Microsoft KB Archive/173428

= WD97: General Information About the Comments Feature =

Article ID: 173428

Article Last Modified on 1/20/2007

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APPLIES TO


 * Microsoft Word 97 Standard Edition

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This article was previously published under Q173428





SUMMARY
The comment feature in Microsoft Word 97 replaces the annotation feature in earlier versions of Microsoft Word. This article explains what the Word 97 comment feature is, as well as how to insert, delete, edit, and print comments in your document.



What Are Comments?
A comment is a note or an annotation that an author or reviewer adds to a document.

The comment feature inserts a comment marker in hidden text format at the insertion point and displays a comments pane in which to enter comments. The comment marker contains your initials and a number, for example [INT1].

You can also have Word highlight the comment markers in yellow, and have a ScreenTip appear containing the text and creator of the comment, when you rest the mouse pointer over the comment marker.

Word 97 also includes a Reviewing toolbar that contains all the tools for working with comments. To display this toolbar, point to Toolbars on the View menu, and then click to select Reviewing.

How to Insert a Comment
 Select the text or item that you want to comment on, or place the insertion point where you want the comment to go. On the Insert menu, click Comment.

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On the Reviewing toolbar, click the Insert Comment button. Type the text of your comment in the comment pane below the main document. To return to the main document, click Close in the comment pane.

Why Don't My Comments Appear in My Document?
To highlight comment markers in yellow, and have Word display comments in ScreenTips, follow these steps:


 * 1) On the Tools menu, click Options and then click the View tab.
 * 2) Click to select the ScreenTips check box.

To see the comment text and creator, rest the mouse pointer over the yellow comment marker. The full name and comment appear above the text.

How to Display Comment Marks
Comment marks automatically appear when the comment pane is open. If the comment pane is closed, you can use one of the following methods to display comment marks.

Method 1: Use the Show/Hide Button:

Click the Show/Hide button on the Standard toolbar.

Method 2: View Hidden Text or All Nonprinting Characters:


 * 1) Click Options on the Tools menu, and then click the View tab.
 * 2) Under Nonprinting characters, click to select either Hidden Text or All (which includes Hidden Text).

Method 3: Use the Comments Command:

On the View menu, click Comments.

Method 4: Use the Reviewing Toolbar:


 * 1) On the View menu, point to Toolbar, and then click to check Reviewing.
 * 2) Click the Edit Comment button on the Reviewing toolbar.

How to Record Voice Comments
To record voice comments, you must have a sound card installed on your computer, and a microphone. To insert a voice comment, follow these steps:


 * 1) On the Insert menu click Comment, and then click the Insert Sound Object button on the toolbar in the Comments pane.
 * 2) Record the voice comment.

NOTE: If you insert both text and voice comments, and Word displays a message asking whether you want to update the sound object, click Yes.

How to Edit a Comment
 To open the comment pane, use any of the following methods:

<ul> Use the right mouse button to click (right-click) the comment marker, and then click Edit Comment on the shortcut menu.

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</li> Click the comment marker, and then click Edit Comment on the Reviewing toolbar.

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</li> Double-click the comment mark.</li></ul> </li> Modify the comment in the comment pane at the bottom of the screen.</li> Click Close in the comment pane.</li></ol>

How to Delete a Comment

 * Right-click the comment marker, and then click Delete Comment on the shortcut menu.

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 * Click the comment marker and then click Delete Comment on the Reviewing toolbar.

How to View the Comments of a Single Reviewer

 * 1) Display the comment pane by double-clicking the comment marker, or by clicking Comments on the View menu.
 * 2) In the Comments From list, click the name of the reviewer you want.

How to Locate a Specific Comment

 * 1) On the Edit menu, click Go To.
 * 2) In the Go To What box, click Comment.
 * 3) In the Enter Reviewer's Name list, click the name of the reviewer you want.
 * 4) Click Next or Previous until you find the comment you want.
 * 5) Click Close when you are finished.

How to Print Comments at the End of the Document

 * 1) On the File menu, click Print.
 * 2) Click Options, and under Include With Document, click to select the Comments check box.
 * 3) Click OK twice.

How to Print Comments Only

 * 1) On the File menu, click Print.
 * 2) In the Print What list, click Comments and then click OK.

How to Paste Suggestions in Comments into the Main Document

 * 1) On the Reviewing toolbar, click Edit Comment to show the comment pane.
 * 2) In the comment pane, select the comment text.
 * 3) On the Edit menu, click Copy.
 * 4) Click to position the insertion point where you want the text to appear in the main document.
 * 5) On the Edit menu, click Paste.

How to Change the Name or Initials Used in Comments

 * 1) On the Tools menu, click Options, and then click the User Information tab.
 * 2) Type the name and initials in the Name and Initials boxes.

NOTE: All Office programs use the information you type in the User Information dialog box. For example, if you use the change tracking feature in Microsoft Excel, the name you enter here appears in the ScreenTip above the change.

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