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- 1. Microsoft ® Office Word 2003 Training Revise documents with Track Changes and comments Peace River Distributing presents:
- 5. Lesson 1 Stay on track with tracked changes
- 32. Lesson 2 Tracked changes and the Show menu
- 43. Ensure all revisions, comments are displayed Use Track Changes and comments For example, if the check mark does not appear next to Comments , you'll miss all comments in the document. Those comments will reappear as soon as anyone opens the document.
- 56. Lesson 3 What to do when revisions reappear
- 80. USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.
Notes de l'éditeur
- [ Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
- Suppose that your manager has given you a memo to review before it's sent to a group of employees. But she doesn't want you to make final changes to the memo. Instead, she wants to see what changes you propose, read your comments, accept or reject your changes, and remove your comments. That's where Track Changes comes in. She also wants to be sure that when the memo is distributed, it won't show any revisions or comments, which happened last time. That's where tracked changes go out. Get to know this feature of Word, and you'll be proud of your track record.
- To make these revisions by hand on paper, you'd add a squiggle under "All Subsidiary Managers" to indicate boldface formatting. You'd add a carrot below the added word to make it clear where that belongs. You'd cross out a word to delete it. And you might add a comment to explain the deletion. You'd probably use a different color for revisions to make them easy to see.
- [ Note to trainer: Steps—presented in either numbered or bulleted lists—are always shown in yellow text.]
- Changes can be displayed in another way that you'll see later in the lesson. Tip: TRK appears in the status bar at the bottom of your document when Track Changes is turned on; when changes are not being tracked, it appears dimmed.
- Accepted changes become part of the document when you save it.
- Use buttons on the Reviewing toolbar to accept or reject tracked changes and to delete comments.
- In Print Layout view, deleted text and comments and formatting changes are displayed in balloons in the document margin. This is also how they appear in Web Layout view and in Reading Layout view. In Normal view and Outline view, however, there are no balloons. Deleted text is shown in the document with a line through it, and comments are displayed at the bottom of the document in the reviewing pane.
- In the next lesson, you'll learn to tweak the look of markup in the different views.
- [ Note to trainer: With Word 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2003, you won’t be able to access the practice instructions.]
- You can also choose to see just insertions and deletions or just comments. The Show menu on the Reviewing toolbar is where you make these choices.
- You can also use the Show menu to make other choices about Track Changes. Would you like to view balloons all the time, part of the time, or never? There are other options you can control too.
- When you are through reviewing John's comments and are ready to review the revisions, you'll click beside Insertions and Deletions to get that check mark back and see those revisions. In the next section, you'll see how to hide Judi's comments temporarily.
- Remember: Clearing check marks only temporarily hides revisions and comments. They are all still in the document.
- Ink Annotations include handwritten notes, available if you use a Tablet PC.
- Important: You also need to point to Reviewers on the Show menu. Is there a check mark next to All Reviewers ? If not, revisions or comments by some reviewers may still be in the document, and you may miss them.
- If you choose Never , deleted text will be displayed in the document with lines through it. Comments will appear at the bottom of the window in the reviewing pane. Formatting changes will be visible when you use the Reviewing toolbar. If you click Only for Comments/Formatting , balloons will appear, but only to show comments and formatting changes. Deleted text will be displayed in the document with lines through it.
- For example, if you prefer inserted text to appear in italics or with a double underline instead of a single one, you can make that happen. How? Note: Once you change the original settings, the only way you'll get them back is to enter them yourself, so you might want to write them down before you change them.
- [ Note to trainer: With Word 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2003, you won’t be able to access the practice instructions.]
- How would you feel if you removed all the tracked changes in a document, only to open it again and see all the tracked changes still there? Fortunately, there are things you can do to avoid such embarrassment. There are also important things you should not do. Let's start with those.
- All changes already made in a document remain in that document even after Track Changes is turned off.
- If you get this wrong, when the document is opened by others, they will see the revisions and comments. Another way to remove tracked changes and comments is to use the right-click method to accept, reject, and delete on the shortcut menus. Tip: If you want to keep a record of revisions and comments, make a separate copy of the document for your private use.
- Imagine that both John and Judi reviewed your document, and you cleared the check box for Judi, because you want to see only the revisions made by John. Now Judi's revisions are hidden. But they aren't gone.
- If one of these lines does not show a check mark, your document may contain tracked changes or comments. Is there a check mark beside All Reviewers ? If not, changes and comments by some reviewers may still be in the document.
- Clearing this check box will not delete changes or comments.
- Clearing the check box for this option will not make markup go away. It will let you hide it—but only from yourself. All revisions and comments will still show up when someone else opens your document on their computer. The only way to get rid of markup is to accept or reject changes and to delete comments.
- Using This Template This Microsoft PowerPoint ® template has training content about using Word 2003 to work with tracked changes and comments. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “Audio course: Revise documents with Track Changes and comments.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch , and sometimes the Dissolve effect is used. To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Word 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).