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Microsoft® Word Version 2002 Step by Step
Author Perspection, Inc.
Pages 336
Disk 1 Companion CD(s)
Level Beg/Int
Published 06/13/2001
ISBN 9780735612952
Price $29.99
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Chapter 8: Collaborating with Others continued


Tracking and Managing Changes in a Document

When you share your documents with others, you can track changes to see exactly what additions and deletions they made. Then you can accept or reject their revisions one at a time or all at once. If reviewers return their changes in separate documents, you can merge all their revisions into a single document and then review them. If you want a record of changes made to a document, you can save different versions of a document within the same document.

Tracking changes in a document allows you to make revisions to a document without losing the original text. When you track changes, Word shows changed text in a different color from the original text and uses revision marks, such as underlines, to distinguish the revised text from the original text. To preserve the layout of your document, Word also identifies the change and its type, such as a deletion, in a balloon that appears in the margin of the document.

By default, Word underlines and changes the color of inserted text. It also includes a vertical changed line in the margin to the left of any changed text to help you locate changes in the document.

Click to view graphic
Click to view graphic

To turn on change tracking, you right-click any toolbar, click Reviewing on the menu to open the Reviewing toolbar, and then click the Track Changes button. Any changes that you make are then indicated by revision marks.

If the revision marks are distracting, you can track changes without highlighting them on the screen. To hide the revision marks, click the Track Changes button on the Reviewing toolbar, if necessary, to start tracking changes. Click the Display for Review down arrow, and then click Final. When you’re finished working on a document, click the Display for Review down arrow, and then click Final Showing Markup to see the changes identified in the document. While the Display for Review list changes whether you see the revisions identified, you also use the Show list to choose the types of revisions that you see in the document window.

Click to view graphic
Click to view graphic

As you review the tracked changes, you can accept or reject them one at a time, or you can accept or reject all the changes at once. When you accept a change, Word removes the typographical revision marks. If you have deleted text, it also removes the text from the document. If you have inserted text, it leaves the new text in the document. When you reject a change, Word restores the original text.

To review changes, you use the Reviewing toolbar. You can review changes one at a time by using the Next Change and Previous Change buttons. Then use the Accept Change or Reject Change buttons to respond to the revisions. To accept all the changes at once, click the Accept Change down arrow, and then click Accept All Changes in Document. To reject all the changes at once, click the Reject Change down arrow, and then click Reject All Changes in Document.

If you want a record of changes made to a document, you can save different versions of a document within the same document. When you save different versions within Word, you also save disk space because Word saves only the differences between versions, not an entire copy of each document. After you’ve saved several versions of the document, you can go back and review, open, print, and delete earlier versions. You can also have Word save a version of your document each time the document is closed, which is useful when you need a record of who made changes and when, as in the case of a legal document. To save a version every time that you close a document, use the Versions command on the File menu to open the Versions in TrackChange dialog box, and then select the Automatically save a version on close check box.

An assistant at The Garden Company is ready to revise a memo for the head buyer. The memo lists price changes for non-plant products within the store.

In this exercise, you open a document, turn on change tracking, make changes to the document, accept and reject changes, and create a second version of the document.

  1. Start Word, if necessary.
  2. On the Standard toolbar, click the Open button.
  3. The Open dialog box appears.

  4. Navigate to the SBS folder on your hard disk, double-click the Word folder, double-click the Collaborating folder, and then double-click the TrackChange file.
  5. The TrackChange document opens.

  6. On the View menu, point to Toolbars, and then click Reviewing.
  7. The Reviewing toolbar appears.

  8. On the Reviewing toolbar, click the Track Changes button.
  9. Any changes that you make will now be tracked.


    TIP:
    When track changes is turned on, the Track Changes button has a blue border, and the letters TRK are highlighted on the status bar; when track changes is turned off, the Track Changes button has no border, and TRK is gray on the status bar.

  10. Scroll down the document to see the product information, click to the right of the new price 20.17 for the decorative bench, and then press the Backspace key twice.
  11. Word inserts a callout—Deleted: 17—that describes the type and content of your change.

  12. Type 99.
  13. The price changes from $20.17 to $20.99, and 99 appears in a different color.

  14. Click to the right of the new price $15.29 for the garden hose.
  15. Press Backspace twice to delete 29.
  16. The document shows two callouts, each identifying text that has been deleted.

    Click to view graphic
    Click to view graphic

  17. Type 99.
  18. The document shows the two corrected prices, $20.99 and $15.99, with the revisions in a different color.

  19. In the text, point to the first change that you made for the decorative bench price, the price that you changed to $20.99.
  20. A ScreenTip tells you the name of the person who made the change, when the change was made, and the type of change that was made. In this case, the ScreenTip displays Inserted.

  21. Press Ctrl+Home to move the insertion point to the beginning of the document.
  22. On the Reviewing toolbar, click the Next button.
  23. The first change in the document is selected—the number 99 in the decorative bench price.

  24. On the Reviewing toolbar, click the Accept Change button, and then click the price again to deselect it.
  25. Word accepts the change, and the price of the decorative bench now appears as $20.99 without revision marks. A balloon still shows that you deleted 17 from this text.


    TIP:
    To accept a change, you can also right-click the change and then click Accept Insertion or Accept Deletion on the shortcut menu that appears.

  26. Click in the middle of 99 in the new garden hose price to place the insertion point.
  27. On the Reviewing toolbar, click the Reject Change/Delete Comment button, and then click the Reject Change/ Delete Comment button again.
  28. The first click rejects the new price that you entered; the second click rejects the deletion that you made.

    Click to view graphic
    Click to view graphic


    TIP:
    When you point to a change on the screen, the name that appears in the ScreenTip is the user name that was entered when the operating system was installed. If no name was entered, the ScreenTip shows User as the name. You can change the user name in the Options dialog box. On the Tools menu, click Options, click the User Information tab, type a user name in the Name box, and then click OK.

  29. On the File menu, click Versions.
  30. The Versions in TrackChange dialog box appears, showing that Mike Galos saved the original version of the document.

  31. Click Save Now to open the Save Version dialog box, type New price for decorative bench in the Comments on version box, and then click OK.
  32. The Versions in TrackChange dialog box closes, and the version is saved.

  33. On the File menu, click Versions to open the Versions in TrackChange dialog box again.
  34. The new version appears in the Existing versions area.

    Click to view graphic
    Click to view graphic


    TIP:
    You can also double-click the Versions icon on the status bar to open the Versions in TrackChange dialog box.

  35. Click the Close button to close the Versions in TrackChange dialog box.
  36. On the Standard toolbar, click the Save button to save the document.
  37. Click the Close Window button in the document window.
  38. The TrackChanges document closes.


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Last Updated: Saturday, July 7, 2001