discovering microsoft word 2010 … · web viewbut since we do not cover it in introduction to...

Discovering Microsoft Word 2010

Chapter 7: Review Tab in Word 2010Last update: 10/11/15

ESSENTIAL OUTCOMES

7. Apply editing features employing the Review tab feature in Word by:a) Utilizing the spelling and grammar check, the Thesaurus feature and Word Count featureb) Inserting, editing and deleting commentsc) Tracking, displaying, accepting and rejecting changesd) Restricting document editinge) Connecting key terms in the chapter with application

The Focus

In Chapter 7, the focus will be on learning the skill sets that are provided underneath each of the toolbar sections for the Review tab. The focus will be on the skills sets that you need to know for certification in Microsoft Word 2010. There are five sections listed under the Review tab. The Review tab allows you to proof, translate, and add comments to a document. They are as follows:

1. Proofing2. Language3. Comments4. Tracking5. Changes6. Compare (not covered in this Chapter)7. Protect

Proofing Toolbar Section

The Proofing Toolbar section is probably the most familiar toolbar in this section. Most people are very familiar with the Spelling & Grammar section on this toolbar, and because we cover this in Introduction to Computers, we will not cover here.

The Thesaurus feature may also be very familiar. But since we do not cover it in Introduction to Word, we will cover it here. When you use the Thesaurus, you will be given both the synonym (word with a similar definition) and antonym (a word with the opposite definition).

Info Software 1


This feature is often used when you are writing a paper and find that you are using the same words over and over. The Thesaurus allows you to look up a word and look for a word that has a similar meaning.

The Word Count feature allows you to find the number of words, characters, paragraphs, and lines in a document. Just click on the icon and it will give you a Word Count Dialog box showing you the number of words in your document. You can also look on the status line of your document to count numbers as well.

Language Toolbar Section

The Language toolbar section allows you to translate words or paragraphs into another language as well as setting your proofing and language preference. This will not be covered in this Chapter but feel free to explore this feature.

Comments Toolbar Section

The Comments toolbar section is a very useful and often used feature in Word. The purpose of the Comments section is to allow reviewers of the document to add comments when documents are shared between students/teachers, departments, individuals or businesses. The Comments toolbar section is considered an editing tool that allows others to take time with your document and then provide suggestions for improving it. Comments are used to communicate possibly changes that should be made to a document.

To add a comment into a document, simple place your cursor in the document where you want to add the Comment and then select the Comment

icon. NOTE: once the comment has been inserted into the document, it will appear in the gray margin area which will expand the document. Once the Comment has been added (see diagram to the right), three features will appear for use:

Delete: allows you to delete a comment or all comments in a document.

Previous: if you click on the “previous” icon it will take you to the comment before the comment you are on.

Next: if you click on the “next” icon, you will be taken to the next comment in the document.

Info Software 1


Tracking Toolbar Section

The Tracking toolbar section may be used once a comment has been inserted into a document. There are five features in this section:

Track Changes Final: Show Markup Show Markup Reviewing Pane

Track Changes

Track Changes is a way for Microsoft Word to keep track of the changes you make to a document. You can then choose to accept or reject those changes.

Let's say Bill creates a document and emails it to his colleague, Lee, for feedback. Lee can edit the document with Track Changes on. When Lee sends the document back to Bill, Bill can see what changes Lee had made.

Track Changes is also known as redline, or redlining. This is because some industries traditionally draw a vertical red line in the margin to show that some text has changed.

To use Track Changes, you need to know that there are three entirely separate things that might be going on at any one time:

1. First, at some time in the past (last week, yesterday, one millisecond ago), Word might have kept track of the changes you made. It did this because you turned on Track Changes. Word then remembered the changes you made to your document, and stored the changes in your document.

2. Second, if Word has stored information about changes you've made to your document, then you can choose to display those changes, or to hide them. Hiding them doesn't make them go away. It just hides them from view.

3. Third, at this very moment in time, Word may be tracking the changes you make to your document.

The image on the right shows that the “Track Changes” feature has been turned on. Notice that when I went in and change the word “information” to “data, Word marked the word and is tracking that change. (The only way to remove the tracked changes from your document is to accept or reject them.)

