Long documents can have hundreds or even thousands of markups, which can make finding individual feedback quite time-consuming. Today’s tutorial shows how to quickly view specific reviewers’ comments and edits in Microsoft Word.
First, we’ll use Track Changes to view comments and edits from specific reviewers. Then, we’ll use the Navigation pane to view comments (but not edits) from specific reviewers.
This tutorial is also available as a YouTube video showing all the steps in real time.
Watch more than fifty other videos about Microsoft Word and Adobe Acrobat on my YouTube channel.
Please note that these steps are for Word for Office 365, Word 2019, and Word 2016. The steps are similar for Word 2013 and Word 2010.
Use Track Changes to View Comments and Edits from Specific Reviewers
The Tracking tools offer the most control over the comments and edits you see from specific reviewers.
1. Select the View tab and then ensure the document is set to Print Layout for best viewing.
2. Select the Review Tab.
3. Select the Display for Review drop-down menu and then select All Markup.
4. Select the Show Markup drop-down menu and then check the options you want to view: Comments, Insertions and Deletions, and/or Formatting.
5. Select Balloons and then select the viewing option you prefer: Show Revisions in Balloons, Show All Revisions Inline, or Show Only Comments and Formatting in Balloons. (My personal preference is Show Only Comments and Formatting in Balloons.)
6. Select the Specific People drop-down menu. Deselect the reviewers’ names whose comments and edits you don’t want to see. (Alternately, you may have to select the reviewers’ names whose comments and edits you do want to see if none are selected.)
The comments and edits from the reviewer or reviewers you selected will now show in the document.
When you’re finished…
7. Return to Specific People in the Show Markup drop-down menu and select All Reviewers to show everyone’s comments and edits.
Use Navigation to View Comments from Specific Reviewers
If you only need to view specific reviewers’ comments (not edits), use the Navigation pane to quickly move through the document.
1. Select the View tab and then ensure the document is set to Print Layout for best viewing.
2. Select the Home Tab.
3. Select Find in the Editing group to open the Navigation pane.
Pro Tip: Windows users can select Ctrl + F to open the Navigation pane directly.
4. Select the magnifying glass.
5. Select Comments and then check the reviewers’ names whose comments you want to view.
6. Use the navigation arrows to move up and down through the comments in the documents. (The comments won’t appear in the Navigation pane itself.)
When you’re finished…
7. Select the X in the text box to return the comment view to All Reviewers.
In my next Microsoft Word tutorial, we’ll look at how to search within comments without having to run the search through the entire document.
Further Reading: How to Remove User Names from Existing Track Changes in Microsoft Word
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