word 2000 intermediate

7/31/2019 Word 2000 Intermediate

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Microsoft Word: Intermediate

Academic Computing Services

A Division of Information Services

www.ku.edu/acs

Abstract: Microsoft Word 2000 is a powerful word processing program.This document introduce tasks, such as creating and managing

tables, inserting and editing images, inserting and using

hyperlinks, using editing tools to review and revise documents,

and use the Mail Merge utility. It is used in conjunction with the

Word: Intermediate workshop.

Contents

Introduction .......................................................................................................................2

Objectives ......................................................................................................................... 3

Prerequisites.....................................................................................................................3

Related Training Available from ACS................................................................................3Tables ...............................................................................................................................3

Creating a New Table ...................................................................................................3

Changing a Column Width Manually.............................................................................4

Adding Columns or Rows..............................................................................................5

Deleting Columns or Rows............................................................................................5

Moving or Copying the Contents of a Column or Row ..................................................6

Creating a Table from Existing Text..............................................................................6

Adding Borders and Shading ........................................................................................ 7Creating Table Headings ..............................................................................................8

Inserting Images................................................................................................................ 8

Inserting ClipArt.............................................................................................................8

Inserting Pictures ..........................................................................................................9

Clips Online...................................................................................................................9

2003 University of Kansas. All rights reserved
http://www.ku.edu/acshttp://www.ku.edu/acs


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ACS Computer TrainingMicrosoft Word 2000: Intermediate

Formatting Images ..................................................................................................10

Inserting Symbols............................................................................................................11

Working with Section Breaks ..........................................................................................11

Working with page Breaks ..............................................................................................12

Inserting Hyperlinks.........................................................................................................13

Creating a Link............................................................................................................13

Using and Modifying Hyperlinks..................................................................................15

Mail Merge ......................................................................................................................15

Creating the Main Document ......................................................................................15

Creating the Data Source............................................................................................16

Adding Data to the Data Source ................................................................................. 17

Using Existing Data for a Mail Merge..........................................................................17

Inserting Mail Merge Fields.........................................................................................19Merging the Data Document with the Main Document................................................20

Printing Envelopes Using Mail Merge .........................................................................20

Printing an Envelope for an Individual Mailing ............................................................22

Toolbars .......................................................................................................................... 22

Customizing Toolbars ................................................................................................. 22

Reviewing Documents ....................................................................................................24

Inserting Comments ....................................................................................................24

Tracking Changes .......................................................................................................25

Comparing the Documents .........................................................................................25

Getting Additional Help ...................................................................................................27

Introduction

Microsoft Word is a word processing program than can be used to create various types of

documents from letters and memos to calendars and lists. Features of Microsoft Word,

such as Mail Merge, can be useful when creating generic documents to be sent to large

numbers of people. Microsoft Wordalso allows you to create and print labels or

envelopes on your printer.

Note: This handout is designed forMicrosoft Word 2000. Much of thecontent will be the same ifWord 97is used, however the variousscreen shots will appear differently between the two versions of

Microsoft Word.

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Objectives

The goal of this workshop is to introduce participants to tables and the Mail Merge

functions ofMicrosoft Word. After today's workshop, participants will be able to:

Create a table Add and delete rows and/or columns from a table

Apply borders and shading to a table

Insert and edit images in a document

Add Section Breaks and Hyperlinks to a document

Use the Track Changes tools for reviewing documents

Create and edit a main document and a data source for Mail Merge

Create and print envelopes using the Mail Merge tool

Customize toolbars

Prerequisites

The prerequisite is theMicrosoft Word: Introduction workshop or equivalent skills.

Related Training Available from ACS

All workshops offered by Academic Computing Services (ACS), a division of

Information Services, are free to KU students, staff, faculty, and approved affiliates. The

general public is also welcome to most workshops, but some ACS workshops require a

registration fee for them.

To learn more about or register for workshops, receive automatic announcements of

upcoming workshops, and track workshops youve registered for and have attended, visit

the ACS Web site at www.ku.edu/acs/train. You can also check our online schedule at

www.ku.edu/acs/schedule for a list of class offerings and their availability. For further

workshop related questions, please email [email protected].

