Sometimes you’ll want to add a comment to a piece of text but not so that it actually appears in the text.

For example you may want to ask someone else who is working on the document with you a question about something mentioned in the text or you may want to remind yourself to check the source of a quote you have used. The best choice for this task is Word’s Comment option. Select the text to attach the comment to and select Review > New Comment. A comment box will open to the side of the document with your initials and a comment number in brackets (eg [HB1]).

If your initials or name are incorrect, alter them by selecting File > Options > General and changing the Username and Initials text boxes.

If you’re viewing a document which contains a number of comments you can move from one to the next quickly by using the Previous and Next. Use the Delete Comment button to delete a comment, leaving the text it’s attached to intact – right clicking a comment and selecting Delete Comment works the same way. You can edit the text in a comment simply by selecting the comment and typing.

You can choose to print with or without comments by selecting the print range dropdown menu under print settings and checking or unchecking Print Markup.

Using comments is particularly useful when you’re working on a document with someone else as they effectively allow you to ‘carry on a conversation’ about the document.

Helen Bradley