Revise Documents with Track Changes and Comments

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Activity Files

Open this document in word.

Save the document with the name Revise Document with Track Changes and Comments.

Exercise 1: Make Changes

In this exercise, you'll turn Track Changes on, and make some revisions.

Show Revision in Balloons

Click the Review tab on the Ribbon at the top of the window. Then in the Tracking group, click the arrow on Balloons. If Show Revisions in Balloons is not selected, click to select it.

Review

Turn Track Changes On

Turn Track Changes on. On the Review tab, in the Tracking group, click the top option under the Track Changes button. The background color changes to show that Track Changes is turned on.

Track Changes

Note that some revision markup is already in the document, in the first and second paragraphs.

Delete Sentence

Under the heading "Market Analysis," select the first sentence, which begins with "The worldwide market..." A quick way to select the sentence is to press CTRL on your keyboard, and then click anywhere in the sentence. Press DELETE. The sentence is deleted and put into a balloon in the document margin. The color around the balloon is different from the other balloons already in the document margin, which means that different people have made revisions in the document.

You can tell who has deleted text. Place your pointer over the text that you just deleted, either at the point the text was deleted from, or over the deleted balloon in the document margin. You should see your name in the balloon.

Note     If you don't see your name, click the arrow on Track Changes in the Tracking group and click Change User Name. Under Personalize your copy of Microsoft Office, type your name in the User name box, and type your initials in the Initials box. Click OK.

Now place your pointer over the balloon with the text "with hard work and clear thinking." You should see the name Richard Bready, which tells you that Richard made the deletion.

Make a Few More Revisions:

In the first paragraph, in the sentence that begins with "Now is not the time to rest on...", insert the word "our" before "laurels." Notice that the color of the inserted text matches the color around the balloon of the text you deleted earlier. Place your pointer over the text you just inserted. You should see your name. Anyone reading the document can see that you inserted the text.

In the same sentence, "consolidate" has a red squiggly underline because it is misspelled. The "i" is missing after "l". Right-click and then click "consolidate" on the shortcut menu. If you fix the spelling error this way, Word will delete the entire misspelled word and replace it with the correctly spelled word.

Exercise 2: Move Text

In this exercise you'll see that if you move text, Word indicates that text has been moved, and if it has been moved up or down in the document.

Under the heading "Market Analysis," select the last sentence, which begins with "Most of our customers..." (Remember, you can press CTRL and then click anywhere in the sentence.) Then cut the text by pressing CTRL+X. The text is put into a deletion balloon in the document margin.

Next, scroll down to the paragraph with the heading "Customers" and place the cursor at the end of the paragraph. Press CTRL+V to paste the sentence to this location.

Notice the double green underline under the text. This is how Word tells you that text has been moved. The green double underline is used for every reviewer who moves text, instead of a different color for each reviewer. You can tell which reviewer moved the text by placing the pointer over the moved text and looking for the reviewer's name in the ScreenTip that will appear. You can change the color if you want to. For example, green can be difficult to see for people who are color blind. You'll see how to change the color in the practice for the next lesson.

In the original deleted balloon, "Deleted" has changed to "Moved down." And the balloon opposite where the text was moved to says "Moved (insertion)." "[1]" appears in both locations to let you know these balloons correspond to each other. If you moved additional text, the balloons would say "[2]," and so on.

Each "Moved" balloon has a Go button in the corner. If you click the Go button in the "Moved down" balloon, the cursor goes to where the text was moved. Or you can right-click and select Follow Move to do the same thing. This is especially handy if text was moved some distance from the original location, and you want to see where the text was moved to. Note that if the text had been moved up instead of down, the text in the balloon would say "Moved up."

Exercise 3: Insert Comments

In this exercise you'll insert a comment, edit a comment, and respond to someone else's comment.

Insert a New Comment

In the first sentence at the top of the page, in "challenges we face," place the cursor after "we." (Note: You can also select text to comment on. For example, a few words, or an entire sentence.)

On the Review tab, in the Comments group, click New Comment.

New Comment

The comment balloon is entered in the document margin. Note that the comment balloon is the same color as used for your insertions and deletions, but now the entire balloon is a solid color.

New Comment Added

Type in the comment balloon the text "Who Are You Referring To"

    Originally, Richard Bready's comment was labeled RB1, because his comment was the first in the document. Now, because your comment refers to text that is before his, your comment is labeled "1", with your initials. Now Richard's comment is second in the document and is labeled "RB2."

