Teach Yourself Microsoft Word Topic 11 - Document Views and Review

http://www.gerrykruyer.com Teach Yourself Microsoft Word Topic 11 - Document Views and Review In this class you will find out how to view your documents in different ways and then look at document review features as well as adjusting page breaks. From my website, download Task-11a.docx to your network server space folder. Open Task-11a.docx Document Views and Document Review Features There are five ways of viewing a MS Word document. By clicking on one of the three document views buttons at the bottom-right of the MS Word screen you change the way that a document is presented on your screen. The other two ways are found by clicking on the View tab in the ribbon and selecting from the five options given in the Views grouping. 1. Print Layout: Print Layout view is the document view you will probably use most of the time. In this view what you see on your screen is what you get when you print out your document. This is known as WYSIWYG (What You See Is What You Get). Print Layout view shows you both the top and bottom margins of each page, allows you to see your headers and footers, see what your margins look like, see how your text boxes appear in relation to text, and see what your graphics look like making it useful for checking your document s final appearance. You can scroll through a document page by page in both Print Layout view and Draft view (See below). As well as using your keyboard to navigate through your document, you can use your mouse to click on the MS Word Window s Scroll Bar, Up and Down buttons and click on the grey space between the Scroll Bar and the Up/Down buttons to scroll half pages at a time through your document. 2. Read Mode: The Read Mode view is only used when you want to read a document rather than change it removing the MS Word ribbon to unclutter the screen. By reducing the magnification, you can display your document as two facing pages of an open book otherwise pages are organised according to your set magnification. Read Mode view allows the pages to be turned using the and buttons which are in the middle of the left and right page margins of the two pages being viewed. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 1

Due to the scaling of pages on your screen, Read Mode does not show how your document would appear if you were to print it. If you want to view the document as it would appear on the printed page, you should use Print Layout view. If your document has a complex layout such as tables or wide graphics, it may be easier to read it in Print Layout view rather than in Read Mode view. There are a limited number of options that you can use in Read Mode other than the usual File tab backstage options:. Clicking on the View tab reveals the choices shown on the right: Find Smart Lookup opens the Navigation Pane allowing you to search through your document easily. To use this option: Highlight a section of text in your document Click Tools Click Smart Lookup. The Smart Lookup pane opens displaying a list of (Explored) internet search results of your highlighted text. You also have the option of seeing a definition of your highlighted text using Define. Clicking on the View tab reveals the choices shown on the right: Edit Document Navigation Pane Show Comments Column Width Page Color Layout takes you back to Print Layout view. allows you to search through your document easily. brings up any comments that have been added to your document. Options are: Narrow, Default and Wide. Options are: None, Sepia and Inverse. Options are: Column Layout and Page Layout. Look at Task-11a.docx in Read Mode. Set the magnification so that you can see two pages on one screen. Click on the View tab. Look through the document using the and buttons. Choose Show Comments. Now look through this document using the and buttons to see any added comments. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 2

Question 1/ How many comments have been added to the document? Question 2/ If comments have been added to the document, then: a) Who added this/these comment/comments? b) What date/dates was/were this/these comment/comments added? c) What is the text of this/these comment/comments? MS Word also has many Review options available in the Review ribbon as shown below: The Review ribbon is most often used when a number of people are collaborating on a document. They might be editing or reviewing the document. Each person collaborating on the document is automatically assigned their own initials and each person can make comments for possible changes to it. Generally, someone is given the job of final editor. This person reviews all of the attached comments/suggestions and makes a final decision on possible changes either accepting or rejecting each comment. The Review ribbon allows you to hide added comments and formatting changes (called markup) by clicking on the Show Markup drop-down list (highlighted) and unticking what you do not want to see. Repeat this process to bring back your markup. (More about the Tracking group of buttons later in this lesson.) You exit Read Mode view by pressing the Print Layout button on the bottom-right corner of your screen. 3. Web Layout: Web Layout view is designed to allow you to see how your documents will look if you were to save it as a webpage. It is for those people who intend to publish their MS Word document online. 4. Outline: Click on the View tab in the ribbon and then click on Outline in the Views group on the left. Outline view is used when you want to work with large portions of your document at the same time and so can be very useful for very long documents. It allows you to collapse your document and view only the major headings. The text under each heading can be hidden so it does not obscure your view of document organisation. When you select Outline view, you get an additional Outlining tab in the ribbon as shown below. The Outlining tab allows you to control what is displayed in the view. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 3

