We all know that we can add comments into a document, but do you know that there are suggestions as well. It may sound like they are the same thing, but surprisingly there is a difference. So let’s look at Google Docs Suggestions vs Comments.
What are they?
Comments
Let’s start with the option that we are most familiar with – Comments.
The basic idea is that as you’re reading through a document, you may want to ask a question, or make a point – either for yourself or the author.
You don’t want to change the text, just ask this question, to clarify something, or check your understanding.
This is when you want to add a comment.
Suggestions
On the other hand, when you read through you might want to suggest a change to the text.
Adding or removing something, a word, phrase or even the formatting.
Now as we most often use this option to proof-read our own, or other peoples documents, it’s recording the changes as you’re making them.
If this sounds a bit familiar – then you’re right. It’s Google’s equivalent of Track Changes in Microsoft Word.
When are you going to use either of them?
Although, I’ve kinda already covered this, let’s get a bit more specific.
You’re reading through a document, you see something:
Do you want to ask a question, clarify something, check understanding?
Then I’d add a comment.
Or do you want to make some changes, to the content/text or formatting?
Then you should be using suggestions.
Note: You can of course make these changes without suggestions. As you can guess, the owner won’t have the suggestions/changes pointed out and be able to accept/reject them.
How do you start with comments or suggestions?
For both of these options, you only need to select the word, or phrase that you want the comment or suggestion connected to.
Add a Comment
The first of the three options, is Comment.
Click on the blue speech bubble with the plus (+) sign.
The page will move over (a bit) to the left, so that you have space on the right-hand side for your comment.
Type in what you want to say.
If this is a shared document, you can “@ mention” someone by typing in an at sign (@) and then their name.
Note: If it’s not shared, then you can still use the @, it will offer names/emails of people that you’ve previously shared files with.
When you’re done, click Comment (which will be highlighted in blue).
As the ‘owner’ of the comment, you can use the three dots (in the top-right of the comment) to edit, delete, or get a link to the comment.
Working with Comments
Once you see that there’s a comment, what do you do?
That’s up to you, but your choices are:
- Do nothing – this is not recommended
- Reply – if you want to ask another question or have a conversation then you can reply
- Resolve and hide the comment – also known as ‘marking complete’
Reply
Simply click on the comment.
It will expand to display a message box, underneath.
Type in your message, which can include an @ mention.
Resolve
When there’s nothing more that you want to do with the comment. Which can be that you’ve made the suggested changes, had a conversation or don’t want to do anything – it’s time to resolve it.
Click on the tick (✔) in the top-right corner of the comment to close and hide it.
If you have more than one, you’ll be directed to the next one down.
Making Suggestions
Note: Yes, it’s the same image from Comments…
As with Comments, select the word or phrase that you want to change.
Note: You have to select something for the options to be displayed.
Now click on the last of the three options – the green speech bubble with the pen.
This actually enables the suggesting mode, rather adding just a single change.
You’ll notice the message (in the bottom-left corner) “You’re suggesting”.
Now all you need to do is make the changes – adding in text, deleting, changing the formatting.
All of your suggestions are highlighted, depending on what you’ve done.
As you make the changes, you’ll see them both in the document – with the colour assigned to you (green in this example), and to the right (similar to comments).
Once a suggestion has been made, you can review them, add a reply if you need to (and use @ mentions).
Use the the tick to accept the change, or the cross to reject (and remove) the change.
Remember that it’s best practice to work through all of the suggestions and accept or reject them.
Switch off Suggestions
Unlike Comments, where you make them and that’s it. Suggestions, as an option, stay on.
Now this can be useful as you work through a document, but when you’re done…
In the top-right corner of the document, underneath Share, you’ll see the Suggestion icon – speech bubble with a pen.
Click on this icon to see the drop down list.
Depending on what you want to do, select Editing (to continue working, or viewing to disable edits.
Most often, you’ll change it Editing, so that you can work through the suggestions.
Note: You can also use this option to switch the Suggesting Mode on, rather than highlighting some text.
Next Steps
Have you seen my Google Docs Keyboard Shortcuts (free) guide?
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