Info Software 1


One way that you can see whether the document is tracking changes in the 2010 version is to look on the status line. In Word 2010, look for "Track Changes: On" or "Track Changes: Off". If you can't see "Track Changes" on the status bar, then right-click on the status bar and a pop up menu will appear (see image on the left). Then select “Track Changes”. After you have turned them on, look on your status bar and you will see “Track Changes: On” features is now displayed (see diagram on the right). To turn the icon off, just right click again and deselect “Track Changes.”

NOTE: if you accidentally turn on the Track Change icon, click on the icon again to turn off the Track Change feature. If you do not, it will mark all changes in your document from that point on.

Change Tracking Options

In Word 2010, on the Review tab, click the bottom half of the big Track Changes split button and choose Change Tracking Options. (NOTE: The Change Tracking options icon is not really about the tracking of changes. They are

about how to display the effects of the tracking.)

The Track Change Options box to the left demonstrates the various features that can be changed in the Track Change Options box. Let’s look at one example from the box. In the

image on the left, notice that the “Insertions” drop down was selected. We can change the markup option (how it displays the change in the document), from underline, to Color only, Bold, Italic, Double underline, Strikethrough, etc.).

Info Software 1


Change User Names

In Word 2010, the author of the document can be found by clicking on “Change User Name.” To do this, under the Track Changes icon, select the third options, “Change User Name.”

The dialog box to the left will open and you will find the author’s name. To change the name, select the “User name” section and type in your name.

By adding a new author’s name to the document, you are also adding the name to the list of people who can “review” your document (see page 6 for more details on reviewers).

Choosing Colors for Trackers:

You can choose to display tracked changed in any of 16 colors. But if you want Word to display different reviewers' revisions in different colors (that is, if you choose to display using the "By Author" color), then Word only provides eight colors with which to distinguish authors.

In theory, Word allocates colors to reviewers in the following order: red, blue, green, violet, dark red, teal, dark yellow and grey. For the ninth and subsequent reviewers of a document, Word cycles through the colors again. But in practice, as reviewers come and go (as their revisions are accepted or rejected), the allocation of colors to reviewers ends up, in effect, random.

You can test this out by changing the user's name, turning on tracked changes and making some changes to your document. NOTE: you cannot change the color for authors. Word does this automatically. Also, do not rely on any one author's revisions being displayed in a particular color from day to day, or from machine to machine. Word likes to be creative, and you can't control its creative urges!

Final: Show Markup Feature

The Final Markup feature allows you to choose how to view the proposed changes to the document. You are given four options:

Original document before the changes were placed into the document Original with the changes (markups) Final document without showing the change Final document which includes the markups.

Info Software 1


Show Markup Feature

The Show Markup feature allows you to choose what kind of markup to show in your document (see diagram to the left).

Most of these options you need to play with to understand how they work. However, there are two features that we should take note of since you will need them for the MOS certification exam. They are the Balloons and the Reviewers.

Balloons: The Balloon feature allows you to decide how you want your comments or change to be viewed in your document. An example of a balloon can be seen by looking at the image on the right. A balloon has a red border, and will show what type of change was made. In the example on the right, the word, “information” was deleted.

When using the Balloon Feature, you have three choices:

Show Revisions in Balloons: all revisions are displayed in a red balloon in the margin area.

Show All Revisions Inline: all revisions are displayed inside the document. The correction will have a red strikethrough line followed by the correction underline (NOTE: the default settings are being used for all changes).

Show Only Comments & Formatting in Balloons: all revisions are shown inline, with only the comments made by the reviewer shown in the margin area.

Reviewers: another feature that you can use is the “Reviewers” option. This feature allows you to turn on or turn off comments made by individual reviewers.

For example, you do not want the comments or tracking changes for John Smith, all you have to do is deselect “John Smith’s” name under Reviewers. In the example to the left, Cathie Murphy’s name is not select, thus, her comments will not appear in the document.

Info Software 1


Reviewing Pane

This Reviewing Pane feature allows you to choose how you want the changes to be displayed in your document: horizontally (at the bottom of the page) or vertically (on the left side).

