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Tracking changes

From: Word for Mac 2011 Essential Training

Video: Tracking changes

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.

Tracking changes

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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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20919 viewers

Maria Langer
Author

 
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  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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