Tables

Creating a New Table

Microsoft Wordhas powerful tools to handle tables. With tables, you can arrangecolumns of numbers and text in a document without using tabs. Tables also provide a

convenient way to present text in side-by-side paragraphs, as in a newsletter, or to

arrange text beside graphics.

To create a table, select the place in the document where you want to insert a table, and

click at the location so that the blinking cursor appears there. Click the Table menu,selectInsert, and from there choose Table. The Insert Table dialog box appears.

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In theNumber of columns: and theNumber of rows: fields, enter the number of columnsand rows you want in your table. In theFixed column width: field, type in a specific

width (for example, 2 if you wanted to have 2 columns) or you can leave it on the

default of Auto, which selects the width of the columns according to the space available.

The other option,AutoFormat, allows you to select a pre-set format of colors and fonts

for your table.

When you have made all your selections, clickOK. A table of rows and columns marked

by gridlines appears.

End-of-row markEnd-of-cell mark

Each box in the grid is a cell. Once your table has been created you can type text into the

cells. When you type in text that is longer than the cell, the text wraps around and the

height of the row increases to fit. To move to the next column in a row, use the [TAB]

key. If you reach the last column in the last row and want to enter additional data, press

the [TAB] key and a new row is created. To start a new paragraph within a cell, press

[ENTER]. To insert a tab character within a cell, press [Ctrl + TAB].

You can add, delete, and format text in a cell just as you would in any paragraph. You

can even add graphics to a cell.

Changing a Column Width Manually

To adjust the width of an individual column, click on the vertical line between cells and

drag it to a new location. You can also select a column and click the Table menu, select

Table Properties, select the Columntab and enter the new width.



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s

Adding Columns or Rows

Sometimes, you might find you need to add a column that you originally forgot. To do

this, place the cursor in a column adjacent to the desired location of the new column.

Click the Table menu and selectInsert. UnderInsert, the options ofColumns to the Left

and Columns to the Rightcan be chosen. Determine which side of the current insertion

point you want to insert the column, and choose that option. Adding a row is

accomplished in the same manner, however the optionsRows Above andRows Below

should be used when inserting rows.

Deleting Columns or Rows

To delete a column or row, place the cursor in a column or row that you wish to delete.

Click the Table menu and selectDelete. UnderDelete, choose the optionRows,

Columns, Table, orCells in accordance to which aspect of the table you wish to delete.

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SelectedColumn

Drag this gridline to change thewidth of the two columns.


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You can also use the mouse to select the column or row to delete. Once selected, you can

use the Table menu to delete the highlighted selection or the right-click option.

Selected

Moving or Copying the Contents of a Column or Row

To move or copy the contents of one or more cells, you can utilize the cut, copy and paste

methods you would normally use when editing a document. You can find these buttons

on theStandardtoolbar or under theEditmenu. The drag-and-drop method can also be

used in a table.

Creating a Table from Existing Text

You may already have information entered that you want to turn into a table. To convert

text to a table format, highlight the text you want to convert. Click the Table menu,

choose Convert, and then select Text to Table. A dialog box appears asking you to

confirm the number of columns and the way the text should be separated into fields. If

the information looks correct, clickOK.



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Adding Borders and Shading

There are many different ways to apply a border to a table.

You can go to the Outside Borderbutton on yourTables and Borders toolbar

and select theBorderbutton. Make sure that you select the table where you want

the border(s) to be changed. If you want to change the borders for the entire

table, you can click on the cross that appears when you click inside of the table.

Note: The dotted lines in the Outside Borderbuttonwill not be printed in theoriginal document, only the bold lines are printed. So you can select

whichever style of border you need.

Place the cursor anywhere in the table; click the Table menu and select Table

AutoFormat. In theFormats: field, select the design you want. To remove all

formats, select None. Under theFormats to apply andApply special formats to

fields, select as many of the check boxes as you want to apply to the table. Click

OKto accept the new settings.

You can also use theBorders and Shadingoption under the Formatmenu to apply

borders and shading and to create custom borders and shading. By using this option, you

can select from a variety of border thickness and colors, as well as different patterns and

intensities of shading.



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Creating Table Headings

By merging cells, you can create a heading that pans several columns. To merge two ormore cells within a row, highlight the cells you want merged. You can select more than

one row of cells, but the cells are only merged horizontally. Click the Table menu and

selectMerge Cells. MS Wordconverts the contents of each merged cell to paragraphs

within the combined cell.

