Microsoft� Office Word 2003 Training

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Microsoft Office
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Word 2003 Training

Revise documents with 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.
                      Use Track Changes and
                            comments
Overview: Insertions, deletions, comments

                 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.

                 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.

               Use Track Changes and
                     comments
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.


                    Use Track Changes and
                          comments
       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.

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




                         Use Track Changes and
                               comments
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.
                             Until you turn Track Changes off,
Track Changes displays       Word will mark each revision
each change with special     separately and distinctly.
formatting.




                           Use Track Changes and
                                 comments
Insert tracked changes

                             The picture on the left shows
                             tracked changes in Print Layout
                             view.
                             1. Formatting change
                             2. Inserted text
Track Changes displays       3. Deleted text
each change with special
formatting.




                           Use Track Changes and
                                 comments
Insert tracked changes

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

Track Changes displays
each change with special
formatting.




                           Use Track Changes and
                                 comments
Insert tracked changes

                              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.
Track Changes displays
each change with special
formatting.




                           Use Track Changes and
                                 comments
Insert tracked changes

                              Inserted text is underlined and in its
                              own color.

                              A vertical line appears in the left
                              margin next to lines with changes in
                              them.
Track Changes displays
each change with special
formatting.




                           Use Track Changes and
                                 comments
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
This comment explains     is.
why text was deleted.




                        Use Track Changes and
                              comments
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.




                        Use Track Changes and
                              comments
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
This comment explains       explanation.
why text was deleted.




                        Use Track Changes and
                              comments
Accept or reject changes, delete comments

                          When you've finished reviewing the
                          memo, your manager can:
The Reviewing toolbar     • Accept or reject your revisions.
                          • Read and delete your comments.
                          • Deal with revisions and comments
                            one at a time or all at once.




                        Use Track Changes and
                              comments
Accept or reject changes, delete comments

                          As changes are accepted or rejected
                          and comments are deleted, the
The Reviewing toolbar
                          markup that indicates the changes
                          or comments is removed from the
                          document.
                          To remove document markup, use
                          buttons on the Reviewing toolbar,
                          or right-click in the document to
                          accept or reject changes and delete
                          comments.



                        Use Track Changes and
                              comments
Accept or reject changes, delete comments

                          The buttons on the Reviewing
                          toolbar help you with changes:
The Reviewing toolbar     1. Click Previous to review each item
                             going toward the beginning.
                          2. Click Next to review each item
                             going toward the end.




                        Use Track Changes and
                              comments
Accept or reject changes, delete comments

                          The buttons on the Reviewing
                          toolbar help you with changes:
The Reviewing toolbar     3. Click Accept Change to accept
                             revisions.
                          4. Click Reject Change/Delete
                             Comment to reject revisions and
                             delete comments.




                        Use Track Changes and
                              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,
Tracked changes in     you'll find which view works best for
Normal view            you. Just select that view when you
                       start to work in a document.




                     Use Track Changes and
                           comments
Revisions and comments in different views

                       • 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.
Tracked changes in
Normal view




                     Use Track Changes and
                           comments
Revisions and comments in different views


                       • 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.
Tracked changes in
Normal view




                     Use Track Changes and
                           comments
Revisions and comments in different views

                       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.
Tracked changes in
Normal view            2. Deleted text appears with a line
                          through it.




                     Use Track Changes and
                           comments
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)




                     Use Track Changes and
                           comments
Test 1, question 1

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

1. True.

2. False.




                  Use Track Changes and
                        comments
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.




                    Use Track Changes and
                          comments
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.




                      Use Track Changes and
                            comments
Test 1, question 2: Answer

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.




                    Use Track Changes and
                          comments
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.




                  Use Track Changes and
                        comments
Test 1, question 3: Answer

False.



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




                      Use Track Changes and
                            comments
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.




                   Use Track Changes and
                         comments
Test 1, question 4: Answer

CTRL+SHIFT+E.



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




                    Use Track Changes and
                          comments
      Lesson 2

Tracked changes and the
      Show menu
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
Show menu on the      revisions by multiple reviewers, you
Reviewing toolbar
                      can choose to see all the revisions
                      at one time or to see the revisions
                      by each reviewer separately.


                    Use Track Changes and
                          comments
Tracked changes and the Show menu

                      Use the Show menu on the
                      Reviewing toolbar to customize
                      tracked changes and to keep track
                      of tracked changes.
                      Ink annotations (handwritten
                      notes) are available if you use a
                      Tablet PC.
Show menu on the
Reviewing toolbar




                    Use Track Changes and
                          comments
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?




               Use Track Changes and
                     comments
Choose to view tracked changes, comments

                 • 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.




               Use Track Changes and
                     comments
Choose to view tracked changes, comments

                 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.




               Use Track Changes and
                     comments
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.




               Use Track Changes and
                     comments
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.




               Use Track Changes and
                     comments
Ensure all revisions, comments are displayed


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




                Use Track Changes and
                      comments
Ensure all revisions, comments are displayed

                  Make sure that a check mark
                  appears next to every one of these
                  items on the menu:
                    • Comments
                    • Ink Annotations
                    • Insertions and Deletions
                    • Formatting




                Use Track Changes and
                      comments
Ensure all revisions, comments are displayed

                  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.




                Use Track Changes and
                      comments
Ensure all revisions, comments are displayed

                  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.




                Use Track Changes and
                      comments
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
Options for displaying     menu, point to Balloons, and make
balloons                   your choice.




                         Use Track Changes and
                               comments
Balloons: Always, sometime, never?

                           • If you never, ever want balloons to
                             show up, click Never.
                           • 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,
Options for displaying
balloons
                             click Always.




                         Use Track Changes and
                               comments
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




                    Use Track Changes and
                          comments
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)




                      Use Track Changes and
                            comments
Test 2, question 1

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

2. False.




                 Use Track Changes and
                       comments
Test 2, question 1: Answer

True.


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




                     Use Track Changes and
                           comments
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.




                      Use Track Changes and
                            comments
Test 2, question 2: Answer

Both Comments and Formatting.


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




                      Use Track Changes and
                            comments
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.




                   Use Track Changes and
                         comments
Test 2, question 3: Answer

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.




                     Use Track Changes and
                           comments
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.



                     Use Track Changes and
                           comments
Test 2, question 4: Answer

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.




                     Use Track Changes and
                           comments
       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?

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




                    Use Track Changes and
                          comments
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



               Use Track Changes and
                     comments
Turning off Track Changes won’t delete marks

                 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.



               Use Track Changes and
                     comments
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.




               Use Track Changes and
                     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.




                Use Track Changes and
                      comments
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...



                Use Track Changes and
                      comments
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.
              Use Track Changes and
                    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.



              Use Track Changes and
                    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.




                Use Track Changes and
                      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.

                Use Track Changes and
                      comments
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.




                Use Track Changes and
                      comments
Be safe, not sorry

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

                     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.



                Use Track Changes and
                      comments
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 Track Changes and
                            comments
Test 3, question 1: Answer

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.




                     Use Track Changes and
                           comments
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.




                     Use Track Changes and
                           comments
Test 3, question 2: Answer

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.




                      Use Track Changes and
                            comments
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.




                      Use Track Changes and
                            comments
Test 3, question 3: Answer

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.




                     Use Track Changes and
                           comments
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.




                      Use Track Changes and
                            comments
Test 3, question 4: Answer

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.




                      Use Track Changes and
                            comments
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.




                  Use Track Changes and
                        comments
Test 3, question 5: Answer

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.




                     Use Track Changes and
                           comments
Quick Reference Card

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




                     Use Track Changes and
                           comments

				
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