Compare and Merge Track Changes

Transcription

1 Compare and Merge Track Changes Course Description The document you have been working on for a couple of weeks is finally finished. Before sending the document to its final destination to be published, have others review it for any changes it may need or mistakes it may contain. Using the knowledge learned in this class, you will be able to send documents to others for review and compare the revisions after they all have been sent back. As a reviewer, this class will also show how to make additions, deletions and insert comments to another person s document. Objectives: Turn Track Changes on Manipulate how changes are tracked Send a document to someone else to revise Receive the document back after others have revised it Compare and Merge the revised version(s) of the original document How to print the document with Markups Compare and Merge Track Changes Office 2007 Page 1

2 Turn on Track Changes Before sending a document to others to critique it is very important to turn on the Track Changes feature. Once this feature is turned on, it will record any changes others make to the document. 1. Click the Review Tab. 2. Choose the Track Changes button. Once you have Track Changes turned on, the button will be orange. Click the down arrow next to Track Changes and choose from the three choices: Track Changes Change Tracking Options Change User Name Instead of going through the Review Tab to turn on Track Changes, right click on Microsoft Office Window frame (Status Bar) and click Track Changes. Click on the Track Changes words on the Microsoft Office Window frame to activate this feature. Page 2 Compare and Merge Track Changes Office 2007

3 Set how revisions are displayed The Track Changes feature gives the distributor of the document a lot of flexibility as to how revisions are captured. Setup options are available for insertions, deletions, comments, moves, table cell highlighting and formatting. There is also a place to specify how the changes should be marked using balloons. Track Changes Options 2. Click the Track Changes down arrow. 3. Choose Change Tracking Options. Make your selections on how to show changes: insertions, deletions, comments, etc. Does not track changes such as background colors, embedded fonts, mail merge information or some table modifications. Many of the options can be set to display a different color for each reviewer. Customize the Changed lines under the Markup section of the Track Changes Options dialog box. Changed lines will show for every change in the revision document. Compare and Merge Track Changes Office 2007 Page 3

4 Change how balloons are displayed in the document When a person views a document which has been reviewed by others, Word has to be able to display these changes in some way. To display them, Word uses balloons which appear on the left or right side of the page. How these balloons pop up, is determined by the distributor before the document is sent to the reviewers. Balloons Option 2. Click the Balloons button. 3. Choose to: Show Revisions in Balloons Show All Revisions Inline Show Only Comments and Formatting in Balloons If the revision is a long one the ellipsis in the bottom right corner of the balloon will bring up the Reviewing Pane once it is clicked to display the rest of the change. A balloon can be shown with or without the connecting lines. Uncheck the box Show lines connecting to text in the Track Changes Options dialog box to remove the connecting lines. The text style within the balloon can also be changed. Modify Balloon Text Style Balloon Width and Where Displayed 1. Click the Home tab. 2. Click the Styles dialog box launcher. 3. Choose the Manage Styles button. 4. Select the Edit tab. 5. From the Sort Order drop down list, choose Alphabetical. 6. Select Balloon text from the list. 7. Click the Modify button. 8. Choose the various setup choices. 9. Click OK. 10. Click OK. 11. Close the Styles dialog box. 2. Click the Track Changes down arrow. 3. Choose Change Tracking Options. 4. In the Balloon section choose the setup for the width and placement of the balloons. 5. Click OK. Page 4 Compare and Merge Track Changes Office 2007

5 Allow Comments or Tracked Changes - not both Before distributing this document to the reviewers, you might want to specify if you want to track only comments or only tracked changes. If you want the system to track both, then this feature is not for you. Allow Comments or Tracked Changes 1. Click the Review tab if it is not already selected. 2. Click the Protect Document button from the Protect group. 3. Select Restrict Formatting and Editing. 4. In the task pane, choose the Allow only this type of editing in the document check box. 5. Select Tracked changes or Comments from the drop down box. 6. Specify the groups or users (click More Users) who are exceptions to the editing restriction. 7. Type a password in the password boxes (not required). 8. Click OK If you specify a password, the password must be entered to stop the document protection. Send Document to another person for review Now it is time to send the document to our loyal reviewers. is the application used to accomplish this part of the process. Send Document via 1. Save the document if it has not been saved after changes. 2. Click the Microsoft Office Button. 3. Hover over the Send button. 4. Choose the option. 5. In the message enter in the To field all of the reviewers addresses. 6. A message can be added to the body of the before sending it to notify the reviewers of their task. 7. Click the Send button. The subject will be filled in with the document name but a different one can be entered. The Attachments line will have the document in it. Compare and Merge Track Changes Office 2007 Page 5

