The spreadsheet you already built is a good start. What you really need is a dynamic lookup system, and Excel can handle that without any coding or add-ins. This is a perfect use case for the INDEX and MATCH functions paired with named ranges, or even simpler: the XLOOKUP function if your version of Office 365 supports it. You don't need a pop-up window or a macro. You need a clean, dedicated area on your sheet that acts as a live profile card.
Here is how this works in practical terms. Keep your master list of NPCs on one sheet, with columns for name, race, class, and a cell for each picture. On a second sheet, or to the side of your main list, set up a 5x20 display area. Use a data validation dropdown in one cell so you can select any NPC name from your master list. Then use XLOOKUP to pull the corresponding row of data into your display area. For the picture, use the IMAGE function to reference the cell containing the file path or URL. Click a name, and the profile updates instantly. No comments, no pop-ups, no manual searching.
We think this approach is smarter than the comment tool because it scales. You have a long list of teachers, students, and upperclassmen. Every time the GM introduces a new character, you add one row to your master list, and the lookup system automatically finds it. The profile area stays the same size and location. You are not hunting through tiny comment bubbles or scrolling past pictures that push your data around. The system stays clean, fast, and searchable.
One practical tip: store the NPC images in a folder on your computer or OneDrive, and use the full file path in your master list. The IMAGE function will render them at whatever size you define. If you want to filter or sort your NPCs by house, race, or role, add a SORT or FILTER function to your dropdown list. The result is a character directory that feels like a custom app, built entirely inside the tool you already own. You do not need to learn a new platform. You just need to rearrange what you have.