OmniDocHow to add comments in Word: Insertion and usage steps
It explains the complete process of adding comments to selected text in a Word document, including selecting the text, switching to the review tab, entering the comment content, and attaching the inspection method after adding it. It is suitable for people who need to leave modification comments for the document.
Key points of this article
- Comments must be associated with specific text. Select the content you want to comment on before taking action, so that the comment can be accurately mapped to the location.
- Click the Insert Comment button in the Review tab of the ribbon. The comment box will appear on the right side of the page. You can enter it directly.
- When there are multiple comments in one place, you can insert multiple comments respectively, and only write one question in each comment to facilitate the other party to deal with them one by one.
- After adding, check whether the annotations are aligned with the original text and whether the content is complete, and confirm the display settings of the annotations when printing or exporting.
When many people review other people's Word documents, they are used to directly changing the wording or writing "This is wrong" next to it. As a result, the original text is changed, and the other party cannot see why the change was made. The function of annotations is to attach opinions to specific words, which not only preserves the original text, but also makes it clear where the problem lies. If you are someone who needs to leave revision comments to colleagues, mentors or clients, learning the Word comment function will save a lot of time in back-and-forth confirmation.
This article only talks about one basic thing: how to add comments to selected text in Word. Advanced operations such as modifying existing comments, hiding comments, and printing comments are outside the scope of discussion. The method below uses Word’s own review function and does not require additional plug-ins or tools. After reading it, you will be able to complete an annotation independently and know what to check after adding it.
How to safely add comments to Word documents? Conclusion in one sentence: Select the text first, then insert comments from the review tab. If there are many comments, add them one by one.
Give conclusions directly: comments should be attached to specific text. Select the content to be commented before inserting, and then create new comments through the review function. The table below gives the methods according to the situation.
| your situation | Recommended practices | reason |
|---|---|---|
| I just want to ask a question about a certain sentence | Select this sentence and create a new comment | Comments directly correspond to the original text, so the other party can see the problem at a glance |
| There are several different questions in the same paragraph | Select each text separately and insert a comment respectively. | Only write one question in each entry so that the other party will not be confused when handling it. |
| I want to add my opinion, but I don’t want to change the original text. | Only add comments, do not modify the text | Keep the original text to facilitate the author’s comparison and judgment |
| I want to change it directly to the correct text | You can modify it directly and add a comment to explain the reason if appropriate. | Direct modification is suitable for clear typos, and comments can let the other party know the reason for the change. |
| The document needs to be shared with multiple people for review | Write clearly the questions and suggestions in each comment, and indicate whose opinion it is. | When multiple people collaborate, the author and content of the annotation are the basis for the other party’s judgment. |
Before you start: Confirm these points first
There are a few things worth thinking about before you start, they will directly affect the effect of annotation.
- Confirm whether you want to "make comments" or "change content". Comments are suitable for questions, suggestions, and reasons; if you are just correcting obvious typos, it is usually faster to correct them directly. Mixed together, it is difficult for the other party to distinguish which ones have been changed and which ones still need to be confirmed.
- Confirm whether multiple people are editing the document. If the document will be processed by multiple people at the same time, try to agree on how to write the comments first, such as starting each comment with "Question:" or "Suggestion:" to avoid inconsistency in the format of everyone's opinions.
- Confirm the author name in the comment. Word will display the author of the comment using the username of the current account. If your name is not an identity that the other party is familiar with, it is recommended to check it in the Word account or user information settings first, otherwise the other party may not know who made the comment.
- Confirm whether the purpose of the comment is discussion or recording. Discussion comments are suitable to be kept in comments and wait for the other party's reply; comments that have been confirmed are usually deleted after processing to keep the document clean.
- Prepare the content range to be annotated. Read it through first, list the areas that need comments, and then add them all at once. It is less likely to be missed than adding them while reading.
Steps to insert comments for selected text in Word
The following is a commonly used set of operations that applies to most versions of Word.
- Open the document and find the text you want to comment. Use the mouse to drag to select a sentence, a word or a piece of content. The selected range is the corresponding position of the annotation.
