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Microsoft Word’s Comments feature lets multiple authors communicate with each other about the text in a Word document. Used in conjunction with the Track Changes feature, an editor can explain to the author his or her reasons for making changes to the text or ask for clarification of a particular passage, to which the author can respond with comments of his or her own. Versions of Word since Word 2002 display comments in balloons in the right margin of the document in Print Layout or Web Layout view, and comments can also be displayed in the Reviewing Pane. You can display or hide these comments and add, edit, and delete them; the steps below tell you how.

1
Turn on the markup feature. How you turn on the feature depends on the version of Word you’re using. Word 2003 and earlier versions use the older menu and toolbar interface, while Word 2007 and 2010 use the newer menu ribbon interface.
- In Word 2003, select «Markup» from the «View» menu.
- In Word 2007 and 2010, click the «Show Markup» drop-down in the Tracking group of the Review menu ribbon and make sure the Comments option is checked.
- Selecting Markup from the View menu again in Word 2003 or unchecking the Comments option in Word 2007 or 2010 will turn off the markup feature, hiding the comments.
2
Choose the correct display view if necessary. Comment balloons display only when your document is in either the Print Layout view, the Web Layout view, or the Full Screen Reading view in Word 2007 and 2010. To change the display, do the following:
- In Word 2003, click Print Layout or Web Layout on the View menu.
- In Word 2007 and 2010, select Print Layout or Web Layout from the Document Views group on the View menu ribbon.
- If you do not have the correct display view, your comments will not appear, but portions of the text that were highlighted to be commented upon will retain their highlighting and be followed by the comment number.

1

Choose the point in the text you wish to comment on. Drag your cursor over the words you wish to comment on, or place your cursor at the end of a piece of text.
2
Insert the comment. Once you select the option for inserting comments for your version of Word, a balloon will appear in the right margin with identifying initials and a sequence number if you are in Print Layout or Web Layout view. If you are in normal or Outline view, a number will appear in the Reviewing pane.
- In Word 2003, select Comment from the Insert menu.
- In Word 2007 and 2010, select New Comment from the Comments group in the Review menu ribbon.
- If your new comment falls between existing comments, the comments following it will be renumbered to reflect their new positions in the comment sequence.
3

Type your comment in the balloon. All text formatting features, such as bolding, italics, and underlining are available for comment text. You can also insert hyperlinks in comments.

1

Select the comment you wish to respond to.
2
Insert your response comment. Follow the same procedure as described for inserting comments under «Adding Comments.» Response comments display the identifier of the responder and a sequence number, followed by the identifier and sequence for the comment being responded to.
- You can respond to your own previous comments. This is a good way to clarify the wording of your previous comments if you think your original words may be misunderstood.

1

Turn on the comment display, if necessary. Follow the instructions under «Displaying Comments» for your version of Microsoft Word.
2

Click the balloon whose comment you wish to edit. If you cannot see the complete text of the comment in the comment balloon, you can turn on the Reviewing Pane to review the complete text of your comment there. See the instructions under «Displaying the Reviewing Pane.»
3

Make the text changes you want.

1

Right-click the comment you wish to delete. This displays a pop-up menu.
2

Select Delete Comment from the popup menu. The comment balloon disappears, and the sequence numbers of the comments following it are each decreased by 1.

1

Display your document in Print Layout view. See the step in «Displaying Your Comments» about choosing the correct display view for instructions on doing this.
2

Turn on the comment display, if it is not already turned on. Again, see «Displaying Your Comments» for instructions for your version of Word.
3
Determine which comments you wish to display and print. You can choose to display and print the comments made by all reviewers of the document or only comments made by a single reviewer. The method varies slightly according to your version of Microsoft Word.
- In Word 2003, select Show on the Reviewing toolbar, then select Reviewers and select either Show All Reviewers to display the comments of every reviewer or select the identifier for a specific reviewer to display only that reviewer’s comments.
- In Word 2007 and 2010, select Show Markup from the Tracking group in the Review menu ribbon and select either All Reviewers from the Reviewers submenu to display the comments of every reviewer or select the identifier for a specific reviewer to display only that reviewer’s comments.
4
Print your document. Display the Print dialog box in your version of Word and select «Document showing markup» to print the selected comments along with the document.
- To access the Print dialog box in Word 2003, select Print from the File menu.
- To access the Print dialog box in Word 2007, click the Microsoft Office button in the upper left and select «Print» from the menu.
- To access the Print dialog box in Word 2010, click the File tab and select «Print» from the File menu at the left edge of the page.
- To print the document without the comments, select «Document» from the Print dialog box.

