Objective 1.3: Manage Document Changes
- 1.3.1 Track changes.
- 1.3.2 Manage tracked changes.
- 1.3.3 Lock or unlock tracking.
- 1.3.4 Add comments.
- 1.3.5 Manage comments.
OBJECTIVE 1.3: Contents
1.3.2 Manage tracked changes.
Manage markup options
When you are working on a document with change tracking turned on, you can use the Show Markup menu in the Tracking group to control the types of changes Word displays. Several of the options on the menu are the same as those provided in the Track Changes Options dialog box. For example, you can show or hide formatting changes, insertions and deletions, or comments by using the menu or the dialog box.
You can also use the Show Markup options to control what information Word displays in balloons in certain document views. You can show revisions in balloons or inline, or you can choose to show only formatting changes and comments in balloons.
Use the Specific People item on the Show Markup menu to view changes made by a specific reviewer or a subset of reviewers, instead of all reviewers, which is the view Word displays by default. If you display changes made by a specific reviewer or a set of reviewers, use the Accept All Changes Shown and Reject All Changes Shown commands to act on that set of changes in a single step.
See Also: For more information about accepting and rejecting changes and about the Track Changes Options dialog box, see “Manage tracked changes” later in this topic.
Word uses the term markup to describe the set of changes tracked in a document. As part of managing the changes in a document, you can use the Display For Review list in the Tracking group on the Review tab to switch between different views of the marked-up document. You can view the document as it was originally written, without any markup, or with some or all of the markup displayed. The choices are as follows:
Simple Markup Word displays this view by default. With Simple Markup selected, Word displays the document as though insertions and deletions were accepted and displays a vertical line to mark areas of the document that include revisions. You can click that line to switch to All Markup view so that Word displays the markup. When Simple Markup is selected, comments added to a document are displayed as a small balloon that you can click to display the full comment. Click Show Comments in the Comments group to expand the display of all comments in the document.
All Markup Select All Markup to display all the changes in a document, including inserted and deleted text, text moves, ink changes, and formatting changes. Word displays the marked-up document by using the settings specified in the Track Changes Options and Advanced Track Changes Options dialog boxes. For example, full comments and formatting changes are displayed in balloons if you specified that setting. In the All Markup view, you can control the types of changes Word displays and view the changes made by specific reviewers by using the Show Markup menu.
See Also: For information about options for tracked changes, see “Manage change tracking” earlier in this topic.
No Markup Select this option to view the document as though all changes have been accepted. Word does not display a line indicating the location of revisions.
Original Select this option to view the document as it was initially written—as though all insertions, deletions, and text moves have been rejected. (Formatting changes, however, are retained.)
To display specific types of markup elements
1. On the Review tab, in the Tracking group, click Show Markup.
2. On the Show Markup menu, click to remove the check mark next to any markup element you want to hide.
To display changes by specific reviewers
1. On the Review tab, in the Tracking group, click Show Markup.
2. On the Show Markup menu, click Specific People, and then click All Reviewers to hide changes from all reviewers.
3. On the Show Markup menu, click Specific People, and then click the name of the reviewer whose changes you want to view. Repeat this step to view changes by additional viewers.
To change the version of the markup that is displayed
On the Review tab, in the Tracking group, in the Display For Review list, click Simple Markup, All Markup, No Markup, or Original.
Manage tracked changes
When you review a document that includes tracked changes, you work with the commands and options in the Changes group on the Review tab or in the Reviewing pane (which is labeled Revisions when it is displayed).
By using commands in the Changes group, you can move to the previous or next change and then accept or reject that change or use options on the Accept and Reject menus to act on a change and move immediately to the next change. The Accept and Reject menus also provide options that you can use to accept or reject only the changes shown, accept or reject all changes in the document, and accept or reject all changes and at the same time turn off change tracking.
When the Reviewing pane is displayed, Word displays tracked changes in a list, labeling each revision as an insertion, deletion, or formatting change and indicating the name of the user who made the change. You can view revisions made by a specific person or persons by using the Specific People command in the Show Markup menu in the Tracking group.
See Also: For information about viewing changes by specific people, see “Manage markup options” earlier in this topic.
To accept or reject a change
1. On the Review tab, in the Changes group, click Previous or Next to locate the change.
2. In the Changes group, click Accept to incorporate the change, or click Reject to remove it.
To accept or reject only changes that are shown
1. Set the markup options to display only the changes that you want to accept or reject.
2. On the Review tab, in the Changes group, do either of the following:
• Click Accept, and then click Accept All Changes Shown.
• Click Reject, and then click Reject All Changes Shown.
To accept or reject all changes
On the Review tab, in the Changes group, do either of the following:
• Click the Accept arrow, and then click Accept All Changes.
• Click the Reject arrow, and then click Reject All Changes.
To display the Reviewing pane
On the Review tab, in the Tracking group, click the Reviewing Pane arrow, and then select Reviewing Pane Vertical or Reviewing Pane Horizontal (depending on which orientation you prefer).
To accept or reject changes in the Reviewing pane
In the Reviewing pane, right-click a revision (such as an insertion or deletion), and then use the Accept and Reject commands on the menu to accept or reject the change.