Can You @Mention External Guests in Word or Excel Comments?
Question details
The user wants to know if it is possible to use the @mention feature for external contractors or guest accounts within Word and Excel document comments.
- Product
- Microsoft Word, Microsoft Excel
- Device & OS
- not provided
- Scenario
- Collaborating on documents hosted on a SharePoint site with external contractors who already have editing permissions.
- Observed behavior
- Internal users can be successfully tagged in comments, but external users and guest accounts cannot be @mentioned.
Ensure you have the correct email addresses or direct contact information for your external guests, as you will need to notify them manually due to this feature limitation.
Use Alternative Notification Methods
Since @mentions are not supported for guests, use manual email notifications or direct link sharing to alert external contractors about your comments.
Microsoft currently restricts the @mention feature in Word, Excel, and PowerPoint comments to internal users only. Even if an external user has editing permissions on your SharePoint site, they cannot be tagged directly within the document.
Highlight the text or cell in Word or Excel, right-click, and select 'New Comment'. Type your feedback without using the @ symbol.
Click the 'Share' button in the top right corner of the application and select 'Copy Link' to get a direct URL to the document.
Draft an email or a message in your communication tool, paste the document link, and let the external guest know which sections they need to review.
Submit a Feature Request to Microsoft
Provide feedback directly to Microsoft to request the addition of @mentions for guest accounts in future updates.
Collaborate Seamlessly with WPS Office
If Microsoft Office feature limitations are slowing down your workflow with external contractors, switch to WPS Office. It provides a lightweight, free alternative with robust collaboration tools and comprehensive format compatibility.
- 1. Download and install: Get WPS Office from the official website and install it on your device.
- 2. Open your document: Open your existing Word or Excel files directly in WPS Office without worrying about formatting loss.
- 3. Share and collaborate: Use the Share feature to generate a secure link and collaborate effortlessly with both internal teams and external guests.
Frequently Asked Questions
Why can't I @mention a guest who already has editing permissions?
Microsoft's current infrastructure restricts the @mention capability in Word, Excel, and PowerPoint comments exclusively to internal directory users. External or guest accounts are excluded by default, regardless of their specific file or SharePoint permissions.
Does this guest mention limitation apply to Word and Excel web apps?
Yes, the inability to @mention external or guest accounts is a universal limitation across Microsoft 365. It applies to the desktop applications, mobile apps, and the web-based versions of Word and Excel.
Will Microsoft add the ability to mention external users in the future?
Microsoft frequently updates its software based on user feedback. While it is not currently supported, submitting a feature request through the Microsoft Feedback Portal increases the likelihood of the development team adding this capability in a future release.