1
Open the Reviewing Pane. The method for doing this depends on your version of Microsoft Word.
- In Word 2003, select Reviewing Pane on the Reviewing toolbar. (If the Reviewing toolbar is not already displayed, select Toolbars from the View menu and then select Reviewing.)
- In Word 2007 and 2010, select Reviewing Pane from the Tracking group in the Review menu ribbon and select Reviewing Pane Vertical to display the pane beside your document or Reviewing Pane Horizontal to display the pane beneath your document.
2

Close the Reviewing Pane when finished. Click the «X» in the upper right corner.

1
Display the Options or Word Options dialog. Microsoft Word uses the user name and initials that you were prompted to give when you installed Microsoft Office. (If you did not supply your own name and initials at this time, Word and other Office programs will use the name «Owner» and the initial «O.») You can change the name and initials after installing by using the Options dialog in Word 2003 or the Word Options dialog in Word 2007 and Word 2010.
- In Word 2003, choose Options from the Tools menu. Select the User Information tab.
- In Word 2007, click the Microsoft Office button and select Word Options. You can also select Change User Name from the Track Changes dropdown button in the Tracking group in the Review menu ribbon.
- In Word 2010, click the File tab and select Options from the File menu at the left edge. You can also select Change User Name from the Track Changes dropdown button in the Tracking group in the Review menu ribbon.
2

Enter your name and initials in the fields under «Personalize your copy of Microsoft Office.»
3
Click OK. This closes the Word Options dialog and changes the user name and initials to your entries.
- Although comments you make after changing your initials will reflect the new identifier, comments made prior to the change will still display the identifier you used previously.

Add New Question

Question

How do I select two texts at the same time in Word?

It is impossible to select two texts at the same time.
Question

Is there a program that saves Word comments to auto drop them into documents?

I have used the autocorrect feature for years to accomplish this. I save the comment in autocorrect and assign it some code letters. When I want to use the comment, I type in the code letters and voila! The saved comment appears. As an editor, this comes in very handy.
Question

How do I change the position of a comment box?

It’s not possible to change the position of a comment box. If you accidentally added the comment to the wrong place, remove the comment, and re-comment in the correct place.

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Comments are color-coded according to the identity of the reviewer and when they were created. Initial comments are typically displayed in red, while comments displayed by the most recent reviewer prior to the current reviewer typically appear in blue.
You can identify the full name of the commenter and the date the comment was made by resting your mouse cursor on the comment balloon. The information will appear in a ToolTip.

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Insert or delete a comment

Attaching your comments to specific parts of a document makes your feedback more clear. If someone else is commenting on the document, replying to their comments lets you have a discussion, even when you’re not all in the document at the same time.

Select the content you want to comment on.
Go to Review > New Comment.
Type your comment. If you want to make changes to any of your comments, just go back and edit them.
To reply to a comment, go to the comment, and select Reply.

Note: Keep in mind that it’s possible for others to edit your comments. Comments in an Office document are stored in the file, so anyone with edit access to your file can edit your comment.

Delete comments

Right-click the comment, and choose Delete Comment.

To delete all the comments in the document, go to the Review tab, click the down-arrow on Delete, and choose Delete All Comments in Document.

Select the content you want to comment on.
Select Review > New Comment.
Type your comment, and select Post.
To reply to a comment thread, go to the comment, and select @mention or reply.

Bubbles in the margin indicate where someone has left a comment.

Practice with comments and other collaboration features in Word by downloading this Collaborate in Word learning guide.

Edit comments

You can edit a comment by selecting Edit comment under the More thread actions drop down menu, which can be found in the top right hand corner of the comment.

