You can add comments to a Word document without modifying the main document text. You view and edit comments within a separate pane at the bottom of the document window. They don't appear on the printed document copy (although you can print them separately). Comments are useful for adding notes, explanations, suggestions, and other types of information to specific parts of your document. You might add comments to save information for your own use, or to communicate with other members of your workgroup. Figure 12-1 shows a document that includes several comments.
Save Time Using the Reviewing Toolbar
You can use the five buttons at the left end of the Reviewing toolbar for working with comments. To display the toolbar, point to Toolbars on the View menu, and choose the Reviewing option from the submenu that appears. The Reviewing toolbar is shown in Figure 12-1 and the buttons for working with comments are labeled in Figure 12-2.
Figure 12-1. Viewing comments in a Word document.
Figure 12-2. The buttons on the Reviewing toolbar for working with comments.
ON THE WEB
The Speech.doc and SpeechRc.doc Word documents, used in the examples in the chapter, are on the Running Office 2000 Reader's Corner page. For information about connecting to this Web site, read the Introduction.
To insert a comment into a document, do the following:
If you want, you can leave the comment pane open while you resume editing the document. To move the insertion point from one pane to the other, press F6 or click in the pane in which you want to work. If you want more room on the screen for your main document, you can close the comment pane by clicking the Close button at the top of the pane, or by clicking the Edit Comment button on the Reviewing toolbar.
Notice that the comment mark consists of your initial or initials, followed by the number of the comment. The initials included in comment marks let you distinguish the comments added by different members of your workgroup. Note that the comment marks in the document pane are formatted as hidden text; accordingly, they're not visible on the screen unless the comment pane is open, the Show/Hide ¶ button on the Standard toolbar is pressed in, or the Hidden Text viewing option is selected. (To locate this option, choose Options from the Tools menu, and click the View tab.)
To view the text of the comment that is attached to a particular block of text in your document, you can place the mouse pointer anywhere over the highlighted text (whether comment marks are visible or not). Word will display the name of the comment author as well as the comment text. (Note, however, that the ScreenTips option must be selected. You set this option by choosing Options from the Tools menu and clicking the View tab.)
You can change the initials that Word adds to the comments you insert, as well as the author name that appears when you place the pointer over a comment. To do this, choose Options from the Tools menu, click the User Information tab, and enter new initials into the Initials box or a new name into the Name box.
You can browse through the comments in a document by clicking the Previous Comment or the Next Comment button on the Reviewing toolbar. Word will place the insertion point in front of the previous or next comment and will display the comment's text in a ScreenTip.
You can also view comment text within the comment pane. If the comment pane isn't open, either choose Comments from the View menu or click the Edit Comment button on the Reviewing toolbar. Initially, Word displays the comments made by all authors. If you want to view only the comments entered by a specific individual, choose the author's name (rather than All Reviewers) in the Comments From list box at the top of the comment pane. Then scroll through the comment pane—if necessary—to view the comment text. (The name used for each author is the name that was contained in the Name box on the User Information tab of the Options dialog box at the time the comment was entered.)
If you double-click a comment mark in the document, Word will open the comment pane and display the corresponding comment text.
Notice that if you scroll the comment pane, Word automatically scrolls the document pane to reveal the corresponding comment mark. Likewise, if you scroll the document pane, Word scrolls the comment pane.
Quickly Locate Comments
To locate comment marks in the document, you can use the Find command, the Go To command, or the browse buttons, which were described in Chapter 6, "Entering and Editing Text in a Word Document" When using the Find command, enter ^a into the Find What box to find any comment (the a derives from the former name for a comment, annotation). When using the Go To command or browse buttons, select the Comment target. The Go To command lets you search for any comments or for comments entered by a specific author.
You can remove a comment by selecting the comment mark in the document and pressing Delete, or by placing the insertion point anywhere within the highlighted text in the document and clicking the Delete Comment button on the Reviewing toolbar. Word will remove both the comment mark and the associated comment text.
Quickly Remove All Your Comments
Perhaps your comments are personal and you want to remove all of them from the copy of a document that you turn over to a co-worker. A fast way to do this is to choose Replace from the Edit menu, and on the Replace tab, enter ^a into the Find What box, leave the Replace With box empty, and click the Replace All button. See Chapter 6, "Entering and Editing Text in a Word Document" for more information on the Replace command.
If you have the necessary sound equipment installed on your computer (a sound card and a microphone), you can also add or listen to voice comments.
You can print the document comments alone, or you can print the comments together with the document.
To print only the comments, choose Print from the File menu, and select Comments in the Print What list box in the Print dialog box.
To include the comments whenever you print the document, choose Options from the Tools menu, click the Print tab, and select the Comments option (in the Include With Document area). Notice that when you select this option, Word automatically enables the Hidden Text option so that the comment marks (which are formatted as hidden text) will be printed. Whenever you subsequently print the document, the comment text will be printed after the document text, starting on a new page.
For a description of hidden text, see "Using the Font Dialog Box".