Chapter 59 - Tracking Changes - admin.ox.ac.uk file · Web viewBefore starting this exercise you MUST open the file W776 Tracking_1.docx... Click on the . ... let’s alter the

Word 2007 - Full manual

CHAPTER 59 TRACKING CHANGES

© Watsonia Publishing Page 673 Chapter 59 - Tracking Changes

In this session you will: gain an understanding of tracking changes

learn how to turn tracking on and off

learn how to set tracking options

learn how to show revisions in balloons

learn how to show revisions inline

learn how to switch between final and revision

learn how to specify what revision marks to show

learn how to display the reviewing pane

learn how to accept revisions

learn how to reject revisions.

If you work on documents that need to undergo a reviewing process, you will find the Microsoft Word Tracking feature indispensible. Word is able to record the editing changes made to a document and then enables you, or someone else, to review these changes which can either be accepted or rejected.

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UNDERSTANDING TRACKING CHANGES


When you are collaborating on a document, it is easy to forget who did what and when. There are tools in Word that enable you to work as part of a team with relative ease (at least with respect to documents!) and one of these tools is Revision Tracking. This feature enables a document to be marked up with revisions, without losing track of the original text, until the revision is dealt with.1

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What is Revision Tracking?Revision tracking enables you to revise a document in electronic form and then review those changes, either accepting or rejecting them. As the name suggests, revision tracking does not remove the original text from the document initially – it simply marks it and leaves it in place. In this way, you are able to review the changes and decide if you want to keep the change or ignore it.

Why Would I Use Revision Tracking?Revision tracking is a fantastic tool for those who work as part of a team. A document can be written by one individual and then sent to another person to edit. The editor’s revision marks are stored as part of the original document and the writer can then consider each revision and whether to accept or reject it.If you accept a revision, Word will remove the original text and incorporate the revision as a part of the document. If you reject a revision, Word will remove the revision and reinstate the original text.Revision tracking also enables more than one person to edit a document and each person’s revisions can be distinguished from another’s. You are able to display all reviewer’s marks simultaneously or select individual reviewer’s marks to be displayed at any one time.


TURNING TRACKING ON AND OFF


Word is able to track a number of changes made to a document, including deletions, insertions and even, formatting. To track changes in a document, you must first enable the option. Tracking is controlled by a tool which is toggled on and off. Once the option is activated, you will see the revisions appear on the screen at the point of editing.Try This Yourself:Open

FileBefore starting this exercise you MUST open the file W776

Tracking_1.docx...Click on the Review tab on the ribbon then click on the top half of Track Changes in

the Tracking groupMove the mouse pointer into the document – you will see that Track Changes is highlighted indicating that the option

is on

You can also activate a Tracking indicator in the status bar – this enables you to turn tracking on and off, without

the Review tab...Right-click on the status bar to display the shortcut menu

Note that Track Changes is

On...Select Track Changes then press to hide the menu

An additional button now appears

in the status bar...Click on Track Changes in the status bar – the status changes to

OffClick on Track Changes in the status bar to switch it On

againRepeat steps 3 and 4 to

hide the status bar button

For Your Reference…To turn tracking on and off:

1. Click on the Review tab on the ribbon

2. Click on the top half of Track Changes in the Tracking group

Handy to Know…If you turn on Tracking and then make some changes to that document, the revisions will not be lost if you turn Tracking off – you must accept or reject changes before they are removed.

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SETTING TRACKING OPTIONS


Word is able to track text that has been deleted, inserted, moved or formatted. But can you imagine the confusion on your page if all of the amendments were marked up the same way? And what if you were not interested in marking the formatting changes made to a document? Luckily, Word enables you to set the Tracking options to suit your individual needs.Try This Yourself:Same

FileContinue using the previous file with this exercise, or open the file

W776 Tracking_1.docx...Ensure that the Review tab is active then click on the bottom half of Track

Changes in the Tracking group to

display the menuSelect Change Tracking Options to display the

Track Changes Options dialog box

By default, Insertions are marked with an Underline and Deletions carry Strike Through markings – let’s alter the

colours used...Click on the drop arrow for Colour in Insertions and select Red then click on the drop arrow for Colour in Deletions and select Blue“Changed lines” enables you to scan the page margin and quickly locate edits. Let’s apply a colour that is easier to

see...Click on the drop arrow for Colour in Changed lines and select

PinkClick on [OK] to accept the changes

The changes are not obvious until you start to mark up the document

For Your Reference…To set tracking options:


2. Click on the bottom half of Track Changes in the Tracking group

3. Select Change Tracking Options4. Set the options as required then click

on [OK]

Handy to Know…Options for the balloons style of document tracking are available either in the Track Changes Options dialog box or by clicking on Balloons on the Review tab.

