03 ms office

Microsoft® Office Word 2003 Training

Revise documents with Track Changes and comments

Peace River Distributing presents:

Use Track Changes and comments

Course contents

• Overview: Insertions, deletions, comments

• Lesson 1: Stay on track with tracked changes

• Lesson 2: Tracked changes and the Show menu

• Lesson 3: What to do when revisions reappear

Each lesson includes a list of suggested tasks and a set of test questions.


There’s life beyond handwritten revisions. In Microsoft Word documents, you can see insertions and deletions by using Track Changes and discuss document text by using comments.

Overview: Insertions, deletions, comments

Say you have a memo to review, and before it’s distributed you need to make sure that no revisions or comments are showing. Get to know the Track Changes feature, and you’ll be proud of your track record.


Course goals

• Turn Track Changes on and off, and insert marked revisions.

• Review tracked changes, and accept or reject them.

• Insert, view, and delete comments.

• Customize how tracked changes and comments are displayed.

• Review to ensure that no unwanted revisions or comments remain in distributed documents.

Lesson 1

Stay on track with tracked changes


Stay on track with tracked changes

As you look through your manager's memo, you suggest a few changes: a formatting change, an added word, and a word to delete.

Handwritten changes on paper

How do you see revisions when you work on your computer in Word? Click Track Changes on the Tools menu.


Insert tracked changes

After Track Changes is turned on, you work as you normally do in Word. Insert text or delete it, move text or graphics, or change formatting.

Track Changes displays each change with special formatting.

Until you turn Track Changes off, Word will mark each revision separately and distinctly.



The picture on the left shows tracked changes in Print Layout view.


1. Formatting change

2. Inserted text

3. Deleted text



Each change appears in the document with markup—colors, lines, pointers, and notes that show you where each revision goes and what it is.





Deleted text and formatting changes appear in ovals in the document margin called balloons, with lines from the text to the balloons to show where these changes were made.




Inserted text is underlined and in its own color.

A vertical line appears in the left margin next to lines with changes in them.


Insert comments

Suppose you want to explain why you deleted the word "just." To do that, you insert a comment, which appears in a balloon in the document margin. That balloon says "Comment" so that it's clear what it is.This comment

explains why text was deleted.


Insert comments

1. Text marked to show it has a comment.

2. Comment balloon with line to text that has a comment.

This comment explains why text was deleted.


Insert comments

To insert a comment, place the insertion point next to the revision, or select the text on which you want to comment:

• On the Insert menu, click Comment, and then type your explanation.This comment

explains why text was deleted.


Accept or reject changes, delete comments

When you've finished reviewing the memo, your manager can:

• Accept or reject your revisions.

• Read and delete your comments.

• Deal with revisions and comments one at a time or all at once.

The Reviewing toolbar



As changes are accepted or rejected and comments are deleted, the markup that indicates the changes or comments is removed from the document.The Reviewing

toolbar

To remove document markup, use buttons on the Reviewing toolbar, or right-click in the document to accept or reject changes and delete comments.



The buttons on the Reviewing toolbar help you with changes:

1. Click Previous to review each item going toward the beginning.

2. Click Next to review each item going toward the end.




The buttons on the Reviewing toolbar help you with changes:

3. Click Accept Change to accept revisions.

4. Click Reject Change/Delete Comment to reject revisions and delete comments.



Revisions and comments in different views

Track Changes markup looks different in different document views. So far you have seen how it looks in Print Layout view.

As you get to know Track Changes, you'll find which view works best for you. Just select that view when you start to work in a document.

Tracked changes in Normal view



• In Print Layout view, deleted text and comments and formatting changes are displayed in balloons in the document margin.


• In Normal view and Outline view, there are no balloons.




• In all views, inserted text is displayed with underlines and in its own color, and vertical lines appear in the left margin to show where changes have been made.



The picture on the left shows tracked changes in Normal view.

1. Text with a comment shows the initials of the commenting reviewer and the number of each comment.

2. Deleted text appears with a line through it.



Suggestions for practice

1. Turn on Track Changes and make revisions.

2. Insert more revisions and comments.

3. Use the Reviewing toolbar to see how your document looks with and without markup.

4. Accept or reject revisions, and delete comments.

Online practice (requires Word 2003)

http://office.microsoft.com/training/Training.aspx?AssetID=RP011600141033&CTT=6&Origin=RC011600131033


Test 1, question 1

To insert a comment, you turn on Track Changes. (Pick one answer.)

1. True.

2. False.


Test 1, question 1: Answer

False.

Track Changes does not have to be turned on before you insert a comment. You can use comments at any time, not just when you work with tracked changes.


Test 1, question 2

As you learned in the practice, clicking Final in the Display for Review box on the Reviewing toolbar: (Pick one answer.)

1. Temporarily hides tracked changes.

2. Displays all tracked changes.

3. Deletes all tracked changes.



Temporarily hides tracked changes.

