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At some point when you are creating documents in Word, you may need to collaborate with others. Now perhaps it's just a newsletter that you've created and you want to get input from others on content and layout. Or maybe you finished the first draft of the document and you need an editor to go through with a fine tooth comb, recommending changes, additions, deletions and so on. One thing that I personally like to do in my spare time is act as a technical editor for authors who are looking to ensure that the contents in the instructions that they're writing in their books are valid.
In each of these scenarios, it's important to be able to track any changes and allow the original author to either accept or reject recommended changes. That's what we're going to explore right now and we'll start by playing the role of the person who is recommending those changes in the document. So let's open up a document to work with. We'll go to the Office button and then Open. Make sure you've navigated to the lesson 18 folder now and here's where we'll find newsletter 18A. Give that one of click and then Open. Alright, so here's a document that's been passed on to us to look over and edit.
Now we could just go in and make changes to the document, but the author who gets this back won't know exactly where we made to changes. In fact the author may not even like our recommended changes so we're going to make it easy for the author. We're going to start by going up to the Review tab up here on the ribbon and you can see here in the Tracking group, we've got some options including Track Changes and this is a drop down. So when I click on it, the first thing I'd like to do is make sure that my name and my initials are in here as the person who's editing this.
So if I need to, on a machine like this one, I can change the user name. I may not need to change anything but when I click that, look what happens. We're looking at the popular Word options here and it's the section down here that we want to ensure is where our name and our initials are showing up. And sure enough there's my name and there's my initials so I don't need to change anything in here. I could, for example, if you're sharing a machine with others, you want to make sure before you start making changes or recommending changes in a document that you have this information accurate, so click OK.
Alright, now let's check our Tracking options, so we're going to go up to Track Changes again. In this time we go to Change Tracking Options. We may not change anything, but I want you to see this dialog box, because here's where all of the options are set. Right now you're looking at all the defaults. So you can see insertions, for example, anything we inserted into this document will be underlined and the color will be red. By the author, you can see, in blue. So we can click the drop down here and choose different colors if we wanted to, but we'll leave it by author here.
Strike through is how deletions will show up. When we change lines, there will be an outside border and you're going to see that shortly. You see the border shows up on the left and the right, on odd and even pages. Comments will show up as well so we can add comments and you can see by author right here has the red and blue options. And there's lots of colors to choose from, if we wanted to, but we'll just leave it by author. OK. Moves, you can see, are not going to be tracked here, but a table cell highlighting is.
So when we insert cells in a table they'll be light blue. When we delete them, they'll stay there but they'll show up in pink so that the author can either accept the deletion or reject it. So merged cells, split cells, formatting, if we're going to change any of formatting a document, that's going to show up. Balloons. Balloons are the information that shows up such as when we comment. You'll get to see what a balloon looks like when we hover over a track change shortly. So everything's okay here in our defaults so we'll click OK.
And now it's time to start making those changes. Now before we do, we want to make sure that we turn on the TrackChanges feature. All right. So we do that by going up to Track Changes and then we select Track Changes again. Since we clicked that you'll notice the button is highlighted here so we know that any changes we make to this document will be tracked. So let's make our first change. In the first line here where it says " this season we're again proud to..." there's something missing here. And it looks like "we're proud to-" maybe "bring you a variety of classes?" OK so lets add some text.
We'll just click where we want to add the text and we'll type in the word "bring" OK. We put in a space and you can see what ever I enter here shows up in blue with that underline and that was the option we saw in our word options for tracking changes. I'm going to put in "a" here and leave a space. OK, so there's our first change. How about deleting text? Let's scroll down right below here in this second paragraph, you can see where it says "our hands-on classes." Alright.
We're going to take out some text now. We seem to have repeated a couple of words here and you can see "our hands-on classes give you an opportunity to get your hands your hands dirty." So "your hands" is in there twice. Let's highlight "your hands", first one or the second one, doesn't matter, and hit the Delete key on the keyboard. So you can see it stays there with a line through it and again it's in blue. So, here's a change that the author may choose to accept or reject. If they accept, it disappears.
If they reject it, it comes back just the way it was. OK, lastly we're simply going to recommend a change as opposed to making the change like we just did. So let's scroll over here to the right- hand side and I'm just looking at the ingredients under this recipe. I can see it says "1 pound whole vanilla bean" and I highly doubt it should be a pound. It's probably one bean that goes in here. So I'm going to ask the author if they meant to say something. I'll click right after 1 pound, right in here. OK, and that's where we want to actually put in a new comment and we can do that by going up to the very top here on our ribbon and we'll move into the Comments group here and click New Comment.
So you can see what's happened here. We've now got a comment balloon over here on the right-hand side. There's my initials and it's my first comment and I'm just going to type in a question. Maybe it's like "should this be one or is 1 lb. correct?" You got the idea. Now I'll have to do is click in the document to disable that comment and it stays there and you can see, it will always be visible on the screen.
And it kind of links over here to where I clicked with my cursor where it says "1 pound whole vanilla bean". So all they're going to see is the comment and then they can choose to make a change if they wish when they get this back. So my initials do appear in here next to the content and its numbered, and that's going a help the person is reading this have an idea who made the comment. If many people are collaborating on one document it's good to know that you'll see their own initials next to any of these comments or if we hover over any of these changes in a document, you'll also see a pop-up that says who made the change, on what date, at what time.
OK, so we would continue doing much to the same throughout this document and then save the document once we're done before sending it back. In the next lesson, we'll play the role of the person who is receiving a changed document to learn what it's like to accept and reject changes by someone else.
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