Chapter 8: Collaborating with Others continued
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.
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.
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.
The Open dialog box appears.
The TrackChange document opens.
The Reviewing toolbar appears.
Any changes that you make will now be tracked.
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.
Word inserts a calloutDeleted: 17that describes the type and content of your change.
The price changes from $20.17 to $20.99, and 99 appears in a different color.
The document shows two callouts, each identifying text that has been deleted.
The document shows the two corrected prices, $20.99 and $15.99, with the revisions in a different color.
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.
The first change in the document is selectedthe number 99 in the decorative bench price.
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.
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.
The first click rejects the new price that you entered; the second click rejects the deletion that you made.
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.
The Versions in TrackChange dialog box appears, showing that Mike Galos saved the original version of the document.
The Versions in TrackChange dialog box closes, and the version is saved.
The new version appears in the Existing versions area.
You can also double-click the Versions icon on the status bar to open the Versions in TrackChange dialog box.
The TrackChanges document closes.
Last Updated: Saturday, July 7, 2001