- Switch to the Review tab. Find the Review tab in the ribbon at the top of Word and click it. There are all buttons related to comments.
- Click the Insert Comment button. After selecting the text and clicking this button, a comment box will appear on the right side of the page, and the cursor will be automatically positioned in the box. If the text is not selected first, the annotation will be associated with the text near the cursor, and the position may not be accurate.
- Enter the comment content. Write your questions or suggestions directly in the comment box. It is recommended to say only one thing in each article and write down the reason clearly, for example, "The source of the data here is not indicated, it is recommended to add the source."
- Continue to add other annotations as needed. Repeat steps 1 to 4 to annotate other text that needs explanation one by one. Multiple comments do not affect each other and can be replied to or processed separately.
- Click elsewhere in the document to end input. The content of the annotations will be automatically saved in the document, and the other party will be able to see these annotations when they open the file.
Check each item after completion
After the annotation has been added, try to check it from beginning to end to make sure there are no positional errors or omissions.
| Check item | What do you think? | What if there's a problem? |
|---|---|---|
| Whether the annotation is aimed at the original text | See if the highlighted text next to the comment box is what you want to comment on. | If the highlight range is not correct, delete the comment, reselect the text, and then insert |
| Whether the annotation content is complete | Read it one by one and make sure that each item explains the problem and the cause. | Add specific instructions to the vague comments and avoid just writing "bad" and "have a look" |
| Whether the annotation author is correct or not | View the name displayed at the top of the comment box | Modify the user name in the account settings of Word, and then add the annotation again |
| Is there anything missing? | Check item by item against the list of changes you originally made | Add comments and tick the list |
| Whether annotations are displayed when printing or exporting | View annotation-related options in print settings before printing | If you do not need comments to appear on the paper version, uncheck the relevant options; keep it displayed as needed |
If you find that the location or content of the comment is wrong, modify the text directly in the comment box, or right-click to delete the comment and add it again. After confirming that it is correct, send the document to the other party.
# Core comparison
There are three common ways to leave comments on a document: directly modify the text, add comments, and write a separate revision at the end of the document. They each have their own applicable scenarios.
| Practice | Advantages | Shortcoming | Suitable for the scene |
|---|---|---|---|
| Modify the text directly | Come on, the result is clear at a glance | The original text has been changed, and it is not easy for the other party to trace it. | Obvious typos and format problems |
| Add comment | The original text is reserved, the opinion corresponds to the position one by one. | The page will be messy when annotated for a long time | What needs to be discussed and confirmed by the other party |
| Write comments at the end of the document | Suggestions that are centralized and suitable for the whole | If the other party wants to compare the original text back and forth, it is easy to miss it. | Macroscopic opinions such as structure, overall style, etc. |
# frequently asked questions (FAQ)
1. What's the difference between an annotation and a revision?
An annotation is a note added next to it and will not change the original text; the revision will record the specific additions and deletions directly in the text. If you only want to make comments, it is more appropriate to use annotations.
2. Can I insert comments directly without selected text?
Yes, but the annotation is associated with the text near the location of the cursor, which is not necessarily accurate. It is recommended that you select the content you want to comment before you insert it, so that the other party can clearly see which sentence the comment corresponds to.
3. Can I reply to the comments?
Sure. You can reply to other people's comments in the comment box, so that the discussion process will remain under the same comment for easy traceability.
4. After the document is handed in, can the other party see my comment?
As long as the annotation is saved in the document, the other party opens the file and you can see it. Whether it is displayed on the print or not depends on the print settings. It is recommended to confirm it before sending it.
5. If there are too many comments, what if the page is messed up?
You can first deal with each item one by one and delete one item at a time; for the changes that have been determined, directly correct the text and delete the corresponding comments. In this way, the page will be gradually refreshed, and the rest are still under discussion.
# Summary
To add comments in Word, the core is to select the text first, then insert comments from the review tab, and write down the problem and cause. After insertion, check the location, content and author name item by item, and the misunderstanding can be reduced when the document is handed over to the other party. It would be more efficient to use annotations as a tool for discussion rather than as a substitute for modification.