Note: In Word for the Web we have restricted the Edit comment option to be available only on comments that you have authored. However, keep in mind that it may still be possible for others to edit your comments by modifying your Office file directly.

Delete comments

You can delete a comment by selecting Delete thread under the More thread actions drop down menu, which can be found in the top right hand corner of the comment.

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A lot of people find this blog when they’re trying to sort out specific problems with their comment boxes (comment boxes suddenly going tiny, or comment box text running in the wrong direction, changing the language in your comment balloons). Here are general instructions on customising your comment boxes (or balloons, as they are officially called) in Word.

Why would I want to customise my comment balloons?

To be honest, the main reason for doing this is if something goes wrong. But the standard, default text size and layout may not be suitable for your purposes, and you might want to change it to make it more readable for someone with limited vision, etc.

You might also have preferences about which margin your comment balloons appear in, and how big they are.

The principles we are going to learn about here also apply when you want to customise the general styles in your document, which we will look in particular another time.

If you take a look at a document with standard comment boxes, you will see they look something like this:

Annoyingly, you will need to go to three different places to make these changes. I provide a recap at the end, but a summary might be useful here:

To change the location and size of balloons: Track Changes – Track Changes Options
To change the size, font, colour etc.of the heading (Comment M2 etc) AND/OR the size of all text in the comment balloon: Styles – Balloon text
To change the font and colour of the actual paragraph of text in the balloon AND/OR the size of all of the text in the comment balloon: Styles – Comment text

Note: my article on customising Track Changes will tell you how to change the colours in which the comments and corrections by different reviewers appear.

How to change where your balloons appear and their size

If you want to change which margin your balloons appear in, their size, and whether they are linked to the text by a line, you must go into the Track Changes Options menu. In the Review tab, click on the little arrow at the bottom of the Track Changes button and bring up Track Changes Options. There, at the bottom, is your balloons section:

I think this is fairly self-explanatory.

How to find the menu for customising comment balloon text

There are two ways to reach the menu you need:

Press Control + Alt + Shift + s all at the same time
Make sure you’re in the Home tab and click on the little tiny arrow at the bottom right of the Styles menu

Either of these options will bring up the full Styles dialogue box.

Using either of these methods, you will bring up the Styles dialogue box.

Now, ignore all of it except the three buttons at the bottom. Click on the rightmost button: Manage Styles to bring up the next box: Manage Styles. When you first open this window, the sort order is in what Word thinks is a useful order: As Recommended – click on the down arrow to change it to Alphabetical:

Once you’ve got the list into alphabetical order, it’s relatively easy to find Balloon Text (note: not Comment text) and you will see that it then confirms how you have your text set up (blue circle).

Click the Modify button … Now you can change your font and font size. You’ll notice lots of other options (blue circle) to change the spacing, etc.

I’m going to change the font size, font, orientation and colour of the comment box heading, and the size of the text:

Note: As we will see, the changes in colour, font and italics etc. only apply themselves to the heading of the comment text, where it says “Comment: L1”. Why? Because it’s Word, and we are changing, very specifically, information about the Comment Balloon itself. See below for how to change the text in the comment balloon. EXCEPT, and here we may tear our hair out a little, this IS where we change the text size in the comment box .

Note, however, (blue arrow) that this does not change the size of the text itself – that is controlled from Balloon Text, and you’re just going to have to remember that, or look at the Recap I’ve written at the bottom!

At this point in either menu option, you can also click on the Format button and change all sorts of aspects:

Now, you probably won’t want to go to this level of fancy detail with the comments balloons, but, of course, this dialogue box is not only for changing the style of comment balloons: it’s also where you set up all of the styles in your document if you want to change and customise them.

