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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Word's Track Changes feature is another way for people to collaborate on a document. It makes it possible for multiple editors to fine-tune the contents and formatting of a document while keeping track of what changes were made and who made them. In this video, we'll take a look at Word's Track Changes feature and see how you can use it to modify a document and later review document changes to finalize it. So now here is an example, we have just received this document by email from the owner of the company. She wants us to review it and make any changes we think are necessary.
Afterwards, we'll pass it on to another member of the marketing department for her changes. Eventually someone will review the changes and decide which ones to keep. Now in order to review changes, we need to track them. We do this by turning on the Track Changes feature. So click the Review button on the Ribbon and then this area here where it says Track Changes, click that so it says On. Now let's see what needs to be changed? Over here it says, "With the advent of." What we want do is select "the advent of" and press Delete.
So it should just say when we are done, "with modern machinery." So what Word has done here, is it's removed the text that we told it to delete and it's also put in this little balloon here that explains what it did. It deleted that text. If we inserted some text, that text would appear in there. So we are going to select where it says "Not to mention" in here. "Not to mention," but we are also going to select that w, because we want to start sentence with the word We. So we'll select everything including this lowercase w, and we'll type in an uppercase W. So now the sentence is correct, but it showing us here that we deleted "Not to mention w," and we inserted this uppercase W. Inserted characters will appear in the document with an underline under them.
Right over here where we see we have a comma after the word benefits, and maybe we don't think that comma belongs there. So we can select that comma and press Delete and it gets deleted. And again, another balloon says exactly what was done. Now that's enough to give you an idea of how the Track Changes feature works. As you can see it notes all the changes in the document as they are made. Now normally you'd save this document and you would pass it on to another Word user for their input. We are just going to close it right now. I am not going to save it. I have the same version of this document already back from editors, and you can see some other editors have put their hands on it.
In this particular case, we've got edits from number of different people and what we want to do is go through these edits and decide which ones to keep and which ones to get rid of. There are three different people who made changes to the document and there is three different colors here. For each name, it shows the name of the person and the date and the time that the change was made. Let's click the Review button on the ribbon to get some additional options, and you can see here under Tracking, there was a number of different ways we can look in this document. Right now, we are showing the Final Showing Markup, so we have got the final document showing and all the markup that appears.
So inserted words appearing here, but also we could see what was deleted and changed. If we choose Final, it just shows us what it would look like if we accepted all the changes. If we show Original Showing Markup, it shows all the changes made in here. In other words, it actually strikes through the words that have been deleted and then shows the inserted text. And if we show Original, it shows what it looks like before we made any changes. Let's go back to Final Showing Markup.
The second menu here lets you choose additional options about what should show. We don't have any comments in this document. We do have insertions and deletions. If we were to turn off this option, any markup for insertions and deletions would disappear. You definitely want to show that so I will turn it back on. You can also turn off changes for formatting. You can turn off Markup Area Highlight. You can also specify which reviewers you want to see. So if I wanted to not see any revisions by me, I could turn myself off here, and then I would only see the other ones.
You can also use that feature to highlight specific people, only one person, just turn off the other person, or again you can see All Reviewers. If you choose Preferences, you bring up the preferences for Track Changes, which don't quite fit in the resolution we're showing here, but you could see the Cancel and OK buttons on the bottom. The main options here are mostly colors. How you would show things with underline, strikethroughs and borders so you can choose different formatting for how you want to show different elements, and then you can also choose specific colors for different types of things.
By default, it's set to By Author, which will makes a different color for each author, but if you wanted all insertions to appear in bright green, for example, you can do that as well. These options here let you track what gets moved around, how it gets highlighted, whether it's with the strikethrough or double underline, and also table cell formatting changes. The Balloons area down here lets you determine how you want the changes to display. If you aren't seeing the balloons in your document, you might want to turn this feature on.
It's a really handy way to see the changes. If you make any changes in this dialog, you can click OK or press Return to save them. That dismisses the dialog. Now if you want to see a summary of all the changes in the document, you can display the Reviewing pane. So what I am going to do here is click the Review pane button, and that will display the sidebar with the Reviewing pane showing, and you could see a summary of all the changes right here. This is especially handy if you've got a really long document. There are a few ways you can review the changes.
One way is to use buttons up in the Ribbon to move from one change to the next. The Next button will go from one change to the next. Previous will go to the previous one, and then you can use these buttons here, Accept or Reject, to accept or reject the current change. So for example here, if I go to the first change, Stacy Oliveri says delete the word also. If I accept it, it will actually remove that word from the document and it'll also remove the revision mark. Then I go on to the next one, and there are some changes here, and I can accept those as well.
Maybe I want to change this to have, and then also remove the -ed. So we could change the tense of this sentence, and then he is mentioning delete and grandchildren. Well maybe we don't want to do that. So we can click the Reject button and it leaves it in there. So you can go through the whole document this way. Another way you can do it is to look over here in this area and there is two tiny buttons over here on the balloons. The first one accepts the change; the second one rejects it. So if I want to accept the change, I can click the checkmark, and that accepts it, removes the bubble.
The next example maybe I want to reject the change, so I can click that X and reject it and move on to the next one. You can also use options up here on the ribbon to either accept all the changes in document, or Reject them all. So if you want to get through the document quickly, you have a lot of confidence that the changes are good, you could just accept them all and be done with it. When you finished adjusting all the changes, the document is done. Word's Track Changes feature is at the heart of its collaboration feature set.
As you can see, it makes it possible to edit a document without losing sight of the original version. A decision-maker can take responsibility for the final review and decide which changes are accepted and rejected. This is true collaboration.
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