Microsoft Word 2003 - Revising Word Documents
Introduction
Word provides several markup tools that make document collaboration easy. Using the tools provided each reviewer is able to track, review, or add input to the original document. Upon final review, the person responsible for the outcome can accept, incorporate, or reject all changes within the document. Color-coding, highlighting, and the ability to retain multiple versions of a document in a single file make this an impressive Word feature. The Importance of User Names
Before reviewing any document, you need to configure your username to get the maximum use from Word's reviewing features. This also applies to anyone else who would review the document. To change this information click on the menu Tools | Options | User Information, type your name in the Name box provided and then enter your initials in the Initials box. Click on OK to close the box.
If you are a faculty or staff member using Microsoft Office on a University of Scranton computer the default setting for the user name is stated as Registered User. This is because the University purchases site licenses and not individual software licenses.
The Reviewing Toolbar
If the Reviewing Toolbar is not displayed add the toolbar, click on the menu View | Toolbars | Reviewing. Located on the toolbar are drop-down menus that are used to set display changes in the current document. There are also buttons for adding, modifying, accepting, and rejecting comments and tracked changes in the document.
Display for Review
- Final Showing Markup - displays deleted text in balloons and inserted text and formatting changes in a line.
- Final - what the final document would look like if all changes were accepted.
- Ordinal Showing Markup - displays inserted text and formatting changes in balloons and deleted text with strikethrough lines.
- Ordinal- displays how the ordinal document would look like if all changes were rejected.
This drop-drown menu provides access to sub menus that allow the user to configure display and option settings for comments, reviewers, and tracked changes.
Note: Tracked changes are all changes made to the document by the current reviewer (formatting, inserting, or deleting within the document). Clicking on any of the labels either places or removes a checkmark indicating the activity of the related option.
Reviewers - this submenu displays the colors assigned to each reviewer and controls which reviewer's comments and changes are displayed in the current document by adding or removing the checkmark next to their name.
Balloons - refers to comments placed inside a balloon (caption). They are usually displayed in the left or right margin with a leader line from where the comment was inserted.
Reviewing Pane - a separate window located at the bottom of the document for reviewing comments and tracked changes of text.
Clicking on the Options menu opens the Track Changes dialog box, which is used to customize each reviewer's changes within the document. Using the Track Changes features allows the current reviewer to identify each line of deletions, insertions, and formatting changes by each reviewer.
Note: Remember that multiple options can be combined and to set all preferences before recording Track Changes.
- Insertions - adding text or a graphic
- Deletions - removal of text or a graphic
- Formatting - formatting changes (B, I, U, style, etc.)
- Changed lines - sets the location of a vertical line indicating a paragraph change
- Comments - the formatting preferences used to annotate a document without changing that document
- Balloons - the option of displaying or hiding balloons that are used to hold comments or formatting changes.