Inserting Images

Microsoft Wordcontains several options you can take advantage of when you need

graphic objects in your document: drawing objects and pictures. Drawing objects are

items such as AutoShapes, WordArt, and other types of freeform objects on the drawing

toolbar. Pictures are graphics that were created from another file. They include bitmaps,

scanned pictures and photographs, and clip art.

Inserting ClipArt

There are two types of pictures: pictures that cannot be ungrouped such as mostimported pictures, and pictures that can be ungrouped and converted into objects such

as metafiles (Clip Art) from the Clip Gallery. Microsoft Wordcomes with its own set of

pictures in the Clip Gallery. Most clip art is in metafile format, which means you must

ungroup an image and convert it to a drawing object in order to use the drawingtoolbar

and enhance it. The Clip Gallery includes a wide variety of clip art that makes it easy for

you to enhance your documents with professionally designed images. You'll find

everything from scenic backgrounds to maps and from buildings to people.

To insert images into the document from the Clip Gallery, click theInsertmenu, select

Picture and then Clip Art.

The Clip Gallery organizes the clip art into categories based on the nature of the clip art.

After finding the appropriate image, by either browsing the categories or using the searchoption, click on the picture, and a menu appears. To insert the selected clip art into the

current document, click theInsertbutton from the menu.

Insert



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Inserting Pictures

In addition to clip art, pictures from other sources that are saved as files can be insertedinto a document. Bitmaps, GIFs, scanned images, photographs and various other

graphical formats can be inserted as pictures. To insert these types of images, click on

theInsertmenu; selectPicture, and then From File. Browse to find the appropriate

file in the dialog box that appears and chooseInsertor double click on file name to add

the picture to the document.

Clips Online

If you want more pictures for your document apart from the ones available in the clip art

gallery, then you can connect to Clip Gallery Live a Web site where you can

download picture and movie clips.

You can do this by selecting Clips Online from theInsert ClipArtmenu (the button next

toImport Clipsbutton on theInsert ClipArtmenu).



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You can clickon which ever you want and then download it to your document.

Formatting Images

In addition to adding clip art and other images to yourWorddocument, you can also

format those images to make them appear as floating. Whenever you bring an image

into your document, theIn Line with Textwrapping style is applied. To change this styleand make your image float, click on the picture to highlight it, click on the Formatmenu,

and selectPicture. The Format Picture dialog box appears.


Format Picture dialog box


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TheLayouttab allows you to change the wrapping style to enable the picture to float.

When this option is chosen, you can move the picture wherever you want it to be just by

clicking and dragging on it. For even more options on how your text and pictures will

interact, click theAdvancedbutton at the bottom of the Format Picture dialog box.

Inserting Symbols

Sometimes you might need a special symbol in your document, like a copyright, pie,

trademark, or other type of symbol. By usingAutoCorrectunder the Tools menu or the

Insertmenu and choosingSymbol, you can easily display these types of signs within

your documentation.

Working with Section Breaks

When creating documents, there might be times when you need the layout on the top of a

page to be a normal paragraph style while the layout on the rest of the page is in a

columnar format. Section Breaks in Wordallow for this type of change. These types ofbreaks, unlike a page break, store the formatting for a section, such as the margins,

orientation, and page numbering, and allow for you to continue information on the same

page or the next page using a different page format. Whenever a section break is made,

Wordallows you to change the formatting for the next section without affecting the

previous one.

Section breaks also allow for effects, such as, changing number styles and starting a

numbering sequence over, changing margins, and changing the page orientation for

specific pages.

To insert a section break, the first thing you must decide is what type of break is needed.Wordhas four types of section breaks for you to choose from. They are as follows:

Next Page This inserts a break and starts a new section on the next page.

Continuous Allows for you to make a break and continue on the same page as the

previous section.

Even Page Inserts a section break and starts a new section on the next even page.

Odd Page Inserts a section break and starts a new section on the next odd page.

Once youve determined the type of break desired, click on theInsertmenu and choose

Break. This allows you to select the type of section break desired from theBreak

dialog box.



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After choosing the section break type, clickOKto continue on with your document.

Working with page Breaks

Microsoft Wordautomatically inserts a page break and starts a new page when you

complete a page. However, there may be times when you want to control the page break

as it breaks half of your table, breaks through the middle of the paragraph, or you might

want the new chapter to always start on a new page. You can insert a manual page break

wherever you want to.