5. Draft: Click on the View tab in the ribbon and then click on Draft in the Views group on the left. Draft view is a pared down version of Print Layout view. It does allow you to see how your text will appear on paper. This means you can see what each line looks like, where your lines end and where your page breaks are but you cannot see your images and graphics. This view is helpful if you are using a slow computer that cannot display Print Layout view easily. Note: All five document view options above are accessible from the View tab. Skills Check 11a 1. Alter the view of Task-11a.docx to Read Mode view. 2. Find the first added comment using the and buttons. A comment symbol looks like this: 3. Move your mouse pointer over the comment to see highlighted document text that the comment refers to. 4. Click on the comment to see the actual comment and the name of the person that inserted the comment. 5. Click on the Reply button within the comment and then add your own reply to the flippant comment text. 6. Whilst in Read Mode open the View menu: 7. Choose Show Comments. You should be able to see the first comment and your reply. 8. Locate the next comment in the document. 9. Read the comment. 10. To fix the problem open the View menu again and choose Edit Document. You should now be in Print Layout mode. 11. Click on the Review tab. 12. Use the buttons in the Comments group to find this same comment again. 13. Fix the stated text spelling problem using whichever method you prefer. 14. Add a reply to the comment stating that you fixed up the problem. 15. Save your changes. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 4

16. In the Tracking group of the Review ribbon set the Display for Review drop-down list to No Markup as shown on the right: 17. Return to Print Layout view. Note: At a later date in the future, the document s Manager (or final editor which is set in the backstage File tab Show All Properties) can either accept or reject each change using the buttons in the Changes group of the Review ribbon which are shown on the right: Question 3/ Explain what each of the four options in the Display for Review dropdown list (shown on the right) do. 18. Hide the added comments in your document. Hint: Review tab Show Markup Untick all ticked boxes. 19. Save the changes to Task-11a.docx If you print a document with the comments showing in that document, then you will find that you will also be printing the comments as they are set out on your screen. You can stop comments being printed from the backstage area by choosing: File Print Settings section choose Print All Pages Untick Print markup. This is highlighted on the right: Question 4/ If you have turned off a documents markup, can you view it again? If you can view markup again, then how do you do this? Page Breaks The text area on each page of your document determines how long individual lines of text can be and how many lines can fit on a page. Each time you fill a page with text or graphics, MS Word breaks pages automatically. If you are working in Draft View, these automatic page breaks or soft page breaks are indicated by a dotted line as shown below: As you edit and change your document formatting, MS Word recalculates the amount of text on the page and adjusts any soft page breaks. This is called repagination. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 5

Whenever you want to start on a new page you can insert page breaks manually using either Ctrl + Enter, or Insert tab in the Pages group. With the Pilcrow button ( ) turned on you can see the manual page breaks (or hard page breaks) indicated by a dotted line with the words Page Break centred on the dotted line as shown below: When you insert a hard page break, all of the soft page breaks after that are automatically adjusted. MS Word cannot move hard page breaks - you have to adjust them yourself. To remove a hard page break, turn the Pilcrow button ( ) on and delete it using the Delete or Backspace keys. The Status Bar at the bottom of the MS Word window: indicates which of your pages the insertion point is on and the total number of pages in your document. It also shows the total number of words in your document. If there are any proofing (spelling/grammar) errors then is shown indicating possible errors, and if your document is error free then is shown. The Status Bar also tells you the language dictionary you are using as well as any macros that you have recorded. (A macro is a recording of the exact steps you take for doing a task such as creating my footers for these Teach Yourself Microsoft Word documents. Once a macro is created you can save it and then use it again and again.) Question 5/ While writing this very document I took a screen shot of the status bar as shown above. a) How many pages were in this document at that time? b) At that time what page was my insertion point on? c) At that stage did this document have any errors in it? d) At that stage how many words were in this document? e) What language dictionary was I using? Skills Check 11a - Continued 20. If you have closed Task-11a.docx then open it up again. 21. Add a hard page break just before the page 2 heading: What makes an experience? 22. If any blank lines were added above the heading, then delete them. (Hint: Use Pilcrow button.) 23. If you have hidden your review comments, then set them to show again. 24. Save changes to Task-11a.docx D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 6

