Table of Contents...Why Microsoft Office Word displays tracked changes and comments by default To prevent you from inadvertently distributing documents that contain tracked changes

Track Changes in Word 2007 - Training Session Handout Page 1

Topics came directly from Microsoft Word Help.

Tracking changes in Word 2007 Table of Contents

TRACK CHANGES: OVERVIEW ................................................................................................................... 2

UNDERSTANDING THE TRACK CHANGES FEATURE ............................................................................................ 2

HOW DID THOSE TRACKED CHANGES AND COMMENTS GET THERE? .................................................................. 2

WHY MICROSOFT OFFICE WORD DISPLAYS TRACKED CHANGES AND COMMENTS BY DEFAULT ....................... 3

TRACK CHANGES WHILE YOU EDIT ........................................................................................................ 3

TURN ON TRACK CHANGES ................................................................................................................................. 3

HOW REVISIONS APPEAR IN YOUR DOCUMENT ................................................................................................... 4

CHANGE THE WAY MARKUP IS DISPLAYED ......................................................................................................... 5

HELP PROTECT YOUR DOCUMENT AGAINST UNWANTED CHANGES AND COMMENTS ......................................... 6

Let reviewers insert comments and tracked changes ..................................................................................... 6

Let reviewers insert comments only ............................................................................................................... 6

Stop protection for comments and changes .................................................................................................... 6

MERGE COMMENTS AND CHANGES FROM SEVERAL DOCUMENTS INTO ONE DOCUMENT ................................... 7

HOW TO TELL WHAT EACH REVIEWER HAS DONE ............................................................................................... 7

SEE A DOCUMENT BEFORE AND AFTER ............................................................................................................... 8

TURN OFF CHANGE TRACKING ............................................................................................................................ 9

INSERT OR DELETE A COMMENT ............................................................................................................. 9

INSERT A COMMENT ......................................................................................................................................... 10

CHANGE A COMMENT ....................................................................................................................................... 10

DELETE A COMMENT ........................................................................................................................................ 10

DELETE COMMENTS FROM A SPECIFIC REVIEWER ............................................................................................ 10

ADD OR CHANGE YOUR NAME USED IN COMMENTS ......................................................................................... 10

GET RID OF TRACKED CHANGES AND COMMENTS, ONCE AND FOR ALL ............................... 11

ACCEPT OR REJECT CHANGES AND DELETE COMMENTS ................................................................................... 11

Accept all changes at once ........................................................................................................................... 12

Reject all changes at once............................................................................................................................. 12

Delete all comments at once ......................................................................................................................... 12

TURNING OFF TRACK CHANGES DOES NOT DELETE TRACKED CHANGES OR COMMENTS ............................... 13

HOW TO FIND HIDDEN CHANGES AND COMMENTS ........................................................................................... 13

USE THE REVIEWING PANE TO SEE CHANGES AND COMMENTS IN YOUR DOCUMENT ...................................... 14

Turn on the Reviewing Pane ........................................................................................................................ 14

REVIEW CHANGES BY TYPE OF EDIT OR BY A SPECIFIC REVIEWER ................................................................... 15

USE THE DOCUMENT INSPECTOR TO CHECK FOR TRACKED CHANGES AND COMMENTS .................................. 15

PRINT A DOCUMENT WITH TRACKED CHANGES ............................................................................. 15

PRINT A DOCUMENT WITH TRACKED CHANGES AND COMMENTS SHOWING ..................................................... 15

CHANGE THE LAYOUT FOR PRINTING TRACKED CHANGES ............................................................................... 16

PRINT A LIST OF CHANGES MADE TO A DOCUMENT .......................................................................................... 16

HIDE TRACKED CHANGES AND COMMENTS WHEN PRINTING ............................................................................ 16



Track changes: overview Suppose you have a document to review before it's sent to a group of people. If changes are necessary, you

want to make revisions that your supervisor can see and then decide if those revisions get accepted or rejected.

You may also need to enter comments to discuss some of the changes. That's where Track Changes and

Comments come in. You also want to be sure that when you distribute the final document, it doesn't have any

revisions or comments. That's where Track Changes and Comments go out.

On the Review tab, in the Tracking group, click Track Changes. The background of the Track Changes

button changes color, which tells you it's on. Any changes you make will be marked as revisions until you

turn Track Changes off by clicking the button again.When you turn on Track Changes, Word inserts marks

that show where deletions, insertions, and formatting changes are made.