This view shows you how your document looked before any revisions were made to it. Remember, though—changes and comments are still in the document. They're only temporarily hidden.


Test 1, question 3

The only way to accept or reject inserted text is to click the Accept Change or Reject Change buttons on the Reviewing toolbar. (Pick one answer.)

1. True.

2. False.



False.

You can also right-click the inserted text, and then click Accept Insertion or Reject Insertion on the shortcut menu.


Test 1, question 4

In the practice, you learned a keyboard shortcut to turn tracked changes on and off. Press: (Pick one answer.)

1. CTRL+SHIFT+E.

2. CTRL+ALT+M.

3. ALT+SHIFT+C.



CTRL+SHIFT+E.

Now you know a fast way to track changes and to stop tracking changes.

Lesson 2

Tracked changes and the Show menu



Imagine now that you need to look over the changes made in a document by JohnD and JudiH. You'll accept or reject their revisions, and then you'll delete their comments.

When a document contains revisions by multiple reviewers, you can choose to see all the revisions at one time or to see the revisions by each reviewer separately.Show menu on the

Reviewing toolbar



Use the Show menu on the Reviewing toolbar to customize tracked changes and to keep track of tracked changes.

Show menu on the Reviewing toolbar

Ink annotations (handwritten notes) are available if you use a Tablet PC.


Choose to view tracked changes, comments

Suppose you decide to read the comments John put in the document. You don't have to read through all the tracked changes and all the comments to find what John had to say.

Instead, you can see just John's comments. How?



• Click the Show menu.

• Then click the check mark beside the type of information you don't want to review.

• Because you don't want to see insertions and deletions right now, click beside Insertions and Deletions to clear that check mark.



Warning: You cannot delete any revisions or comments by clearing check marks on the Show menu.

Clearing check marks only temporarily hides revisions and comments. They remain in the document, visible to every reader.


Choose a reviewer's tracked changes to view

To hide Judi's comments temporarily:

• Click the Show menu, and point to Reviewers. The name of each reviewer appears.


Choose a reviewer's tracked changes to view

To hide Judi's comments temporarily:

• To just see John's comments and not Judi’s, clear the check mark beside Judi's name.

• Select the check box beside Judi's name, or click All Reviewers, to display her comments again.


Ensure all revisions, comments are displayed

When you're ready to accept or reject proposed changes and to delete comments, click the Show menu.



Make sure that a check mark appears next to every one of these items on the menu:

• Comments

• Ink Annotations

• Insertions and Deletions

• Formatting



If a check mark does not appear next to an item on the Show menu, you could be in danger of distributing a document that contains tracked changes or comments.



For example, if the check mark does not appear next to Comments, you'll miss all comments in the document. Those comments will reappear as soon as anyone opens the document.


Balloons: Always, sometime, never?

Deletions, comments, and formatting changes appear as balloons in Print Layout, Web Layout, and Reading Layout views.

If you like to work in any of these views and you'd prefer a different form of display, click the Show menu, point to Balloons, and make your choice.

Options for displaying balloons


Balloons: Always, sometime, never?

• If you never, ever want balloons to show up, click Never.

Options for displaying balloons

• If you want to see formatting changes while you work, or you like marginal comments, click Only for Comments/Formatting.

• To get balloons back all the time, click Always.


Choose how you make tracks

You have other choices about the display of insertions, deletions, and formatting changes:• Click the Show menu.

• Then click Options.

Options for Track Changes


Suggestions for practice

1. Select the type of revisions to review.

2. Reveal comments and revisions.

3. Change the balloon settings.

4. Change other Track Changes options.

Online practice (requires Word 2003)



Test 2, question 1

Clearing check boxes on the Show menu does not delete changes. (Pick one answer.)

1. True.

2. False.



True.

Clearing check boxes temporarily hides revisions and comments. Clearing a check box never deletes them.


Test 2, question 2

You have a document with insertions and deletions, formatting changes, and comments. To see just insertions and deletions, on the Show menu, you would clear the check box beside: (Pick one answer.)

1. Comments.

2. Insertions and Deletions.

3. Both Comments and Formatting.



Both Comments and Formatting.

Clearing these two check boxes will hide comments and formatting revisions, leaving only insertions and deletions visible.


Test 2, question 3

In the practice, you learned that clicking Markup on the View menu always displays all hidden revisions and comments in a document. (Pick one answer.)

1. True.

2. False.



False.

You still need to click the Show menu, point to Reviewers, and then click All Reviewers if you have more than one reviewer and have previously cleared the check mark beside any reviewer's name.


Test 2, question 4

In the practice, you learned that changing the color settings for revisions has a risk. What is it? (Pick one answer.)

1. The new colors might be more difficult to see than the original settings.

2. More than one reviewer might have the same color.

3. Colors might clash with each other and be hard to read.



More than one reviewer might have the same color.