Tracking Document Changes As a teacher, I am often asked to proofread a document which was often hand written and occasionally typed out. In years gone by I did this (mostly) with a red pen. As a proof-reader I would circle spelling errors, point out grammar mistakes, make suggestions for improvement in the margins and add general comments at the end of the document. Nowadays, I have documents sent to me electronically via e-mail or an educational internet based portal and these documents are most often Microsoft Word documents. As you have already seen in this lesson, MS Word allows you to add comments to documents in which you can point out spelling and grammar errors as well as make suggestions. As a part of the document editing process, you use the Comments group button to add comments but you can also use the Review tab s Tracking group button. You will look at this next: Skills Check 11a - Continued 25. If you have closed Task-11a.docx then open it up again. 26. Click on in the Review tab and then choose Track Changes from the drop-down list as highlighted on the right. Once this button is clicked, it stays grey indicating that any changes to your document are being tracked. Clicking on this button again will turn off tracking. I prefer to see tracking changes within the document rather than in a side panel. To view tracking this way: 27. Change the Display for Review drop-down list to All Markup as shown on the right: 28. Click on the Show Markup drop-down list Choose Balloons Select Show All Revisions Inline as shown on the right: With these settings you are able to see your edits before the changes are made permanent: Any changes that you make to your document appear as coloured markup pinkish coloured markup if you are the only person working on the document. If there is more than one person, then each person will be assigned a different colour. If you delete text, it will not disappear. Instead, the text will be crossed out. If you add text, it will be underlined. Remember, whilst you have Track Changes switched on, your changes are not yet permanent. 29. On the first page of Task-11a.docx using whatever method you like, locate the word lemon. (There is a fast way to do this!) D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 7

30. Delete the word lemon. The result of this deletion should be: Notice the grey vertical bar on the left side of the page beside any document changes. This helps you to scan through your document for any tracked changes. 31. Click on the grey vertical bar to see what happens when you do this. Question 6/ What happened when you clicked on the grey vertical bar? 32. Click on the vertical bar again. Question 7/ What happened when you clicked on the vertical bar again? 33. Add the word luminary where lemon was. The result of this addition should be: 34. Click on the Show Markup drop-down list again. 35. Choose Balloons Select Show Only Comments and Formatting in Balloons as shown on the right: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 8

36. Notice the difference between the way comments are set out in the panel on the right compared to track changes which are shown inline as shown below: Tracking Viewing Options If you have made a lot of changes in your document whilst you have Track Changes switched on and still working on that document, then it can become distracting. MS Word provides a few ways to tailor how tracked changes appear in your document by using the Display for Review drop-down list button which you have already used once but we will have a look at this in a little more detail now. Skills Check 11a - Continued 37. In the Review tab s Tracking group, click on the Display for Review drop-down list button as shown on the right: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 9

38. First, click on Simple Markup and look through your document. This shows what the final version will look like without inline markup as shown below. Red vertical bars appear in the left margin indicating where a change has been made. 39. Next, click on All Markup and look through your document. This shows what the final version will look like with inline markup as shown below. Grey vertical bars appear in the left margin indicating where a change has been made. 40. Next, click on No Markup and look through your document. This shows what the final version will look like hiding all markup as shown below. No vertical bars appear in the left margin. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 10

