You want to add comments inside a Word document to ask a question or provide feedback without changing the text itself. Inline comments in Word let you attach notes to a specific word, sentence, or paragraph. This article explains what inline comments are, how to insert and manage them, and what to avoid when using them.
Key Takeaways: Adding and Managing Inline Comments in Word
- Review > New Comment (or Ctrl+Alt+M): Inserts a comment balloon attached to the selected text.
- Right-click selected text > New Comment: Quick way to add an inline comment without using the ribbon.
- Review > Show Comments: Toggles the display of all comment balloons in the document.
What Are Inline Comments in Word
Inline comments are annotations attached to a specific piece of text in a Word document. They appear in a balloon or pane on the right side of the page, connected by a dotted line to the selected text. Each comment includes the author’s name, a timestamp, and the comment text.
Inline comments are part of Word’s collaboration features. They let reviewers and editors leave feedback, ask questions, or request changes without altering the original content. Comments are stored within the document file and can be resolved or deleted after the feedback is addressed.
Before you add inline comments, ensure your document is saved in the .docx format. Older .doc files support comments but may have limited functionality. Word Online, Word for Microsoft 365, Word 2021, Word 2019, and Word 2016 all support inline comments with the same core behavior.
Steps to Add Inline Comments to a Word Document
- Select the text you want to comment on
Click and drag your mouse over the word, phrase, or paragraph. The selected text will be highlighted. - Open the Review tab on the ribbon
Click Review at the top of the Word window. The Review tab contains all commenting and tracking tools. - Click New Comment in the Comments group
On the Review tab, click New Comment. A comment balloon appears on the right side of the page with a cursor inside it. Alternatively, press Ctrl+Alt+M on your keyboard. - Type your comment text
Write your feedback, question, or note in the balloon. Press Enter to start a new line within the same comment if needed. - Click outside the comment balloon to finish
Click anywhere in the document body. The comment is saved automatically.
To add a comment without selecting text, place your cursor at the desired location and follow steps 2 through 5. Word will attach the comment to the insertion point.
Add a Comment Using the Right-Click Menu
- Select the text
Highlight the word or phrase you want to comment on. - Right-click the selected text
A context menu appears. - Choose New Comment from the menu
The comment balloon opens on the right side. Type your comment and click outside the balloon.
Reply to an Existing Inline Comment
- Click the comment balloon
The balloon expands and shows the Reply button. - Click the Reply button
A new text field appears below the original comment. - Type your reply and press Enter
The reply is added with your name and timestamp.
Resolve or Delete a Comment
- Click the comment balloon
The balloon activates. - Click the Resolve button
The comment is grayed out but remains visible. To delete, click the three dots in the balloon and choose Delete Comment. Or go to Review > Delete > Delete All Comments in Document.
Common Mistakes and Limitations When Using Inline Comments
Comments Are Not Visible in Print Layout View
If you switch to Draft view or Outline view, comment balloons may not appear. Switch back to Print Layout view using the status bar icon or View > Print Layout. Comments also print by default unless you change the print settings.
Accidentally Deleting the Comment Anchor Text
If you delete the text that a comment is attached to, the comment becomes orphaned. Word will show a warning when you try to delete the text. To avoid losing comments, resolve them first, then delete the text.
Comments Are Not Supported in Read-Only Documents
If the document is marked as Final or is in Read-Only mode, you cannot add new comments. Save a copy of the document or remove the read-only restriction before commenting.
Comment Author Name Shows Incorrectly
Word uses the username set in File > Options > General. If the name is wrong, update it there. Existing comments will retain the old author name unless you manually edit the comment properties.
Word Online vs Desktop: Inline Comment Behavior Differences
| Item | Word Desktop | Word Online |
|---|---|---|
| Comment balloon display | Balloons on right side in Print Layout | Balloons on right side in Editing view |
| Keyboard shortcut for new comment | Ctrl+Alt+M | Ctrl+Alt+M |
| Reply to comment | Reply button inside balloon | Reply button inside balloon |
| Resolve comment | Resolve button grays out comment | Resolve button hides comment from view |
| Delete all comments | Review > Delete > Delete All Comments | Not available; must delete individually |
| Print comments | File > Print > Settings > Print Markup | Print includes comments by default |
Inline comments in Word are a practical way to collaborate without changing the document text. You can now add, reply to, resolve, and delete comments using the Review tab, right-click menu, or keyboard shortcut Ctrl+Alt+M. For advanced collaboration, try using the Track Changes feature alongside comments to see every edit made by each reviewer. When working in a shared document, resolve comments after addressing feedback to keep the document clean.