Microsoft Word: Toolki… · Web viewWord Editing and Collaboration Tools. ... Technology Training report.doc. Go to . Tools » Track Changes . or click. TRK . ... Security tab. Clear

Technology Training:Word Editing and Collaboration Tools

SummaryEditing and Commenting Documents..........................................................................2

Add, Edit, and Delete Comments..........................................................................3

Turn on Track Changes.........................................................................................3

View and Save Document Without Visible Markup................................................3

Reviewing Documents...................................................................................................4The Reviewing Pane.............................................................................................4

Filter Changes and Comments by Reviewer.........................................................4

Remove Markup Permanently...............................................................................4

Accept or Reject Each Change or Comment.........................................................4

Accept or Reject All Changes and Comments at Once.........................................5

Comparing and Merging Documents...........................................................................5Merge Comments and Changes from Several Reviewers into One Document.....5

Document Protection.....................................................................................................6Add Document Protection......................................................................................6

Remove Document Protection...............................................................................7

Preserve Document Appearance for Viewing or Printing..........................................7Preserve a Layout and Page Breaks.....................................................................7

Specify Fonts to Substitute for Conversion............................................................7

Embed TrueType Fonts.........................................................................................7

Appendix.........................................................................................................................8Change Your Reviewer (Author) Name.................................................................8

Change the Color of Markup Elements..................................................................8

Compare Documents Side by Side........................................................................8

Print a Document with Revision Marks and Comments.........................................9

© 2010 Technology Training, SCU 1 of 9 document.docTechnology Training: 554-5430 or 554-5014 www.scu.edu/training

http://www.scu.edu/training

Editing and Commenting DocumentsWord allows you to make and view tracked changes and comments in a document. To preserve the layout of your document, Word shows some revision marks (or markup) in the text of the document, while others are displayed in balloons in the margin.

Comments: show up in balloons on the right side of the document, indicating the reviewer, date, and time of the comment.

Reviewing toolbar: Allows you to insert comments, review, accept, and reject changes, and delete comments to a document, among other things. To open the toolbar, go to View » Toolbars » Reviewing toolbar.

Reviewing pane: allows you to see all comments in a list. On the Reviewing toolbar, click the Reviewing Pane button to reveal.

Tracked Changes: When this is turned on, changes you make to the document are highlighted in the color and detailed in a balloon in the margin.


Reviewing toolbar Comments

Tracked change

Reviewing pane


Add, Edit, and Delete Comments1. Select the empty space at the end of the first paragraph and click the Insert

Comment button on the Reviewing toolbar.2. In the comment balloon, add a note to include an “About Us” section.3. Select the empty space at the end of the last paragraph on the last page and click

the Insert Comment button. Add a note to insert a photo of the computer lab.4. Highlight the bulleted list under Customized Workshops for Department and Work

Groups and click Insert Comment.5. In the comment balloon, write, “Check Dreamweaver handouts are up to date”.

To edit a comment, click inside the comment balloon. Like a text box, you can add paragraphs, formatting (such as bold and italics), and so on.

1. Click in the comment balloon you created about Dreamweaver handouts.2. Italicize ‘Dreamweaver’ and type ‘GroupWise, etc.’

To delete a comment, click on the comment balloon, then click the Delete comment button on the Reviewing toolbar. You can also right-click a comment balloon and

choose Delete Comment. Turn on Track ChangesWhen you want to edit a document and keep track of the changes you make, turn on Track Changes by going to Tools » Track Changes or click TRK on the status bar at the very bottom of the window.

1. Open Technology Training report.doc.2. Go to Tools » Track Changes or click

TRK on the Status Bar to turn on Track Changes. This also opens up the Reviewing toolbar.

3. In the second heading For Those With Special Needs, highlight the word ‘Those’ and replace with ‘Patrons’. Notice the text appears underlined in red and a balloon appears on the right describing the change you made.

4. In the third paragraph under Faculty Technology Training Classes, capitalize ‘technology training.’

5. Go to File » Save As and append your name to the file name.

View and Save Document Without Visible Markup 1. On the Reviewing toolbar, change the drop-

down menu from Final Showing Markup to Final.

2. By default, markup automatically appears each time the document is opened. To hide markup when the document is opened, go to Tools » Options and choose the Security tab.