Another scenario: you receive a document in an e-mail message from your colleague. It would make a good

starting point for a document that you want to work on, so you save it under a new name and tailor it to your

needs. It never occurs to you that your colleague left comments in the original document, because you don't

see them in your copy. You are now ready to pass the document along to other people, but you want to send

them your version of the document, not an accumulation of the original document, your colleague's

comments, and your updates.

Or, you used the Track Changes feature in Microsoft Office Word 2007 to keep track of the changes in a

letter you are creating. Now you want to send the letter to others, who should see the result of your editing,

not the thought process you went through to get there.

You are stunned when those who receive your

document find that it is difficult to read with all the

strikethrough, underlining, and balloons off to the

side. Look! There is a paragraph in your letter with

three different points displayed in strikeout

formatting — and text you entered is displayed in

underlined text.

This text wasn't in the document when you sent it. How did Word find and display this content? What can you

do to make Word behave?

Understanding the Track Changes feature Typically, when Word tracks changes, it displays deletions in balloons in the margins and insertions as

underlined text. Deletions — as well as comments (or "annotations") — also can be displayed to appear inline.

There are various ways to hide the tracked changes or comments — but all the changes that were made while

the Track Changes feature was turned on and all the comments that were inserted remain part of the document

until they are accepted or rejected (or, in the case of comments, deleted).

Note: Hiding tracked changes does not delete existing tracked changes or comments from the document.

Instead, hiding tracked changes enables you to view the document without having to wade through

strikethroughs, underlining, and balloons.

How did those tracked changes and comments get there? You may have thought that you removed the comments or tracked changes, or you may have received the

document from someone else without realizing that it contained comments or tracked changes. How does

Word store these items without you being aware of them?



You, or the person who sent the document, may have hidden the tracked changes or comments to make the

document easier to read. However, hiding tracked changes does not remove them. They will remain in the

document until you take action. Depending on your version of Word and the settings you are using, the

tracked changes or comments may reappear when you or someone else opens the document.

If you don't want others to see tracked changes and comments, accept or reject the tracked changes and delete

the comments before you share the document with others.

Why Microsoft Office Word displays tracked changes and comments by default To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word

displays tracked changes and comments by default. Final Showing Markup is the default option in the

Display for Review box.

If you want to preserve tracked changes or comments in a document and you want to share the document

without others seeing the tracked changes and comments, the best solution is to keep separate copies of the

document. Create a public copy for distribution and keep a private copy for yourself. In the public version of

the document, accept or reject all tracked changes and delete all comments. In the private version of the

document, you can leave the tracked changes and comments in place.

Track changes while you edit You can easily view changes and comments while you work in a document. By default, Microsoft Office

Word 2007 uses balloons to display deletions, comments, formatting changes, and content that has moved. If

you want to see all of your changes inline, you can change settings so that tracked changes and comments

display the way you want.

Balloons show formatting changes,

comments, and deletions.

Turn on track changes

1) Open the document that you want to revise.

2) On the Review tab, in the Tracking group,

click the Track Changes button.

a) To add a track changes indicator to the

status bar, right-click the status bar and

click Track Changes.

Click the Track Changes indicator on

the status bar to turn track changes on

or off.

3) Make the changes that you want by inserting, deleting, moving, or formatting text or graphics. You can

also add comments.



Note: If you use change tracking and then save your document as a Web page (.htm or .html), tracked changes

will appear on your Web page.

Note: If the Track Changes command is unavailable, you might have to turn off document protection. On the

Review tab, in the Protect group, click Protect Document, and then click Stop Protection at the bottom of

the Protect Document task pane. (You might need to know the document password.)

How revisions appear in your document 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.

Deleted text in a

balloon in the margin.

Inserted text

underlined in the

same color as the

deleted text balloon.

Vertical lines in

the left margin

indicate changes in

lines where text was

deleted and inserted.

You delete the text "with hard work and clear thinking." The deleted text is put in a balloon in the document

margin. It says "Deleted" in the balloon to make it clear why the text is in the balloon. A dotted line leads

from where the text was deleted to the balloon, so that everyone can see the location the text was deleted

from.

