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Tracking changes and showing markup

From: Word 2010 Essential Training

Video: Tracking changes and showing markup

When you're ready to review a document, either by yourself or with others, you'll use the tools on the Review tab in Microsoft Word 2010. You can track each insertion, deletion, move, formatting change or comment that you or others make, capturing those changes so that they can all be reviewed later. To collaborate with others on a Word document, you start by turning on the Tracking feature, then sharing the document with other users. You can review all the changes or each user's change, and accept or reject proposed changes in a document.

Tracking changes and showing markup

When you're ready to review a document, either by yourself or with others, you'll use the tools on the Review tab in Microsoft Word 2010. You can track each insertion, deletion, move, formatting change or comment that you or others make, capturing those changes so that they can all be reviewed later. To collaborate with others on a Word document, you start by turning on the Tracking feature, then sharing the document with other users. You can review all the changes or each user's change, and accept or reject proposed changes in a document.

We begin by opening the document that we wish to review. Then on the Review tab, we are going to use the tools here in the Tracking group. So I would like to Track Changes. There are some Change Tracking Options that I might want to look at first. This is an entire list of options that I can set. Notice that we have Colors and Comments by author. And these are applied automatically. So the first author who works on a document, their changes might be in blue, the next might be in red and so on.

While you can assign a specific color to an author, I don't recommend it, because it's actually easier to allow Word to do that for you. In each document then I might be a different color based on what order in which I'm allowed to edit this document. Notice that Insertions will be marked with an Underline, Deletions with a Strikethrough, and that there will be a line at the border that shows that this section of the document have changes made. To turn on Track Changes, I simply click the button.

And now we're looking at a document that I'm ready to review. So I want to make some changes. I want to change "Employees Defined," for example, to "Definition of Employee." I'd like to bold the word "Employee" and get rid of the quotes around the word. I'd like to also do the same here for this occasion of the word "Employee." And notice that all of my changes are shown in balloons here in the margin.

This is the default setting for changes. There is my line that shows that this is a section of the document that has had some changes made. I have another change to make down here, which says that generally "regular full-time employees are eligible for the company's benefit package," no comma, "subject to the terms conditions and limitations of each employee benefit program." Now, I can see these same changes I made inline, if I prefer.

Here is my formatting and my deletions been marked out here in the margin. But I can choose how I would like to see my markup. For example, I can go to balloons, and I can say I want to see all my revisions inline. When I see all my revisions inline, deleted text is marked with Strikeout. Proposed new text is marked with Underline. I won't see my formatting changes easily. So I might want to use a mix of the two. I might want to go to Balloons and say show all my revisions inline, but show formatting, which it can't show me inline, in balloons.

So now I've captured the best of both worlds. I can see my formatting out here in the margin. I can see the text that I changed inline. While you can use inline to be able to easily review a document, another use of inline is that this is the easiest way to create a markup document that you might use either in a legal setting or in any government setting to show insertions and deletions in bylaws, or contracts, or proposals. By removing the balloons for formatting, what I have is a fully marked up version of the document that people could then discuss and adopt, or vote on.

I also have some choices about what version of the document that I want to see at any time. So when I have lots of changes, I might like to say what will this document look like if all of these changes are approved? In that case, I will choose Final. And this shows me the document as it would look if all the changes were accepted. I can return to the original document by choosing Original. This is how the document looked before we began editing it. It's a good practice always to leave this in Final showing Markup.

So I don't assume that a document has been finalized when it hasn't been. So I can easily use this to review a document by myself or with others. And when I'm all done, if I were only doing this temporarily, I can actually turn off tracking by simply clicking Track Changes again. Notice in our status bar, the Track Changes is off. Or I can turn Track Changes back on and continue reviewing. Don't forget, I can turn Track Changes on if I am reviewing a document that someone else sent me to review.

So I don't need to wait for the author to say please use Track Changes. This is a toolkit that I can pull out any time that I'm working collaboratively with others on a document. So whether you're reviewing a document for someone else, sending a document to others for review, or creating a markup document with inline changes for a public discussion, Track Changes makes it easy to see what changes were proposed by each user.

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This video is part of

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Word 2010 Essential Training

89 video lessons · 55890 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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