How to Ensure Word Comments and Track Changes Appear in Email Attachments
Question details
The user wants to ensure that comments and proofing markups remain visible when a Word document is emailed as an attachment.
- Product
- Word
- Device & OS
- not provided
- Scenario
- Emailing a marked-up document to an instructor or colleague for review.
- Observed behavior
- Despite having Track Changes and Show All Markup enabled on the sender's end, the comments and markups do not display when the recipient opens the email attachment.
Ensure that your document is saved and that all intended comments and tracked changes are visibly displayed on your screen before proceeding with the export process.
Convert the Document to a PDF with Markups Displayed
Converting your Word document to a PDF locks the visual layout, guaranteeing the recipient sees the exact comments and tracked changes you intended, regardless of their local software settings.
Often, Word documents appear without markup on the recipient's computer because their local Word application is set to default to 'Simple Markup' or 'No Markup' in the Review tab. Sending a PDF alongside your original file is the most reliable workaround.
Open your Word document and navigate to the Review tab. Ensure that 'Track Changes' is active and select 'All Markup' from the display dropdown so everything is visible.
Click on File in the top-left corner, select Export, and choose 'Create PDF/XPS Document'. Alternatively, you can choose File > Save As and select PDF from the format dropdown.
Before saving, click the 'Options...' button in the save dialog. Under the 'Publish what' section, ensure 'Document showing markup' is selected. Click OK and then Save to generate the PDF.
Open your email client and attach both the newly generated PDF and the original Word document. Send the email.
Use WPS Office to Manage and Export Comments Effectively
WPS Writer provides an intuitive Review tab where managing track changes, adding comments, and exporting documents with visible markups to PDF is straightforward and reliable.
- 1. Open the Document in WPS Writer: Launch WPS Office and open your .docx file containing the comments and tracked changes.
- 2. Enable Markup Visibility: Navigate to the Review tab and ensure the markup display option is set to show all tracked changes and comments on the page.
- 3. Export to PDF: Click on Menu > Export to PDF. In the export settings dialogue, ensure the checkbox to include comments and markups is selected.
- 4. Save and Share: Click 'Export' to generate the PDF file. You can now confidently attach this PDF to your email knowing the recipient will see your edits.
Frequently Asked Questions
Why do comments disappear when I send a Word document?
Comments and track changes do not actually disappear from the file. They are often hidden because the recipient's Word application defaults to 'Simple Markup' or 'No Markup' to provide a cleaner reading experience.
Can the recipient edit the comments in the PDF?
No, exporting to a PDF flattens the comments into a visual layout for viewing only. If you want the instructor or recipient to reply to your comments, you must provide the original Word document as well.
Does 'Print to PDF' work for preserving comments?
Yes. If you choose 'Microsoft Print to PDF' from the Print menu, make sure the 'Print Markup' option is checked in the print settings dropdown. This will print the document exactly as it looks with the markup sidebar included.