You want to replace "twelve" with "nine." You select "twelve" and type "nine" over it (or just delete "twelve"

and then type "nine"). "Twelve," which is deleted, goes into a balloon in the document margin. "Nine," the

newly inserted text, is underlined and shown in the same color as the border around the deleted text balloon,

indicating that the same reviewer (you) both deleted and inserted text.

In addition, 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.

Tip: If you prefer, deleted text can remain within the text instead of being put in a balloon in the document

margin.



Change the way markup is displayed

Track Changes Options dialog box

Do you like comment or deleted text balloons, but

wish that you could change their width? Or

perhaps when text is inserted, you would prefer

inserted text to appear with a double underline

instead of a single underline?

You have some options for how tracked changes

and comments are displayed. On the Review tab,

in the Tracking group, click the arrow on Track

Changes. Then click Change Tracking Options.

There's lots to choose from.

Do any of the following:

You can change the color and other formatting

that Word uses to mark changed text and

graphics.

Note: While you can't assign specific colors

for changes made by different reviewers, each

reviewer's changes appear as a different color

in the document so that you can track multiple

reviewers.

You can view all changes, including deletions,

inline instead of inside balloons that appear in

the margins of your document. To show

changes inline, in the Tracking group, click

Balloons, and then click Show all revisions

inline.

To highlight the margin area where all

balloons appear, click Markup Area

Highlight under Show Markup.



Help protect your document against unwanted changes and comments You can use document protection to restrict the types of changes that reviewers can make to your document.

Let reviewers insert comments and tracked changes

1) On the Review tab, in the Protect group, click Protect

Document, and then click Restrict Formatting and Editing.

a) In the Protect Document task pane, under Formatting restrictions, select the Limit formatting to a

selection of styles check box, and then click Settings to specify which styles a reviewer can apply or

change.

b) Under Editing restrictions, select the Allow only this type of editing in the document check box.

In the list of editing restrictions, click Tracked changes. (This includes comments as well as

insertions, deletions, and moved text.)

c) Under Start enforcement, click Yes, Start Enforcing Protection.

To assign a password to the document so that only reviewers who know the password can remove

the protection, type a password in the Enter new password (optional) box, and then confirm the

password.

Important: If you choose not to use a password, all reviewers can change your editing restrictions.

Let reviewers insert comments only

1) On the Review tab, in the Protect group, click Protect Document, and then click Restrict Formatting

and Editing.

a) In the Protect Document task pane, under Editing restrictions, select the Allow only this type of

editing in the document check box.

b) In the list of editing restrictions, click Comments.

If you want to give some people editing options for specific pieces of the document, you can select

areas in the document, and then choose which users (a group or individuals) can edit the selected

areas of the document. Click the dropdown arrow next to the group or individual name to find the

next region or all regions that the group or individual can edit, or to remove permissions for the

group or individual.

c) Under Start enforcement, click Yes, Start Enforcing Protection.

To assign a password to the document so that only reviewers who know the password can remove

the protection, type a password in the Enter new password (optional) box, and then confirm the

password.

Important: If you choose not to use a password, all reviewers can change your editing restrictions.

Stop protection for comments and changes

1) On the Review tab, in the Protect group, click Protect Document, and then click Restrict Formatting

and Editing.

a) In the Protect Document task pane, click Stop Protection.

Note: If you use a password to add protection to the document, you need to type the password before

you can stop the protection.



Merge comments and changes from several documents into one document If you send a document for review to several reviewers, and each reviewer returns the document, you can

combine the documents two at a time until all the reviewer changes have been incorporated into a single

document.

1) On the Review tab, in the Compare group, click Compare.

2) Click Combine (Combine revisions from multiple authors…)

3) Under Original document, click the name of the document into which you want to combine the changes

from multiple sources.

a) If you don't see the document in the list, click Browse for Original .

4) Under Revised document, browse for the document that contains the changes by one of the reviewers.

5) Click More >>, if necessary.

6) Under Show changes, select the options for what you want to compare in the documents.

a) By default, Microsoft Office Word shows changes to whole words. For example, if you change the

word cat to cats, the entire word cats will show as changed in the document and not simply the

character s.

7) Under Show changes in, click Original document.

8) Click OK.

a) To change which documents appear on the screen when you click OK, in the Compare group, click

Hide Source Documents or Show Source Documents.

