I am a dedicated rather than expert Word user. The editor is something I’ve used most days since I first opened Word 2.0 in 1993 and concluded it was a better word processor than DECwrite, an editor that ran on VAX workstations at the time. Word 2.0 ran on a 286 PC with 4 MB of memory, so it’s fair to say that it was a lot cheaper to use than its VMS counterpart.
Word is Like an Old Slipper
Over the best part of three decades I have grown comfortable with Word. Most of the time, I use the same features and don’t go looking for new functionality unless I need to perform a task. Recently, I found that Word (click to run or Office 365 ProPlus, now horribly renamed as Microsoft 365 Enterprise Apps suite) combines @mentions in comments with the ability to share documents. The feature is useful when you collaborate to create documents, which I need to do often.
Comment or @Mention
Using version 2004 (build 12730.20150) of Word, I noticed that the old insert comment command is now Comment or @Mention. Clicking the command brings up the usual dialog to enter a comment (for example, “what horrible text – you need to change this!”) with the added option to insert an @mention.
Type @ and the first few characters of someone’s display name. Word checks to find the person to mention. It looks like Word uses Outlook’s auto-complete list of email addresses because I noticed names from outside the tenant that I had previously emailed (Figure 1).
Figure 1: Selecting someone to @Mention in a Word comment
You can also add an @mention comment from the right-click insert menu.
Sharing for @Mentions
For good reason, @mentioning someone only works for documents stored in SharePoint Online or OneDrive for Business. After selecting the name, you can enter the comment. If that person doesn’t currently have access to the document, Word offers to give them access (share) so that they can open and view the comment and the associated text (Figure 2).
Figure 2: Word offers to share a document so the @mentioned person can access it
The standard sharing mechanism available in OneDrive for Business or SharePoint Online is used, so the document must be stored in Office 365. If you open the document properties, you can see the share access granted to the @mentioned person (Figure 3).
Figure 3: The access granted to a Word document for @mention shares
Email Notifications for @Mentions
People @mentioned in a comment receive an email notification to tell them that they should go to the document to respond. The notifications sent by Office 365 applications are becoming smarter. OWA users can respond to Yammer conversations without leaving the client, and the Teams missed activity messages are a different take on the same idea. @Mention notifications contain information to help the recipient decide how quickly they need to respond by including the context of the comment (Figure 4). And when the time comes to respond, the link opens the document in the browser positioned at the comment.
Figure 4: An email notification for @mentions
Updated Comments
Once you involve other people in a document, it is likely that multiple people will edit the document concurrently. Collaborative co-authoring is not new, but I was pleased to see how responses to comments appeared in documents soon after they were added. Updates are not immediate because they depend on the autosave mechanism to capture and distribute changes to everyone who has a document open, but responses show up quicker than they would in a document circulated by email.
@Mentions for All
According to this Microsoft support article, PowerPoint, Word, and Excel are supposed to have the same @mention capabilities. This is certainly true of the online versions of the apps, but I only see @mentions in the desktop versions of Word and PowerPoint. Adding the feature to the desktop version of Excel might be a little more complicated.
The Office 365 for IT Pros eBook does not cover the desktop or online apps. However, we use Word to write the book and this feature exploits the Office 365 sharing mechanism, so we thought you’d like to know about it.
Tony, I understand that, but as an engineer in a K12 environment I’m not always at my desk, and the iPhone has the app it would be helpful. Yes, I could usethe Edge or native Safari on the phone, but the app is just more convenient.
Hello,
Do @mentions in comments work with Guests / External Users ?
We have a strange behavior on our tenant because several users used the feature to collaborate with guests and all of a sudden it stopped working. Looking at MSFT doc I cannot find a place where it is clearly stated whether @mentions for Guests / External Users should work or not…
Thx
Sharing with guests absolutely works. I just tested this (again) to make sure. However, there are some gotchas in the system. I can’t @mention some p[eople in Microsoft who are already guests in my tenant…. I have bugged this problem and we shall shee what happens.
Hi,Tony!
