How to Use Track Changes in Microsoft Word 2003

Transcription

1 How to Use Track Changes in Microsoft Word 2003 Table of Contents I. Getting Started... 1 A. Determining the Version of Microsoft Word you are using B. Experienced User Settings... 2 II. How to Use Track Changes in Microsoft Word A. Display for Review Menu Final Showing Markup Final Original Showing Markup Original... 4 B. Show... 4 C. Previous and Next... 7 D. Accept Change... 8 E. Reject Change... 8 F. Remaining Buttons... 9 III. Wrapping Up... 9 I. Getting Started A. Determining the Version of Microsoft Word you are using. 1. Depending on the version of Microsoft Word that you are using, some aspects of the menus will look different. 2. To determine which version you have: a. Click Help. b. Click on About Microsoft Word. Page 1 of 9

2 c. A new window will appear detailing Microsoft Word s properties. d. Go to Section II if you have Word If you have Word 2002, download the Word 2002 version of this document. B. Experienced User Settings Recommended settings for experienced users are as follows and instructions for setting these are explained below: Save final document as Final Showing Markup, displaying only Insertions and Deletions (no Comments, Ink Annotations (MS Word 2003) or Formatting), display changes in color only (no underline), do not use Balloons in Print and Web Layout. Track Changes default settings shown above, please see page #7 for recommended settings. Page 2 of 9

3 II. How to Use Track Changes in Microsoft Word Open the Word document that you would like to track changes in. a. File b. Open c. Browse for your document, click on the document and click open. d. We recommend saving this as a new copy of the document while you are learning how to use Track Changes. 2. Set the document to track changes a. Tools b. Track Changes (a new toolbar should appear) 3. Typing anywhere in the document will probably display the changes you are making in a different color. 4. Track Changes will allow the changes you make to a document be visible to another by displaying additions, changes and deletions. 5. Float your mouse over the various boxes in the Track Changes toolbar to get a feel for the options provided by each button. A. Display for Review Menu There are 4 options in this first menu: Final Showing Markup, Final, Original Showing Markup, and Original. We will go through these 4 options individually. 1. Final Showing Markup 1. Click on the small triangle to the right of the first box in the Track Changes toolbar. 2. Click on Final Showing Markup. 3. Begin typing anywhere in your document. You will see text inserted in your document in a different color and possibly underlined (we will take care of this in the next few steps). 4. This is the preferred way to save your document when sending to the library for uploading to TUSK. 5. To delete text, you can just highlight the area you would like deleted,, then hit delete or backspace. The deleted text will appear with a strikethrough. (Do not worry about your pagination being thrown off by this text remaining in your document; this doesn t affect the document when it s on the web). 6. This may appear confusing for you thinking that it will print oddly, but you can view how the document should appear by clicking on Final (see below). Page 3 of 9

4 2. Final 1. Click on the small triangle to the right of the first box in the Track Changes toolbar. 2. Click on Final. 3. This will display your document in its final form after all changes have been implemented. This view will help you determine whether the changes you ve made are actually the changes you d like to have implemented. 4. Library staff cannot use this view when uploading existing documents to TUSK since we cannot see the changes you ve made. 3. Original Showing Markup 1. Click on the small triangle to the right of the first box in the Track Changes toolbar. 2. Click on Original Showing Markup. 3. This will display your document in its original form including the changes you ve made. The difference between Original and Final Showing Markup, is that the deleted items stay in line in the text with a strike-through, instead of appearing in a bubble off to the side like in Final Showing Markup. 4. Original 1. Click on the small triangle to the right of the first box in the Track Changes toolbar. 2. Click on Original Showing Markup. 3. This will make any changes you ve made disappear! Don t worry! Just click back on any of the other options and your changes will reappear. This view takes you back to what the document looked like prior to making any changes. B. Show 1. The next box in the Track Changes toolbar is Show. Page 4 of 9

5 2. Clicking on Show will produce a dropdown menu with a number of options. 3. You can view all markup changes in your document, or you can limit the kind of change that's displayed. For example, you can use the Show menu to hide formatting changes and comments so that you can concentrate on insertions and deletions. Or, you can display comments and changes for a specific reviewer. 4. The library staff recommends setting hiding formatting, ink annotation changes and comments. a. Click on Show. b. Click on Comments. c. Click on Show. d. Click on Formatting. e. Click on Show. f. Click on Ink Annotations. g. Click on Show again to confirm that Ink Annotations, Comments and Formatting are now unchecked. h. Also, confirm that the balloons display is shut off by hovering over Balloons, and clicking on Never. i. Click anywhere else in Word to exit this menu if the menu does not close by itself. 5. If your document has more than one author/editor, Word can track who has made what changes. View this by: a. Click on Show. Page 5 of 9

6 b. Hover over Reviewers and the following menu will display. c. Clicking on All Reviewers will deselect All Reviewers, which will make all changes made by all authors no longer be highlighted or indicated in any way. The changes will still be there, but it will not be obvious as to who made what change where. d. Clicking on any of the individual reviewers will deselect that individual s changes. 6. The Reviewing Pane is another option that appears in the Show menu. We recommend not using this option if you are just beginning, since it can potentially make things more confusing. 7. Options is the last option in the Show menu. Clicking on this will give a menu box as shown below with default settings, we will adjust these to be compatible with settings that the library requires Proceed to Step # 8 for recommended settings. Page 6 of 9

7 8. This box is where you can set the preferences for tracking changes. We recommend changing the Insertions to be identified by color only, since the underline may be confused with underlined text. a. Click on the downward arrow in the Insertions box. b. Select Color Only. c. Choose Never in the Use balloons in Print and Web Layout drop down menu if this is not already selected. d. Click OK to close the box. e. All other default options can be left the same. C. Previous and Next 1. Previous and Next buttons are used to navigate through your changes. 2. So, if you made a change toward the beginning of your document, but your cursor is currently at the end, clicking on Previous will take you to the last change you made in the text (this is not a chronological change, but a sequential change backwards from your current location in the text). Page 7 of 9

8 D. Accept Change Accept Change should NOT be used in documents being given to TUSK, since we will not be able to see changes made if you Accept them. This can be used in your document just prior to sending to the printer. E. Reject Change 1. You may need to Reject Changes made to the document to prevent unwanted changes from being sent to the library staff. 2. Click on the down arrow to the right of the Reject Change button to display Reject Change options. a. If you would like to Reject a particular change made, make sure that your cursor is blinking on or near the unwanted change made. i. Click Reject Change/Delete Comment ii. This will make the change that is near the cursor disappear. iii. If this makes the wrong change disappear, just hit undo. b. If you would like to Reject all changes shown (this relates back to your display of changes by author (see section II.A.2.5). i. Click Reject All Changes Shown. ii. This will make all changes shown disappear. iii. If this makes the wrong change(s) disappear, just hit undo. c. If you would like to Reject all changes in the document. i. Click Reject All Changes in Document. ii. This will make all changes disappear. If this makes the wrong change(s) disappear, just hit undo. Page 8 of 9

9 F. Remaining Buttons The remaining buttons in the Track Changes toolbar will not be used. III. Wrapping Up 1. When you are done working with your document, please be sure that Final Showing Markup is displayed in the Display for Review window of the Track Changes toolbar. 2. Save your document with a name that will indicate to the library staff that: a. The document has been revised b. In which, semester/year it belongs c. An example would be: Author_Class_Section_Semester_Year_Modified Date or Smith_Anesthesiology_LocalAnesth_Spring_2005_Modified doc 3. Thanks! ================================ NOTES ===================================== Page 9 of 9