First select the text or paragraph after which you want to insert the page break, click on

the Formatmenu, clickParagraph in the pop up menu, and then select theLine and

Page breaks tab. Select which ever you would like to use in the document and then click

OK. The selected page break format affects only the selected area. If you want to change

the page break format of the complete document, chooseSelect allfrom theEditmenu

first, and then go through the same procedure.



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Inserting Hyperlinks

There might be times where you need to create a hyperlink in your document.Hyperlinks are convenient because they allow a user to click on the link you provide and

jump to the location the link points to. For instance, if you type in a URL in your

document that is a hyperlink, you can email the document to another person and they can

click on the link and jump to that web page without having to open a web browser and

type the URL in the address bar. You can also create a hyperlink that goes to an existing

file, a new file, or opens a default email program and addresses the To: field of an email

for you.

Creating a Link

Hyperlinks to other documents, files, or web pages can be inserted into a Word

document. To do this, click in the document where you want the link to be and eithertype the text to be used as the link directly into the document, or click on theInsertmenu

and chooseHyperlink. If you insert the link through the menu, the following dialog

box appears:



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On theLink to: object bar, chooseExisting File or Web Page. When you do this, you

can use the Or select from list: options to chooseRecent Files,Browsed Pages, orInserted Links. TheRecent Files option shows a list of files you have used recently. The

Browsed Pages option lists web pages and help files that you have recently used. The

Inserted Links option displays the most recent links that you have typed inside of your

web browsers address bar. Once youve chosen the option that you want, click on the

link you want to use from the list. The Type the file or web page name field: displays theURL or address for the link and the Text to display: field displays the name of the web

page, document, or other type of header. If the Text to display: field does not have the

correct information or you want to change it, you can click in the box and type in your

own text. When you clickOK, the dialog box closes, and your text is displayed in blue.

Note: If you type a hyperlink directly into your document, such aswww.ku.edu, and the text does not change to the default color of blue

or you do not see the hand, which allows you to jump to that location,

click on the Tools menu, click onAutoCorrect and then click the

AutoFormat As You Type tab. Make sure the box is checked beside

Internet and network paths with hyperlinks. Then click on OKso thedialog box closes, and try typing in the hyperlink again. This is where

you would also go if you want to turn your hyperlinks off.

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Using and Modifying Hyperlinks

To use the hyperlink, simply place your mouse over the text in the document. Your

mouse pointer appearance changes to a hand with an index finger pointing to the link.

When you click on the link, you will go to that location, whether it be a web page (your

web browser automatically opens and relocates you to that web page), a file (the file is

automatically opened), or an email address (your default mail program automatically

opens with a new message created and the To: field filled in with the recipients email

address).

If you have had the hyperlink for quite sometime and you find the link no longer jumps

you to the correct location because the web address has changed, you can edit the

hyperlink by right clicking on top of the text, choosingHyperlinkand clicking onEdit

Hyperlink. The Edit Hyperlink dialog box opens for you to change the linking

information. ClickOKagain once you have made the change.

You can also remove a hyperlink from its text, so that when a user clicks on the text, they

wont jump to that location. To do this, right click on the hyperlinked text, click

Hyperlink, and click theRemove Hyperlinkoption. The hyperlink is removed, and the

text color is no longer blue. To remove a hyperlink and the text, select the hyperlinked

text by clicking and dragging with the I-beam, and press the [DELETE] key on your

keyboard. Both the text and the link are removed.

Mail Merge

Merging fields into a document is the process used to combine the main document (for

example, a form letter you want to sent to a number of people) with a data document (for

example, containing names and addresses of the people who will receive the letter into a

single document. From there, you can either merge them into a new document to save

and print, or merge them directly to the printer without saving them in a new document.

Creating the Main Document

There are two steps to creating a successful mail merge. First, you must create your main

document. This document contains all the items that will appear in the final letter except

the names, addresses, and other items that you want to be different in each copy.

Create a new document or open an existing document that you want to merge with your

data source. Click the Tools menu and selectMail Merge. The Mail Merge Helper

dialog box appears. Under theMain Document: field, click the Create Button, and then

choose Form Letters. In the dialog box that appears, click theActive Window button.