May I ask if you managed to find out if @mentions to guests and external users (with whom you’ve specifically shared a document) should be working? MS documentation from last year seems to suggest it doesn’t; however, I’m curious that you’ve managed to verify that it does. If it does, are there any specific admin settings that need to be enabled for it to work across a tenant?
Thanks!
Loading...
I just tested and was able to @mention a guest in a Word document and Word shared the document with that person.
Well, I don’t know what Microsoft intends to have happen. I can only report what happens in front of my own eyes.
Loading...
hi, in my organizaton some Apple user can’t @mention using Safari no Microsoft Edge, there is any restriction to @mention in Apple enviroment? Thanks, Leandro
people have @mention me on Sharepoint – on my own site so I know I have access – but I don’t get any emails to tell me – I have searched but cannot find a solution
{"id":null,"mode":"button","open_style":"in_modal","currency_code":"EUR","currency_symbol":"\u20ac","currency_type":"decimal","blank_flag_url":"https:\/\/office365itpros.com\/wp-content\/plugins\/tip-jar-wp\/\/assets\/images\/flags\/blank.gif","flag_sprite_url":"https:\/\/office365itpros.com\/wp-content\/plugins\/tip-jar-wp\/\/assets\/images\/flags\/flags.png","default_amount":100,"top_media_type":"featured_image","featured_image_url":"https:\/\/office365itpros.com\/wp-content\/uploads\/2022\/11\/cover-141x200.jpg","featured_embed":"","header_media":null,"file_download_attachment_data":null,"recurring_options_enabled":true,"recurring_options":{"never":{"selected":true,"after_output":"One time only"},"weekly":{"selected":false,"after_output":"Every week"},"monthly":{"selected":false,"after_output":"Every month"},"yearly":{"selected":false,"after_output":"Every year"}},"strings":{"current_user_email":"","current_user_name":"","link_text":"Virtual Tip Jar","complete_payment_button_error_text":"Check info and try again","payment_verb":"Pay","payment_request_label":"Office 365 for IT Pros","form_has_an_error":"Please check and fix the errors above","general_server_error":"Something isn't working right at the moment. Please try again.","form_title":"Office 365 for IT Pros","form_subtitle":null,"currency_search_text":"Country or Currency here","other_payment_option":"Other payment option","manage_payments_button_text":"Manage your payments","thank_you_message":"Thank you for supporting the work of Office 365 for IT Pros!","payment_confirmation_title":"Office 365 for IT Pros","receipt_title":"Your Receipt","print_receipt":"Print Receipt","email_receipt":"Email Receipt","email_receipt_sending":"Sending receipt...","email_receipt_success":"Email receipt successfully sent","email_receipt_failed":"Email receipt failed to send. Please try again.","receipt_payee":"Paid to","receipt_statement_descriptor":"This will show up on your statement as","receipt_date":"Date","receipt_transaction_id":"Transaction ID","receipt_transaction_amount":"Amount","refund_payer":"Refund from","login":"Log in to manage your payments","manage_payments":"Manage Payments","transactions_title":"Your Transactions","transaction_title":"Transaction Receipt","transaction_period":"Plan Period","arrangements_title":"Your Plans","arrangement_title":"Manage Plan","arrangement_details":"Plan Details","arrangement_id_title":"Plan ID","arrangement_payment_method_title":"Payment Method","arrangement_amount_title":"Plan Amount","arrangement_renewal_title":"Next renewal date","arrangement_action_cancel":"Cancel Plan","arrangement_action_cant_cancel":"Cancelling is currently not available.","arrangement_action_cancel_double":"Are you sure you'd like to cancel?","arrangement_cancelling":"Cancelling Plan...","arrangement_cancelled":"Plan Cancelled","arrangement_failed_to_cancel":"Failed to cancel plan","back_to_plans":"\u2190 Back to Plans","update_payment_method_verb":"Update","sca_auth_description":"Your have a pending renewal payment which requires authorization.","sca_auth_verb":"Authorize renewal payment","sca_authing_verb":"Authorizing payment","sca_authed_verb":"Payment successfully authorized!","sca_auth_failed":"Unable to authorize! Please try again.","login_button_text":"Log in","login_form_has_an_error":"Please check and fix the errors above","uppercase_search":"Search","lowercase_search":"search","uppercase_page":"Page","lowercase_page":"page","uppercase_items":"Items","lowercase_items":"items","uppercase_per":"Per","lowercase_per":"per","uppercase_of":"Of","lowercase_of":"of","back":"Back to plans","zip_code_placeholder":"Zip\/Postal Code","download_file_button_text":"Download File","input_field_instructions":{"tip_amount":{"placeholder_text":"How much would you like to tip?","initial":{"instruction_type":"normal","instruction_message":"How much would you like to tip? Choose any currency."