Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, and 2013. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Adding Pop-Up Documentation to a Cell.

Adding Pop-Up Documentation to a Cell

by Allen Wyatt
(last updated June 13, 2015)

22

Want a neat trick you can use to make your worksheets more helpful to users? How about adding a pop-up window that displays documentation whenever the cell is selected? To add such a feature, follow these steps:

  1. Select the cell for which you want the pop-up to appear.
  2. Display the Data tab of the ribbon.
  3. In the Data Tools group, click the Data Validation tool. Excel displays the Data Validation dialog box.
  4. Make sure the Input Message tab is displayed. (See Figure 1.)
  5. Figure 1. The Input Message tab of the Data Validation dialog box.

  6. Make sure the Show Input Message When Cell is Selected check box is selected.
  7. In the Title box, enter a title for the pop-up window. (This title appears in bold at the top of the pop-up window.)
  8. In the Input Message box, enter the text of the documentation you want to appear in the pop-up window.
  9. Click OK.

There are, obviously, other ways you can use the Data Validation feature of Excel to check and limit the data that is entered in a cell. However, if you follow the steps above, all data is still accepted and Excel displays a helpful message whenever the cell is selected.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (6177) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Adding Pop-Up Documentation to a Cell.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments for this tip:

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What is 7 + 8?

2017-02-10 04:45:13

my own comment

I am writing my own comment, its my own. I did not copy, because I have my own comment with me, all the time. Do you really think someone is going to visit your site and use someone else comment ?
Dude, grow up now !


2017-01-26 16:21:29

Jelena

Thank you for this


2017-01-18 03:46:36

Nabs - Oman

This is really useful.

thank you.


2016-11-29 11:56:35

Molly

YAY!!!
Thank you so much.
I have a rather insane spreadsheet where most of the cells need to get edited frequently to update new information. There are certain cells that CANNOT have their info edited without screwing up a whole lot of other things - however, those columns still need to be sorted as related data gets edited so "protecting" those cells was out of the question. This will prevent me from accidentally screwing up several weeks worth of work (again) because I'll have that lovely popup reminder to "DON'T CHANGE THIS FRIGGIN' DATA!"


2016-09-01 15:11:37

Ed

I made data validation messages for two different cells. When I select either of these two different cells the data validation message pops up in the exact same location. That's not supposed to happen. Do you know any reason why this could be happening?


2016-07-14 10:22:33

Rashmi

It was really helpful.
Thanks


2016-04-01 20:17:44

Beverly

I am working on an excel file created by an organization I work for. After using this file for 8 months, it suddenly has all pop-up text boxes are open and they will not close. I cannot use the file because cells are completely covered. I had this happen earlier and I could right click on the cell with the ? in the circle and then choose "hide" and it would disappear. This is not working. Any ideas for what I can try???


2016-03-24 01:05:05

Babu p


Hi,

Good Morning,

Thanks for help,

Regards
Babu


2016-03-03 17:38:37

Scott

@Willy

Cheers, Willy.
This will make life a lot easier than putting it in manually.


2016-03-03 11:02:21

Willy Vanhaelen

I have been a little hasty yesterday. The correct code for two columns is:

If Target.Column <> 2 AND Target.Column <> 3 Then Exit Sub


2016-03-02 15:15:32

Willy Vanhaelen

@Scott and Thomas

I am happy you like my code.

For the whole sheet, you can simply remove the first line:
If Target.Column <> 2 Or Target.Cells.Count > 1 Then Exit Sub

For two columns (for example columns 2 and 3), you can replace it by:

If Target.Column <> 2 Or Target.Column <> 3 Then Exit Sub

Since this is an event macro residing in the sheet's code page, it is only fired when you change something in the corresponding worksheet. So if you want this feature in other sheets too, you have to put the macro in each sheet's code page.


2016-03-02 10:33:15

Thomas Redd

Scott
The easiest ways to change the whole sheet is to change the "<>2" to "<1" in the code Willy created. He sure did a great job.

Thanks Willy! I love your code!


2016-03-02 05:15:28

Scott passmore

@willy

That's awesome mate and I really appreciate it. Is there a way to apply it to multiple columns or to the whole sheet? Even the whole excel document? Haha
Otherwise I'll do the columns individually if I have to :)


2016-03-01 11:10:19

Willy Vanhaelen

@Scott

You can do it by putting the following macro in the worksheet's code page. To get there right click the sheet's tab and select "View Code".

Private Sub Worksheet_Change(ByVal Target As Range)
If Target.Column <> 2 Or Target.Cells.Count > 1 Then Exit Sub
With Target.Validation
.Delete
.Add Type:=xlValidateInputOnly
.InputMessage = Now
End With
End Sub

This macro assumes you type the grades in column B (2). If you want to use another column, change the "<> 2" in the first line to the appropriate column number (for instance <> 4 for column D).

It adds the date as well as the time. If you only want the date, replace
.InputMessage = Now
by
.InputMessage = Format(Now,"dd/mm/yy")
or whatever format you want.


2016-02-29 19:47:42

Scott

This trick is amazing. I'm learning more about excel every day!

I'm a teacher and I use excel for my assessment of kids.

I have a question which would be a great addition. When I type a score (i.e. the number '3') into a cell, I want excel to automatically add the current day's date in the pop-up documentation. Can this be done? So instead of typing in the date individually for each cell or even having the pop down calendar, I want excel to do it automatically. If I need a VBA could you give me a hand writing one and inserting it?

Any help would be great,

PS sorry I have excel 2010
Scott


2016-02-20 18:55:48

Peter Atherton

kandeya

What you need is a command button that is on the developer's tab. You can also insert a shape or text box and assign a macro to that.


2016-02-18 06:03:55

kandeya

how do i Create a button with a caption Sort Price and place it outside the area of the table.
then Attach a macro to the button so that the Price is sorted in ascending order each time the button is clicked.


2016-01-15 21:34:08

Winoto

Thank's a lot, Mr.Allen. God bless you...


2015-12-03 02:58:53

E R

Thanks for the guidence and it really helped me.


2015-10-15 09:35:36

Thiagarajan

Thanks for the tip sir. I have created a pop-up.


2015-09-11 03:31:47

KGM

Thanks a lot this is very useful. I created the meeting calendar. In the cell, I put meeting title only. Than, I put Venue, Time, Contact and others info input message.


2015-06-19 04:17:57

Mark Joseph Lee

thank you very helpful hope to learn more tips from you sir.


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