Adding voice comments into a Word document

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Microsoft Office Word, a tool or a software which has been another name for electronic documents for a long time, has many feature hidden in itself about which only dedicated and experienced professionals know about. But its not a lie if I say most of us have used it during our school days for preparing project reports and the sorts. And most of us also use it at work. And for us, who are professional writers, the Word is like the most important thing in the profession.

When this is the case, we tend to learn new things about the tool we use so mostly. And this learning also happens very often. If you are professional writer, an editor, a copywriter or a copy editor, or at are any position in the editorial business, you use MS Office Word very exclusively or extensively everyday, right?

One part of the Word which is very important and handy is the comments options. And the integration of the comments system into a Word document is really awesome. Comments play a major role when you want the writer or the people who are going to read your work know about something related to a point in the document or a phrase, but you dont want to include that in the document. This is a comment.

So you just select the word or phrase that needs the comment, or just place the cursor where you want the comment, and you put a comment there. The person who is going to read it can either accept your comment or reject it. Editors will know how important this feature is.

So, the traditional way of commenting is you place a comment balloon wherever you want and then write your comment inside it. But sometimes, this doesn’t quite work the way you want it to. There is no doubt that you can pen down your expressions, but some expressions cannot be penned down. Such expressions need vocal communication.

So, wouldn’t it be great if you can place your voice as a comment in a Word document? Well, guess what, you can do this. There is a voice comment feature in the MS Office Word which most people dont know about. So if you dint know, you now know. But this to work, you need to have a microphone on your computer and the person who is supposed to listen to your voice comment needs to have speakers.

When you have these, you are ready to go. So how to add a voice comment? Its pretty much the same way as you add a text comment. Select the word or phrase to which you want to add the comment, or place your mouse cursor where you want the comment to appear. Now on the review toolbar (the same toolbar where you find your comment button), click the Insert Voice icon. If you cant find this icon, you can just customize your toolbar and add it, so that you have easy access to it.

Add voice comments in Word

So, once you click the Insert Voice icon, you will get a new window to record your voice, you have to click the red button to the right to start recording. Once you click the record button, you talk into your microphone. Once you are done talking, you click the same button to stop recording. You now have the comment balloon in the document, but this time, instead of text, you see a speaker icon.

Now you can sent the document to whomever you want to, and the person just has to click the speaker icon to listen to your comment. Isn’t this awesome? Try it if you have not yet. And the placement and availability of the Insert Voice icon will vary with the version of MS Office you have. So try to find the icon.

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