Tracking Changes While You Edit
Choose Tools | Track Changes.
Press Ctrl+Shift+E.
On the Reviewing toolbar, click the Track Changes button.
Double-click TRK on the status bar.
After Track Changes is turned on, make editorial changes, including inserting, deleting, moving, and reformatting. Word tracks your changes, regardless of whether your view reflects the tracked changes as marked-up text. A Change Line, which appears on the lleft of the document, shows where changes have been made in the document.
Change the review options and the Show options to customise which markups are shown as you edit the document, or to show none of the markups
Limit User to Track Changes Only
Tools | Protect Document | ‘Tracked Changes’
If you forget the password, copy and paste into a new document and all the markup will transfer over to the new document (2002 onwards)
Configuring User names for Tracked Changes
Tools | Options | User Information – the user types their name in the name box, and initials in the initials box
Change these settings back if you are using someone elses machine and then the settings will only effect the document you are working on.
Configuring Tracked Changes colours
On the Reviewing toolbar click Show | Options…
or Tools | Options | Track Changes
The default option for colours is By Author – which guarantees that each author’s comments will be represented in a different colour – although not necessarily the same colour on different machines. The alternative is to show one colour for all comments.
To see which colours have been associated with which users, click on Show | Reviewers
Changing the Style of Balloon Tracked Changes
- Open the Styles and Formatting Task Pane
- From the Show drop down list, choose Custom
- Select Balloon text – from the styles to be visible list
- From the list of styles, choose to modify the Balloon text style
- Configure the style
- Click on Automatically update – to update the balloons and text in the Reviewing Pane
This does not change the style of the text you type into the balloon! To change this style modify the Comment Text style – follow the procedure above.
Show/ Hide Balloons
Show | Options | ‘Use balloons…’
The comment appears as a screen tip when the mouse pointer is placed over the comment insertion point.
When the balloons are not used the Reviewing Pane automatically opens when inserting a comment.
You can show hide the line connecting the balloon to text in Show | Options as well.
Changing the size and position of balloons
Show | Options
Percentage option for sizing – is a percentage of the document width. Balloons to do affect the final document width or compromise the text area.
Changing the Appearance of Tracked Insertions and Formatting Changes
Show | Options
Change the Position and Appearance of the Changed Line
Show | Options
Reviewing Tracked Changes One at a Time
Three settings to make:
Display for Review – one of the Mark up options – Original or Final
Specify which changes you want to review – Show | Insertions or Formatting
Specify the users you want to show – Show | Reviewers
Use the next and previous buttons on the reviewing toolbar to navigate through your changes. To accept or reject a change use the appropriate button on the reviewing toolbar or right-click on the change.
You can undo accept and reject
If you're working with a formatted list, Word allows you only to accept formatting changes made to the bullets or numbers; you cannot reject these changes. However, you can accept or reject changes made in the list's text. If you want to reject formatting changes made to your list, you'll need to accept the change and then reformat the list so that it is displayed in its original formatting.
Accepting and Rejecting All Tracked Changes at Once
At times, you might want to accept or reject all changes in a document. For example, maybe you've gone through the document with a fine-toothed comb, reading and changing the document in Final view. When you're satisfied with the document, you want to simply accept all changes instead of resolving each change one by one. You can do so by executing a single command.
Accept/Reject All Changes Shown/In Document on Reviewing Toolbar
Accept or reject changes in selected text
Between resolving tracked changes one by one and accepting and rejecting all changes in one fell swoop lies the realm of accepting and rejecting edits contained in selected text. In other words, you can resolve editing issues on a piecemeal basis. To do so, select text—for example, you might want to select a paragraph or two that you've reviewed—and then click Accept Change or Reject Change/Delete Comment on the reviewing toolbar to accept or reject the tracked changes contained in the selected text.
Printing Tracked Changes
Display your document how you want it printed with appropriate markup showing, then:
Set the orientation-
Show | Options | Paper Orientation
Auto – Word works out the best orientation for you
Preserve – keeps the orientation of the document as it is
Force landscape – forces landscape orientation
Print settings-
Reviewing toolbar Show | (make sure only comments are showing)
File | Print | Print What | Document Showing Markup (margins are changed to accommodate balloons)
List of markup in Print What is a separate list of markup elements.
Web Pages
When you save a document as a web page the comments and other markup are retained, but all in the same colour.
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