9) Repeat steps 1-8. Word will merge all of the changes into the original document.

Note: Word can store only one set of formatting changes at a time. Therefore, when you merge multiple

documents, you may be prompted to decide whether 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 Formatting check box in the Compare and Merge Documents dialog box.

How to tell what each reviewer has done 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:

Move the pointer over the inserted text in the document, or over the deleted text balloons in the document

margin. For each revision, you'll see a ScreenTip that lists the name of the reviewer and the type of the

revision, such as "deleted" or "inserted." The ScreenTip also displays the deleted or inserted text.

Another way to distinguish one reviewer from another is by color. Word automatically assigns each

reviewer a markup color, which you see as soon as you make your first revision or enter your first

comment. For example, your color might be blue, and the color for another reviewer might be green. To

find your own changes and comments, you would look for blue markup throughout the document.

You can also tell who made comments by the reviewer initials in each comment balloon.



See who made a comment

by moving the mouse pointer

over it in the document.

One color for Pilar Pinilla's

comments (PP).

A different color for

Richard Bready's comments

(RB).

See a document before and after By the time a document has lots of revisions and comments, you may wonder what it looked like before it was

marked up, or what it would look like if you accept all the changes and delete all the comments.

Use the Display for

Review box to see

how a document

looks before and after

revisions.

To help prevent you from inadvertently distributing documents with tracked changes and comments, Word

automatically displays documents with markup showing. On the Review tab, in the Tracking group, Final

Showing Markup is the default option in the Display for Review box.

To see how the document looked before tracked changes and comments were inserted, click the arrow in the

Display for Review box, and then click Original.

To see how the document would look with all the revisions accepted and comments deleted, click the arrow in

the Display for Review box, and then click Final. Remember, hiding revisions and comments does not delete

them. After you review the document, click Final Showing Markup to display tracked changes and

comments again.



Turn off change tracking When you turn off change tracking, you can revise the document without marking what has changed. Turning

off the Track Changes feature does not remove any changes that have already been tracked.

1) On the Review tab, in the Tracking group, click the Track Changes button.

a) If you customized the status bar to include a track changes indicator, clicking Track Changes in the

Tracking group will also turn off the indicator in the status bar.

Note: Turning off change tracking does not eliminate the tracked changes in your document. To ensure that

there are no more tracked changes in your document, be sure that all changes are showing, and then use the

Accept or Reject commands for each change in the document.

Insert or delete a comment You can insert a comment inside balloons that appear in the document margins. You can also hide comments

from view.

If you don't want comments to appear in your document during a review, you must clear your document of

comments by deleting them. To find out whether comments remain in your document, click Show Markup

on the Review tab in the Tracking group.

A comment inserted in a

Word document.

You've 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, and on the Review tab, in the

Comments group, click New 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.

You can tell the difference between a comment balloon and a deleted text balloon by:

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

outside border.

The "Comment" label in the balloon.

The reviewer's initials in the balloon, which indicate who made the comment, along with a number next to

the initials, which lets you know how many comments are in the document.

Note: You do not have to turn on Track Changes to insert comments. You can add comments at any time.



Insert a comment

1) Select the text or item that you want to comment on, or click at the end of the text.

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

3) Type the comment text in the comment balloon or in the Reviewing Pane.

Note: To respond to a comment, click its balloon, and then click New Comment in the Comments group.

Type your response in the new comment balloon.

Change a comment If comments aren't visible on the screen, click Show Markup in the Tracking group on the Review tab.

1) Click inside the balloon for the comment that you want to edit.

2) Make the changes that you want.

Note: If the balloons are hidden or if only part of the comment is displayed, you can change the comment in

the Reviewing Pane. To show the Reviewing Pane, in the Tracking group, click Reviewing Pane. To make

the reviewing pane run across the bottom of your screen rather than down the side of your screen, click the

arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal.

Delete a comment

1) To quickly delete a single comment, right-click the comment, and then click Delete Comment.

a) To quickly delete all comments in a document, click a comment in the document. On the Review tab,

in the Comments group, click the arrow below Delete, and then click Delete All Comments in

Document.

Delete comments from a specific reviewer

1) On the Review tab, in the Tracking group, click the arrow next to Show Markup.

2) To clear the check boxes for all reviewers, point to Reviewers, and then click All Reviewers.

