Transcript Using Track Changes in Word - pantherFILE

Using Track Changes
in Microsoft Word 2003
Navigating Directions
Click on the arrows or the home button located in the bottom
right-hand corner of each screen to navigate through this
lesson.
The “Home” button
will take you to the Main Menu. On
this menu, you can select which topic you want to review.
Each main topic may consist of several slides.
The previous
and next
buttons will return you to
the previously viewed screen or the next screen.
Overview
Track Changes is an optional editing tool of Microsoft Word 2003, which assist
users with editing and revising typed written documents within the Microsoft Word
program.
Benefits of using track changes include eliminating the need to manually edit and
revise your documents, and the ability of multiple reviewers to edit the same
document into a professional looking final document before sending to, or viewing
by, a third-party.
During this lesson you will learn how to track changes, insert comments, accept,
reject or delete changes and comments, hide or permanently delete changes and
comments, and save and print documents with and without tracked changes.
Prerequisite Knowledge
Ability to operate Windows XP
Ability to operate Power Point and Microsoft Word 2003
Basic knowledge of editing, revising, reviewing, and printing documents
Estimated Time
This lesson will take approximately 20 minutes to complete.
Menu
Getting Started: View the Track Changes Reviewing Toolbar
Track Changes
Insert Comments
Review: Accept, Reject or Delete Changes and Comments
Hide or Delete Revisions
Print, Save, and Send Documents
Review
Summary
Getting Started
View the Track Changes Reviewing Toolbar
Step One: Go to “View”
on the main menu.
Step Two: Scroll down
to “Toolbars.”
Step Three: Check
“Reviewing” on the popup menu.
Now let’s begin!
Getting Started
Track Changes Toolbar
Now, you will have a visual of
the “Reviewing Toolbar” in
your menu area similar to the
one shown below to follow as
you learn the use of the
different icons in this lesson.
Track Changes
Activate the Track Changes Icon
This step has to be performed before any other elements of track changes can be used.
Step One:
Click on the track changes icon to activate the reviewing tool. (Or
press keys: the Control, Shift, and E to activate track changes).

Notice how the Track Changes icon highlights when it is in use, and
the TRK acronym appears on the status bar at the bottom of your
screen to let you know the icon is activated, and in use.
Note: The “Tools” menu is a good area to check if the tracked changes
icon is inoperable
from your reviewing toolbar. If you are unable to bypass restrictions, you may need a
password that someone else has entered in order to unprotect the document before
proceeding with corrections. Click here for more information on document protection.
Insert Comments
Select the “Comment” icon from the “Reviewing” toolbar.
Option: Click “Insert” on the main menu bar, scroll down
and select “Comment.”
Enhanced image of icon
Insert a Typed Comment
After you click on the “comment” icon,
comment,
to insert a typed

highlight the text that you want to comment on, or click at the end of the
text where you desire to place the comment, and simply type your
comment. Or,

type your comment in the comment balloon that appears on the right side
of your document.
Or, . . .
Insert a Typed Comment
(2)
. . . click on the “Reviewing Pane” icon
and type the comment in the
Reviewing Pane, which will appear across the bottom of your screen.
*First
*Second
Respond to a Comment
To respond to a comment, click on the first balloon, a second
balloon will appear, and an additional comment section appears on the
reviewing pane, as demonstrated below. Type your response in the
new (second) comment balloon or the second reviewing pane.