Respond to someone else's comment. Click in the RB2 balloon. Then, on the Review tab, in the Comments group, click New Comment. Your new comment balloon is inserted immediately below Richard's original comment. Type, "I agree." Notice that the comment is numbered 3R2, which means it's the third comment in the document and is a reply to comment RB2.

Now go back and make a change to your first comment in the document. Click in the comment. Behind the text "Who Are You Referring To" enter the text "Excutive Board.

Your comments should now look like this:

Comments

Tip     Remember, you don't have to turn Track Changes on to enter comments.

Exercise 4: Show Revisions and Comments in a Different Way

As noted in the lesson, if you prefer, deleted text can remain in the document instead of being put in a balloon in the document margin. You'll see how in this exercise.

On the Review tab, in the Tracking group, click Balloons. Click Show All Revisions Inline.

Show All Revisions Inline

Now the balloons are gone from the document margin. Instead, the deleted text remains in the document, with a line through the deletions. For example, "with hard work and clear thinking" in the first sentence is shown as deleted by the line through it. If you move the pointer over the deleted text, you should see a ScreenTip with the name of the reviewer who made the deletion. Initials and highlighted text indicate comments. If you move the pointer over the initials, you should see the comments.

Enter a new comment. Place the cursor to the left of the heading "Introduction." On the Review tab, in the Comments group, click New Comment. The Reviewing Pane opens, with the cursor in the pane, ready for you to type a comment. Type "Too Wordy" Your document should now look like this:

Inline Comment

The Reviewing Pane

You should notice a Review Pane to the left of the document. If you don't see it you can open it by clicking Reviewing Pane then select Vertical. Notice that at the top of the Reviewing Pane there is a Summary of all the revisions. Below that, the numbers of Insertions, Deletions, and Moves are listed. You can read through all the changes in the document by using the Reviewing Pane.

Reviewing Pane

Below the heading Main document changes and comments, changes are listed by reviewer. This is another way to see who has done what. You can use the pane to quickly read through the comments and changes made by each reviewer.

You can change the location of the Reviewing Pane from the side of the window to the bottom of the window. On the Review tab, in the Tracking group, click the arrow on the Reviewing Pane. Click Reviewing Pane Horizontal. That moves the pane to the bottom of the window. To close the panel click the close button in the Review pane Close Pane. The background of the button changes, showing that the pane is no longer open.

Show tracked changes and comment balloons again. On the Review tab, in the Tracking group, click Balloons. Then click Show Revisions in Balloons.

Exercise 5: Accept or Reject Changes and Delete Comments

In this exercise you'll get rid of all the markup and comments.

Place the cursor at the top of the document.

First, you'll look at ways to get rid of markup all at once. On the Review tab, in the Changes group, click the arrow on Accept . Notice that at the bottom of the menu, you have the option to Accept All Changes in Document. Don't do anything for now.

Click the arrow on the Reject button. You also have the option to Reject All Changes in Document. Don't do anything for now.

Reject

You would use the Accept All Changes in Document or Reject All Changes in Document options if you were very confident about wanting all or none of the changes in the document.

Now you'll go through the comments and revisions one at a time, to get a feel for how this works. Click Next Next Comment. This moves the cursor to a comment, which you'll want to get rid of.

Click the arrow on the Reject button, and then click Reject and Move to Next Reject and Move to Next. That deletes the comment and moves to the next balloon by "we." Click Reject and Move to Next again.

Note     If you want to review just comments, you can use the Next button in the Comments group, and then click Delete. And if you click the arrow on the Delete button, you'll see there's another option, Delete All Comments in Document.

Delete

Now you're at Richard's first comment. Try a different method. Right-click on the comment. On the shortcut menu, click Delete Comment.

Right Click then Select Delete Comment

Note that when you use the right-click method, the cursor does not automatically move to the next revision or comment. However, since the deleted comment in this case happened to be next to another comment, the cursor is conveniently where you need it. Delete the next comment either by using the Reject button in the Changes group or by using the right-click method.

Now the cursor is where the first text was deleted "with hard work and clear thinking." Accept the deletion by clicking the arrow on Accept, and then clicking Accept and Move to Next.

Now that you know all the ways to move through the document, continue through the document, either accepting or rejecting changes. Use either the buttons in the Changes group or the right-click method.

You'll know that you are through when you get a message that says "The document contains no comments or tracked changes."

Resave your document.

Nicholson's Lesson Plan Blues