Word 2016 Tracking Changes Explained

WORD 2016

T RACKING C HANGES E XPLAINED

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

W ORD 2016

T RACKING C HANGES E XPLAINED

Presented by OFFICEPRO, Inc.

Manual # MS16-273-0.5S

Copyright 2019, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

• •

Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

•

The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

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Copyright & Trademarks Copyright 2019 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS ...........................................................................................III

LESSON 1 -

WORKING WITH COMMENTS AND REVISIONS ................................1 Enabling Change Tracking.........................................................................................2 Setting Change Tracking Options .............................................................................3 Disabling Change Tracking........................................................................................7 Inserting Comments .................................................................................................8 Managing Comments .............................................................................................10 Viewing and Navigating Comments .......................................................................12 Reply to Comment and Mark Resolved..................................................................15 Enabling Balloon Options .......................................................................................17 Selecting Options for Show Markup.......................................................................19 Displaying the Reviewing Pane...............................................................................21 Comparing Documents...........................................................................................24 Combining Multiple Revisions ................................................................................28 Reviewing Tracked Changes ...................................................................................35 Accepting/Rejecting All Changes ............................................................................38 Printing Markup......................................................................................................44 Lock Track Changes.................................................................................................45 Exercise...................................................................................................................47 PROTECTING A DOCUMENT..........................................................49 Opening the Protect Document Button .................................................................50 Restricting Document Formatting ..........................................................................51 Restricting Document Editing.................................................................................55 Creating Restriction Exceptions..............................................................................57 Exercise...................................................................................................................63

LESSON 2 -

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Lesson 1 - W ORKING WITH C OMMENTS AND R EVISIONS This lesson covers the following objectives:

Enabling Change Tracking Setting Change Tracking Options Disabling Change Tracking

Inserting Comments Managing Comments

Viewing and Navigating Comments Reply to Comment and Mark Resolved Enabling Balloon Options Selecting Options for Show Markup Displaying the Reviewing Pane Comparing Documents Combining Multiple Revisions Reviewing Tracked Changes Accepting/Rejecting All Changes Printing Markup Lock Track Changes Exercise

Lesson 1 – Working with Comments and Revisions

Word 2016

E NABLING C HANGE T RACKING  D ISCUSSION

If a document is reviewed, revised, or edited by you or others, use revision marks to track changes made by the various reviewers. The Track Changes feature uses various formats to display the changes made to a document, and each reviewer’s changes appear in a different color.

Hide the revision marks in a document so that you do not see them on the screen or in the printed document. Although the marks are hidden, they are still stored in the document and you can view or print them at any time.

Enable Change Tracking



P ROCEDURES 1. Select the Review tab on the Ribbon .

2. Select the top part of the Track Changes button

in the Tracking group.



S TEP - BY -S TEP From the Student Data directory, open TRACK1.DOCX . Enabling change tracking.

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Word 2016

Lesson 1 – Working with Comments and Revisions

Practice Data

Steps

1. Select the Review tab on the Ribbon . The Review tab is displayed. 2. Select the top part of the Track Changes button in the Tracking group.

Click

Click

The button changes color and change tracking is enabled.

S ETTING C HANGE T RACKING O PTIONS  D ISCUSSION By default, Word underlines inserted text, strikes through deleted text and automatically assigns a different color to the revisions made by each reviewer.

Vertical lines appear along the outside border (left margin for left-hand pages and right margin for right-hand pages) to indicate where changes were made.

For comments added by reviewers and for formatting changes, Word also displays balloons in the right margin with lines connecting to the document text in Print Layout , Web Layout, and Full Screen Reading views.

The Track Changes Options let you change the way that Word marks revisions by selecting different options to indicate text and formatting changes. You can also choose whether to display balloons for all revisions or not at all.

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Lesson 1 – Working with Comments and Revisions

Word 2016

Track Changes options

NOTE Although you can manually select from 16 different colors to indicate changes, if the By author option is selected, Word only uses eight different colors to identify the authors. If there are more than eight authors, it cycles through the same colors again to identify the additional authors. Some changes to tables are too complex to be tracked. In these situations, Word displays a message warning that the change is not tracked. You have the option of continuing or canceling the action.