6 What to do as a reviewer For a moment or two we are going to switch roles and become the reviewer. Someone has sent us a document to critique. We will review the document and make changes. When all changes have been made, the document will be sent back to its owner. Review a Document 1. Open up the document attachment from the received message. 2. Check to make sure Track Changes is turned on just in case the sender forgot to activate this feature. 3. Read through the document and make changes. 4. Click the Microsoft Office Button. 5. Hover over Send. 6. Choose Add more information to the message if needed. 8. Click Send. As changes are entered, a vertical line will show up on the left side. Adding a Comment One of the changes made to a document as a reviewer is to add a comment. Comments can be used to ask a question or make a statement. Add a Comment 2. Place the cursor where the comment will be inserted. 3. Click the New Comment button from the Comments group. 4. Type in the Comment. 5. Click anywhere in a blank area of the document to deselect the comment. After entering a comment, press Esc to move the cursor from the balloon and return to the insertion point. The Text Style of comments can be modified the same way the balloons text style is changed except choose Comment Text. Page 6 Compare and Merge Track Changes Office 2007

7 Compare or Combine We are going to switch gears one more time and now become the original creator of the document again. Open each attachment and save them under different file names. Compare shows what has changed between the documents. 2. Make sure either Final Showing Markup or Original Showing Markup is selected on the Display For Review list. 3. Click Show Markup from the Tracking group to make sure all options are turned on. 4. Click the Compare drop down arrow. 5. Choose Compare. 6. In the Original Document area, click the folder icon and locate the original document. 7. In the Revised Document area, click the folder icon and locate the revised document. 8. Click OK. 9. If either of the documents has changes, a message will appear and you will click Yes. 10. Receive the Tri-Pane Review Panel. The Markup Area Highlight should be checked if you want to show the area behind the balloons as shaded. In the Compare Documents dialog box, click the More button to show the Compare Documents options. In the Compare Documents dialog box verify that New Document is selected in the Show Changes In area. The left side of Tri-Pane shows an outline of tracked changes and comments. The middle of the Tri-Pane shows the compared or combined document displaying changes. The right side of the Tri-Pane shows the versions being combined or compared. If the Tri-Pane Review panel is not displayed, on the Review tab, click Show Source Documents and then click Show Both. Because the compared document does not keep track of reviewer names, dates and times this is more confidential. Compare and Merge Track Changes Office 2007 Page 7

8 Combine combines revisions from different authors into one single document. 2. Make sure either Final Showing Markup or Original Showing Markup is selected on the Display For Review list. 3. Click Show Markup on the Review tab and make sure all options are turned on. 4. Click the Compare drop down arrow. 5. Choose Combine. 6. In the Original Document area, click the folder icon and locate the original document. 7. In the Revised Document area, click the folder icon and locate the revised document. 8. Click OK. 9. If either of the documents has changes, a message will appear. Click Yes. 10. Receive the Tri-Pane Review Panel. A new combined document appears and the original and revised documents stay as they were. To combine additional documents, combine the resulting Combined Document with another document containing changes. Instead of Comparing or Combining the original and revised documents, use the side-byside view as an alternative. Page 8 Compare and Merge Track Changes Office 2007

9 Accept or Reject changes others have made Accept or Reject each change Show or Hide the Reviewing Pane Accept All Changes Reject All Changes Delete a Comment Look at a specific individual s revisions 1. Using Ctrl + Home, return to the top of your document. 2. Click the Next button. 3. Accept or Reject each change. 4. Save your document. 2. Click the down arrow on the Reviewing Pane button. 3. Choose Reviewing Pane Vertical or Reviewing Pane Horizontal. 4. Click the down arrow attached to the Accept button. 5. Choose Accept All Changes in Document. 1. Click the down arrow attached to the Reject button. 2. Choose Reject All Changes in Document. 1. Right click on the comment balloon. 2. Choose Delete. 3. Click the down arrow on the Show Markup button. 4. Hover over Reviewers. 5. Take off the individual you don t want to see changes from. 6. Continue these steps until you have the individual(s) you want to see. Hover over the balloon to see who actually made the change. Depending on how you had the track changes set up, it could show different colors for different people. Show All Reviewers Changes 1. Click the down arrow on the Show Markup button. 2. Hover over Reviewers. 3. Choose All Reviewers. Compare and Merge Track Changes Office 2007 Page 9

10 Versions In Word 2003, you could save versions of the document and store the information to refer to later. Word 2007 does not offer this option. To make up for this lost tool, before accepting or rejecting any changes and comments, save a copy of the document with all the changes and comments. Document Inspector Another way to remove tracked changes and comments is to use the Document Inspector. Note however, this avenue will accept all revision marks and delete all comments. There is no way to undo this feature once it is executed. Run the 1. Click the Microsoft Office Button. Document Inspector 2. Hover over Prepare. 3. Select Inspect Document. 4. Make sure the Comments, Revisions, Versions and Annotations box is checked. 5. Click the Inspect button. 6. Choose each Remove All button which needs to be implemented. 7. Click Close. Print a Document with Markups When you print a document with markups in it, you can choose to print the document without markups, with markups or just print the markups. Word chooses the zoom level and page orientation which will best display your printed document. Print Markups 1. Click the Microsoft Office Button. 2. Choose Print. 3. Select the printer. 4. From the Print what drop down box, choose Document showing markup or List of markup. 5. Click OK when the document is ready to be printed. The Paper Orientation can be setup under the Balloons area of the Change Tracking Options dialog box. Auto Word decides Preserve based n Page Setup Force Landscape print landscape Page 10 Compare and Merge Track Changes Office 2007

11 Notes: Compare and Merge Track Changes Office 2007 Page 11