If you change colors from the default, By author, which identifies each reviewer automatically with a unique color, you run the risk of more than one author ending up with the same color. Keep it simple and stay with By author.

Lesson 3

What to do when revisions reappear


What to do when revisions reappear

Have you ever sent a document out and then learned later that it contained a tracked change? Or do you worry that it could happen?

Imagine what the result would be if you distributed a carefully polished document and then learned that it still contained all the reviewers' comments for all the world to see.

A document with a tracked change


Turning off Track Changes won’t delete marks

Turning off Track Changes does not delete revisions or comments.

Here's what it does do—when you turn off Track Changes, changes are no longer shown with markup:

• Underlines

• Strikethroughs

• Balloons


To remove tracked changes and comments:

• Use the Reviewing toolbar to accept or reject revisions and to delete comments.

OR

• Use the right-click method to accept, reject, and delete using the shortcut menus.

Turning off Track Changes won’t delete marks


The Show menu doesn’t delete marks, either

Hiding is not deleting. You can't stop people from seeing revisions and comments by clearing check marks on the Show menu.

To remove tracked changes (and comments), use the same method as described on the previous slide: on the Reviewing toolbar, accept or reject revisions or delete comments.


What you show isn't all they get

Clearing check marks on the Show menu temporarily hides tracked changes or comments.

Say that you clear the check mark for Comments to see only insertions and deletions.

Now comments are hidden. But they aren't gone.


What you show isn't all they get

Time passes, and you forget that you hid the comments and Judi's revisions. You use the Reviewing toolbar to accept or reject all of the changes you see.

Everything looks good, and you're ready to send the document out.

Wait. Don't distribute the document yet...


Check your document

Before you distribute a document, do what the professionals do.

1. On the Show menu, be sure that there’s a check mark beside Comments, Ink Annotations, Insertions and Deletions, Formatting, and All Reviewers.

2. Use the Reviewing toolbar or the right-click method to check your document for any tracked changes or comments.


Check your document

Click to put a check mark anywhere there wasn't one before, and then use the Reviewing toolbar (or the right-click method) from the beginning of the document all the way through to find any tracked changes or comments.

Remove any changes by accepting or rejecting them, and delete any comments.


Be safe, not sorry

Word 2003 displays any revisions and comments in your documents automatically to help prevent the accidental distribution of documents containing revisions or comments.


Be safe, not sorry

You can see the option that makes this happen if you click Options on the Tools menu, and then click the Security tab. See the image at left.

1. Select this option to be warned of tracked changes or comments before you print, save, or send a file.

2. This option displays all tracked changes and comments by default.


Be safe, not sorry

The Make hidden markup visible when opening or saving check box is selected by default in Word 2003. It's highly recommended that you keep this option selected.

Why? In case you forget (or don't notice) that you used the Show menu to hide revisions or comments, this option reminds you.


Another option on the Security tab is Warn before printing, saving or sending a file that contains tracked changes or comments.

Be safe, not sorry

This is not selected automatically.

Consider selecting this option if you want to be warned before any of these actions when revisions or comments are present.


Test 3, question 1

What's the final thing you should do before you send a document to others? (Pick one answer.)

1. Read through and see if it has any revisions.

2. Use the Reviewing toolbar.

3. Rely on your memory that you proofread the document.



Use the Reviewing toolbar.

Click the Show menu, and see if all the check marks are in place (including All Reviewers), and then review the entire document. You could also use the right-click method.


Test 3, question 2

How do you delete tracked changes? (Pick one answer.)

1. Turn off tracked changes.

2. Clear check boxes on the Show menu.

3. Accept or reject revisions and delete comments.



Accept or reject revisions and delete comments.

Use the Reviewing toolbar (or the right-click method) to accept or reject all revisions and delete all comments. Watch for that message at the end of the document telling you that there are no comments or tracked changes.


Test 3, question 3

What's the point of the check box, Make hidden markup visible when opening or saving? (Pick one answer.)

1. It's just being annoying.

2. To help keep documents from being sent out with revisions and comments still in them.

3. To stop you from turning off tracked changes.



To help keep documents from being sent out with revisions and comments still in them.

To save you from potential embarrassment, the option is selected by default.


Test 3, question 4

What does turning off Track Changes do? (Pick one answer.)

1. Deletes tracked changes and comments.

2. Hides existing tracked changes and comments.

3. Stops tracking revisions.



Stops tracking revisions.

Any revisions made after Track Changes is turned off will not be marked with strikethroughs, with underlines, or in balloons. But any revisions already created remain in the document until you accept or reject them. And comments will remain until you delete them.


Test 3, question 5

Clearing the check mark beside Comments, on the Show menu, deletes comments in a document. (Pick one answer.)

1. True.

2. False.



False.

You've learned not to be fooled by appearances. Clearing this check mark only temporarily hides comments. To delete comments, use the Reviewing toolbar or the right-click method.


Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.


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03 ms office