Preparation and processing of in-session documents

Agenda Why do we have this workshop? Track changes JobSys Common mistakes Exercises

Why to use Track Changes feature? Automatically track inserted and deleted text Simplify the process of editing and reviewing documents Facilitate delegates and translators’ work

Inserted line markup Deleted line markup Check MS World settings Review → Track Changes → Change Tracking Options… Getting started

How to activate track changes? Use Track Changes icon on the Review tab Ctrl + Shift + E Click the Track Changes indicator on the bottom toolbar to toggle track changes

Example of modified document

Respond to revisions Accept or reject change Hiding doesn't make track changes disappear Individually Globally

Move a paragraph without further modifications Move a paragraph having enabled track changes If there are no further modifications to be made in the moved paragraph, add a note indicating the text origin

Move and modify a paragraph Move a paragraph having enabled track changes If there are changes to be made in the moved paragraph, accept the insertion track change

Move and modify a paragraph Add a note indicating origin of the paragraph Insert required changes in the paragraph

Move long or external text If the moved text is at least a page long or comes from other documents, add a note clearly indicating origin of text No need to use track change mode The note will be translated in all languages

Document flow Final draft Draft 1 Draft 2 Approved In-sessionPre-session Track new changes Accept previous changes and track new ones

JobSys All documents should be submitted to LCP through JobSys One file per job request Editable format of all objects included in a file if they are to be translated Follow file naming standards – no special characters (à, è, ’ etc.) – naming convention e.g. RA-II-15-d05-1(1)-INTERNAL-MATTERS-draft1_en.doc

Common mistakes 1.Using wrong version of a document when preparing the next draft, e.g. version stored on the S:Drive Solution: When preparing the next draft, always use the final version of an existing document from the meeting website

Common mistakes 2.Double track changes Solution: Accept previous track changes if working on already amended draft before inserting new changes in a document

Common mistakes 3.No consistency while making last minute modifications in a document after it has been submitted to LCP Solution: If you modify a document after it’s been submitted to LCP, make sure changes are made on the exact version you submitted to LCP through JobSys

Common mistakes 4.Word formatting used instead of or in addition to track changes mode Solution: Do not use MS Word formatting tools to notify your changes (underline, highlight, strikethrough…) – Changes have to be manually removed – Use strikethrough only to permanently visualize changes, e.g. manuals in annexes approved by the session

Common mistakes Do not use reversed markup style Do not add hidden text in a document – Confusing, hard to notice – Not visible in printed copy but visible in final electronic version Deleted line markup Inserted line markup

Exercise 1 1.Open the following document: RA-II-15-d05-1(1)-INTERNAL-MATTERS-draft1_en.doc 2. Check track changes settings to make sure the proper markup is set by going to Tools → Options → Track Changes 3.Turn on Track Changes mode 4.Insert the following changes on page 1 of the document: - Date: 17.XII Status: DRAFT 2 5.Move paragraph right after paragraph The paragraph is not going to be modified. Make sure you indicated the origin of moved text. Verify if the right numbering is preserved, correct it if it’s not the case. 6.Save document as: RA-II-15-d05-1(1)-INTERNAL-MATTERS-draft2_en.doc

Exercise 2 1. Open previously created document: RA-II-15-d05-1(1)-INTERNAL-MATTERS-draft2_en.doc 2. Check track changes settings to make sure the proper markup is set by going to Tools → Options → Track Changes 3.Turn on Track Changes mode 4.Accept all changes previously made on the document 5.Move paragraph right after paragraph Insert some changes in the moved paragraph. Make sure that modifications in the moved paragraph are tracked and the origin of moved text is indicated. Verify if the right numbering is preserved, correct it if it’s not the case. 6.Save document as: RA-II-15-d05-1(1)-INTERNAL-MATTERS-approved_en.doc

Thank you for your attention