Turn track changes on or Turn track changes on or off for the first timeoff for the first time

• On the Tools menu, click Track Changes to turn it on.

Using Track Using Track Changes Changes

PainlesslyPainlessly• Make sure you have the Reviewing toolbar up on your screen: View → Toolbars → Reviewing. This is titled: Final Showing Markup

• The Reviewing tool bar is basically a set of short cuts. Click on Show to set your preferences.See next slide for example

How to set your preferencesHow to set your preferences

Options for the Reviewing Options for the Reviewing ToolbarToolbar

See next slide for more detailed example

Previous Change

Next Change

Accept Chang

e

Delete Comments/Changes

Comment

Highlight

Track change

sOn or

off

Reviewing Pane

Acceptchange

Rejectchange/Deletecomment

Insertcomment

Highlighton/off

Trackchangeson/off

Review Pane on/off

For your changes to be visible For your changes to be visible onscreen, set your view to print onscreen, set your view to print

layoutlayout

Unclick Unclick FormattingFormatting toto hide hide formatting formatting changes so you changes so you can can concentrate on concentrate on content content changes only. changes only.

If If Balloons Balloons are are set to Always, set to Always, changes and changes and comments will comments will appear as appear as balloons in the balloons in the right margin. right margin. Clicking onClicking on Review PaneReview Pane will make all will make all comments and comments and changes changes appear at the appear at the bottom of the bottom of the pagepage.

Set your preferences by clicking on Set your preferences by clicking on Show in the Reviewing Tool barShow in the Reviewing Tool bar

If you have never activated Track If you have never activated Track Changes before…Changes before…

If you have If you have never never activated activated Track Changes Track Changes before, you before, you must click on must click on the the Reviewing Reviewing PanePane and then and then click on the click on the comment bar comment bar for changes to for changes to show as show as balloons. balloons. Remember to Remember to click off the click off the Reviewing Reviewing PanePane to to remove the remove the pane from the pane from the bottom of the bottom of the page once you page once you have the have the balloons balloons showing. showing.

Options will allow you to set markup Options will allow you to set markup colors, identities, balloonscolors, identities, balloons

In the In the ShowShow menu, clicking menu, clicking on on OptionsOptions will allow you will allow you to set markup to set markup colors, colors, identities, identities, balloons. balloons. Please set Please set Balloons on Balloons on ““AlwaysAlways”. ”. Click OK to Click OK to save your save your settings.settings.

• In Print Layout, Web Layout, or Reading Layout view, deleted text or a format change appears in a balloon in the margin.

• In Normal or Outline view, deleted text appears in the document with a line through it, not in

balloons, and format changes appear directly in the text.

• In all views, inserted text is underlined, and a vertical line appears to the left of any line where

any change has been made.

How does track changes How does track changes appear in the different appear in the different

layout views?layout views?

Comments in View FormatComments in View Format• In Print Layout, Web Layout, or Reading Layout view, an

empty comment balloon appears in the margin for you to type in.

• In Normal or Outline view, you type comments in the reviewing pane at the bottom of the window. To open or close the reviewing pane, click on the Reviewing toolbar.

How to Insert commentsHow to Insert comments On the Insert menu, click Comment.

OROR On the Reviewing toolbar, click Insert Comment.

Final and Final Showing MarkupFinal and Final Showing Markup

• In general, you should be working in the layout Final Showing Markup.

• On the Reviewing toolbar, in the Display for Review box, choose and click Final Showing Markup.

• However, if you want to do a final check for punctuation, spelling, and sentence structure, using Final can be helpful.

• Be sure after you have made all of your corrections that you return to Final Showing Markup to submit your manuscript with changes tracked.

Use the Show menu to change Use the Show menu to change how balloons workhow balloons work

• On the Reviewing toolbar, click Show, point to Balloons, and then click one of the following:

• Never: If you don't want balloons to appear at all. If you choose this option, deleted text will appear in the document with a line through it. Comments and formatting changes will appear in the reviewing pane.

• Only for Comments/Formatting    If you want comments and formatting changes to appear in balloons, but deleted text to appear in the document with a line through it.

• Always    If you want balloons for deleted text, comments, and formatting changes (in the views that use balloons).

See next slide for example

Example for showing how Example for showing how balloons workballoons work

Rejecting changesRejecting changes

• Do not use the Show menu to remove revisions. It can't do that. When you clear check boxes on the menu, markup is only temporarily hidden. It will show up again the next time you or someone else opens the document.

• Do not clear the Make hidden markup visible when opening or saving check box on the Security tab (Tools menu, Options command). Clearing this check box will not make markup go away, but it may make markup harder for you to find and remove.

Please see next slide for steps on how to get rid of Markups.

Rejecting changes and deleting Rejecting changes and deleting commentscomments

• Click the Show button on the Reviewing toolbar. Make sure that Comments, Ink Annotations, Insertions and Deletions, and Formatting all have check marks. Then point to Reviewers and make sure that All Reviewers has a check mark.

• Place the insertion point at the beginning of the document. On the Reviewing toolbar, click Next and proceed through the document, rejecting revisions and deleting comments as needed.

STOP here for submitting a STOP here for submitting a revision with changes trackedrevision with changes tracked

• You now have a document with changes tracked.

• The changes you want to keep are still in place.

• You can use the comment balloons to indicate the reviewer query (ie, R1.1).

• This can be submitted to manuscript central with your cover letter explaining your changes.

To submit a clean copy,To submit a clean copy,

• Save as a different file name.

• On the Reviewing toolbar, under accept click “accept all changes in document”.