a. Open w03hlplan and save it as w03hlplan_lastnamefirstnarae.

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HANDS-ON EXERCISES 1 Document Revisions You open the document that Rachel Starkey prepared and find the comments she left for you.

Your task is to address any questions or requests in the comment balloons and also accept or reject the changes she made when revising the document.

CUSTOMIZE THE TRACK CHANGES OPTIONS You want to make sure the Word Options are customized so your name displays when comments are added or changes are tracked in a document.

j Insertions marked with double underline Click to select margin : where balloons display I Set options to track I formatting changes Balloon size changed to 1 FIGURE 3.

I TROUBLESHOOTING: If you make any major mistakes in this exercise, you can close the file, open woshlplan again, and then start this exercise over. b.

1 HANDS-ON EXERCISES 1 Document Revisions You open the document that Rachel Starkey prepared and find the comments she left for you. You also see her recent edits because she tracked her changes. Your task is to address any questions or requests in the comment balloons and also accept or reject the changes she made when revising the document. Skills covered: Set User Name and Customize the Track Changes Options Comments Accept and Reject Changes Track Document Changes View, Add, and Delete STEP1 SET USER NAME AND CUSTOMIZE THE TRACK CHANGES OPTIONS You want to make sure the Word Options are customized so your name displays when comments are added or changes are tracked in a document. Then you decide to modify some of the track changes options to use settings that are distinguishable from those other editors might use. Refer to Figure 3.7 as you complete Step 1. j Insertions marked with double underline Click to select margin : where balloons display I Set options to track I formatting changes Balloon size changed to 1 FIGURE 3.7 Track Changes Options Dialog Box > a. Open w03hlplan and save it as w03hlplan_lastnamefirstnarae. I TROUBLESHOOTING: If you make any major mistakes in this exercise, you can close the file, open woshlplan again, and then start this exercise over. b. Delete the text YourName in the subtitle and insert your first and last names. Click the Review tab, and then click Track Changes in the Tracking group. / TROUBLESHOOTING: Track Changes in the Tracking group, like some other commands in Word, contain two parts: the main command icon and an arrow. Click the main command icon when instructed to click Track Changes and turn on the feature. Click the arrow when instructed to click the Track Changes arrow for additional command options. CHAPTER 3 «Collaboration and Research

^ The command displays with an orange background color, indicating the feature is turned on. When you click Track Changes, you toggle the feature on or off. C. Click the Track Changes arrow, and then click Change User Name.

Click OK to close the Word Options dialog box. You want to be sure your name and initials are correct before you add any comments or initiate any changes in the document.

[ TROUBLESHOOTING: Personalizing your copy of Microsoft Office might not be possible in a lab I environment. If you cannot make the change, just continue with the exercise. J d.

In the Formatting section, click the Track formatting check box, if necessary, to turn on this feature.

2 ^ The command displays with an orange background color, indicating the feature is turned on. When you click Track Changes, you toggle the feature on or off. C. Click the Track Changes arrow, and then click Change User Name. In the Personalize your copy of Microsoft Office section, type your name in the User name box, and then type your initials in the Initials box, if necessary. Click OK to close the Word Options dialog box. You want to be sure your name and initials are correct before you add any comments or initiate any changes in the document. After you update the user information, your initials display with all comments or changes you make. [ TROUBLESHOOTING: Personalizing your copy of Microsoft Office might not be possible in a lab I environment. If you cannot make the change, just continue with the exercise. J d. Click the Track Changes arrow, and then click Change Tracking Options to open the dialog box. In the Markup section, click the Insertions arrow, and then click Double underline. In the Formatting section, click the Track formatting check box, if necessary, to turn on this feature. Your revisions to the Track Changes options enable you to view any additions to the document quickly because they will be identified in balloons and your insertions will display with a double underline. Markups on formatting may not display automatically, but you confirm that option is on so you will see marks next to formatting changes that you make. 6. Click the Use Balloons (Print and Web Layout) arrow in the Balloons section, and then click Always, if necessary. Click the Preferred width arrow until 1.8" displays. Click the Margin arrow, and then select Left, as shown in Figure 3.7. Click OK to close the Track Changes Options dialog box. You altered the location of all comment and editing balloons to display on the left side of your document instead of on the right, which is the default. You also decreased the width of the markup balloons so they will take up less space in the margins. f. Save the document. STEP 2 TRACK DOCUMENT CHANGES Now that the settings are set to your preference, you make a few changes so you can see how your editing is tracked separately from Rachel's. You first change the views so you can see the tracked changes made by both of you while you work, and then you later change the view so you see how the document looks as a final version. Refer to Figure 3.8 as you complete Step 2. Inserted text denoted by ', double underline and color j! Markup balloon for : formatted text : v J Spoiling &_ Translate Language tit* ^ j T«<* ~i _ Atcept Reject Corapwt i - Restrict pioofmg Unguagr ComrMntt TlKBBg Clwiges Cwp*if. Proleit % %?* /^Executive Summary [FmmattHfcHMdng ' [.Left Line: soacr^g Ivnok Take Note Paperjf is a new small sized custom printlr^ service located inar upscale neighborhood on the west side of Conway, AR. Take Note s focus will be on creati g custom, quality products for it! customers. This focus will not only keep the tastes of the c rstomer in : o**»j:*h-* f r\ i t +_j ta.vt\e 3.8 View Changes in mind, but also allow for quick turnaround time as most of the printing will bejom feted ineds in house. In addition, Take Note Paperie plans to eipand and growwith customer ne order to provide the latest trends in custom printing. a Document > - ~ - Hands-On Exercises» Word 2010