},"empty":{"instruction_type":"error","instruction_message":"How much would you like to tip? Choose any currency."},"invalid_curency":{"instruction_type":"error","instruction_message":"Please choose a valid currency."}},"recurring":{"placeholder_text":"Recurring","initial":{"instruction_type":"normal","instruction_message":"How often would you like to give this?"},"success":{"instruction_type":"success","instruction_message":"How often would you like to give this?"},"empty":{"instruction_type":"error","instruction_message":"How often would you like to give this?"}},"name":{"placeholder_text":"Name on Credit Card","initial":{"instruction_type":"normal","instruction_message":"Enter the name on your card."},"success":{"instruction_type":"success","instruction_message":"Enter the name on your card."},"empty":{"instruction_type":"error","instruction_message":"Please enter the name on your card."}},"privacy_policy":{"terms_title":"Terms and conditions","terms_body":null,"terms_show_text":"View Terms","terms_hide_text":"Hide Terms","initial":{"instruction_type":"normal","instruction_message":"I agree to the terms."},"unchecked":{"instruction_type":"error","instruction_message":"Please agree to the terms."},"checked":{"instruction_type":"success","instruction_message":"I agree to the terms."}},"email":{"placeholder_text":"Your email address","initial":{"instruction_type":"normal","instruction_message":"Enter your email address"},"success":{"instruction_type":"success","instruction_message":"Enter your email address"},"blank":{"instruction_type":"error","instruction_message":"Enter your email address"},"not_an_email_address":{"instruction_type":"error","instruction_message":"Make sure you have entered a valid email address"}},"note_with_tip":{"placeholder_text":"Your note here...","initial":{"instruction_type":"normal","instruction_message":"Attach a note to your tip (optional)"},"empty":{"instruction_type":"normal","instruction_message":"Attach a note to your tip (optional)"},"not_empty_initial":{"instruction_type":"normal","instruction_message":"Attach a note to your tip (optional)"},"saving":{"instruction_type":"normal","instruction_message":"Saving note..."},"success":{"instruction_type":"success","instruction_message":"Note successfully saved!"},"error":{"instruction_type":"error","instruction_message":"Unable to save note note at this time. Please try again."}},"email_for_login_code":{"placeholder_text":"Your email address","initial":{"instruction_type":"normal","instruction_message":"Enter your email to log in."},"success":{"instruction_type":"success","instruction_message":"Enter your email to log in."},"blank":{"instruction_type":"error","instruction_message":"Enter your email to log in."},"empty":{"instruction_type":"error","instruction_message":"Enter your email to log in."}},"login_code":{"initial":{"instruction_type":"normal","instruction_message":"Check your email and enter the login code."},"success":{"instruction_type":"success","instruction_message":"Check your email and enter the login code."},"blank":{"instruction_type":"error","instruction_message":"Check your email and enter the login code."},"empty":{"instruction_type":"error","instruction_message":"Check your email and enter the login code."}},"stripe_all_in_one":{"initial":{"instruction_type":"normal","instruction_message":"Enter your credit card details here."},"empty":{"instruction_type":"error","instruction_message":"Enter your credit card details here."},"success":{"instruction_type":"normal","instruction_message":"Enter your credit card details here."},"invalid_number":{"instruction_type":"error","instruction_message":"The card number is not a valid credit card number."},"invalid_expiry_month":{"instruction_type":"error","instruction_message":"The card's expiration month is invalid."},"invalid_expiry_year":{"instruction_type":"error","instruction_message":"The card's expiration year is invalid."},"invalid_cvc":{"instruction_type":"error","instruction_message":"The card's security code is invalid."