Changes Toolbar Section

The Changes toolbar section provides you with the ability to accept or reject comments and move back and forth between comments.

Accepting & Rejecting Changes: As you read through your document, you can either accept or reject changes. In Word 2010, to accept or reject one tracked change, click within the change and on the Review tab, click Accept or Reject.

Notice that if you have more than one change to make in a document, Word provides you with a feature that allows you to “Accept (Reject) and Move to Next” change. Also note that you can “Accept (Reject) All Changes in Document” by simply clicking on the feature provided.

You are also provided with a feature on the toolbar itself that allows you to go to the previous or next change. This feature allows you to skip comments that you do not want to change.

Protect Toolbar Section

The Protect toolbar section allows you to restrict the editing of your document. You have already been introduced to this feature when we worked in the Backstage View. This feature was found under the

Info Software 1

Figure 1 Vertical PaneFigure 2 Horizontal Pane

Figure 1 Vertical PaneFigure 1 Vertical PaneFigure 1 Vertical PaneFigure 1 Vertical PaneFigure 1 Vertical PaneFigure 1 Vertical PaneFigure 1 Vertical PaneFigure 1 Vertical PaneFigure 1 Vertical PaneFigure 2 Horizontal PaneFigure 2 Horizontal PaneFigure 2 Horizontal PaneFigure 2 Horizontal PaneFigure 2 Horizontal PaneFigure 2 Horizontal PaneFigure 2 Horizontal PaneFigure 2 Horizontal PaneFigure 2 Horizontal Pane


“Protect Document” icon. Hopefully, this restriction feature makes more sense to you after learning about Comments and Tracking comments. There are two restrictions that you can set: Formatting restrictions and editing restrictions. After you have set your restrictions, you secure these restrictions with a password.

1. Formatting Restrictions: by restricting formatting to the styles you select, you prevent reviewers from modifying styles and applying direct formatting to the document.

To restrict your formatting, click on the box below the #1, and the click on “Settings.” The Formatting Restriction box will open and you can scroll through and set your formatting restrictions.

2: Editing Restrictions: in this section, you can set the editing restrictions (restrictions on the type of changes that can be made in a document) when you share a document with other reviewers. The three restrictions are:

Read Only: this option allows a reviewer to read the document but restricts them from making any changes or adding comments.

Tracked Changes: using this option, you allow reviewers to make changes to the document. The Tracked Changes feature allows Microsoft Word to keep track of the changes that reviewers make. Thus, if you do not like the changes, you can always revert back to the original document. In this feature, reviewers also cannot make comments.

Comments: using this option, you allow reviewers to make comments, but not make direct changes to the document. This feature allows you to look at the comments of the reviewer and decide for yourself whether you want to implement the reviewer’s suggestions into your document.

3. Start Enforcement: Once you have decided on the formatting and editing restrictions, you can “Start enforcement” of the changes by clicking on the “Yes, Start Enforcing Protection” button under 3.

You secure these restrictions with a password that only you know. After all, if you give out the password, there is no reason to use the restriction feature.

Info Software 1


Printing Comments

After you have comments added into a document, you can print these comments out either separately or on your Word document. By using the Backstage View, select the “Print” option. Under Settings, click the first drop down arrow next to “Print All Pages. Go down to the Document Properties section and select “Print Markup” (see image to the right). If you do not want the changes to print, deselect “Print Markup”.

If you want to print off a list of the changes, click on “List of Markup” (see diagram on the right).

Next Step in Chapter 7

You are now to show me your highlighted document. Make sure you save this document to your Chapter 7 folder underneath the Word folder. It is your only proof that you have highlighted your work. Once you have shown me your work, then you are to complete the Chapter 7 exercises. Go to the class website and check under today’s date, and then download the Chapter 7 Exercises to your Chapter 7 folder. Make sure you create a folder that contains your first and last name. Save your completed exercises in this folder. This will be the only proof that you have that you have completed your exercises.

Info Software 1

discovering microsoft word 2010 … · web viewbut since we do not cover it in introduction to...

Documents