The standard way to add notes on the side of a Word document is with comments, which appear in the right margin next to the text they refer to. Word also offers footnotes, margin text boxes and handwritten ink notes, each with its own uses. This guide shows how to add, reply to, resolve, hide, print and delete side notes in Word for Microsoft 365, Word 2021, 2019, 2016, Word for Mac and Word for the web.
Quick Answer
Select the text, then click Review > New Comment (or press Ctrl + Alt + M; Cmd + Option + A on a Mac). Type your note in the box that appears in the right margin.
Method 1: Add a Comment in the Margin
- Select the word, sentence or paragraph you want to note. If you don’t select anything, Word attaches the comment to the word at the cursor.
- Click Review > New Comment, or right-click and choose New Comment.
- Type your note. In Microsoft 365, click the Post button (paper plane) or press Ctrl + Enter to save it.
In Word for Microsoft 365 you can type @ and a name to mention a colleague, who gets an email notification if the file is saved in the cloud.
Reply, Edit, Resolve and Delete
- Reply: click in the comment’s Reply box and type.
- Edit: click the three dots (More thread actions) > Edit comment, or click the text in older versions.
- Resolve: click Resolve (or More > Resolve thread) to mark it done. Resolved comments are hidden but kept.
- Delete one: right-click it and choose Delete Comment, or use Review > Delete.
- Delete all: click the arrow under Review > Delete and choose Delete All Comments in Document.
Show or Hide Side Notes
- Review > Show Comments switches between Contextual (in the margin) and List (a pane) in Microsoft 365.
- Review > Show Markup lets you uncheck Comments to hide them.
- In the Display for Review box, No Markup hides comments and tracked changes; All Markup shows them.
- If comments show inline instead of in the margin, go to Show Markup > Balloons and choose Show Revisions in Balloons.
Method 2: Footnotes and Endnotes
Use footnotes for notes that should be part of the finished document, such as sources or explanations, rather than feedback.
- Click where you want the reference number.
- Choose References > Insert Footnote (Ctrl + Alt + F) or Insert Endnote (Ctrl + Alt + D).
- Type the note at the bottom of the page or the end of the document.
Method 3: Printable Margin Notes With a Text Box
For side notes that are part of the design, such as annotations in a handout, use a text box in a wide margin.
- Widen the outside margin: Layout > Margins > Custom Margins, and increase the right margin to 2.5 inches or more.
- Click Insert > Text Box > Draw Text Box and draw it in the margin.
- Type the note, then set Shape Format > Shape Outline > No Outline for a clean look.
- Click the Layout Options icon, choose In Front of Text or Square, and select Move with text so the note stays beside its paragraph.
Method 4: Handwritten Notes
On a touchscreen or with a pen, use the Draw tab to write notes in the margin. In Microsoft 365, Draw > Ink to Text or Ink Editor can convert or act on handwriting.
Print With or Without Side Notes
- Go to File > Print.
- Click the first setting under Settings (usually Print All Pages).
- Check or uncheck Print Markup. With it on, Word shrinks the page to fit comments in the margin.
To make a PDF with comments, print to PDF with Print Markup on, or in Save As > PDF > Options choose Document showing markup.
Which Type of Note to Use
| Need | Best option |
|---|---|
| Feedback or questions for others | Comments |
| Sources or explanations in the final text | Footnotes or endnotes |
| Design element that prints in the margin | Text box |
| Quick handwritten markup | Draw tab |
Frequently Asked Questions
How do I change the name on my comments?
Go to File > Options > General and change User name. See how to change the name on comments in Word.
Why can’t I add a comment?
The document may be protected, opened in Read Mode, or restricted to certain edits. Check Review > Restrict Editing, or click Enable Editing if the file opened in Protected View.
Can I reply to a comment?
Yes. See how to reply to a comment in Word.
Summary
- Select text and click Review > New Comment (Ctrl + Alt + M).
- Reply, resolve or delete from the comment’s menu.
- Use footnotes or margin text boxes for notes that belong in the final document.
- Toggle Print Markup to print with or without comments.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.