You can also choose whether this change applies only to this document, or to all documents based on this template, and add it to your Quick Styles list if you want:

Press the OK button, and carry on pressing OK buttons until you get back to your document. Now, your comment will appear in the style you have chosen. If you’ve only chosen to amend the Comment Balloon text size, only the header will have changed:

If you’ve chosen to customise the Comment Text as well, you will have made all of these changes:

Now your comment boxes have large, easy-to-read text in a useful colour. and a very fancy heading. We’ve customised your comment boxes or, as you now know to call them, your comment balloons, and the comment text

A quick recap

To change where the balloons appear, and their size, use the Track Changes Options section in the Review tab
To change the size and orientation of the comment balloon header text, and/or the size of all of the text, use the Comment Balloon option in the Manage Styles list
To change the colour and font of the comment balloon text, and/or the size of all of the text in the balloon, use the Comment Text option in the Manage Styles list

Why not take a look at these related topics, which should help you further?

What to do if your comment boxes go tiny in Word

What to do if your comment boxes start running from right to left

Changing the language in your comment balloons

Customising Track Changes

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents. Find all the short cuts here …

Do let me know if this has helped you, saved your bacon, etc. – and do share with the buttons at the bottom of this article.

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Please Note:
This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Comments in Text Boxes.

Written by Allen Wyatt (last updated March 22, 2022)
This tip applies to Word 97, 2000, 2002, and 2003

Text boxes are great for many things, but adding comments is not one of those things. Word won’t allow you to add comments to text within a text box, as you can to regular text in your document.

If you absolutely must have comments in your text boxes, there are two possible solutions. The first is to work around it by just adding hidden text in the text box. You can make the hidden text visible or invisible, as the need arises. The second potential solution is to not use text boxes, but use frames.

Frames have been available in Word for longer than text boxes. They provide basically the same capabilities, but there are some differences. One of the differences is that you can add comments to text within frames. (All of the differences between text boxes and frames were covered in a previous issue of WordTips.) To convert a text box to a frame, follow these steps:

If you are using Word 2002 or Word 2003, make sure you drag the text box outside the boundaries of your drawing canvas. (You can delete your drawing canvas, if desired.)
Right-click on the border of your text box. Word displays a Context menu.
From the Context menu, choose the Format Text Box option. Word displays the Format Text Box dialog box.
Make sure the Text Box tab is selected.
Click on the Convert to Frame button. (If you are using Word 2002 or Word 2003 and the button is not available, then you didn’t follow step 1.)
Word informs you that by making the conversion, some of the text box’s formatting may be lost. Click on OK.

You can now add comments to the text in the frame.

WordTips is your source for cost-effective Microsoft Word training.
(Microsoft Word is the most popular word processing software in the world.)
This tip (1601) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Comments in Text Boxes.

Author Bio

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. Learn more about Allen…

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How to Add a Comment in Microsoft Word
How to Insert a Comment Box in Word, PowerPoint, and Excel

Turn on the markup feature. How you turn on the feature depends on the version of Word you’re using. Word 2003 and earlier versions use the older menu and toolbar interface, while Word 2007 and 2010 use the newer menu ribbon interface.
1. In Word 2003, select «Markup» from the «View» menu.
2. In Word 2007 and 2010, click the «Show Markup» drop-down in the Tracking group of the Review menu ribbon and make sure the Comments option is checked.
3. Selecting Markup from the View menu again in Word 2003 or unchecking the Comments option in Word 2007 or 2010 will turn off the markup feature, hiding the comments.
Choose the correct display view if necessary. Comment balloons display only when your document is in either the Print Layout view, the Web Layout view, or the Full Screen Reading view in Word 2007 and 2010. To change the display, do the following:
1. In Word 2003, click Print Layout or Web Layout on the View menu.
2. In Word 2007 and 2010, select Print Layout or Web Layout from the Document Views group on the View menu ribbon.
3. If you do not have the correct display view, your comments will not appear, but portions of the text that were highlighted to be commented upon will retain their highlighting and be followed by the comment number.

Choose the point in the text you wish to comment on. Drag your cursor over the words you wish to comment on, or place your cursor at the end of a piece of text.
Insert the comment. Once you select the option for inserting comments for your version of Word, a balloon will appear in the right margin with identifying initials and a sequence number if you are in Print Layout or Web Layout view. If you are in normal or Outline view, a number will appear in the Reviewing pane.
1. In Word 2003, select Comment from the Insert menu.
2. In Word 2007 and 2010, select New Comment from the Comments group in the Review menu ribbon.
3. If your new comment falls between existing comments, the comments following it will be renumbered to reflect their new positions in the comment sequence.
Type your comment in the balloon. All text formatting features, such as bolding, italics, and underlining are available for comment text. You can also insert hyperlinks in comments.