Worddisplays the type of merge it will perform and the name of the main document

under the Create button.



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mputing Services - 16 - 2003 The University of Kansa

s

A Division of Information Services

Creating the Data Source

With the Mail Merge Helper dialog box still open, you need to set up your data source.Under theData Source field click the Get Data button and select Create Data Source.

The Create Data Source dialog box appears. Commonly used field names are listed in the

Field names in header row: box. For this example, you might use FirstName,

LastName, Address1, Address2, City, State, and PostalCode. To remove field names youwill not be using, single-click on a field name to highlight it, and clickRemove Field

Name to remove it from the list.

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You can also add field names to the list. To add a field name, type the name you want in

the box underField name:. Click on the buttonAdd Field Name to add it to the list.

When you finish creating and removing fields, clickOK. A dialog box appears asking

you to save the data source. Type a filename and clickSave or press [ENTER].

Adding Data to the Data SourceWhen you save the Data Document Source you just edited, another dialog box appears

asking if you want toEdit the Data Source orEdit the Main Document. ChooseEdit

Data Source and the Data Form dialog box appears. Fill in the information in each field,and press [TAB] or [ENTER] to move between fields. To add another record, clickAdd

New or press [ENTER] after entering information in the last field. When youre finished

clickOK. This returns you to the main document. Wordalso adds a Mail Merge toolbar

under your other toolbars.

Using Existing Data for a Mail Merge

Data can also be inserted from an external data source if it already available, such as

anotherWorddocument, anExcelworkbook, or even anAccess table or query.



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Choose Open Data Source,instead ofCreate Data, in the Get Data menu under theData

Source option.

Select the source file, which already has the required data, and then click the Open

button. For example, if you are opening anExcelworkbook which has the required

information, choose the worksheet and range you want, and then clickOK.

After clicking OK, another dialogbox will appear. ClickEdit Main Document. Now we

are ready to insert the data in the Main document.



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Inserting Mail Merge Fields

The next step is to insert merge fields to indicate where you want to print each category

of information from the data source document. You can insert the same merge fields any

number of times and in any order.

Start typing the information you want to appear in your form letter. When you come to a

place where Wordwill be inserting information from the data source, click on theInsert

Merge Fieldbutton on the Mail Merge toolbar.

You see a drop-down menu containing a complete list of the fields from the data source

file. Be sure to type any spaces or punctuation between the fields that you want to appear

on your final document (for example, type a space between FirstName and LastName if

you want a space between them on the final document).

If you are working with hidden field codes (this is the default), merge fields are displayed

with chevrons around them, for example . The chevrons are special

characters that Wordinserts. You cannot type these characters, and you cannot insertthem by using theSymbolcommand on theInsertmenu. You can copy, move, or format

the whole merge field but Wordignores any changes you make to the merge field itself.

If you are working with field codes displayed, each merge field is displayed as a

MERGEFIELD field within the Wordfield characters, or braces, for example

{MERGEFIELD FIRSTNAME}. With field codes displayed, you can select any merge

field. However, you should take care to avoid accidentally changing of a merge field.

The merge field must exactly match the document with field codes displayed or hidden.

Once you have completed inserting the merge fields, you are now ready to view the

merged data to check for correctness. You can use the View Merged Data button on

the Mail Merge toolbar to preview the final documents before you merge them to a new

document or merge them to the printer.

You can also have Wordcheck the merge documents for errors before you print by

selecting the Check For Errors button . You are then asked to indicate how youwant Wordto report errors. If the merge field name in the main document doesnt match

one of the field names from the data source, Worddisplays a message. You can either

remove a mismatched field or replace it with the appropriate field from the data source.

After you have checked the document for errors and corrected them, you are ready to

perform the actual merge.



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Merging the Data Document with the Main Document

To merge the main document with the data source, click one of the following threebuttons:

Merge to printer: The data source is merged with the main document and

automatically printed to the printer.

Merge to new document: To review the letters before you print them, you can

merge them into a new document. Wordplaces all of the resulting form letters in a

single document, separating the letters with section breaks. Each section starts a

new page. You can insert additional comments to further personalize each letter

before printing.

Merge with the Mail Merge: To customize and select the data range of the mail

merge, you can use this option.

Printing Envelopes Using Mail MergeYou can use the same data file you just used to print form letters to print the names and

addresses on envelopes.

