Changing Text in a Comment

by Allen Wyatt
(last updated February 24, 2018)

Ricky has a document that includes many comments. He wants to change one word that recurs in those comments. For example, in the phrase "bring to Joe's attention" he may want to change it to "bring to Mary's attention." Ricky wonders if there is a way to do this type of find and replace and affect only the comments.

Actually, this sort of task is quite easy to do in Word, and there are a couple of ways you can approach it. Here is one way to do it:

  1. Place the insertion point within the first comment in your document. (This is important, so don't skip this step.)
  2. Press Ctrl+H. Word displays the Replace tab of the Find and Replace dialog box.
  3. Fill out the settings in the dialog box as desired. (For instance, in the Find What box put the text "Joe" and in the Replace With box put the text "Mary".)
  4. Click Find Next. Word finds the first occurrence of the text you are looking for, within the comments.
  5. Click on Replace or Find Next, as appropriate, until you've made all the changes desired in the comments.
  6. Close the Find and Replace dialog box.

You can bypass the first step (the need to place the insertion point in the first comment) if you follow these alternative steps:

  1. Press Ctrl+H. Word displays the Replace tab of the Find and Replace dialog box.
  2. Click the Find tab so that it is displayed.
  3. In the Find What box, enter the text you want to find, such as "Joe."
  4. Click the Find In drop-down list and choose Comments. (This drop-down list isn't available if you are working on the Replace tab instead of on the Find tab. Why? Who knows!) Word selects all the matches found in the comments.
  5. Click the Replace tab so that it is displayed.
  6. In the Replace With box, enter the text you want to use as your replacement, such as "Mary."
  7. Click the Replace All button. Word replaces all instances of the text you specified in step 3 with the text you specified in step 6, and does so only in the comments.
  8. Close the Find and Replace dialog box.

If you need to make these changes to a lot of documents—perhaps Joe has left the company and Mary is the new point person—then you may be interested in using a macro to make the changes. The following will do the trick for whatever document is active:

Sub MakeItMary()
    Dim c As Comment
    Dim sFind As String
    Dim sReplace As String

    sFind = "Joe"
    sReplace = "Mary"
    For Each c In ActiveDocument.Comments
        c.Range.Text = Replace(c.Range.Text, sFind, sReplace)
    Next
End Sub

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (6200) applies to Microsoft Word 2007, 2010, 2013, and 2016.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Searching and Replacing Graphics

Got a bunch of graphics in a document that need replacing? (Perhaps you need to replace an old logo with a new one.) Word ...

Discover More

Changing Section Headers

Add subtotals to a worksheet and you can instruct Excel to start each new subtotal section on a new printed page. You may ...

Discover More

Changing Input Conventions

Different cultures have different conventions for displaying numbers and for parameters in Excel's worksheet functions. ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

Inserting Initials and Date in a Comment

When you insert a comment into a document, Word keeps track of who entered it and the date when it was entered. Here's ...

Discover More

Formatting Comments

Need to change the appearance of the text in your comments? It's easy to do using techniques you are already familiar with.

Discover More

Displaying Document Comments

Adding comments to a document is a normal activity when writing and editing. Once comments have been added, you may ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 9 + 9?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.