I can't insert comments into e-mail messages as I did in previous versions of Outlook

Symptoms

In Microsoft Office Outlook 2007 you are unable to insert comment callouts that look like comment callouts in a Microsoft Office Word document.

The following is an example of comment callouts:

E-mail message with comment callouts

Cause

In earlier releases of Outlook, Word is available as an editor for e-mail messages. When using Word as your e-mail editor, you can insert comments in message replies and forwards that are similar to the style of comments available within Word documents.

Office Outlook 2007 uses one e-mail message editor that is based on Microsoft Office Word 2007. Several commands available in Office Word 2007, including the insert comment command, are not available when editing e-mail messages in Outlook 2007.

Resolution

Although you cannot insert a comment callout directly in an e-mail message, you have two alternative methods for inserting comments.

The first alternative allows you to insert an inline comment that draws the reader's attention. Your response appears where you position the cursor to type the comment and is preceded by your name. If you want, you can customize the text that identifies your comments in the message.

Sender's name precedes inline comment

Turn on inline comments and create identifying text

  1. On the Tools menu, click Options.
  2. On the Preferences tab, click E-mail Options.
  3. Select the Mark my comments with check box, and then type the text that you want to use to identify your comments. This text appears in brackets when you add inline comments to a message reply.

Add inline comments to a message

  1. Open a message that you have received, and then click Reply, Reply to All, or Forward.
  2. Click in the body of the original message, and then start typing your comments.

Inline comment text


The second alternative allows you to use the same look for comments as found in Word and earlier Outlook releases. This alternative requires you to copy and paste the content of the message from Outlook to Word, add your comments in Word, and then copy and paste the message content back into Outlook. This method produces comments identical to those produced by the insert comment command in Microsoft Office Outlook 2003 (the ALT+I, M keyboard shortcut).

Create comment callouts

  1. Open a message that you have received, and then click Reply, Reply to All, or Forward.
  2. Click anywhere within the body of the e-mail message, and then press CTRL+A to select everything contained in the message body.
  3. Right-click, and then click Copy.

Keyboard shortcut  To copy the selection to the clipboard, press CTRL+C.

  1. Open Word 2007 and create a new document.
  2. Right-click in the new document, and then click Paste.

Keyboard shortcut  To paste the content of the clipboard to the document, press CTRL+V.

 Note   Some formatting that appears in the Outlook message window does not appear in Word (for example, lines between replies and shading behind the message headers From, Sent, To, and Subject). When you copy the content back to Outlook, it re-appears.

  1. To add a comment, select text in the document, and then on the Review tab, click New Comment.

Keyboard shortcut  To insert a comment, select text, and then press ALT+R, C. The former keyboard shortcut ALT+I, M also works.

  1. Select text, and then press CTRL+A to select the entire document.
  2. Right-click, and then click Copy.

Keyboard shortcut  To copy the selection to the clipboard, press CTRL+C.

  1. Switch back to the message you opened and delete the content.
  2. Right-click, and then click Paste.

Keyboard shortcut  To paste the content of the clipboard to the document, press CTRL+V.

Recipients who are using Outlook 2007 or Outlook 2003 see your comments as callouts similar to the following illustration:

E-mail message with comment callouts

 
 
Applies to:
Outlook 2007