight the specific cells or the entire column that contains the stubborn messages you want to remove.

Open the Data Validation menu

Navigate to the 'Data' tab on the Excel ribbon and click on 'Data Validation' located in the Data Tools group.

Clear the input message

Go to the 'Input Message' tab in the dialog box. Click the 'Clear All' button at the bottom, then click 'OK' to remove the message.

Verification: Click on the cell again. The yellow message box should no longer appear, confirming the data validation message was successfully removed.

Solution 2

Convert or Delete Legacy Notes via the Review Tab

If the annotations are true legacy notes from older Excel versions, you can manage them directly from the Review tab rather than the right-click menu.

Manage Excel Files with WPS Office

Easily Manage Comments and Notes with WPS Spreadsheet

WPS Office provides a highly compatible and user-friendly spreadsheet tool that seamlessly opens Microsoft Excel files. You can easily view, edit, clear, or manage both legacy notes and modern comments without encountering stubborn compatibility glitches.

1. Open your file: Launch WPS Spreadsheet and open your existing Excel workbook.
2. Locate the comment: Right-click the cell containing the legacy note or comment you wish to modify.
3. Edit or delete: Select 'Edit Comment' to update the text, or choose 'Delete Comment' to remove it completely from the sheet.
4. Use batch deletion: Alternatively, navigate to the 'Review' tab and use the 'Delete' option to quickly clear multiple selected annotations.

Highly compatible with Microsoft Excel (.xlsx, .xls) formats and their comment systems.Intuitive interface for easily adding, editing, or deleting cell comments.Free and lightweight alternative for everyday spreadsheet tasks.Cross-platform support for Windows, Mac, Linux, iOS, and Android.

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Frequently Asked Questions

Why do some Excel comments not show the author's name or date?

Legacy notes created in older versions of Excel (or simple input messages) simply displayed text in a plain yellow box without tracking threaded replies, author names, or timestamps, unlike modern Microsoft 365 threaded comments.

Can I delete all comments in an Excel sheet at once?

Yes. Select all cells by pressing Ctrl + A, navigate to the Home tab, click on 'Clear' (the eraser icon) in the Editing group, and select 'Clear Comments'.

What is the difference between a Note and a Comment in Excel?

In modern versions of Excel and Microsoft 365, 'Comments' refer to threaded conversations that multiple users can reply to. 'Notes' are the traditional, old-style yellow boxes used to leave a simple annotation without reply functionality.

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