Word 2010 Tools. This tab is great for when you want to interact with others in a Word document: comments, editing, changing, and so on.

Transcription

1 Word 2010 Tools Review Tab This tab is great for when you want to interact with others in a Word document: comments, editing, changing, and so on. COMMENTS Insert a Comment 1. Select the text or item that you want to comment on, or click at the end of the text. 2. On the Review tab, in the Comments group, click New Comment. 3. Type the comment text in the comment balloon or in the Reviewing Pane. NOTE: To respond to a comment, click its balloon, and then click New Comment in the Comments group. Type your response in the new comment balloon. Delete a Comment 1. To quickly delete a single comment, right-click the comment, and then click Delete Comment. 2. To quickly delete all comments in a document, click a comment in the document. On the Review tab, in the Comments group, click the arrow below Delete, and then click Delete All Comments in Document. Delete Comments from a Specific Reviewer 1. On the Review tab, in the Tracking group, click the arrow next to Show Markup. 2. To clear the check boxes for all reviewers, point to Reviewers, and then click All Reviewers. ~ 1 ~

2 3. Click the arrow next to Show Markup again, point to Reviewers, and then click the name of the reviewer whose comments you want to delete. 4. In the Comments group, click the arrow below Delete, and then click Delete All Comments Shown. NOTE: This procedure deletes all comments from the reviewer that you selected, including comments throughout the document. TIP: You can also review and delete comments by using the Reviewing Pane. To show or hide the Reviewing Pane, click Reviewing Pane in the Tracking group. To move the Reviewing Pane to the bottom of your screen, click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal. Change a Comment 1. If comments aren t visible on the screen, click Show Markup in the Tracking group on the Review tab. Make sure there is a check mark in the Comments box. Comments will then appear. 2. Click inside the balloon for the comment that you want to edit. 3. Make the changes that you want. NOTE: If the balloons are hidden or if only part of the comment is displayed, you can change the comment in the reviewing Pane. To show the Reviewing Pane, in the Tracking group, click Reviewing Pane. To move the Reviewing Pane to the bottom of your screen, click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal. TIP: To respond to a comment, click in its balloon, and then click New Comment in the Comments group. Type your response in the new comment balloon. Add or Change the Name Used in Comments 1. On the Review tab, in the Tracking group, click the arrow next to Track Changes, and then click Change User Name. 2. Under Personalize your copy of Microsoft Office, change the name or initials that you want to use in your own comments. NOTE: The name and initials that you type are used by all Microsoft Office programs. Any changes that you make to these settings affect other Office programs. ~ 2 ~

3 When you make a change to the name or initials that you want to use for your own comments, only comments that you make after the change are affected. Comments that are already in the document before you change the name or initials are not updated. PERSONALIZE TRACKING You have the option of changing the color of your comment balloons and tracking. This can be useful for identifying various comments from different people, as well as selecting a color that best suits your preferences. 1. On the Review tab, in the Tracking group, click the arrow next to Track Changes, and then click Change Tracking Options. 2. In the Track Changes Options window that opens, you can use the pull down arrows to make changes to the appearance of your comments and editing. ~ 3 ~

4 TURN ON/OFF CHANGE TRACKING You can customize the status bar to add an indicator that tells you when change tracking is on or off. When the Track Changes feature is on, you can view all of the changes that you make in a document. When you turn off the Track Changes feature, you can make changes to a document without marking what has changed. Turn on change tracking 1. On the Review tab, in the Tracking group, click the Track Changes image. 2. To add a track changes indicator to status bar, right-click the status bar and click Track Changes. Click the Track Changes indicator on the status bar to turn Track Changes on or off. 3. If the Track Changes command is unavailable, you might have to turn off document protection. On the Review tab, in the Protect group, click Restrict Editing, and then click Stop Protection at the bottom of the Protect Document task pane. (You might need to know the document password.) Turn off tracking When you turn off change tracking, you can revise the document without marking what has changed. Turning off the Track Changes feature does not remove any changes that have already been tracked. IMPORTANT: To remove tracked changes, use the Accept and Reject commands on the Review tab in the Changes group. 1. On the Review tab, in the Tracking group, click the Track Changes image. 2. To add a track changes indicator to status bar, right-click the status bar and click Track Changes. Click the Track Changes indicator on the status bar to turn Track Changes on or off. REVIEW, ACCEPT, REJECT AND HIDE TRACKED CHANGES To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word displays tracked changes and comments by default. Final Showing Markup is the default option in the Display for Review box. In Microsoft Office Word, you can track each insertion, deletion, move, formatting change, or comment that you make so that you can review all of the changes later. The Reviewing Pane displays all of the changes that currently appear in your document, the total number of changes, and the number of changes of each type. As you review tracked changes and comments, you can accept or reject each change. Until you accept or reject all tracked changes and comments in a document, even hidden changes will appear to viewers in documents you send or display. ~ 4 ~

5 Review a Summary of Tracked Changes The Reviewing Pane is a handy tool for ensuring that all tracked changes have been removed from your document and won t show up to others who might view your document. The summary section at the top of the Reviewing Pane displays the exact number of visible tracked changes and comments that remain in your document. The Reviewing Pane also allows you to read long comments that do not fit within a comment bubble. (NOTE: The Reviewing Pane, unlike the document or the comment bubbles, is not the best tool for making changes to your document. Instead of deleting text or comments or making other changes in the Reviewing Pane, make all editorial changes in the document. The changes will then be visible in the Reviewing Pane. 1. On the Review tab, in the Tracking group, click Reviewing Pane to view the summary at the side of your screen. To view the summary across the bottom of your screen instead of on the side of your screen, click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal. 2. To view the number of each type of change, click Show Detailed Summary. ~ 5 ~

6 Review Each Tracked Change and Comment in Sequence 1. One the Review tab, in the Changes group, click Next or Previous. 2. Do one of the following: a. In the Changes group, click Accept. b. In the Changes group, click Reject. c. In the Comments group, click Delete. 3. Accept or reject changes and delete comments until there are no more tracked changes or comments in your document. To ensure all tracked changes are accepted or rejected and that all comments are deleted, on the Review tab, in the Tracking group, click Reviewing Pane. The summary section at the top of the Reviewing Pane displays the exact number of tracked changes and comments that remain in your document. Accept All Changes at the Same Time 1. On the Review tab, in the Changes group, click Next or Previous. 2. Click the arrow below Accept, and then click Accept All Changes in Document. Reject All Changes at the Same Time 1. On the Review tab, in the Changes group, click Next or Previous. 2. Click the arrow below Reject, and then click Reject All Changes in Document. Review Changes by Type of Edit or By a Specific Reviewer 1. Do one of the following: a. On the Review tab, in the Tracking group, click the arrow next to Show Markup. Clear all check boxes except for the ones next to the types of changes that you want to review. ~ 6 ~

7 b. On the Review tab, in the Tracking group, click the arrow next to Show Markup. Point to Reviewers, and then clear all check boxes except for the ones next to the names of the reviewers whose changes you want to review. c. To select or clear the check boxes for all reviewers in the list, click All Reviewers. On the Review tab, in the Changes group, click Next or Previous. Do one of the following: In the Changes group, click Accept. In the Changes group, click Reject. ~ 7 ~