a. Click the Display for Review arrow in the Tracking group on the Review tab, and then select Final: Show Markup, if necessary.

Because of the changes you made in Step 1, any future changes you make in the document also display in ba

The text you inserted is colored and has a double underline beneath it. ^ > TROUBLESHOOTING: If a balloon does not display, indicating the word replacement, make sure Track Changes is on.

Select the Executive Summary heading, click the Home tab, and then apply the Heading 1 style from the Styles gallery. The heading is now left justified, and a changed line appears on the left side.

The formatting change indicators do not display, and the Executive Summary heading displays in the new style. e. Save the document.

You also remove one of her comments about an issue that is resolved. Refer to Figure 3.9 as you complete Step 3.

3 a. Click the Display for Review arrow in the Tracking group on the Review tab, and then select Final: Show Markup, if necessary. Scroll down the document until you see the heading Executive Summary on the second page of the document. One comment displays in a balloon and several changes are marked in color. Because of the changes you made in Step 1, any future changes you make in the document also display in balloons in the margin of the document. b. Replace the word done with completed in the third sentence of the first paragraph that follows the Executive Summary heading. The text you inserted is colored and has a double underline beneath it. ^ > TROUBLESHOOTING: If a balloon does not display, indicating the word replacement, make sure Track Changes is on. When on, Track Changes is highlighted in an orange color on the Review tab. If necessary, click Undo, click Track Changes again to turn it on, and then repeat Step 2b. V c. Select the Executive Summary heading, click the Home tab, and then apply the Heading 1 style from the Styles gallery. The heading is now left justified, and a changed line appears on the left side. A markup balloon describes the formatting change, as seen in Figure 3.8. d. Click the Review tab, click the Display for Review arrow in the Tracking group, and then select Final. The formatting change indicators do not display, and the Executive Summary heading displays in the new style. e. Save the document. S STEPS VIEW, ADD, AND DELETE COMMENTS As you work through the document, you think of a question you would like to ask Rachel before the plan is finalized, so you insert a comment of your own. You also remove one of her comments about an issue that is resolved. Refer to Figure 3.9 as you complete Step 3. x- Click to delete selected comment only V Ls **, Click to delete all comments in document U *J '' - V $) Ip inj-attr-imcf*' "l» Jj ""atihowmartup >f.» * Pimoui "^ -v, & M *}»< J *. Accept Reject Compare Siofk Hi ji'.'..-! ipchmga Tf*n>M e Language New Giammar jj *olfl fount Editing "i"^' 2!^ Ddftf All Cn *,.n o - * L^pj^J^^^ Oantti CMP.C ; ftolec Click to display menu i of delete commands I CwmrnirRSSltf1.-,. *ntfhi«iicfi?^i H~>mt: ib-i. Fonruttnt ncadog j! l,left,lir*a»itig: 1 sln^e ComnwnHMJKJ]: :r culd «v ^}i;y beld d iul«l»i]lmmil«!>f Vj, Executive Summary J [Take Note "aperie is a new small sized custom printing service located in an upscale neighborhood on the west side of Conway, AR. Take Note's focus will be on creating custom, quality prodixts for its custome rs. This fix us will not only keep the tastes of the customer in FIGURE 3.9 Deleting Comments > OeMed: -:-.- mind, but also allow for quick t irnaround time as most of the printing will be.completed in- "- atigolan! lo e«pand and grow with customer needs in order a. Click the Display for Review arrow in the Tracking group, and then select Final: Show Markup. b. Select Take Note Paperie at the beginning of the first sentence under the Executive Summary heading. Click New Comment in the Comments group, and then type Should we apply bold to all instances of the company name? in the markup balloon. If you do not select anything prior to clicking New Comment, Word selects the word or object nearest the insertion point for the comment reference. CHAPTER 3 Collaboration and Research

C. Click inside the markup balloon you created. Place your cursor to the left of the word to, edit the comment by typing and italic, and then press Spacebar.