41. Next, click on Original and look through your document. This shows the original version and hides all markup as shown below. No vertical bars appear in the left margin. Question 8/ How can you tell from the last snip above that this is in fact the original document and not the final version? Points to Remember: Clicking the Hide Track Changes vertical bar in the left margin switches your document between Simple Markup and All Markup. Tracking changes are considered only suggestions until they are accepted. Once accepted they become permanent changes. Hiding Track Changes is not the same as accepting all changes. You will still need to accept or reject the changes before sending out the final version of your document. Skills Check 11a - Continued Let s assume that you are now working on Task-11a.docx as the final editor. You may accept or reject any/all of the tracked changes. To do this you use the Review tab s Changes group Accept and Reject buttons shown on the right. Use the Previous and Next buttons to move to and highlight the previous/next track change. 42. Click on lemon and clicking on the Accept button. 43. Click on or use the Next button to select luminary and click on the Accept button. 44. Save the changes to Task-11a.docx 45. Click on the Track Changes button in the Review tab to turn it off. The Track Changes button now has a light grey background as shown on the right. You should always do this once you have finished using Track Changes. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 11

Notes: 1/ You can accept all track changes all at once by clicking on the Accept down arrow and choosing Accept All Changes and Stop Tracking as highlighted on the right: 2/ Similarly, you can reject all track changes all at once by clicking on the Reject down arrow and choosing Reject All Changes and Stop Tracking. 46. Save the changes to Task-11a.docx 47. Show your work to Mr Kruyer and then close Task-11a.docx Question 9/ In the screen dump shown here: a) Why is lemon crossed out? b) Why is luminary underlined? c) What does the small vertical grey bar on the left of the window indicate? d) What happens when you click on this grey vertical bar? e) Is Track Changes still turned on? f) Is the information shown in the right pane a track change or a comment? Question 10/ Explain what each of the options contained in the Show Markup drop-down list do. Skills Check 11b 1. From my website, download Task-11b.docx to your network server space folder. 2. Open Task-11b.docx 3. Turn on Track Changes. 4. Show All Markup. 5. In the Tracking group, choose Show Revisions in Balloons. 6. Change the date at the top of the document to today s date using the same date format and using Australian English. (Insert ribbon Text group Date & Time button. Do not check Update automatically.) 7. In the first paragraph, edit the second sentence so it reads: It was a pleasure to meet with you and to get a tour of SPAN s facilities. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 12

8. In the second paragraph, change the first sentence so that it reads: I am writing to you about the secretary position that you advertised in The Age instead of: I am really writing to you about the secretary position that you advertised in the Age 9. Change the font of the letter from Arial, 10pt to Times New Roman, 12pt. (Highlight only the text in the letter, not the track change text.) 10. In the third paragraph, change the words: send course satisfaction ratings skyrocketing improve learner satisfaction ratings. to: 11. In the fourth paragraph: o Delete the words: I wanted to let you know that. o Change the text: certificate II in Office Admin from Melbourne Multitechnic Certificate II in Office Administration from Melbourne Polytechnic. to: o Capitalise all four letters in the word Span. 12. Change the final semicolon (after Sincerely) to a comma. 13. Change the Line spacing after Sincerely, from 12pt to 48pt and thus leaving room for a signature. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 13

Task-11b.docx should look much like this shown below with only a couple of differences although your markup colour may vary: 14. Change the name at the bottom from Tracey Turnblat to your name. 15. Change the e-mail address to something that might resemble (but does not have to be exactly the same as) your e-mail address. 16. Print out your document including the markup. 17. Click the Accept drop-down arrow and select Accept All Changes and Stop Tracking. 18. Save the Task-11b.docx changes to your network server space. 19. Sign the document in the appropriate spot. 20. Hand your markup document to Mr Kruyer for ACFE purposes. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 14

Comparing Documents Word has two very useful features: Compare Documents and Combine Documents. As their names imply, the features let you either compare two MS Word documents or combine two documents together. When would you ever need to use this? If you are like me, you probably have several different versions of your resumes, cover letters and follow-up letters saved over the years. Sometimes I modify a resume or letter slightly for a job application to stress a particular skill, or sometimes I add information and save a new copy with a slightly different name. It would be nice to quickly see the difference between my latest and an older version of resumes or cover/follow-up letters to see if there is something I should add to the latest one or to possibly remove. In the example below, I want to see what the differences are between an old follow-up letter written a few years ago and the later one that I updated a couple of months ago. Follow the steps below: Skills Check 11c 1. Download the two follow-up letters ( follow_up_span_17-11-15 & follow_up_bridge_26-05-18 ) from my website and save them both to your USB/server drive space. (You can have a look at them if you like as they are not any of my real follow-up letters!) 2. Open the later follow-up letter in MS Word if is it is not already open. (It does not really matter which you choose!) 3. Click on the Review tab. 4. Click on Compare as shown on the right: This will bring up the Compare Documents dialog box shown below. 5. In this dialog box choose both your original document (follow_up_span_17-11-15.docx) and the later version of that document (follow_up_bridge_26-05-18.docx) as shown below: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 15