},"incorrect_number":{"instruction_type":"error","instruction_message":"The card number is incorrect."},"incomplete_number":{"instruction_type":"error","instruction_message":"The card number is incomplete."},"incomplete_cvc":{"instruction_type":"error","instruction_message":"The card's security code is incomplete."},"incomplete_expiry":{"instruction_type":"error","instruction_message":"The card's expiration date is incomplete."},"incomplete_zip":{"instruction_type":"error","instruction_message":"The card's zip code is incomplete."},"expired_card":{"instruction_type":"error","instruction_message":"The card has expired."},"incorrect_cvc":{"instruction_type":"error","instruction_message":"The card's security code is incorrect."},"incorrect_zip":{"instruction_type":"error","instruction_message":"The card's zip code failed validation."},"invalid_expiry_year_past":{"instruction_type":"error","instruction_message":"The card's expiration year is in the past"},"card_declined":{"instruction_type":"error","instruction_message":"The card was declined."},"missing":{"instruction_type":"error","instruction_message":"There is no card on a customer that is being charged."},"processing_error":{"instruction_type":"error","instruction_message":"An error occurred while processing the card."},"invalid_request_error":{"instruction_type":"error","instruction_message":"Unable to process this payment, please try again or use alternative method."},"invalid_sofort_country":{"instruction_type":"error","instruction_message":"The billing country is not accepted by SOFORT. Please try another country."}}}},"fetched_oembed_html":false}
Doesn’t yet work with the Office Application on the iPhone when editing a document from my OnDrive.
Which is why I mention the desktop and online versions explicitly…
Tony, I understand that, but as an engineer in a K12 environment I’m not always at my desk, and the iPhone has the app it would be helpful. Yes, I could usethe Edge or native Safari on the phone, but the app is just more convenient.
The app might be more convenient, but it’s usually behind the desktop and online versions from a functionality perspective.
Hello,
Do @mentions in comments work with Guests / External Users ?
We have a strange behavior on our tenant because several users used the feature to collaborate with guests and all of a sudden it stopped working. Looking at MSFT doc I cannot find a place where it is clearly stated whether @mentions for Guests / External Users should work or not…
Thx
Sharing with guests absolutely works. I just tested this (again) to make sure. However, there are some gotchas in the system. I can’t @mention some p[eople in Microsoft who are already guests in my tenant…. I have bugged this problem and we shall shee what happens.
Hi,Tony!
May I ask if you managed to find out if @mentions to guests and external users (with whom you’ve specifically shared a document) should be working? MS documentation from last year seems to suggest it doesn’t; however, I’m curious that you’ve managed to verify that it does. If it does, are there any specific admin settings that need to be enabled for it to work across a tenant?
Thanks!
I just tested and was able to @mention a guest in a Word document and Word shared the document with that person.
Version 2005. Build 12827.20268 Click to Run
How about an external email with whom you’ve shared the document?
Here’s the latest MS doc about using @mentions: https://answers.microsoft.com/en-us/msoffice/forum/all/mentions-for-comments-in-word-excel-and-powerpoint/1e4ab379-fd32-4247-b9f5-c2d62d1d74d4 (Last updated May 4, 2020), which states: ‘@mentions does not work with guest or external accounts (you cannot @mention such accounts nor can such accounts @mention in files outside of their tenant).’
Looks like you’ve somehow circumvented the function’s documented limitations!
Well, I don’t know what Microsoft intends to have happen. I can only report what happens in front of my own eyes.
hi, in my organizaton some Apple user can’t @mention using Safari no Microsoft Edge, there is any restriction to @mention in Apple enviroment? Thanks, Leandro
people have @mention me on Sharepoint – on my own site so I know I have access – but I don’t get any emails to tell me – I have searched but cannot find a solution
It seems like Microsoft withdrew the feature for additional work. They made a lot of it at Ignite, so I anticipate we will see this again quite soon.