To create a new blank document, click on the File menu, selectNew, and double-click

Blank Documenton the Generaltab. In the new document, click the Tools menu and

selectMail Merge. Under theMain Document: field, clickCreate, and choose

Envelopes. Select theActive Windowbutton from the dialog box.

With the Mail Merge Helper dialog box still open, clickGet Data under theData Source:

field. If you already have a file containing names and addresses, choose Open Data

Source and an Open Data Source dialog box appears. Select the data file and click

Open. You can also choose Create Data Source if you want to type in a new set of

names and addresses.

If you are using an existing data file,MS Worddisplays a new dialog box at this point.

Select theSet Up Main Documentbutton. If youre creating a new data source, you are

asked to enter data before setting up your main document.



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The Envelope Options dialog box appears. Two tabs are available. The first is the

Envelope Options tab. You can select the envelope size, and the font for the delivery and

return addresses.

Under thePrinting Options tab you can select the options for feeding you envelope

through the printer.

When you have finished setting the options, clickOK. The Envelope Address dialog box

appears. Click in the Sample Envelope Address box to position the cursor, if it is not

already. Insert the merge fields for the envelope by selecting them from theInsert

Merged Fielddrop-down menu. Be sure to type any spaces and punctuation that you

want to appear on the envelope. Once all the fields have been entered, clickOK.In the Mail Merge Helper dialog box, clickEditunder theMain Document:field. You

are asked to select the name of your main document. You see the envelope displayed in

page layout mode. The merge fields for the delivery address are positioned in a frame so

that you can move the address on the envelope.

If you are uncertain what the return address is or you want to edit or delete this address,

click on the Tools menu and select Options. Click on the User Info tab. The current

return address is displayed in theMailing Address: field. Click the cursor in the field and

modify as needed. ClickOKto close the Options dialog box.

Check your printer to make sure your printer is ready to print envelopes. Click the

Merge to Printerbutton .



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Printing an Envelope for an Individual Mailing

If youve just typed a letter and you want to print an envelope just for that letter, you can

do that, too.

With your letter open, click on the Tools menu and selectEnvelopes and Labels. The

Envelopes and Labels dialog box appears.

Select theEnvelopes tab. Worddetermines the delivery address from the heading

information you typed in your letter. You can edit the delivery address if needed. The

Preview button allows you to Preview the printed envelope before it is printed. The Feed

button allows you to select the way envelopes are fed into your printer. The Optionsbutton gives you additional options for adjusting the envelope type and the font for the

address.

If everything looks okay, you can clickPrint.

Toolbars

Customizing Toolbars

Wordhas several toolbars that can help you perform standard operations quickly without

having to search for it in theMenu toolbar. The buttons on these toolbars can be added

or removed easily from them. If there are features you use fairly often, you can add a

button to one of the toolbars so that they are only a click away. You can also remove

icons from the toolbar that you rarely use. These options can still be accessed through

the menus or keyboard shortcuts.



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To quickly add or remove buttons from a toolbar, you can use theMore Buttons drop-

down arrow at the end of the toolbar youre working with . When you click on this

button, another larger button appears with the wordsAdd or Remove Buttons. When you

hover your mouse over this button, a large drop-down menu appears with many different

icons on it. Most of them will probably have check marks to the left. The checkmark

indicates that the button is already on your toolbar.To add a button to the toolbar, locate it on the menu and click on it. The button appears

at the end of the toolbar, and a checkmark is placed beside the icon in the list.

To remove a button, find the button you no longer need and click on it. The button is

removed from you toolbar, and the checkmark disappears.

If you need a button that is not in the list, click on Customize at the bottom of the menu

or click the Tools menu and select Customize. The Customize dialog box appears.

Select the Commands tab.

The Categories: field allows you to select a subset of Word Commands. For each

Category, a different set of icons appears to the right under the Commands: field. If you

want to know the function the button executes, click once on a button, and then click on

theDescription button.

To add an icon to the toolbar, click and drag the button to the spot on the toolbar where

you want the icon placed.

To remove a button, click on the one you want to remove and drag it off the toolbar

somewhere into the document. A large X appears near the tail of the mouse pointer.

When you release the mouse, the button is removed from the toolbar.

When the Customize dialog box is open you can also move icons to different locations by

clicking and dragging.