3) Click the arrow next to Show Markup again, point to Reviewers, and then click the name of the reviewer

whose comments you want to delete.

4) In the Comments group, click the arrow below Delete , and then click Delete All Comments Shown.

Note: This procedure deletes all comments from the reviewer that you selected.

Tip: You can also review and delete comments by using the Reviewing Pane. To show or hide the Reviewing

Pane, click Reviewing Pane in the Tracking group. To move the Reviewing Pane to the bottom of your

screen, click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal.

Add or change your name used in comments

1) On the Review tab, in the Tracking group, click the arrow next to

Track Changes, and then click Change User Name.

2) Click Personalize.

3) Under Personalize your copy of Office, change the name or

initials that you want to use in your own comments.



Notes:

The name and initials that you type are used by all Microsoft Office programs. Any changes that you make

to these settings affect other Office programs.

When you make a change to the name or initials that you want to use for your own comments, only

comments that you make after the change are affected. Comments that are already in the document before

you change the name or initials are not updated.

Get rid of tracked changes and comments, once and for all

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.

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.

Use the Previous button to review

each item going toward the beginning

of the document.

Use the Next button to review each

item going toward the end of the

document.

To get rid of markup, use the Accept or Reject buttons on the Review tab, in the Changes group, or right-

click in the document to accept or reject changes and delete comments.

As changes are accepted or rejected and comments are deleted, the markup that indicates the changes and

comments is removed from the document. Accepted changes become part of the document when it is saved.

To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word

displays tracked changes and comments by default. Final Showing Markup is the default option in the

Display for Review box.

Until you accept or reject all tracked changes and comments in a document, even hidden changes will appear

to viewers in documents you send or display.

1) On the Review tab, in the Tracking group, click the arrow next to Show Markup.



2) Make sure a check mark appears next to each of the following items:

a) Comments

b) Ink Annotations

c) Insertions and Deletions

d) Formatting

e) Reviewers (Make sure that All Reviewers is selected.)

Be sure that all items on

the Show Markup

menu have a check

mark next to them.

If a check mark does

not appear next to an

item, click the item to

select it.

Check marks next to all

of these items mean that

all markup will appear

in the document.

3) On the Review tab, in the Changes group, click Next or Previous.

4) Do one of the following:

a) In the Changes group, click Accept.

b) In the Changes group, click Reject.

c) In the Comments group, click Delete.

5) Repeat steps 3 and 4 until all the tracked changes in the document have been accepted or rejected and all

the comments have been deleted.

Accept all changes at once


2) Click the arrow below Accept, and then click Accept All Changes in Document.

Reject all changes at once


2) Click the arrow below Reject , and then click Reject All Changes in Document.

Delete all comments at once

1) To remove all comments, you must delete them. In the Comments group, click the arrow next to Delete,

and then click Delete All Comments in Document



Turning off Track Changes does NOT delete tracked changes or comments When Track Changes is turned off, all tracked changes made up to that point remain in your document. Any

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

Even though Track Changes is

turned off, marked revisions

are still in the document.

Turning Track Changes off

does not delete tracked

changes (or comments).

To remove tracked changes,

you accept or reject them. To

remove comments, you delete

them.

How to find hidden changes and comments As mentioned earlier, hiding tracked changes (or comments) does not delete markup. It just lets you see the

document without having to wade through underlines and balloons. If you save and close a document with

hidden markup, you (and maybe someone else, too) will see revisions and comments when the document is

opened again.

There are several ways to hide tracked changes and comments, which may lead you to think that they are not

in the document. For example:

1) Display for Review box: On the Review tab, in the Tracking group, the Display for Review box shows

you what viewing mode you are in. It also provides additional options for viewing your document. If you

click Final or Original, tracked changes and comments are hidden. To display them, select Final

Showing Markup or Original Showing Markup.

2) Show Markup: On the Review tab, in the Tracking group, you can use the Show Markup list to hide

comments and tracked changes. Items that are marked with a check mark under Show Markup are

displayed; items without a check mark are hidden. To display an item, such as Insertions and Deletions,

click it on the Show Markup menu.



Note: Another way of finding out if you have hidden changes or comments, is to click any button in the

Comments or Changes group:

Use buttons in the Changes group

to accept or reject tracked changes or

to delete comments.

