One person Comments in Word

Adding comments to documents isn’t just for groups, use them yourself.

Word has a feature to let you add ‘below the line’ comments to documents – comments that don’t show up in the final document, don’t effect the formatting yet stay with the document file.

Comments are included in Word’s collaboration features to help groups of people work on a single document. Remarks like “Joe – can you update these statistics?” or “This could be worded better”.

Word comments image from One person Comments in Word at Office-Watch.com

There’s no reason why comments can’t be used for solo authors as well. You can add notes to yourself, reminders of sections that need fixing or just parts you have a little ‘writers block’ on and want to return to later.

We often use comments as a ‘holding pen’ for text that we want to ‘put aside’ from the current document but keep for later use.


Add a Comment

Put your cursor on the place in the document that you want to comment (or highlight a block of text) then add a new comment.

On the Office 2007/2010 ribbon New Comment is on the Review tab.

For Office 2003 and before go to Insert | Comment

The keyboard shortcut to add a new comment is Ctrl + Alt + M

Simply type into the comment box after the colon.

You can use a wide-range of formatting in the comment box including bold, underline, highlighting, styles. A large comment is quite possible.

Word large comment image from One person Comments in Word at Office-Watch.com

Comments can also include pictures:

Word comment with picture image from One person Comments in Word at Office-Watch.com

The comment is added to a new right-hand margin area (that doesn’t appear in the printed document). The reviewing area appears when there’s a comment anywhere in the document, but you can change that, see ‘Burst the Bubble’ below.

The initials in [Brackets] is from the initials set in Word options plus a ordinal number for the comments in that document.


Edit a comment

Simply click inside the comment ‘bubble’ and start typing.

You can also right-click on the comment and choose ‘Edit Comment’.


Delete a comment

Right-click on the comment bubble and choose ‘Delete Comment’.

Editing and deleting comments can be ‘undone’ just like standard Word actions.


Hide the comments

If you want to remove the comment bubble distractions, go to the Review tab and switch from ‘Final: Show Markup’ to ‘Final’.

Word hide comments with Show Final image from One person Comments in Word at Office-Watch.com

Office 2003 choose View | Markup.


Burst the bubble

If you don’t like the comment bubbles – you can join the crowd. Sometimes the bubbles seem more like a bit of showing off from Microsoft that distract from the document.

The alternative is to hide the bubbles using Review | Show | Final mention above then click on Reviewing Pane to display comments either at the bottom (horizontal) or left (vertical) of the document.

Word comments revewing pane image from One person Comments in Word at Office-Watch.com

In Word 2003 and before the same options are on the reviewing toolbar that should appear when you first insert a comment.


Find comments

Comments text is part of any document search – just Find as usual and matching text in comments will show up.

Word find comments image from One person Comments in Word at Office-Watch.com

On the Review tab / toolbar there are Next / Previous buttons to let you jump between comments.


Printing

By default, comments are not printed but in Print options there is ‘Print Markup’ that will print the comments as well.

 

If you send out the document, make sure all your comments are removed. Word has tools to ‘clean’ a document of extra info before dispatch.