Select the comment you wish to respond to.
Insert your response comment. Follow the same procedure as described for inserting comments under «Adding Comments.» Response comments display the identifier of the responder and a sequence number, followed by the identifier and sequence for the comment being responded to.
1. You can respond to your own previous comments. This is a good way to clarify the wording of your previous comments if you think your original words may be misunderstood.

Turn on the comment display, if necessary. Follow the instructions under «Displaying Comments» for your version of Microsoft Word.
Click the balloon whose comment you wish to edit. If you cannot see the complete text of the comment in the comment balloon, you can turn on the Reviewing Pane to review the complete text of your comment there. See the instructions under «Displaying the Reviewing Pane.»
Make the text changes you want.

Right-click the comment you wish to delete. This displays a pop-up menu.
Select Delete Comment from the popup menu. The comment balloon disappears, and the sequence numbers of the comments following it are each decreased by 1.

Display your document in Print Layout view. See the step in «Displaying Your Comments» about choosing the correct display view for instructions on doing this.
Turn on the comment display, if it is not already turned on. Again, see «Displaying Your Comments» for instructions for your version of Word.
Determine which comments you wish to display and print. You can choose to display and print the comments made by all reviewers of the document or only comments made by a single reviewer. The method varies slightly according to your version of Microsoft Word.
1. In Word 2003, select Show on the Reviewing toolbar, then select Reviewers and select either Show All Reviewers to display the comments of every reviewer or select the identifier for a specific reviewer to display only that reviewer’s comments.
2. In Word 2007 and 2010, select Show Markup from the Tracking group in the Review menu ribbon and select either All Reviewers from the Reviewers submenu to display the comments of every reviewer or select the identifier for a specific reviewer to display only that reviewer’s comments.
Print your document. Display the Print dialog box in your version of Word and select «Document showing markup» to print the selected comments along with the document.
1. To access the Print dialog box in Word 2003, select Print from the File menu.
2. To access the Print dialog box in Word 2007, click the Microsoft Office button in the upper left and select «Print» from the menu.
3. To access the Print dialog box in Word 2010, click the File tab and select «Print» from the File menu at the left edge of the page.
4. To print the document without the comments, select «Document» from the Print dialog box.

Displaying the Reviewing Pane

Open the Reviewing Pane. The method for doing this depends on your version of Microsoft Word.
1. In Word 2003, select Reviewing Pane on the Reviewing toolbar. (If the Reviewing toolbar is not already displayed, select Toolbars from the View menu and then select Reviewing.)
2. In Word 2007 and 2010, select Reviewing Pane from the Tracking group in the Review menu ribbon and select Reviewing Pane Vertical to display the pane beside your document or Reviewing Pane Horizontal to display the pane beneath your document.
Close the Reviewing Pane when finished. Click the «X» in the upper right corner.

Display the Options or Word Options dialog. Microsoft Word uses the user name and initials that you were prompted to give when you installed Microsoft Office. (If you did not supply your own name and initials at this time, Word and other Office programs will use the name «Owner» and the initial «O.») You can change the name and initials after installing by using the Options dialog in Word 2003 or the Word Options dialog in Word 2007 and Word 2010.
1. In Word 2003, choose Options from the Tools menu. Select the User Information tab.
2. In Word 2007, click the Microsoft Office button and select Word Options. You can also select Change User Name from the Track Changes dropdown button in the Tracking group in the Review menu ribbon.
3. In Word 2010, click the File tab and select Options from the File menu at the left edge. You can also select Change User Name from the Track Changes dropdown button in the Tracking group in the Review menu ribbon.
Enter your name and initials in the fields under «Personalize your copy of Microsoft Office.«
Click OK. This closes the Word Options dialog and changes the user name and initials to your entries.
1. Although comments you make after changing your initials will reflect the new identifier, comments made prior to the change will still display the identifier you used previously.

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