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Reviewing Documents

Before distributing documents for publication, you might want others to help review thedocument and give feedback. You might even want them to edit the document and make

changes to it, but still be able to compare it to your original. Wordhas several useful

tools that allow others to do this electronically, which allow you to see who made

comments or changes and permit you to keep those changes or delete them. Lets startwith comments.

Inserting Comments

Sometimes, we dont necessarily want others to change a document, but we would like

some feedback on it. Comments are a great way for people to give you their thoughts

without actually changing the document in any way. To insert a comment, first click

where you want the comment to appear. Then click on theInsertmenu and select

Comment. A window appears at the bottom of the document and the users initials

appear beside the comment. Once the comment has been added, click on the Close

button in the bottom window. When the comments pane is closed, the document contains

a light yellow highlight where the comment was inserted. To read the comment, simplyplace your mouse over the highlighted area, and the users name and comment appears.

To change a comment, click on the View menu and select Comments. The comments

windowpane appears again at the bottom of the document allowing you to make any

necessary changes. This feature is helpful when a document is long and contains a lot of

comments. You can quickly view comments without having to search through the

document for them. The drop-down arrow of the Comments From: field allows you to

choose which reviewer you want to see comments from, if you dont want to view them

all.

To delete a comment, right-click on the comment and selectDelete Commentor click on

the View menu, select Toolbars, and then selectReviewing Toolbar.

You have to click on the highlighted area for theDelete Commentbutton to light up.

Note: TheInitials field and the User Name field must be filled out under theTools menu in the Options dialog box on the User Information tab in

order for the users name and initials to appear when a comment is

inserted.



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Tracking Changes

As you go through the writing process, there are going to be times where you decide that

you no longer want certain information, yet you are not quite ready to delete it for fear

you might change your mind. With the tracking changes feature inMicrosoft Word, a

document can be changed electronically without actually deleting the information that is

there. You can send this document to others with the tracking changes feature turned on

allowing you to see any changes they make as well.

To turn on tracking changes, click on the Tools menu, select Track Changes, and then

select theHighlight Changes option. The Highlight Changes dialog box appears:

Be sure that Track changes while editingandHighlight changes on screen are checked.

Once these options are on, anything you or others delete from the document are not

deleted but changed to a different color and have a strikethrough. You can also add

information, and the color will be different from your original text. The options for how

information appears can be found under the Options button.

Once youre ready for the final edits, click at the beginning of the document. Click on

the Tools menu, select Track Changes, and then selectAccept or Reject Changes.

The Accept or Reject Changes dialog box appears.

You can find each change made by click on the Findbuttons. ClickAcceptorRejectto

keep the changes you want and discard those you do not. You can also use the

Reviewingtoolbar to allow you to accept and reject changes.

Once you have finished with the tracking changes feature, make sure you go back

through the Tools menu, choose Track Changes, click onHighlight Changes and

uncheck the Track changes while editingbox.

Comparing the Documents

There is another way to track the changes you have made to your original document; that

is by Comparing Documents. When you are working on a paper, you tend to make lot of

changes to the initial paper. At times you would also like to refer back to the original

document to see the amount of improvements you have made. This tool also comes in



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handy if more than one person is working on the same document, and you want to track

the changes made by the other person in your absence.

First, save the original document under a new name using the File menu and theSave

As command. Next, make changes as needed. Once the changes have been made, click

on the Tools menu, go to Track Changes, andthen select Compare Documents in the

pop up menu. Wordwill first prompt you to select the original document.

Click on OKand then clickOKagain in the next dialog box. Wordcompares the two

documents and displays the original document with all the changes made on it. This willhelp in figuring out the amount of alterations made to the original document, which

appears something like the figure below.

If you wish to accept or reject changes to the original document, then click on the Toolsmenu, select Track Changes, and then selectAccept or Reject Changes Keep in

mind that, once you accept the changes, the original document is changed for ever.



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Academic Computing Services - 27 - 2003 The University of Kansas

Getting Additional Help

ACS provides consulting and Q&A help in a variety of ways:

785/864-0200

[email protected]

www.ku.edu/acs/help

Last Update: 05/03/2002
mailto:[email protected]://www.ku.edu/acs/helphttp://www.ku.edu/acs/helpmailto:[email protected]