3. Clear the checkbox next to Make hidden markup visible when opening or saving.

Note: Hiding markup does not remove it from a document. Revision marks and comments can be revealed with the Reviewing toolbar drop-down menu by those you share the document with, even if you hide markup and save the document. Learn how to permanently remove markup before sharing it in the section Remove Markup Permanently.

Reviewing DocumentsThe Reviewing Pane1. Open the document Technology Training report-comments.doc.2. On the Reviewing toolbar, click the Reviewing Pane button to reveal it.3. Click on the markup balloon in the document to jump to the associated comment or

change in the Reviewing Pane.4. In the Reviewing pane, you can increase the font size, add bulleted lists, and more.

Filter Changes and Comments by ReviewerIf you have a document that has changes and commenting from several reviewers, you can filter the markup by reviewer.

1. On the Reviewing toolbar, click the Show menu, choose Reviewers, and clear all check boxes except for the ones next to the names of the reviewers whose changes and comments you want to show.

2. To select or clear all check boxes for all reviewers in the list, click All Reviewers.

Remove Markup PermanentlyTo remove all revision marks and comments from your document, you must accept or reject/delete them. Follow the steps below to accept/reject/delete changes and comments all at once, or one at a time.

Accept or Reject Each Change or Comment

1. Use the Next or Previous buttons on the Reviewing toolbar to view each change or comment, or scroll through your document and review each markup balloon. Additionally, you can open the Reviewing pane and see the list of changes and comments.

2. To accept a change, click Accept Change on the toolbar, click the check mark on the markup balloon, or right-click the markup in the Reviewing pane. Reject Change/Delete Comment .



Accept or Reject All Changes and Comments at Once

To accept all changes and comments, click the arrow next to Accept Change on the toolbar and choose Accept All Changes in Document.

To reject all changes or delete all comments, click the arrow next to Reject Change/Delete Comment on the toolbar:

For changes, choose Reject All Changes in Document. For comments, choose Delete All Comments in Document.

Comparing and Merging Documents1. Open the document Class Descriptions.doc from the Comments folder.2. Go to Tools » Compare and Merge Documents.3. Select Class Descriptions_HB.doc to compare to the copy that is currently open.4. Click the arrow next to Merge, and then do one of the following:

To show the results of the comparison in the selected document, click Merge. To show the results in the document that is currently open, click Merge into

current document. To show the results in a new document, click Merge into new document.

5. Click OK.

Merge Comments and Changes from Several Reviewers into One Document1. Go to Tools » Compare and Merge Documents.2. Select Class Descriptions_TE.doc that has changes to be merged.3. Click the arrow next to Merge, and then click Merge into current document.4. Repeat steps 2-4 for Class Descriptions_SA.doc.

Note: For best results when merging changes from multiple reviewers, click Options on the Tools menu, and then make sure the Store random number to improve merge accuracy check box is selected.

Word can store only one set of formatting changes at a time. When you merge multiple documents, you may be asked to decide if you want to keep the formatting from the original document or use the formatting from the edited document. If you don't need to track formatting changes, you can clear the Find formatting check box in the Compare and Merge Documents dialog box.



Document ProtectionAdd Document Protection1. Open the file Customer Survey.doc2. Go to Tools » Protect Document to open the

Protect Document task pane.3. To set Formatting restrictions, click the check box

under this section, then click the Settings… link to choose the styles.

4. To set Editing restrictions, click the check box under this section.

5. Select from the following options that appear in the list box:

Tracked changes: Select this option to allow users to make tracked changes to the document.

Comments: Select this option to allow users to make comments in the document but to prohibit users from changing the document.

Filling in forms: Select this option to allow users to enter values only in form fields.

No changes: Select this option to prevent any changes to the document. A password is required to unprotect the document.

6. If you select Comments or No changes, you can specify exceptions so that specific people can modify designated parts of the document.

7. Click Yes, Start Enforcing Protection. The Start Enforcing Protection dialog box appears.

8. Select either Password or User authentication for the method of protection. If you select Password and enter a known password, a user must enter the password before protection can be removed. If you select User authentication, authenticated users can remove document protection. An authenticated user is one who successfully logs on to his or her computer or to the network that is attached to the computer.