6. Click on the More >> button to see several Comparison settings as shown on the right. Do not change any checkbox settings. For future reference; you can uncheck items here that you do not want to compare in the two versions of your documents. 7. Click the OK button. By default, you will now see all the changes in a new MS Word document yes, you now have three documents open and is better than saving over your original or revised documents. This is shown below with the new document shown in the middle panel where you can make your changes: Your new document has several sections: a scrollable list of revisions on left side, a combined document showing all changes in the middle and the two original documents on the right side. Let s look at each section in more detail: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 16

8. Look at the left most panel. Here you can see that I have deleted lines of text and inserted other lines of text. 9. Scroll down the left most panel to near the bottom of the list and double-click on any of the headings (Gerry Kruyer Deleted or Gerry Kruyer Inserted). This will move the cursor to that text in the document. 10. Scroll up to the top of the left most panel and repeat. In the middle panel you will see the red vertical bars down the left side. You saw these earlier in this lesson as grey bars. Again, by clicking on these bars you can look at your revisions in more detail. 11. Click on any one of the red vertical bars in the middle panel. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 17

By default, anything with a strike-through is what has been deleted and anything underlined is what has been added to the revised document as shown here: On the right side of the window, you see two panels, one above the other showing the original document at the top and the revised document below. As you scroll the original (top) document, the revised (bottom) one follows along so that they are in sync, but this is not the case if you can scroll the bottom revised one. If you scroll the combined middle document, both windows on the right side will stay in sync with you as much as possible. 12. Try scrolling down/up the middle, right-top, and right-bottom panels. In addition to this view, you can also remove both the source documents from the right panels. 13. Click on the Compare button again, then on Show Source Documents and finally click on Hide Source Documents. 14. Choose to show your revisions in balloons using the same methods you used earlier. There are the steps: Show Markup Balloons Show Revisions in Balloons. This is shown below: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 18

To bring one or both documents back again: Compare button Show Source Documents Choose from Show Original / Show Revised / Show Both. 15. Choose Show Both. If you just want to see the differences between the two documents, then you do not have to do anything else. If you want to create a final new document from these two documents, you can right-click on any change and choose to Accept or Reject the Insertion/Deletion as shown below: Once you have finished, save the new document with a sensible name. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 19

Combining Documents Using Combine Documents is very similar to using Compare Documents. If you choose Combine, you will get the same dialog box that you saw earlier where you choose the original and revised document: Once you have done that, you will get the same layout as before where you see the combined changes in the middle. o o o Just as you saw earlier, strikeout text is deleted, underlined text is added. Right-click on each change and choose whether to accept or reject each change. When you are finished, save the new combined document with a sensible name. Both Compare and Combine are really useful MS Word features for times when you have multiple versions of the same document, or when several people edit one MS Word document and you end up with multiple documents to combine into one. Read Aloud I find the Read Aloud button in the Review tab quite useful for picking up layout and structural problems within my documents. Listening to your text being read out is quite different to reading your text. It can bring up stylistic issues not related to spelling or grammar that you did not see when you were reading it. Type a few paragraphs of text into an MS Word document. Fix up any spelling and grammar errors. Experiment with the Read Aloud button including experimenting with the settings button change the voice and reading speed. to Question 11/ How many different voices can you choose from? Question 12/ Will the Read Aloud feature read across a page break? D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 20

Have you backed up all your work at the end of this lesson to your USB drive or server space? Have you been saving your work every 10 minutes? Show your MS Word documents to Mr Kruyer for assessment. Due Date: All questions from this task should be completed by next week s class. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task11\TYMSWord11.docx Page 21