First
Second
Note: Whatever comments you type in the balloon will also appear in the reviewing pane. When you
click on the sample document above, click on the reviewing pane
while the document
is opened to view comments in the balloons, and the reviewing pane.
Notice: When you have numerous changes and comments, it is advisable to use the reviewing
pane since the track changes cannot display too many balloons in one document.
Review
Accept or Reject Changes using Previous or Next icons
Option 1: You can accept or reject each change permanently as you review
them by clicking on the Previous or Next icon as you review each change in
the document.
Click on the
Previous icon to
review a previous
change in your
document.
Click on the
Next icon to
review the next
change in your
document.
Option 2: You also have the option to
permanently accept or reject all changes at
one time. Click here to review.
Review
Accepting Changes
After you pull down the “accept changes”
icon, this menu will appear.
To accept one change click on “accept change.”
To accept all visible changes click on “accept all
changes shown.”
To accept all changes in the entire document (even
the invisible ones) click on “accept all changes in
document.”
Review
Rejecting Changes/Deleting Comments
After you pull down the “reject changes”
icon, this menu will appear.
•Reject change/delete comment (use this if you
reject a change you or someone has made).
•Reject all changes shown (use this to reject all
visible changes).
•Reject all changes in document (use this to
reject visible and invisible changes).
•Delete all comments shown (visible).
•Delete all comments in document (visible and
invisible).
•Delete all Ink Annotations in document.
Review
Viewing Original, Markup, and Final Documents
NOTE: If the “markup”
icon is not visible in your
reviewing toolbar, select
which type of document
you want to view from
the “pull down menu” on
your “reviewing toolbar.”
Notice: When you select “original,” the first working document appears. When you
select “original showing markup” the original document with changes appear. When
you select “final showing markup” the final copy with the marked up changes appear.
When you select “final” the final document appears with all changes hidden.
Hide Tracked Changes and Comments
Temporarily
All tracked changes made to a document appear in Word 2003 by default. To
prevent accidental distribution of documents that show tracked changes, you
must hide or permanently delete changes. To temporarily hide tracked changes
follow the steps below.
Step One: Select “Original” or “Final”
from the pull down menu on
the reviewing toolbar. Changes
appear hidden.
Step Two: View or Print the original
document without changes and other
markups, or View or Print the final
document with hidden changes and
markups.
Note: This method temporarily
hides changes, and other markups.
Hide Tracked Changes and Comments
Permanently
To permanently remove track
changes and comments, select
Accept or Reject all changes,
and Delete all comments, in the
entire Word 2003 document.
Note: To assure there are no invisible
revision markups, select “Final Showing
Markup” or “Original Showing Markup” to
check before submitting document or
presenting document in public forum.
Print
With or Without Tracked Changes
Under “File” on the main menu, select Print.
Step One: In the “Print what” box, select
“Document” to Print without markups.
Or,
select “Document showing markup”
if you want to print a document showing
the changes.
Step Two: Select “OK” to print.
Print
A list of Markups
If you want to review a list of
changes to your document
click on “List of markup,”
and then select “OK” to
print.
Note: Microsoft Word 2003
chooses the zoom level and
page orientation to best display
the tracked changes in your
printed document.
Save, Send, and Print Documents
Elements of Tracked Changes are changeable from default settings, and sometimes a user have to change
the Options. Below are two common procedures to check in case of error when a user is saving, sending,
or printing documents.
If your name changes to “Author” when you save a
document you may have selected “remove personal
information from this file on save.” To change this
go to Tools on the main menu, select Options, click on
the security tab, and deselect “ remove personal
information from file properties on save.”
Note: This is necessary when working with other reviewers.
If tracked changes do not appear in your
document, click “make hidden markup
visible when opening, saving, or printing”
if you want to see all markups in the
document when you open, save, send, or print.
eview
Activating
the track
changes icon !
The first step to
Operating track
changes is
what?
That’s the icon with
the red square
around it. Remember?
Now, Let’s back
track and
Review.
You have to activate
the track changes
icon for all other
icons associated with
the reviewing toolbar
to be effective.
Uhmm
eview
(2)
Now, let’s finish the review. You must be connected to the internet to access
the quiz.
Click here to complete a 10 question matching quiz.
When a screen with the link to the quiz appears follow these steps:
1.
click on “View the file.”
2.
Check “ Ok.”
When the window “Track Changes Review” appear,
1.
Click on the hyperlink “Matching.”
ummary
In this tutorial, you have learned the following components
of Track Changes using the Reviewing toolbar on your
menu:






How to activate track changes
Protect and unprotect documents
Insert and check changes and comments using the reviewing pane
and balloons
Accept changes and reject or delete changes and comments
Temporarily or permanently hide revisions
Save, send, and print documents with or without tracked changes
Credits
Using Track Changes in Microsoft Word 2003
Designer: Carolyn R. Gibert
University of Wisconsin, Milwaukee
Thank you!
Dr. Simone Conceição, Instruction and Support, UWM
James Brown, Technical Support, UWM
Graphics: Courtesy of Animation Factory
This learning object was created for course ADLDSP 767 Program Planning & Implementation.
Copyright © 2007
Conclusion
I hope you enjoyed this lesson as you familiarized yourself
with the basic elements of track changes.
Practicing the procedures within an actual Word document and
with other users in the future will add knowledge to your learning
experience.
Using Track Changes
Adding Document Protection
Screen one of four
(select next button to advance to the next screen, select previous button to return to the previously viewed screen).
Step One:
click on the “Tools Menu,”
Step Two:
scroll down, and click on
“protect document.”
Using Track Changes
Adding Document Protection
Screen two of four
(select next button to advance to the next screen, select previous button to return to the previously viewed screen).
Step 3:
A vertical window entitled “Protect
Document” will appear on the right
side of your screen, check “editing
restrictions.”
Step 4:
You can allow reviewers to change
the document by selecting “Tracked
changes,” or “Comments,” or you
can select “No changes (Read only)
to prevent others from changing
your document.
Step 5:
Check “Yes, Start Enforcing
Protection.”
Using Track Changes
Protecting the Document with a Password
Screen three of four
(select next button to advance to the next screen, select previous button to return to the previously viewed screen).
After you check “Start Enforcing
Protection” in the previous step,
this window will appear “Start
Enforcing Protection.”
This is an Optional setting: You
can enter a password in the “Enter
new password (optional) box, and
then confirm the password. Users
who know the password can
remove the protection by typing in
the password before changing the
document.
Or, to encrypt the document so
that only authenticated owners of
the document can remove the
protection, click “User
authentication.”
Using Track Changes
Unprotect Document
Screen four of four
(select next button to advance to the next screen, select previous button to return to the previously viewed screen).
Once you check “editing restrictions” and “yes,
start enforcing protection” even if you do not enter a
password, you still have to go back to the tools menu
and click on “Unprotect Document” in order for you
to continue making changes in the document.
Note: The “Tools” menu is a good area to check if the tracked changes
seems inoperable from your reviewing toolbar.
command
If you are unable to bypass restrictions, you may need a password that someone else has
entered in order to unprotect the document before proceeding with corrections.