To see if a document contains

hidden tracked changes or

comments, click any button in the

Comments or Changes group. If

you get this message, click Show All

to display revisions and comments.

Use the Reviewing Pane to see changes and comments in your document The Reviewing Pane displays all of the changes that currently appear in your document, the total number of

changes, and the number of changes of each type.

The Reviewing Pane is a handy tool for ensuring that all tracked changes have been removed from your

document and won't show up to others who might view your document. The summary section at the top of the

Reviewing Pane displays the exact number of visible tracked changes and comments that remain in your

document.

The Reviewing Pane also allows you to read long comments that do not fit within a comment bubble.

Note: The Reviewing Pane, unlike the document or the comment bubbles, is not the best tool for making

changes to your document. Instead of deleting text or comments or making other changes in the Reviewing

Pane, make all editorial changes in the document. The changes will then be visible in the Reviewing Pane.

Turn on the Reviewing Pane

1) On the Review tab, in the Tracking group, click Reviewing Pane to view the summary at the side of your

screen. To view the summary across the bottom of your screen instead of on the side of your screen, click

the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal.

2) To view the number of each type of change, click Show Detailed Summary.



Review changes by type of edit or by a specific reviewer


a) On the Review tab, in the Tracking group, click the arrow next to Show Markup.

Clear all check boxes except for the ones next to the types of changes that you want to review.

b) On the Review tab, in the Tracking group, click the arrow next to Show Markup.

Point to Reviewers, and then clear all check boxes except for the ones next to the names of the

reviewers whose changes you want to review.

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



a) In the Changes group, click Accept.

b) In the Changes group, click Reject.

Use the Document Inspector to check for tracked changes and comments As a final step, you can use the Document Inspector to check for remaining changes or comments. Office

Word 2007 provides a feature called Document Inspector that allows you to check any document for tracked

changes, comments, hidden text, and other personal information. To check a document:

1) Open the document you want to inspect for tracked changes and comments.

2) Click the Microsoft Office Button , point to Prepare, and then click Inspect Document.

3) In the Document Inspector dialog box, click Inspect.

4) Review the inspection results. If Document Inspector finds comments and tracked changes, you are

prompted to click Remove All next to Comments, Revisions, Versions, and Annotations.

5) Click Reinspect or Close.

Print a document with tracked changes Print a document with tracked changes and comments showing Before you print the document, switch to Print Layout view and display the tracked changes and comments

the way that you want them to appear in the printed document. You have several options.

Print showing all markup: On the Review tab, in the Tracking group, click Show Markup.

Note: Clicking Show Markup displays or hides all markup in the document for selected reviewers. When

you display all markup, all types of markup are selected on the Show Markup menu.

Print showing changes and comments by type or reviewer: On the Review tab, in the Tracking group,

click Show Markup, and then select the type of change that you want to display.

Print changes and comments for an editor or other reviewer: On the Review tab, in the Tracking

group, in the Display for Review box, click Final Showing Markup.

When the markup appears the way that you want it to, you are ready to print the document.

1) Click the Microsoft Office Button , and then click Print.

2) In the Print dialog box, in the Print what box, click Document showing markup, and then click OK.



Notes:

By default, Microsoft Word chooses the zoom level and page orientation to best display the tracked

changes in your printed document.

If balloons are turned on, the document will shrink to fit the balloons on the printed page. To make your

printed page readable, you can turn off balloons by clicking Balloons in the Tracking group and then

clicking Show all revisions inline. You can also set the page layout to landscape to print the balloons and

the text in a more readable format. On the Page Layout tab, under Page Setup, click Orientation, and

then click Landscape.

Change the layout for printing tracked changes

1) On the Review tab, in the Tracking group, click the arrow next to Track Changes, and then click

Change Tracking Options.

2) Under Balloons, in the Paper orientation in printing list, click one of the following:

a) Auto: When you select this option, Word decides the orientation that will provide the best layout for

your document.

b) Preserve: When you select this option, Word prints the document with the orientation that is specified

in the Page Setup dialog box.

c) Force Landscape: When you select this option, the orientation is landscape and the most room is

allowed for balloons.

Print a list of changes made to a document


2) In the Print what box, click List of markup.

Hide tracked changes and comments when printing


2) In the Print what box, click Document (instead of Document showing markup).