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Word 2016

Lesson 1 – Working with Comments and Revisions



P ROCEDURES

1. Select the Review tab

.

2. In the Tracking group, select the launcher button .

3. In the Track Changes Option , select the Advanced Options button

.

4. Select the desired options.

5. Select OK

.



S TEP - BY -S TEP Set change tracking options.

If necessary, switch to Print Layout view and activate change tracking.

Practice Data

Steps

1. Select the Review tab on the Ribbon . The Review tab appears.

Click

Click

2. In the Tracking group, select the launcher button. The Track Changes Options dialog box appears. 3. Select the Advanced Options button. The Track Changes Options dialog box opens.

Click

Select Double underline from the Insertions list in the Markup section.

4. Select the desired options. The options are selected.

Select the Color list to the right of the Changed lines option and click Blue .

5. Select OK .

Click

The Track Changes Options dialog box closes.

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Lesson 1 – Working with Comments and Revisions

Word 2016

Practice Data

Steps

6. In the Track Changes Options dialog box, select OK . The Track Changes Options dialog box closes.

Click

Practice the Concept: In the first paragraph on page 1, type the word fitness between the words finest and equipment .

Select the heading Sporting Equipment and turn off the underline.

At the end of the first paragraph under the Sporting Equipment heading, select the sentence All equipment comes with a one year limited warranty. and drag it to the end of the third paragraph.

At the end of the second paragraph under the Sporting Equipment heading, delete the text our customer and the preceding comma and space.

In the third paragraph under the Sporting Equipment heading, add the text and exercise between the words fitness and equipment .

Notice the formatting of the revisions and the change lines in the left margin.

Notice also that the formatting change appears in a balloon in the Markup Area to the right of the document.

Hover the mouse pointer over each of the revisions in turn until a bubble appears and notice the additional information about the change that appears.

Select the bottom part of the Track Changes button in the Tracking group and choose Change Tracking Options from the menu that appears. Select Always from the Use Balloons (Print and Web Layout) list in the Balloons section, then click OK .

Notice that the deletion now appears in a balloon in the Markup Area instead of being struck through in the text.

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Word 2016

Lesson 1 – Working with Comments and Revisions

Notice also that the moved text no longer appears as green text with a double underline in its original location but is displayed in a balloon headed Moved down [1] in the Markup Area .

Click the Go button in the right-hand corner of the Moved down [1] balloon (you may need to scroll the document to see this button). Notice that the new location of the text is highlighted.

D ISABLING C HANGE T RACKING  D ISCUSSION

Disable change tracking so that you can work in a document without inserting revision marks. When change tracking is disabled, the Track Changes button on the Review tab is not highlighted and if you have customized the status bar to show the Track Changes option, the status bar displays Track Changes: Off .

Disable Change tracking

NOTE If you have customized the status bar to show the Track Changes indicator, you can also disable change tracking by clicking the Track Changes: On indicator in the status bar.



P ROCEDURES

1. Select the Review tab

.

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Lesson 1 – Working with Comments and Revisions

Word 2016

2. In the Tracking group, select the top part of the Track Changes button

.



S TEP - BY -S TEP

Disable change tracking.

Practice Data

Steps

1. Select the Review tab on the Ribbon . The Review tab appears.

Click

2. Select the top part of the Track Changes button in the Tracking group.

Click

The button changes color and change tracking is disabled. If you have customized the status bar to show the Track Changes indicator, the indicator changes to Track Changes: Off .

Close TRACK1.DOCX.

I NSERTING C OMMENTS  D ISCUSSION When developing a document, you may want others to review it without making changes to the text. Reviewers can add comments to a document, instead of making changes in it. Before you insert a comment into a document, you can select text to which you want to attach it, or you can simply position the insertion point in the text. After you have inserted a comment, red brackets (called comment marks) appear around the selected text, indicating that a comment has been inserted. If you did not select any text, the word nearest to the insertion point is automatically selected and the comment marks appear around the selected word.

