HELP! I want to add comments to a Word document

The Problem:

You want to add comments to a Word document, but you don't want to change the layout of the document. Not sure what I mean? Here are some examples:

You may want to provide feedback to a student on his/her assignment without inserting your comments into the text or body of the document. You don't want to type in the middle of their paper, for example. Or perhaps you want to insert comments or edit a collaborative work between colleagues. It could be a team teaching activity that is being passed back and forth between a 2nd grade team. But, you don't want to change the whole document without the other teacher knowing what you changed. In either situation, the ability to add comments to a Word document without altering the layout is the answer.

This blog will walk through the steps of how to add comments to a Word document while avoiding altering the layout of the document. The blog will explain procedures for both Microsoft Word 2003 and 2007.

**Note: click on any of the images in this blog to enlarge them

Let's get started

This is the beginning of the guide for Microsoft Word 2003.

First, you must open Microsoft Word using the Start menu and locating the program



Then open up the file you wish to work with by using the drop down menu: File, then Open



Once your document is opened and ready to work with, it should look like this

Your first comment

This is the fun part. We are going to add your first comment. The first thing you have to do is select the text on which you will comment.



**To select the text, point your mouse over the first word of the text you want to work with. Hold the mouse button down and drag over the words that you want to use. You will notice the text turning black. This is called highlighting.

Now, on the toolbar, click Insert



Then click on Comment



After you have selected Comment, your first comment will appear! You will notice the comment and the red balloon. Your comment will look like this

Writing your comment

Now that you have inserted your first comment, you are ready to write!

A close up version of the comment and balloon looks like this



Click inside the comment balloon to write your comment. You will be ready to type when you have the standard blinking cursor. The balloon will look like this when it is filled with a comment. Simply click outside the comment balloon to continue working in the document.

Shortcut!

Now you know how to add comments by highlighting the text and using File, Insert, Comment.

The next time you want to add a comment within the document, you can use this same procedure. However, there is a shortcut for new comments as well.

If you prefer the quicker route, read on.

You will notice that after adding a comment, you have a new toolbar visible on the top of your screen (Above the file toolbar). The new toolbar looks like this



Make sure you can see the toolbar in this screen shot (look near the top)



To add a new comment by using a shortcut, first highlight the text on which you will comment



Then, click on the New Comment button on the toolbar. It looks like a folder with a star in the upper left corner



Clicking this will add your next comment to the document, as shown below

How do I delete my comment?

If you make a mistake or wish to delete a comment from your document, you must first click inside the balloon.



Next, right click and select Delete Comment.



The comment will then be deleted.

Emphasis on a comment

If you want to emphasize a particular part of your comment, first highlight the text inside the comment you want to use.



Then, click on the Highlight button on your toolbar (It looks like a marker with a yellow tip)



This will highlight the text you wish to emphasize. Your text inside the balloon will look like this

Can I ensure organization?

There are other things you can do with your comments in addition to highlighting. Inserting numbers within a comment (like an outline) is one way to add organization and ideas to a comment.

In order to do this, click inside the comment balloon



Then, click on the Numbering button on the toolbar (it looks like a numbered outline)



This allows the user to add numbers to a comment like any other Word document. The finished product with numbers inserted looks like this

How do I view my document without comments?

You have the option to view your Word document with and without added comments. If you are currently adding comments, your document will automatically display them on the screen.

To switch the comment view from On to Off, follow one easy step. Once mastered, you can toggle between these views with the same step to view the comments or hide them from view.

Click on the View toolbar and select Markup.



This one button makes comments appear or disapear from the screen view.




**Hint: You can print your document in either format. If you can see your comments on the screen (in markup view) they will print. If you turn off the markup view, the document will print without them

Can I comment on a comment?

Yes you can!

This works great for collaboration efforts. If someone sends you something with comments, you can comment on them as well.

It is very similar to how we have been editing the comment balloons so far. First, click inside the comment you want to comment on.



Then, follow the steps to add a new comment. (Either use the New Comment button or use Insert and New Comment)
You will have a comment on a comment that looks like this

Congratulations!

CONGRATULATIONS!

This completes the troubleshooting guide for commenting in Microsoft Word 2003.

You have now learned how to avoid altering the body and text of a Word document with comments. Instead, you can now add comments for students, teachers, and peers in a way that is organized and unobtrusive to your documents.

If you are using Microsoft Word 2007, read on to find out how to become a commenting master on a slightly different version of Word.

Word 2007

If you are working with Microsoft Word 2007, the steps to inserting effective comments in your document are very similar to those for the 2003 version of Word. Follow these steps to see how they differ.

*Remember- All of the images in this blog can be clicked on to see an enlarged view

Let's begin.

As we did before, use the Start Menu to open up Microsoft Word



Your screen will have a blank document



Use the Office Button to Open the chosen document



The Office Button is similar to the File Menu in the 2003 Version of Word. Here, it allows users to Open, Save, Print, etc.



Your opened document will look like this when ready to use

Opening the Toolbar

Your file is ready to work with and you are ready to make a comment. The steps to insert a comment are the same as the steps from Microsoft Word 2003.

The most important step comes first. The Review Ribbon at the top of the screen must be open the whole time.

**Ribbons are the horizontal opening tabs at the top of the screen in word that allow the user to edit something in the document. Until it is changed, the user always starts out in the Home Ribbon (This is where users can edit font, spacing, etc. You will notice that the user knows which Ribbon is open by which tab is a different color. The Home Ribbon is open in the following example.

The Home Ribbon looks like this.



The Review Ribbon (the one you will need open to do all your work with comments) looks like this

Using the Review Ribbon

Now that you have the Review Ribbon open and know how to toggle back and forth between other Ribbons, you are ready!

The Review Ribbon will allow us to add a comment in one easy step.

First the user must highlight the text they want to comment on



Then click on the New Comment button we used in Word 2003.



This will insert the first comment. You will be familiar with the red comment balloon that is inserted.

Editing Inside the Comment

You already know how to edit inside of a comment balloon. In Word 2007, the user has a wide range of editing options in one place.

Right click inside the comment balloon to see what I mean. Below is the menu that drops down when the user right clicks inside the comment balloon.


As you can see, the user can:

• Delete the comment
• Change the font
• Add paragraphs, numbering, or bullets
• Add a hyperlink
  
• Use the thesaurus to find a synonym

all by using the right click option within the comment balloon.

Viewing the Document Without Comments

In Word 2007, the user has the same option as in the 2003 version: to view and print the document with or without the comments.

To view the document without comments the user must click Show Markup in the Review Ribbon



Then de-select Comments (When an item is selected or has a check mark, it is being displayed. We will be de-selecting an item so it does not display)



This will return the screen to a normal view without comments.

Commenting on a Comment

This process is the same for both versions of Word.

The user must click inside of a comment balloon



Then click on New Comment



The comment on a comment will be added! It's that easy.

Congratulations!

Congratulations!

You have finished the second round of the tutorial and troubleshooting guide for Microsoft Word 2007.

You know know how to create, delete, edit, and organize comments in a Word Document without disturbing the layout of the document. Great Job!

If you need extra help understanding either Microsoft Word 2007 or 2003, the links below will be of assistance. They have Q&A's and topics listed for other aspects of Word.


Microsoft Word 2003 Help

Microsoft Word 2007 Help

Also, check out the link for help with all other Microsoft Products, including Powerpoint, Excel, Publisher, and more.

Microsoft Office Help