Introduction

Collaboration is at the heart of modern document management, and SharePoint enhances this by enabling users to comment and tag team members directly within documents. Using @mentions and comments helps streamline communication, keeps discussions contextual, and ensures quick feedback during the editing and review process. This guide provides a detailed walkthrough on how to use these features effectively within SharePoint-hosted documents.

Requirements

Before you begin, ensure the following:

• You have access to a SharePoint site with permission to edit documents.
• The document is stored in a SharePoint Online document library.
• You are using Microsoft 365 Apps for enterprise/business (formerly Office 365) like Word, Excel, or PowerPoint via web or desktop.
• Your organization has enabled collaboration features in Microsoft 365.

Step-by-Step Instructions

1. Open the Document from SharePoint

• Go to your SharePoint site.
• Navigate to the document library where your file is stored.
• Click on the document name to open it in Word/Excel/PowerPoint for the web or click the ellipsis (...) > Open in app if you prefer the desktop version.

2. Add a Comment

• Highlight text or select a cell/item you want to comment on.
• Right-click and select New Comment or click the Review tab and choose New Comment.
• A comment box will appear on the right side (in web) or in the margin (in desktop app).

3. Use @Mentions in a Comment

• In the comment box, type @ followed by the person’s name (e.g., @John Smith).
• A dropdown will show matching names from your organization’s directory—select the correct person.
• Type your message and click Post or press Ctrl + Enter.
• The mentioned user will receive an email notification with a link to the document and your comment.

4. Reply to Comments

• Click on any comment to read the thread.
• Click Reply, type your message, and press Enter or click Post.
• All replies stay grouped under the original comment for easy context tracking.

5. Resolve or Delete Comments

• Once an issue is addressed, click Resolve on the comment to close it. This hides it from view but retains the thread.
• You can also click the three dots (⋮) on a comment to Delete it (only available to the person who created it or document owners).

Tips and Best Practices

• Be Specific – Mention only relevant team members and clearly state the required action or feedback.
• Use Comments Strategically – Avoid cluttering documents with excessive comments; instead, focus on key areas needing attention.
• Review Regularly – Make it a habit to check for comments and resolve them to maintain a clean and updated document.
• Avoid Sensitive Info – Keep comments professional and free of confidential or sensitive content.
• Version Control – Major edits should still follow version history and check-in/check-out policies if your SharePoint environment uses them.

Additional Resources

• Microsoft 365 – Comments in Word
• SharePoint Online Documentation
• Collaboration in Microsoft 365