When you add comments to a Word document, they appear either inline directly next to the text or in balloons on the right margin. You may prefer inline comments for a clean, print-like layout or balloon comments for easier reading during review. This setting is controlled by Word’s Show Comments option in the Reviewing Pane and the Track Changes display options. This article explains how to switch between these two views and what each option looks like.
Key Takeaways: Toggling Comment Display in Word
- Review > Show Comments button: Toggles between showing comments inline and hiding them completely.
- Review > Show Markup > Balloons > Show All Revisions Inline: Forces all tracked changes and comments to appear inline rather than in balloons.
- Review > Show Markup > Balloons > Show Only Comments and Formatting in Balloons: Keeps comments in balloons while moving tracked insertions/deletions inline.
How Word Displays Comments by Default
Word offers two primary display modes for comments: inline and balloon. Inline comments appear directly next to the text they are attached to, often as a colored highlight or a small comment bubble icon that expands on click. Balloon comments appear on the right-hand side of the document in a separate pane, connected to the text by a dashed line. The default behavior depends on your Word version and the document’s layout. In Word for Microsoft 365, comments typically appear in balloons when Track Changes is enabled and the document is in Print Layout view. In Draft view, comments always appear inline. The toggle feature lets you choose which view works best for your review workflow.
Steps to Toggle Between Inline and Balloon Comments
Method 1: Using the Show Comments Button
The quickest way to toggle comments on or off is the Show Comments button on the Review tab. This button toggles between showing comments inline and hiding them. It does not switch to balloon mode.
- Open your document in Print Layout view
Click the View tab and select Print Layout. Balloon comments only appear in this view. - Go to the Review tab
Click Review on the ribbon. - Click the Show Comments button
In the Comments group, click Show Comments. Each click toggles between showing inline comment markers and hiding them. When hidden, no comment indicators appear in the text.
Method 2: Using Balloons Settings Under Show Markup
For more control over where comments appear, use the Balloons submenu. This method lets you force all comments inline or keep them in balloons.
- Ensure you are in Print Layout view
Switch to Print Layout view from the View tab if needed. - Open the Show Markup menu
On the Review tab, click Show Markup in the Tracking group. - Select Balloons
In the drop-down menu, point to Balloons. A submenu appears with three options. - Choose your preferred display
Select one of the following:
– Show All Revisions Inline: All tracked changes and comments appear inline. No balloons are used.
– Show Only Comments and Formatting in Balloons: Comments and formatting changes remain in balloons. Insertions and deletions appear inline.
– Show All Revisions in Balloons: All tracked changes and comments appear as balloons on the right margin. This is the default for Print Layout.
Method 3: Using the Reviewing Pane
The Reviewing Pane shows a vertical or horizontal list of all comments and changes. It does not change the inline or balloon display but can help you review comments when they are hidden.
- Go to the Review tab
Click Review on the ribbon. - Click Reviewing Pane
In the Tracking group, click Reviewing Pane. Choose Vertical or Horizontal. The pane opens and lists all comments and tracked changes. - Toggle comments inline as needed
Use the Show Comments button (Method 1) to hide comment markers while still viewing them in the Reviewing Pane.
Common Issues and Limitations
Balloon comments do not appear in Draft or Web Layout view
Word only shows balloon comments in Print Layout view, Read Mode, and sometimes in Outline view. If you are in Draft or Web Layout view, comments will always appear inline. Switch to Print Layout view to see balloons.
Show Comments button hides all comment markers
The Show Comments button is a toggle that hides all comment indicators in the document body. This does not change the Balloons setting. To restore comment markers, click the button again.
Balloons setting resets after closing Word
The Balloons submenu setting is document-specific and may reset to default when you open a new document. If you prefer inline comments for all documents, set this in the Word Options under Advanced > Show document content > Use balloons in Print Layout and Web Layout. Uncheck this box to always show comments inline.
Inline vs Balloon Comments: Comparison
| Feature | Inline Comments | Balloon Comments |
|---|---|---|
| Appearance | Small colored bubble or highlight next to text | Box on the right margin connected by a dashed line |
| Visibility in Draft view | Always visible | Not available |
| Print output | Appears inline, can disrupt layout | Appears in margin, preserves text flow |
| Ease of reading | Requires clicking each bubble to read | Full comment text visible without clicking |
| Document density | Keeps document compact | Adds whitespace to the right margin |
| Default in Print Layout | No | Yes |
You can now switch between inline and balloon comments using the Review tab controls. Try the Balloons submenu to fine-tune which revisions appear in balloons versus inline. For a permanent change, adjust the Use balloons option in Word Options under Advanced settings.