You can insert comments related to the review of a document while you collaborate. This will help the team fix issues faster.
To insert comments,
- Select document text.
- Click the Comment icon in the pinnable tool pallet. Alternatively, click More > Insert tab > Comment icon.
- Type your comment in the box and click Add. The comment will be added to the document.
- To reply to any comment, click the Reply button below any comments, add your reply and click Enter.
Tip: If you do not want to reply to a comment and still want to approve of it, you can hit the Like button.
When many collaborators are working simultaneously in a document, it might get tricky to direct your comments to any specific user. In such cases, you can make use of the @ mention feature which helps you to reply to any specific user or pull in people outside the collaborators to give their opinion or feedback.
To direct comments,
- Select a text, phrase or sentence to which you want to add the comment. A pinnable tool pallet will appear.
- Either click the Insert Comment icon in the tool pallet or right-click on the text and click Add Comment from the menu.
- In the comment box, type @ and the name of the user you want to call upon. Select the appropriate user from the list displayed, and continue adding your comment. The person you have tagged will be notified via email and will be able to view the document using the link shared in the mail.
If your document is being reviewed by multiple authors, the comments and changes can run for pages. You can prioritize the comments by filtering the comments or changes from any specific author and fix them first before moving on to the next author.
To filter comment/changes,
- Click the Review button at the top of your document to switch to review mode. A right pane is displayed with the edits made to the document.
- Click the icon in Comments and Changes tab, and click Filter by author > Author name.
Writer sends comment notifications via email. Get notified of all the replies to your comments and keep track of your discussions. To follow comments you need to turn on the notifications in Writer.
To enable notifications,
- Click on the drop-down menu next to the Share tab and select "Email Notification Settings".
- In the following pop-up, select the radio button next to the options, as to when you want to receive notifications. You can enable notifications for the following:
- Notify me of all the changes made to a document
- Notify me of all new replies and comments on this document
- Notify me of all replies to my comments
- Click the "Don't send me any email notifications for this document" check box in the settings pop-up.
- Also, you can set these settings as default for all the documents you create in the future. Enable the "Set as Default for all new documents" option.
You can use this feature to control the comment visibility to collaborators in a shared document. For example, you might have a document shared with internal users and clients and you want to restrict the comment visibility to internal users only. You can use the comment visibility option and control the visibility to internal users only.
To control comment visibility,
- Select document text where you want to insert the comment. Click the Comment icon in the pinnable tool pallet.
Alternatively, go to the Review mode and click Add Comment or click More > Insert tab > References and comments > Comment icon.
- Type your comment in the box and click Add.
- Click the Visibility icon to change the comment visibility settings. You can make the comment visible to all collaborators or only you or add custom settings to suit your needs.
- All collaborators: The comment will be made visible to all the collaborators.
- Only me: Only the the comment owner can view the comment.
- Custom: Custom settings lets you to choose specific users or groups to view your comment. For example, if you want the people within the organization or people from the client side or reviewers to view the comments, you can use this option.
You can change the visibility while you are adding the comment or after adding the comment. The document owner and reviewers will have full control over the comments they have added in the document. They can choose specific users to view the reply to the comments. By default, the comments are visible to all the collaborators of the document. You can change the visibility of your comments anytime or change it while adding your comment.
After the comments have been fixed, you can resolve or delete any comment in the document. While resolving fades the comment highlight, keeping the comment intact, delete action removes the comment from the document permanently.
To resolve/delete comment,
- Hover your mouse on the comment to view additional options. Click Resolve. A green tick appears at the corner of the comment, and it is marked as resolved.
- To delete the comment, hover your mouse on the comment and click the Delete icon.