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Photos, links and notes in cells

What it is

Section titled “What it is”

You can attach photos, a link (to a website, an email address, a phone number or a cell of the workbook) and a note to a cell. When you point at a cell with a link or a note, a card appears: a preview of the page, actions with the link, the text of the note and open comments.

How to use it

Section titled “How to use it”

Photos

  1. Stand in the cell and click Add a photo on the toolbar. You can choose several PNG, JPEG or WebP files. While the photos upload, Uploading photo appears next to the button.
  2. The cell shows the first two thumbnails in the original proportions of the photo, and “+N” for the rest. The Alignment buttons on the toolbar move the photos: Horizontal (left, centre, right) and Vertical (top, middle, bottom). Without a choice, the photos stand on the left and in the middle of the row. A click opens the viewer: the file name, the counter 1 / 3, arrows (or the ← and → keys), Delete photo and Close photos.
  3. The row height does not change by itself: the thumbnail adjusts, and the row can be stretched.
  4. The right button on an open photo calls the browser’s menu for the image. A right-click on the photo, the title, the empty area of the gallery or the dimming does not open the cell menu under the window. If the owner of a shared link has forbidden copying, the browser’s menu for the photo is not available.

Link

  1. Press Ctrl+K (on a Mac, ⌘K), or right-click → Link…. The window Link in A1 opens.
  2. Text is what is shown in the cell. Link is the address https://…, an email address, or #Sheet!A1. Sheet in this spreadsheet lets you choose a sheet instead of typing its name. Click Paste (or Save).
  3. Point at the cell and hold: a card appears with the title and a picture of the page, the address (a click opens it in a new tab; a link to a cell goes to that cell), and the buttons Copy address, Change link and Remove link. If the cell shows a bare address, the button Use page title instead of the link puts in the page title.

Note

  1. Press Shift+F2, or right-click → Note…. The window Note for A1 opens.
  2. Write the text and click Save (or press Ctrl+Enter). Empty text, or Delete, removes the note.
  3. The note is visible in the card on hover. The card also shows up to three open comments and “and N more”.

Limits

Section titled “Limits”
  • Only the person who edits the spreadsheet can add and delete photos, links and notes, including a guest with a link who has the Editing role. Viewing is available to everyone who has access to the workbook.
  • Photos: up to 10 per cell; a file up to 8 MB; no more than 12 000 pixels per side and 40 million pixels in total.
  • Photos take up the company’s file storage, the same as chat attachments.
  • Photo uploads: up to 300 per 10 minutes per person, and up to 120 per 10 minutes via a link from one IP address.
  • A link can be up to 2048 characters, and the cell text up to 5000. Allowed are https://, http://, mailto: and tel: links, addresses such as www.site.ru and site.ru (https:// is added to them), and cells such as #Sheet!A1.
  • A preview is available only for links to websites. Internal network addresses are not opened.
  • For a cell with a formula, the link text is set by the formula. You cannot edit or remove the link from the card.
  • A note can be up to 5000 characters. The card appears 0.7 seconds after the cursor stops moving.
  • On export to Excel, photos go out as pictures at their cells: up to 200 MB of photos per file, each in JPEG (in PNG if it has a transparent background), and no more than 2048 pixels on the long side. A photo in an empty cell beyond the edge of the data is also included (for details, see Import, export and print). Notes and links are saved too. CSV, TSV and web-page exports do not include photos.

If something goes wrong

Section titled “If something goes wrong”
What you see on the screen Why What to do
PNG, JPEG or WebP up to 8 MB Another format, or a file over 8 MB Save the photo as a smaller PNG, JPEG or WebP
The image is too large More than 12 000 pixels per side, or more than 40 million pixels in total Reduce the photo
Up to 10 photos per cell The cell and the chosen files together have more than 10 Delete the extra ones, or choose fewer
File storage is full. Delete unneeded files or upgrade the plan The organization’s plan is used up Free up space, or upgrade the plan
Too many images in a row. Wait N s and try again The upload rate has been exceeded Wait the time shown
View only The link gives only viewing Ask for the Editing role
Return to the original sheet The sheet was changed during the upload Go back and add the photo again
Could not upload image The file is damaged, or its contents do not match its type, or there was a storage failure Save the photo again and retry
Could not add the photo The cell edit was not applied Retry
Unavailable in the cell instead of a photo The photo did not load Reload the page
Enter link address, or Enter a website address (https://…), email or spreadsheet cell (#Sheet!A1) The address is empty or unsuitable Fix the address
There is no such sheet in the book The link refers to a sheet that does not exist Choose a sheet under Sheet in this spreadsheet
No preview in the card The site did not respond within 5 seconds, is closed, or has no title or picture Open the address with the button in the card