Ways to insert, modify, and delete Word document annotations

You can annotate annotations: comments or comments that an author or reviewer adds to a document. Microsoft Word displays annotations on the margins of a document or on balloons in the Reviewing Pane. Balloons that appear at the margins of the document balloons: In print layout view or in Web layouts view, marking balloons in the margins of a document displays markup elements, such as comments and tracked changes. Use these balloons to easily view and react to reviewers ' revisions and comments. In Annotations can also be hidden from the view.

If you do not want annotations to appear when you review the document, you must clear them by deleting the annotations in the document. To see if there are still comments in the document, click Show Markup in the tracked changes group on the Review tab.

Insert Annotation

You can type an annotation. On a Tablet PC (Tablet PC: A computer that is running Microsoft Windows XP Tablet pc Edition. With a Tablet pen, you can write directly on the screen, and you can perform the function of the mouse. Also known as a Tablet computer. , you can insert a sound annotation or a handwritten annotation.

Type comments

1, select the text or item that you want to annotate, or click at the end of the text.

2, on the Review tab, in the Comments group, click New Annotation.

3, in the comment box or in the Reviewing Pane, type the annotation text.

Note to respond to a comment, click its comment box, and then click New Comment in the annotation group. Type the response in the new comment box.

Insert a sound annotation

If your computer is a Tablet PC, you can record sound annotations. A sound annotation is added to the comment box as a sound object.

Before you add a sound annotation for the first time, you need to add the Insert Sound command to the Quick Access Toolbar.

1, click the Microsoft Office button, and then click Word Options.

2, click "Custom".

3. In the list under Select commands from the following location, select All commands.

4, in the list of commands, click Insert Sound, and then click Add.

To add a sound annotation to a document, do the following:

1, on the Quick Access Toolbar, click Insert Sound.

2. In the Open dialog box, click the Start button and record the sound annotation.

3. When the recording annotation is complete, press the Stop button and close the dialog box.

4. If Microsoft Office Word displays a message asking whether you want to update the sound object, click Yes.

To listen to a recorded annotation, right-click the comment box, point to record machine Document object, and then click Play.

Note For additional information about recording and editing sound objects, see the documentation for your sound card and microphone.

Insert a handwritten annotation

If your computer is a Tablet PC, you can insert a handwritten annotation in your document. The ink is added and displayed in the balloons.

1, on the Review tab, in the Comments group, click New Annotation

2. Compose comments in an annotation bubble.

Delete annotations

• To quickly delete a single annotation, right-click the annotation, and then click Delete Comment.

• To quickly delete all annotations in a document, click one of the comments in the document. On the Review tab, in the Comments group, click the arrow under Delete, and then click Delete all annotations in the document.

Delete comments for a specific reviewer

1, on the Review tab, in the Tracking group, click the arrow next to show markup.

2. To clear all reviewers ' checkboxes, point to Reviewers, and then click All Reviewers.

3, click the arrow next to show markup again, point to Reviewers, and then click the name of the reviewer whose comments you want to delete.

In the annotation group, click the arrow under Delete, and then click Delete all display annotations.

Note This procedure deletes all comments from the reviewer you selected, including annotations in the entire document.

Tip You can also review and delete annotations by using the Reviewing Pane. To show or hide the Reviewing pane, click Review Pane in the tracked changes group. To move the reviewing Pane to the bottom of the screen, click the arrow next to reviewing panes, and then click Horizontal Review Pane.

Change annotations

If the annotation is not visible on the screen, click Show Markup in the tracked changes group on the Review tab.

1, click inside the balloons that you want to edit.

2, make the necessary changes.

Comments

• If the balloons are hidden or only part of the annotation is displayed, you can change the annotation in the Reviewing Pane. To display the Reviewing Pane, in the tracked changes group, click Review Pane. To make the review pane appear horizontally on the bottom of the screen rather than on the side of the screen, click the arrow next to the Reviewing Pane, and then click Horizontal Review Pane.

• To respond to a comment, click its comment box, and then click New Comment in the annotation group. Type the response in the new comment box.

Add or change names used in annotations

1, on the Review tab, in the Tracking group, click the arrow next to tracked changes, and then click Change user name.

2, click "Personalization".

3. Under Personalize the copy of Office, change the name or abbreviation that you want to use in your own annotations.

Comments

• The names and abbreviations you type will be used by all Microsoft Office programs. Any changes you make to these settings affect other Office programs.

• When you make a change to the name or abbreviation that you want to use for your own annotation, only the annotations after the change are affected. Annotations that already exist in the document prior to changing the name or abbreviation are not updated.