using the track changes features in ms-word

1 Copyright © 2007 M. E. Kabay. All rights reserved.

Using the TRACK CHANGES

Features in MS-Word

M. E. Kabay, PhD, CISSP-ISSMPCTO & Program Director, MSIA

School of Graduate StudiesNorwich University, Northfield, VT

mkabay@norwich.eduhttp://www2.norwich.edu/mkabay/index.htm

2 Copyright © 2007 M. E. Kabay. All rights reserved.

Introduction

One of the most useful features of MS-Word for students and teachers is the TRACK CHANGES function

This tool allows people to collaborate in exchanging suggestions and edits on manuscripts without the tedious process of having to look for changes by comparing the original with the edited version.

It also dispenses with the need to insert changes in the text using conventions such as [INSERT: new text] which require manual removal during the final editing stage

3 Copyright © 2007 M. E. Kabay. All rights reserved.

MS-Word HELP

The MS-Word HELP function provides you with full documentation about the TRACK CHANGES feature.

Just get HELP (function key F1 for most users or menu item Help) and type in TRACK CHANGES to get the topics

Read through the instructions for full details

4 Copyright © 2007 M. E. Kabay. All rights reserved.

FundamentalsTo start editing a paper so that all changes

are distinctly marked, use the menu functionTools | Track Changes | Highlight Changes

You can also make tracking and editing easier using a special toolbar

Use the menu sequence View | Toolbars | Reviewing

to make this toolbar appear.

Reject change

Reject change

Next changePrevious change

Track changes

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Visible Display of Changes

All changes will be highlighted in a different color of text or using strikethroughs for deletions

Placing the cursor over a highlighted area brings up an explanation of the change and who did it:

This was added into existing text

Editor’s name, date & time:Inserted: This was added

Another way changes become visible is in normal mode (i.e., when showing the fully formatted page)

If the TRACK CHANGES options include the options HIGHLIGHT CHANGES ON SCREEN, you will see something like this:

Showing Changes on Formatted Pages

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Comments Anyone can also add comments to a text First, you highlight a word or a block of text Use the menu function Insert | Comment to create a

new comment Or click on the appropriate button on the REVIEWING

toolbar shown below to create (or delete) a comment These comments show up as colored boxes when the

reader places the cursor over the highlighted areas

Delete comment

Next comment

Previous commentEdit comment

Insert new comment

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Visualizing Comments (1)

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Visualizing Comments (2)

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Accepting or Rejecting ChangesYou can accept or reject changes globally or

individually Individual consideration:

Place your cursor over each change (you can use the NEXT CHANGE button)

Using the toolbar, select the Accept Change button

or the Reject Change button

11 Copyright © 2007 M. E. Kabay. All rights reserved.

Accepting or Rejecting ChangesAnother way to go through all the changes to

decide which ones you like and which ones you don’t is to use the menu choice

Tools | Track Changes | Accept or Reject Changes

This sequence brings up a menu box:

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The Accept or Reject Changes Box See all edits

in colorSee all edits integrated into text

See text without any edits visible

For individual choices To process all edits at once

Go to previous or next change

13 Copyright © 2007 M. E. Kabay. All rights reserved.

Merging Edits from Multiple EditorsA useful function for collaborative work is to

combine suggestions / edits from several reviewers

Everyone has to use TRACK CHANGES for this to work properly

Use the menu selection Tools | Merge Documents

This will bring up a file selection menu so you can merge a specific document into your current open document.

All the different changes will be denoted using different colors in the text and will have indicators showing who made which change.

14 Copyright © 2007 M. E. Kabay. All rights reserved.

Happy Editing!