In Print Layout , Web Layout and Full Screen Reading view, comments appear in colored balloons in the Markup Area at the right side of the page. Each reviewer is assigned a different color and the initials of the reviewer are displayed in each balloon.

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Lesson 1 – Working with Comments and Revisions

Insert a comment

NOTE In Outline and Draft view, comment balloons do not appear but the comment marks, reviewer initials, and colors appear in the text together with the reviewer’s initials. To read the comment, point to text in comment marks; a ScreenTip displays the reviewer’s name and the comment, together with the date and time the comment was created. Hide or display markup balloons using the Show Markup button in the Tracking group on the Review tab.



P ROCEDURES 1. Select the text to which you want to attach a comment.

2. Select the Review tab

.

3. Select the New Comment button

in the Comments group.

4. Enter the desired comment.

5. Click anywhere outside the markup balloon.



S TEP - BY -S TEP From the Student Data directory, open COMMENT.DOCX .

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Lesson 1 – Working with Comments and Revisions

Word 2016

Insert a comment.

If necessary, switch to Print Layout view (select this from the Document Views group on the View tab).

Practice Data

Steps

Drag to select the third paragraph under the Sporting Equipment heading

1. Select the text to which you want to attach a comment. The text is selected.

2. Select the Review tab. The Review tab appears.

Click

3. Select the New Comment button in the Comments group. A new balloon appears in the Markup Area and comment marks surround the selected text.

Click

Type Include more about our exercise equipment offerings Click anywhere outside the markup balloon

4. Enter the desired comment.

The comment text appears in the markup balloon.

5. Click anywhere outside the markup balloon. The insertion point appears in the document text.

Practice the Concept: Select the View menu and click the Draft button in the Document Views group. Notice the reviewer’s initials are displayed beside each comment mark. Hover the mouse pointer between any of the comment marks and observe the ScreenTip that displays the comment. Click the Print Layout button in the Document Views group to return to Print Layout view.

M ANAGING C OMMENTS  D ISCUSSION

If a document contains comments made by several different reviewers, view all the markup balloons, or only the balloons of selected reviewers, identified by their user names. Word derives the user’s name from the User Name field in the General section of the Word Options dialog box.

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Word 2016

Lesson 1 – Working with Comments and Revisions

Manage comments

NOTE By default, Word displays the comments of all reviewers. If All Reviewers is selected in the Reviewers list, deselecting it hides all comments. Hide all comments by clicking the Show Markup button and deselecting Comments .



P ROCEDURES

1. Select the Review tab

.

2. Select the Show Markup button

in the Tracking group.

3. Point to Specific People .

4. Select or deselect the reviewer whose comments you want to view or hide, respectively, or select All Reviewers .



S TEP - BY -S TEP View comments in a document.

If necessary, switch to Print Layout view (select this from the Document Views group on the View tab) and go to the top of the document.

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Lesson 1 – Working with Comments and Revisions

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Practice Data

Steps

1. Select the Review tab. The Review tab appears.

Click

2. In the Tracking group, select the Show Markup button. A list of available options appears.

Click

Point to Specific People

3. Point to Reviewers .

A list of all document reviewers is displayed.

Click Linda Mullen to deselect it

4. Select or deselect the reviewer whose comments you want to view or hide, respectively, or select All Reviewers . The comments of the selected

reviewers or those of all reviewers appear or are hidden accordingly.

Practice the Concept: Select Kirk Johnson from the reviewers list to deselect it. Select All Reviewers from the Reviewers list.

V IEWING AND N AVIGATING C OMMENTS  D ISCUSSION

Use the Review tab to navigate and delete comments. This is particularly useful in large documents to which several reviewers have added comments. Quickly step from one comment to the next and delete comments you no longer need. Also, choose to display and navigate only the comments from selected reviewers, which makes it easy to review the comments from one reviewer at a time, if required.

Word steps through comments beginning from the insertion point position, so it is generally best to move to the top of the document before beginning your review. However, if already reviewed part of the document, this means it is also easy to continue from where you left off previously.