When you position the mouse pointer over a markup balloon, Word displays a ScreenTip that tells you who created the comment and when. e.

If you click the arrow on the right side of Delete in the Comments group, you can select from several options, including Delete all Comments in Document (see Figure 3.9).

Some are good and will improve the readability of the paper; some will not.

Formatting of paragraph heading accepted Deletion of the word done and insertion of the word completed accepted All deletions in these two ' paragraphs were accepted in one click FIGURE 3.

4 C. Click inside the markup balloon you created. Place your cursor to the left of the word to, edit the comment by typing and italic, and then press Spacebar. Click outside of the balloon to deselect it. Your comment now displays Should we apply bold and italic to all instances of the company name? d. Position the mouse pointer over the comment balloon attached to the Executive Summary heading. When you position the mouse pointer over a markup balloon, Word displays a ScreenTip that tells you who created the comment and when. e. Click Rachel Starkey's comment one time to select it, and then click Delete in the Comments group. You removed the selected comment and the markup balloon. If you click the arrow on the right side of Delete in the Comments group, you can select from several options, including Delete all Comments in Document (see Figure 3.9). You can also right-click a comment and select Delete Comment. f. Save the document. STEP 4 ACCEPT AND REJECT CHANGES Now you are ready to consider the changes that Rachel made and tracked. Some are good and will improve the readability of the paper; some will not. You remember how quick and easy it is to accept and reject changes by using features on the Review tab and that makes you smile. Refer to Figure 3.10 as you complete Step 4. Formatting of paragraph heading accepted Deletion of the word done and insertion of the word completed accepted All deletions in these two ' paragraphs were accepted in one click FIGURE 3.10 Revised Document >> a. Press Ctrl+Home to place the insertion point at the beginning of the document. b. Click Next in the Changes group to highlight the first change, and then position the mouse pointer over the tracked change. The formatting change to the Executive Summary heading is highlighted. When you position the mouse pointer on the revision, a ScreenTip appears that tells you who made the change and the date and time the change was made. Hands-On Exercises Word 2010

N TROUBLESHOOTING: If you click Next in the Comments group instead of Next in the Changes group, click Previous in the Comments group to return the cursor to the beginning of the document, and then

When the suggested change is accepted, the markup balloons and other Track Changes markups disappear. Additionally, the markup balloon for the next change or comment is highlighted.

Click Next in the Changes group to pass the comment and view the next markup balloon. Click Accept two times to accept the replacement of done to completed.

Select the entire second and third paragraphs in the Executive Summary section. Click Accept to retain all revisions in the paragraphs.

5 N TROUBLESHOOTING: If you click Next in the Comments group instead of Next in the Changes group, click Previous in the Comments group to return the cursor to the beginning of the document, and then click Next in the Changes group. s C. Click Accept in the Changes group. The formatting change is accepted. When the suggested change is accepted, the markup balloons and other Track Changes markups disappear. Additionally, the markup balloon for the next change or comment is highlighted. As with other commands, you can click Accept to accept this change only, or you can click the Accept arrow to view options for accepting changes. d. Click Next in the Changes group to pass the comment and view the next markup balloon. Click Accept two times to accept the replacement of done to completed. The first time you accept the change it applies to the deletion of the word done. The second time you accept the change it applies to the insertion of completed. 6. Select the entire second and third paragraphs in the Executive Summary section. Click Accept to retain all revisions in the paragraphs. Click Reject to remove the empty comment that displays in this paragraph. All the changes in those paragraphs are accepted, the blank comment is removed, and the next change, a deletion of a complete section of the report, is highlighted. Figure 3.10 shows the first page after accepting changes. f. Click Reject in the Changes group to retain the Goals heading and following paragraphs. g. Save w03hlplan_lastnamefirstname and keep it onscreen if you plan to continue with the next Hands-On Exercise. Close the file and exit Word if you will not continue with the next exercise at this time. CHAPTER 3 Collaboration and Research

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