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SHOWING REVISIONS IN BALLOONS


There are two ways that you can display revisions: you can either display them inline or in balloons. A balloon is simply a small box displayed in an area beside the right margin and connected to the revised text with a line. Text inside the box indicates the type of edit made (e.g. deletion, insertion etc) and the actual text that was edited.Try This Yourself:Same


W776 Tracking_2.docx. Ensure that the Markup colours are set as

follows: Insertions - Red; Deletions - Blue; Changed lines -

Pink...Ensure that the Review tab is active then click on Balloons in

the Tracking group and select Show Revisions in Balloons

This will activate the option and place a tick alongside it. Now let’s make a

revision...Double-click on the word and in the heading to select it, then type &The text will be replaced and a balloon details the changes made – in this way you can keep track of the changed,

and the original, text...Click at the end of the first paragraph to position the insertion point, press then type the following

The inserted text is underlined – a balloon is not inserted in this instance, as the original text was not amended. Notice also the pink vertical lines marking the position of the revisions

For Your Reference…To show revisions in balloons:


2. Click on Balloons in the Tracking group

3. Select Show Revisions in Balloons

Handy to Know…When you select to use balloons for tracking revisions, not all revisions will have an associated balloon – they will only appear where original text is revised, enabling you to compare the changes made. That is, inserted text will not display a balloon, as it does not alter any original text.

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Note: A section was cut from these images to offer a clearer impression of the revisions and balloon.


SHOWING REVISIONS INLINE


Rather than displaying your document revisions in balloons that appear alongside the right margin, you can alternatively display the revisions inline. In this case, the revisions will appear within the document text and the options set in the Tracking Changes Options dialog box come into effect to indicate where original document text has been altered.Try This Yourself:Same


W776 Tracking_3.docx...Ensure that the Review tab is active, then click on Balloons in the Tracking

group and select Show All Revisions Inline

Now that Inline is selected, you will see that the balloon disappears and the revised text is shown in the document in its original position (crossed out, if it has been deleted). Let’s make some

more changes...Move to the end of the word enters in the third paragraph, as shown

This should read: entering...Press to delete the letter s then type ingThe revisions will be marked in line

with the original text...Select the

bullet point ShadingPress to delete it

The revised text appears crossed out in blue, as per the settings in the Tracking Changes Options dialog box

For Your Reference…To show revisions inline:


2. Click on Balloons in the Tracking group

3. Select Show All Revisions Inline

Handy to Know…By using the ribbon to change the way you will display document revisions (i.e. in balloons or inline etc), you automatically change the corresponding Balloon option in the Tracking Changes Options dialog box.

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SWITCHING BETWEEN FINAL AND REVISION


When viewing a document that contains revision marks, it can become quite cluttered and difficult to see the document text. Word overcomes this by enabling you to switch the revision marks on and off. This is also particularly useful when you are not the first person to review the document and do not want your thoughts to be compromised by what other reviewers have marked up.

Try This Yourself:Same


W776 Tracking_4.docx...Ensure that the Review tab is active then

click on the drop arrow for Display for Review in the Tracking group to

display the menu

You will see that Final Showing Markup is currently

highlighted...Click on Final to switch to this option

The revision marks are hidden from view, but further revisions that you

make will still be marked up...Click at the end of the heading High Efficiency Motors to position the

insertion pointPress then type

(HEM)Select the text High efficiency motors in the next line and type HEMs to replace the text

Let’s turn revision marks back

on...Click on the drop arrow for Display for Review in the Tracking group and click on Final Showing Markup to show the revisions

For Your Reference…To switch between final and revision:


2. Click on the drop arrow for Display for Review in the Tracking group

3. Click on Final to hide revisions OR click on Final Showing Markup to show revisions

Handy to Know…You can choose to display the original document without revisions to make it easier to revise a document that has another author’s revisions already marked.

