Word does not include a built-in keyboard shortcut to show or hide all comments in a document. Many users rely on the Review tab or the File menu to toggle comments, which slows down editing and proofreading workflows. This article explains how to create a custom keyboard shortcut for the Toggle All Comments command using Word’s built-in customization tools. You will learn the exact steps to assign a key combination, such as Ctrl+Shift+C, to this frequently used command.
Key Takeaways: Creating a Comment Toggle Shortcut in Word
- File > Options > Customize Ribbon > Keyboard shortcuts Customize button: Opens the Customize Keyboard dialog where you can assign new shortcuts to any command.
- Categories list > All Commands > Commands list > ToggleAllComments: The exact command name for showing or hiding all comments in the active document.
- Press new shortcut key field > Ctrl+Shift+C (or your preferred combo): The key combination that will instantly toggle comment visibility without opening menus.
What the Toggle All Comments Command Does and Why It Needs a Shortcut
The Toggle All Comments command in Word shows or hides all comment balloons in the document. When comments are hidden, the document appears clean for printing or presentation. When they are visible, you can review feedback from collaborators. This command is different from Delete All Comments or Show Comments in the Review tab because it works as a toggle: one press shows comments, another press hides them.
Word assigns keyboard shortcuts to many commands by default, such as Ctrl+B for bold and Ctrl+I for italic. However, the Toggle All Comments command does not have a default shortcut. To use it without the keyboard, you must click Review > Show Comments or navigate through File > Info > Check for Issues > Inspect Document. Both methods require multiple clicks. Assigning a custom shortcut reduces this to a single key press.
The customization feature is available in all desktop versions of Word for Windows, including Word 2021, Word 2019, Word 2016, and Word for Microsoft 365. The steps are identical across these versions. Word for Mac uses a different menu structure and does not offer the same keyboard customization dialog. This guide applies only to Word on Windows.
Steps to Assign a Custom Keyboard Shortcut for Comment Toggle
Follow these steps to create a keyboard shortcut for the Toggle All Comments command. The shortcut will be saved in the Normal.dotm template, which makes it available in all new and existing documents.
- Open the Customize Keyboard dialog
Click File in the top-left corner of Word. Select Options at the bottom of the left-hand menu. In the Word Options dialog, click Customize Ribbon on the left side. At the bottom of the Customize Ribbon panel, click the Customize button next to the label Keyboard shortcuts. This opens the Customize Keyboard dialog. - Locate the ToggleAllComments command
In the Customize Keyboard dialog, look at the Categories list on the left. Scroll down and select All Commands. The Commands list on the right now shows every command available in Word. Scroll through the list until you find ToggleAllComments. Click once to select it. The dialog will show Current keys: (none) if no shortcut is assigned. - Press your new shortcut key combination
Click the Press new shortcut key text box. Press the key combination you want to assign. For example, press Ctrl+Shift+C on your keyboard. The dialog displays the keys you pressed. If another command already uses that combination, the dialog shows Currently assigned to: followed by the command name. Choose a combination that shows [unassigned] to avoid conflicts. Common unassigned combinations include Ctrl+Shift+C, Ctrl+Shift+Q, and Ctrl+Alt+H. - Save the shortcut to the Normal template
At the bottom of the Customize Keyboard dialog, look at the Save changes in drop-down list. Select Normal.dotm to make the shortcut available in all documents. If you select only the current document name, the shortcut will work only in that file. For a global shortcut, always choose Normal.dotm. - Assign and close the dialog
Click the Assign button. The shortcut appears in the Current keys list. Click Close to exit the Customize Keyboard dialog. Click OK to close Word Options. The shortcut is now active.
Common Issues When Setting the Comment Toggle Shortcut
The ToggleAllComments command does not appear in the Commands list
If you cannot find ToggleAllComments in the All Commands list, you are likely using Word for Mac or an older version of Word for Windows such as Word 2010. In these versions, the command may be named ShowAllComments or ToggleComments. Select the closest match and test it. If no toggle command exists, you can create a macro that triggers the toggle and assign a shortcut to that macro.
The shortcut does not work after closing and reopening Word
This usually happens when the Normal.dotm template is corrupted or read-only. Close Word. Navigate to %appdata%\Microsoft\Templates in File Explorer. Right-click Normal.dotm and select Properties. Ensure the Read-only checkbox is cleared. If the file is corrupted, delete Normal.dotm. Word will create a fresh copy the next time you start it. Then repeat the shortcut assignment steps.
The shortcut conflicts with another program, such as a browser extension
Some key combinations like Ctrl+Shift+C are used by other software for copying formatting or opening developer tools. If the shortcut does not work in Word, test it in a blank document. If it still fails, choose a different combination such as Ctrl+Shift+Q or Ctrl+Alt+H. Avoid using Ctrl+Alt+Del, Ctrl+Shift+Esc, or any combination reserved by Windows.
Word Built-in Shortcuts vs Custom Shortcut for Comment Toggle
| Item | Built-in Shortcuts | Custom Shortcut for Toggle All Comments |
|---|---|---|
| Availability | Pre-assigned for common commands like Bold, Italic, Save | User-assigned via Customize Keyboard dialog |
| Setup effort | None – shortcuts work immediately | Requires 5 steps; takes about 1 minute |
| Scope | Global across all documents | Global when saved to Normal.dotm; per-document if saved to current file |
| Conflict risk | Low – Microsoft avoids overlapping defaults | Moderate – user must check for unassigned combos |
| Reset method | Not applicable | Delete the shortcut in Customize Keyboard or reset Normal.dotm |
You can now toggle comments in any Word document using a single key combination. Test the shortcut by pressing Ctrl+Shift+C in a document that contains comments. If comments disappear, the shortcut works. If they remain visible, press the combination again to confirm the toggle. For advanced customization, explore the All Commands list to assign shortcuts to other review tools such as Next Comment or Previous Comment. Assigning a shortcut to AcceptChange can further speed up your review workflow.