9. Click OK.



Remove Document Protection1. Go to Tools » Unprotect Document.2. Type the password for the document and click OK.

Preserve Document Appearance for Viewing or PrintingPreserve a Layout and Page Breaks

1. Go to Tools » Options, and click the Compatibility tab.2. In the Options box, clear the check box next to Use printer metrics to lay out

document.Specify Fonts to Substitute for ConversionIf you send a document to someone who may not have the same fonts as your machine, you can choose alternate fonts for Word to use.

1. Go to Tools » Options, and click the Compatibility tab.2. Click Font Substitution.3. In the Missing document font box, click the font you want to replace.4. In the Substituted font box, click the font you want to use instead of the missing

font. Word does not replace the name of the missing font; it only changes how the font is displayed by substituting a font that is available on one’s machine. If the substituted font is listed as "Default," read the message near the bottom of the dialog box to see which font will be substituted.

5. Repeat steps 4 and 5 for each font you want to change.

Embed TrueType FontsIf you use uncommon fonts in your document and want to preserve them when sending your document to others, you can embed the font in the document.

1. Go to Tools » Options, and click the Save tab.2. Select the Embed TrueType fonts check box and click OK.3. Save your document.

Note: Embedded fonts can increase the size of your document. You may be able to reduce the file size of your document by selecting the Embed characters in use only check box. This option embeds only the font styles used in your document.



AppendixChange Your Reviewer (Author) Name1. To change the name that appears on the markup balloons and in the Reviewing

pane, go to Tools » Options and click the User Information tab.2. In the Initials box, type the initials or name that you want to use in your own

comments.

Note: If you have already made changes in your document under one name and then make more changes under this new name, Word considers this a different user and will distinguish this with a different color.

Change the Color of Markup Elements1. Go to Tools » Options and click

the Track Changes tab.2. You can choose what color you

want for each type of change you make to your document.

Note: If you choose this option and have multiple people making changes to the document, you will not be able to tell who makes changes based on the color. To allow color-coding by reviewer, go to Tools » Options and under the Track Changes tab, make sure the color of each Track Change is set to By author.Compare Documents Side by SideAll you do is open both documents, and then, in one document, click Compare Side by Side on the Window menu. This opens up the Compare Side by Side toolbar

Synchronous Scrolling button. By default this button is on. As you scroll in one document, the other scrolls at the same pace. You can turn Synchronous Scrolling on and off by clicking the button. So, for example, you could switch it off, scroll one window, and then switch it back on again.

Reset Window Position button . This resets the documents to the



default position and size. If you click it with the right window active, then it resets that active document to the left.

Close Side by Side button. Not only does this close the toolbar, it also switches off the side by side view. You can also switch off the side by side view by closing one of the documents.

Merge Documents1. Open the document Class Descriptions.doc from the Comments folder.2. Go to Tools » Compare and Merge Documents.3. Select Class Descriptions_HB.doc to compare to the copy that is currently open.4. Click the arrow next to Merge, and then do one of the following:

To show the results of the comparison in the selected document, click Merge. To show the results in the document that is currently open, click Merge into

current document. To show the results in a new document, click Merge into new document.

5. Click OK.

Merge Comments and Changes from Several Reviewers into One Document1. Go to Tools » Compare and Merge Documents.2. Select Class Descriptions_TE.doc that has changes to be merged. Word can store

only one set of formatting changes at a time. When asked, choose to save the formatting from

3. Click the arrow next to Merge, and then click Merge into current document.4. Repeat steps 2-4 for Class Descriptions_SA.doc.

Note: For best results when merging changes from multiple reviewers, click Options on the Tools menu, and then make sure the Store random number to improve merge accuracy check box is selected.

When you merge multiple documents, you may be asked to decide if you want to keep the formatting from the original document or use the formatting from the edited document. If you don't need to track formatting changes, you can clear the Find formatting check box in the Compare and Merge Documents dialog box.

Print a Document with Revision Marks and Comments1. Make sure you are in the print layout view by going to View » Print Layout.2. If markup is not currently visible, go to View » Markup.3. Go to File » Print. In the Print what list, click Document showing markup, and

then click OK.


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