microsoft ® office word 2007 training revising documents with track changes and comments aubrey...

Microsoft® Office Word 2007 Training

Revising Documents with Track Changes and Comments

Aubrey Crook, M.Ed. Presents

The Presenter

Aubrey D. Crook, M.Ed.

• Ed.D. (2009) Nova Southeastern University

Instructional Technology & Distance Education

Higher Education Leadership

• M.Ed. Cambridge College

Instructional Technology

• B.S. University of Alabama at Birmingham

Elementary Education

Revise documents with Track Changes and Comments

MIT Mission

The mission of the Media and Information Technology Department (MIT)is to ensure that Spelman College, in pursuit of its strategic plan, has access to appropriate levels of computing, training, networking, and the technical support services essential to effectively use computing resources for education and research. MIT accepts as its primary responsibility the management lifecycle of the College’s computing, telecommunication, network, system resources and information access facilities in a manner that promotes an environment conducive to excellence in collaborative education, efficient administration and effective support services.


The Instructional Technologist Vision

To ensure that all instructional technology programs are available to support an environment in which student achievement is enhanced through a set of information age tools and skills.

As Instructional Technologist we are responsible for the planning,implementation, development, and support of all instructional technology applications that are accessed by students, professors, administrators and the community.


Training Overview & Goals

• Use Track Changes when you want to mark up documents with revisions.

• Review tracked changes, and accept or reject them.

• Insert, view, edit, and delete comments.

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


Lesson 1

Track Changes and Comments: The basics

Track Changes and Comments: The basics


You’re reviewing a document before it’s sent to your department or group members.

You notice changes you want to make, which you also want others to see.

When you turn on Track Changes, Word inserts marks that show where deletions, insertions, and formatting changes are made.

To turn on Track Changes, on the Review tab, in the Tracking group, click Track Changes.

See revisions


After you turn Track Changes on, work in Word as you normally do.

As you insert or delete text, or move text or graphics around, each change appears with markup — marks such as colors and lines that show where each revision is and what it is.

See revisions


This picture shows how markups look when you make changes in your document.

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2

When you delete the text “with hard work and clear thinking,” the deleted text is put in a balloon in the document margin.

To replace “twelve” with “nine,” you select “twelve” and type “nine” over it. “Twelve” goes into a balloon in the document margin; the newly inserted “nine” is underlined.

See revisions


The picture shows how markup looks when you make changes in your document.

3 A vertical line appears in the left margin next to each sentence with tracked changes. This is an additional signal that there are changes in some sentences.

Insert a comment


You made some revisions, but you’d also like to explain why you deleted “twelve” in the first sentence.

No problem: Insert a comment, which is an annotation that you can add to the document.

To do that, place the cursor at the end of the text you want to comment on, “nine” in this example. On the Review tab, in the Comments group, click New Comment.

Comment and Deletion Balloons


A comment balloon appears in the document margin. The text you are commenting on, “nine,” is highlighted with your review color. You type your text in the comment balloon.

Here’s how to tell the difference between a comment balloon and a deleted text balloon:

• The solid color background in the comment balloon. A deleted text balloon has color only around its outside border.

Insert a comment


A comment balloon appears in the document margin. The text you are commenting on, “nine,” is highlighted with your review color. You type your text in the comment balloon.

• The “Comment” label in the balloon.

• The reviewer’s initials in the balloon.

Here’s how to tell the difference between a comment balloon and a deleted text balloon:

How to tell which reviewer has done what


When more than one person reviews a document, you might want to know what changes were made by which reviewer.

Here are some ways to tell who did what.

1

2

3

See who made a comment by moving the mouse pointer over it in the document.

Look at the color of the revision. Pilar Pinilla’s comments (PP) appear in one color…

…while Richard Bready’s comments (RB) appear in another.

Turning off doesn’t mean deletion


Track Changes off does NOT delete tracked changes — or comments.

Here’s what it does do.

All tracked changes already made up to that point remain in your document, even though Track Changes is turned off.

Any revisions you go on to make will not be marked as revisions.

Accept or reject changes, and delete comments


When the revisions are done, someone must review them and then accept or reject them.

The reviewer can deal with revisions one at a time or all at once, and can read the comments and then delete them.



The picture shows the options.

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2

On the Review tab, in the Changes group, use the Accept button to accept changes one at a time or in sequence, or to accept all changes at once.

Use the Reject button to reject changes one at a time or in sequence, or to reject all changes at once.



The picture shows the options.

3 Use the Previous button to review each item going toward the beginning of the document.

4 Use the Next button to review each item going toward the end of the document.



This picture shows the options.

If you want to accept and reject changes and delete comments all at once rather than one at a time, right-click in the document.

Question 1

To get rid of tracked changes, turn off Track Changes. (Pick one answer.)


1. True.

2. False.

Question 1: Answer

False.


Accept or reject tracked changes to get rid of them. And watch for that message at the end of the document telling you that there are no more tracked changes (or comments).

Question 2

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.

Question 2: Answer

Stops tracking revisions.


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

Question 3

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


1. True.

2. False.

Question 3: 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. On the Review tab, in the Comments group, click New Comment. You can also insert a comment by pressing CTRL+ALT+M.

Suggestions for practice

1. Make changes.

2. Move text.

3. Insert comments.

4. Show revisions and comments in a different way.

5. Accept or reject changes and delete comments.


Online practice (requires Word 2007)