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  1. #1
    Star Lounger
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    Hiding Comments when emailing a document (Word 2002 SP 2)

    I have a document in which I've inserted various comments to myself. I want to email the document to someone without the comments, or with the comments hidden so that they can't see them. Is there any way to do this?
    Many thanks in advance for any suggestions,
    Abraham Z.

  2. #2
    Uranium Lounger
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    Re: Hiding Comments when emailing a document (Word

    Hi Abraham:
    Comment references (the superscript numbers) in the document are inserted as hidden text. Therefore, if a user hasn't turned on "Show hidden", they will normally be hidden from casual view. However, any user that shows hidden text can find them. Also, any sophisticated user could find all sorts of "hidden" metadata in your document. You can search the Word forum for metadata to see discussions for removing such metadata.

    The short answer is that you are best off making a copy of your document, removing all the comments, & mailing the copy. You can remove all the comments in the copy quickly by using Find/Replace:
    1. Press Ctrl+H to bring up the replace box.
    2. Enter <font color=red>^a</font color=red> in the Find box & leave the replace box empty.
    3. Click "Replace all". This will remove all the comment reference numbers and, hence, the comments.
    Cheers,

  3. #3
    Star Lounger
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    Re: Hiding Comments when emailing a document (Word

    Hi Phil,

    That's what I was afraid. I guess I'll have to go with the find/replace option. Here's a follow-up though: now my editor mails the document back to me with her corrections/suggestions in the text . I now have two documents - one that has my comments (notes to myself about what I still need to do) and one that has her editing remarks (either as comments, or just written in as text). Is there any way to incorporate these two documents into a single document, in a manner which will allow me to see both my own comments and her suggestions? Is there anything I should do with the document, prior to sending it off to the editor, that will facilitate the process of merging the two documents together (if this is even possible)? Many thanks for any further advice you can give me.
    regards,
    Abraham Z.

  4. #4
    Uranium Lounger
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    Re: Hiding Comments when emailing a document (Word

    You can compare the documents.
    Open your document.
    Go to Tools/Track Changes/Compare Documents... & open the document that your editor sent you.
    Your document will now be marked with the changes that your editor sent you. You can then accept or reject those changes. (Well, at least Word will let you reject...I don't know about your editor.) <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    One trick that you can use to sort of hide your comments is to modify the comment reference style & comment text style to use WHITE font color, instead of "automatic" (press Ctrl+D) to see the font dialog box. This will make both your comment reference marks & your comments appear to be invisible (white on white). When you get your document back, your can change the styles back to "automatic" font color & you can see them again. The downside is:
    1. If your editor is sophisticated in Word, they may figure this out.
    2. They may accidentally delete your comments.

    Of course, if you protect the document for tracked changes, you will still be able to recover all your comments. This is probably the best solution. i.e. change the styles & then go to Tools/Protect Document.../Tracked changes & password protect it.
    Hope this helps,

  5. #5
    Star Lounger
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    Re: Hiding Comments when emailing a document (Word

    Hi Phil,

    Thanks so much. This is just what I was looking for. I appreciate the help.
    regards,
    Abraham Z.

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