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Chapter 20 Managing Shared Documents

3 Working Together on Documents Word provides features to help workgroup members collaborate on documents. Insert comments and track changes. Compare and combine documents.

4 Inserting Comments Insert comments in a document to provide feedback and suggestions to the author. Select the text to comment on or click just after it. Click the New Comment button in the Comments group of the Review tab.

5 Inserting Comments Type the comment in the comment balloon that appears at the right. Click outside the balloon to finish.

6 Displaying Comment Balloons If the Reviewing Pane appears at the left rather than comment balloons at the right, you can display the comment balloons instead. Click the Balloons button in the Tracking group of the Review tab, and then click Show Only Comments and Formatting in Balloons.

7 Using the Reviewing Pane You also can insert comments in the Reviewing Pane, if you prefer. Click the Balloons button in the Tracking group of the Review tab, and click Show All Revisions Inline.

8 Using the Reviewing Pane Click the New Comment button in the Comments group of the Review tab, and type the comment in the Reviewing Pane at the left. The top of the Reviewing Pane lists statistics about the number of comments and other revisions. Click the Reviewing Pane’s Close (X) button when you finish entering comments.

9 Using the Reviewing Pane To change the Reviewing Pane’s position, click the Reviewing Pane button arrow in the Tracking Group of the Review tab, and click Reviewing Pane Vertical or Reviewing Pane Horizontal.

10 Navigating Between Comments When a document has many comments, you need a fast way to move between them for review. Click the Next and Previous buttons in the Comments group of the Review tab to move between Comments.

11 Editing a Comment You can edit a comment in either the Reviewing Pane or the comment balloon. To edit a comment in the Reviewing Pane, display the pane, click in the comment and make the desired changes, and then close the pane. To edit a comment in a comment balloon, display the comment balloons, click in the comment balloon, and make the desired changes.

12 Distinguishing User Comments Word uses a different color to identify the comments made by each user. For example, the first user’s comments are generally displayed in red and the second user’s comments in blue. The user’s initials also identify the comment. To change the user name and initials, click the Office button and click Word Options. With Popular selected in the list at the left, change the User name and Initials entries as needed, and click OK.

13 Printing Comments You can print a document with the inserted comments or print just the comments. In the Print dialog box, open the Print what drop- down list. Click Document showing markup to print the document with commends, or click List of markup to print the list of comments only. Choose other settings and send the print job to the printer.

14 Deleting Comments If the issue raised in a comment has been addressed or the comment is otherwise no longer needed in the document, delete the comment. Click the next button in the Comments group of the Review tab to select the comment to delete, and then click the Delete button in the same group. To delete all comments, click the Delete button arrow, and then click Delete All Comments in Document.

15 Checkpoint When might you want to use the Comments feature? How do you insert a comment? What is the name of the bubble to the right of the document text that holds a comment? How do you edit a comment? Name one way to tell the difference between comments by different users. Where do you find the settings for printing a document with comments or the list of comments only?

16 Tracking Changes With Track Changes turned on, Word tracks each deletion, insertion, and formatting change made to a document. Word marks the changes so that they can be reviewed and undone at a later time, if needed. Insertions are marked with underlining and deletions are marked with strikethrough. Formatting changes are marked by a vertical line at the left margin. Changes by each of up to eight users are marked in different colors.

17 Tracking Changes

18 Tracking Changes To turn tracking on or off, click the Track Changes button in the Tracking group of the Review tab or press Ctrl + Shift + E. Changes appear in the document by default. To display changes in balloons, click the Balloons button in the Tracking group of the Review tab, and click Show Revisions in Balloons. To display changes in in the text but comments and formatting in balloons, click the Balloons button in the Tracking group of the Review tab, and click Show Only Comments and Formatting in Balloons.

19 Tracking Changes To identify the user who made a change, move the mouse pointer over the change. A pop-up box will appear listing the change author and date, time, and type of change. The Reviewing Pane also lists information about changes.

20 Changing User Information To go directly to the Word Options for changing user name and initials, click the Track Changes button arrow in the Tracking group of the Review tab, and click Change User Name.

21 Displaying for Review By default, Word shows the document with all changes marked. You can instead display the final document (as if changes were incorporated), the original with changes, or the original without changes. Click the Display for Review button in the Tracking group of the Review tab, and then click a choice to specify how to display the document.

22 Showing Markup You can control which tracked changes appear in a document and whether to display changes by all reviewers or a single reviewer. Click the Show Markup button in the Tracking Group of the Review tab, and click any of the first five choices to toggle display of that item on or off. Point to Reviewer at the bottom of the menu, and then click a reviewer’s name to display only that reviewer’s changes or All Reviewers to display all changes.

23 Customizing Track Changes Options You can change the formatting used to mark tracked changes, and specify whether some changes—such as formatting—are even tracked. Click the Track Changes button arrow in the Tracking group of the Review tab and click Change Tracking Options to open the Track Change Options dialog box. Choose the desired settings in the dialog box, and click OK.

24 Navigating to Revisions Click the Next and Previous buttons in the Changes group in the Review tab to navigate to (select) revisions in a document. Click the Go button in the lower-right corner of any revision balloon for cut and pasted text to move between the two balloons.

25 Accepting and Rejecting Revisions You can accept a marked revision to finalize that change in the document or reject the revision to undo the change. Select the revision, and then click the Accept or Reject button on the Changes group of the Review tab. You also can use either the Accept or Reject drop- down lists to accept or reject all changes or shown changes.

26 Checkpoint How do you turn on the Track Changes feature? How does Word mark insertions and deletions by default? How do you display the changes made by a single user? How can you move between revisions? How do you accept a change? How do you reject a change?

27 Comparing Documents If different reviewers do not have the option of marking changes in the same copy of a document file, Word can compare two copies of a document file and display the differences as tracked changes in a third document. Click the Compare button in the Compare group of the Review tab, and click Compare. Use the Browse buttons to select the original and revised documents, and then click OK to run the comparison. Click the More button to display options for the compare process.

28 Combining Documents You can insert changes from multiple reviewers into an original document by combining each reviewer’s copy with the original file. Click the Compare button in the Compare group of the Review tab, and click Combine. Use the Browse buttons to select the original and revised documents, and then click OK to combine the files. Verify that you want to incorporate the changes in the original document when prompted. Repeat the process to combine additional reviewer documents with the original.

29 Showing Source Documents Click the Show Source Documents button in the Compare group of the Review tab, and then specify whether you want to hide or show source documents.

30 Checkpoint What is the difference between comparing and combining documents? Name a situation when you might need to compare documents. Name a situation when you might need to combine documents. How do you start a compare or combine operation?

31 Wrap Up Insert a comment to provide feedback and suggest changes in a document. Work with comments in comment balloons or the Reviewing Pane. Use Previous and Next buttons to navigate between comments. Change user name and initials options to control how comments and tracked changes are identified. Print comments either with the document or in a separate list. The Track Changes feature marks document changes, identifying changes made by different users. Additions are marked with underlining and deletions with strikethrough by default. You can change revision formatting and show and hide changes as needed. Accept a revision to incorporate it in the document and reject a revision to undo the change. Compare or combine documents to incorporate changes from another user.