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Gateway Teachers S
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p Going Paperless:
Using Microsoft Word Tools for Correcting Student Work
November 9, 2009
Presenters:
Gregory Anderson
Wendy Camarillo
Diana Tohmeh
Jeannice Turner
Susan Uh
Objectives……………………………………. 3
Word 2007
Inserting Text Comments ………………. 4
Track Changes……………………………….. 5
Display Features……………………………. 6
Protecting the Document……………….. 7
Inserting Voice Comments……………… 8
Word 2003
Inserting Text Comments……………….. 10
Inserting Voice Comments……………… 11
Annotate For Word……………………… 13
Sentence Examples………………………. 14
Notes……………………………………………. 15
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TABLE OF CONTENTS
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Gone are the days of the red pen and written markups on
students’ papers. Today a teacher can go paperless, and at
the same time create more effective feedback on their
students’ papers.
The objective of this workshop is to demonstrate how to insert text and voice comments into Microsoft Word documents. This is will include an explanation of both Microsoft Word 2003 and 2007.
There will be a hands-on activity to assure complete
understanding of this feature.
Some of the benefits of using this Microsoft Word feature include:
Quick and clear feedback inserted directly into
students’ papers.
Depending on the student’s needs, either text, voice,
or a combination can be utilized.
Documents corrected with text or voice comments
can be sent quickly by email or digital drop boxes.
Going paperless saves trees.
To add text comments to a document
1. Select the text or item that you want to comment
on, or click at the end of the text.
2. On the Review tab, in the Comments group, click
New Comment.
To Delete a Comment
To quickly delete a single comment, right-click the
comment, and then click Delete Comment.
To quickly delete all comments in a document, click a
comment in the document. On the Review tab, in the
Comments group, click the arrow below Delete, and then
click Delete All Comments in Document.
Navigate Comments:
To move from one comment to the next simply click on
Previous or Next in the Comments group.
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Display all Changes Inline
The default in Word is to display deletions and comments
in balloons, in the margins of the document. However, you
can change the display to show comments inline.
1. On the Review tab, in the Tracking group, Click Balloons.
2. Click Show All Revisions Inline to show deletions
with strikethroughs and comments inline.
Track Changes While You Edit
1. On the Review tab, in the Tracking group, click the
Track Changes image.
2. Make the changes you want by inserting, deleting,
moving, or formatting text. You can also add comments.
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Change the Way That Markup is Displayed
You can change the color and other formatting that Word uses
to mark changed text and graphic.
1. On the Review tab, in the Tracking group, Click Track Changes.
2. Click Change Tracking Options
Review a Summary of Tracked Changes
The Reviewing Pane allows you to read long comments that do
not fit within a comment bubble.
1. On the Review tab, in the Tracking group, Click Reviewing Pane to view the summary at the side of your screen.
2. To view the summary across the bottom of your screen
click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal.
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Protecting Your Document
Let Reviewers Insert Comments and
Tracked Changes
1. On the Review tab, in the Protect group, click Protect Document, and then click Restrict Formatting and Editing.
2. In the Protect Document task pane, under Formatting restrictions, select the Limit formatting to a selection of styles check box, and then click Settings to specify which styles a reviewer can apply or change.
3. Under Editing restrictions, select the Allow only this type of editing in the document check box.
4. In the list of editing restrictions, click Tracked changes. (This includes comments as well as insertions, deletions, and moved text.)
5. Under Start enforcement, click Yes, Start Enforcing Protection.
6. To assign a password to the document so that only reviewers who know the password can remove the protection, type a password in the Enter new password (optional) box, and then confirm the password.
Stop Protection for Comments and Changes
1. On the Review tab, in the Protect group, click Protect Document, and then click Restrict Formatting and Editing.
2. In the Protect Document task
pane, click Stop Protection.
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Inserting the Voice Command
In order to use the voice comment in Word 2007 you will need
to add the insert voice button to the Quick Access Toolbar
located on your computer.
1. Click the Office Button
2. Click the Word Option Button which is located at the bottom
of the window.
3. Click the Customize Button
4. Click the drop down arrows of the choose commands
box and select Commands Not in Ribbon
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5. Scroll down and select Insert Voice
6. Click the Add Button and then click Ok
7. Your voice insert command will be located at the top
left hand side of your screen, next to the save, undo and
repeat button
8. Click in the box where you want to record your voice.
9. Click on the voice command located on the top left hand
side of your toolbar.
10. Click the record button when you are ready to record
and the stop button when you are finish.
11. Double click on the icon in the box and you will be able
to listen to your voice command.
The voice comment should look like this after you are done
recording.
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Adding written comments into a word document:
1. Highlight the text.
2. Then click the Insert Tab on the toolbar
3. Click on Comment.
You should see a red line going from where you highlighted
the mistake and a red box to the right. It should have the
word Comment. You can then type in your comment.
Click on the box. You can then type in your comment about
the mistake in question.
Once you are done. You save the document with the
corrections and either print or e-mail to the student.
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Adding Voice Comments into a Word Document
Before you can add a voice comment into your document,
you will need to add the “Voice Comment” or “Insert
Voice” icon onto your toolbar.
1. On the View tab, scroll down to Toolbars
2. Click on Customize
3. In the Commands tab, under Categories, click on
Insert
4. Click on “Insert Voice” or “Voice Comment” and drag
the icon into the toolbar.
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You should now have the “Insert Voice” or “Voice Command”
inserted into your toolbar.
To insert a voice recording into the document, just highlight
the mistake in the text and click on the Icon on the Toolbar
(whichever one you have, either the cassette tape or Insert
Voice).
A Recorder Box should appear. Make sure you have set the
right volume for recording and that there are no other sounds
in the background that could interfere with your recording.
When you are ready press the Solid Red Circle (Record
Button) and speak. Once you are finished, press the Square
(Stop Button). You may press the sideways Triangle (Play
Button) to hear what you have recorded. If you are unsatisfied
with recording, then simply delete and rerecord voice
comment.
Once you are done recording, save the document with the
corrections and either print or e-mail to the student.
The voice comment should look like this after you are done
recording.
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Annotate For Word
Free Download or upgraded version from 11trees.com
Annotate for Word helps teachers create more effective
feedback for their students on their writing.
Adds an Annotate Tab to the Word Ribbon.
Makes it easy to insert comments into a Word
document.
The PRO version adds 70+ pre-written comments in
crucial writing areas like organization, argument,
MLA/APA citation formatting, and grammar.
Available for most versions of Microsoft Word
To download Annotate for Word:
Go to www.11trees.com
Click on Annotate for Word
Choose your system
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The insert voice feature does not work with a
Windows Vista operating system for either
Word 2003 or 2007.
Inserting text comments works with both
Windows Vista and XP operating systems, using
either Word 2003 or 2007.
Since Windows 7 is relatively new, this
workshop only includes Windows Vista and XP.
Information for this workshop was taken from
Microsoft Word and 11trees.com.