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SPECIFYING WHAT TO SHOW


There are several types of revisions marks that you can apply to a document. These marks indicate insertions, deletions and formatting changes and it is also possible for a document to have multiple reviewers; each identified by their initials. Word enables you to specify what revisions you want to show, thereby customising the level of detail on the screen.Try This Yourself:Same


W776 Tracking_5.docx...Select the heading Air Conditioning then press the keyboard shortcut + to

apply italic formatting

A pink vertical line appears to the left to mark where the revision was made – let’s now hide formatting

revisions...Ensure that the Review tab is active then click on Show Markup in the Tracking group to display the list of options

As you can see, all of the options are currently ticked and therefore on

display...Select Formatting

This option is now toggled off and the pink line beside the heading

disappears...Repeat steps 2 and 3 until Formatting appears with a tick

You can also show and hide

other revisions...Repeat steps 2 and 3 to first hide and then show the marks for Insertions and Deletions

For Your Reference…To specify what to show:


2. Click on Show Markup in the Tracking group and select an option from the list to reverse the current setting

3. Repeat for each required mark up option

Handy to Know…Any number of authors can mark up a document using the Tracking options – each being distinguished by their initials. To review the mark ups of only certain authors, click on Show Markup in the Tracking group, point to Reviewers and select the names from the list.

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DISPLAYING THE REVIEWING PANE


The Reviewing pane is a narrow, separate area of the screen that can be displayed either vertically or horizontally, and summarises the revisions made to a document. Each revision is categorised according to the area of the document in which it was made (e.g. Main Document, Header & footer, Footnote etc) and a count of each revision type is also displayed.Try This Yourself:Same


W776 Tracking_6.docx...Ensure that the Review tab is active then

click on the drop arrow for Reviewing Pane in the Tracking

group

There are two placement options for

the pane...Select Reviewing Pane Vertical to display the pane on the left side of the screen

The revisions for the current document are summarised in

the pane...Click on Reviewing Pane in the Tracking group to hide the

paneRepeat step 1 and select Reviewing Pane Horizontal to display the pane at the bottom of the

windowRepeat step 3 to

hide the pane once more

For Your Reference…To show and hide the Reviewing pane:


2. Click on the drop arrow for Reviewing Pane in the Tracking group

3. Select an option from the list

Handy to Know…To hide the Reviewing pane, you can also click on close in the top, right corner of the pane.

Click on the drop arrow for Reviewing Pane to change the pane’s position, but click on the tool’s text to hide and show the pane.

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ACCEPTING CHANGES


One obvious benefit of tracking changes is that you can browse the revisions and choose to either accept or reject those changes. Once a revision is accepted, it is incorporated into the document and the existing revision marks are removed, making the change permanent upon saving the document. After accepting a revision, Word will, by default, move to the next revision.Try This Yourself:Same

FileContinue using the previous file with this exercise, or open

the file W776

Tracking_6.docx...Click on the revised text the following to

position the insertion point within the text

This indicates to Word which revision you want to

accept...Ensure that the Review tab is active then click on the bottom half of Accept in the Changes group

This will display the menu of

options...Select Accept and Move to Next

Word will make the change, indicated by the revision and then move to the next

revision...Repeat steps 2 and 3 for the revisions up to and including (HEM)

For Your Reference…To accept a revision:

1. Click on the revision2. Click on the Review tab on the

ribbon3. Click on the bottom half of Accept

in the Changes group4. Select an option

Handy to Know…When accepting document revisions, although the bottom half of Accept displays a number of accept options, the default option if you simply click on the top half is Accept and Move to Next.

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REJECTING CHANGES


More often than not, you will probably be inclined to accept the changes suggested by reviewers. However, there will no doubt be plenty of opportunity to also reject some changes. Upon rejecting a change, the original text is restored and the corresponding revision marks are removed from the document. These changes will be made permanent upon saving the document.Try This Yourself:Same


W776 Tracking_7.docx...Press + to move the insertion point to the top

of the documentClick on the revised text and to reposition the

insertion point

This indicates to Word which revisions

you want to reject...Ensure that the Review tab is active then click on the bottom half of Reject in the Changes group

This will display the menu of

options...Select Reject and Move to Next

Word will reject the change indicated by the revision (i.e. the deletion) by reinstating the text, then remove the revision marks and move to the next

one...Repeat steps 3 and 4 until a message box is displayed informing you that there are no

more revisionsClick on [OK] to close the message box and return to the document

For Your Reference…To reject a revision:

1. Click on the revision2. Click on the Review tab on the

ribbon3. Click on the bottom half of Reject in

the Changes group4. Select an option

Handy to Know…You can also quickly accept or reject a revision, by right-clicking on the revision to display the shortcut menu, and then selecting Accept or Reject.Select a portion of the document containing multiple revisions, then right-click and select Accept or Reject to accept or reject all.

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NOTES:


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Documents

Chapter 59 - Tracking Changes - admin.ox.ac.uk file · Web viewBefore starting this exercise you MUST open the file W776 Tracking_1.docx... Click on the . ... let’s alter the