NOTE Cut or copy text from a comment balloon and paste it directly into the document. Also delete a comment by right-clicking the comment balloon and selecting Delete Comment .

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Word 2016

Lesson 1 – Working with Comments and Revisions

NOTE If comments from only some reviewers are displayed, delete their comments by clicking the arrow on the right-hand part of the Delete button in the Comments group and choosing Delete All Comments Shown . (This option is not available if the All Reviewers option on the Show Markup button is selected.) Delete all comments (whether displayed or not) by clicking the arrow on the right-hand part of the Delete button in the Comments group and choosing Delete All Comments in Document . Enable or disable balloons using the Balloons button in the Tracking group on the Review tab.



P ROCEDURES 1. Position the insertion point where you want to begin reviewing comments.

2. Select the Review tab

.

3. Select the Show Markup button

in the Tracking group.

4. Select Specific People .

5. Select or deselect reviewers, as necessary, until only the reviewers whose comments you want to review are selected (you may have to repeat steps 3-5 several times).

6. Select the Next button

in the Comments group.

7. To delete the currently selected comment, if desired, select the Delete button

in the Comments group.

8. Repeat steps 6 and (optionally) 7 to review further comments.

9. To return to a previous comment, select the Previous button

in the

Comments group.



S TEP - BY -S TEP Manage comments in a document.

If necessary, switch to Print Layout view (select this from the Document Views group on the View tab).

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Practice Data

Steps

Press [Ctrl+Home]

1. Position the insertion point where you want to begin reviewing comments. The insertion point moves to the selected position.

2. Select the Review tab. The Review tab appears.

Click

3. Select the Show Markup button in the Tracking group. A list of available options opens.

Click

Click Specific People

4. Select Specific People .

A list of all document reviewers opens.

Click Kirk Johnson to deselect it

5. Select or deselect reviewers, as

necessary, until only the reviewers whose comments you want to review are selected. The comments of the selected or deselected reviewers appear or are hidden accordingly.

6. Select the Next button in the Comments group.

Click

The insertion point moves to the next visible comment.

7. To delete the currently selected comment, if desired, select the left- hand part of the Delete button in the Comments group. The comment is deleted. 8. Repeat steps 6 and (optionally) 7 to review further comments. The insertion point moves to the next visible comment. 9. To return to a previous comment, select the Previous button in the Comments group. The insertion point moves to the previous comment.

Click

Click

twice

Click

Practice the Concept: Use the zoom slider to change the zoom to 150% . In the first balloon, delete the words photos or . Then, return the zoom to 100% . Close COMMENT.DOCX.

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Word 2016

Lesson 1 – Working with Comments and Revisions

R EPLY TO C OMMENT AND M ARK R ESOLVED  D ISCUSSION

When working on documents with other people, you often ask questions or make observations in comments. In previous versions of Word there was no easy way to reply to specific comments or check things off as complete.

Word 2016 provides the ability to both reply to comments and mark activities done.

Reply to comment

Resolved comment

NOTE Resolve only works in Word 2016 .DOCX files. If you make a comment and someone opens it in a previous version of Word, Resolve is gray. If someone creates a Word document in a previous version of Word and you open it in Word 2016, the Resolve option will not work until you save the document as a Word 2016 version.

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Lesson 1 – Working with Comments and Revisions

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NOTE After you mark a comment resolved, you have the option to reopen the comment. When you mark a comment resolved, the link automatically changes to Reopen . Click Reopen to make the comment active.



P ROCEDURES

1. Select the the Review tab

.

2. In the document, click the comment you want to review.

3. In the comment, click Reply

.

4. Type your reply.

5. Press [Enter] to close the comment.

6. In the document, open the comment you want to mark resolved.

7. Click Resolve

.

8. Press [Enter] to close the comment.



S TEP - BY -S TEP From the Student Data the directory, open COMMENTA.DOCX .

If necessary, switch to Print Layout view (select this from the Document Views group on the View tab).

Practice Data

Steps

1. Select the Review tab. The Review tab appears.

Click

Click the third comment from Linda Mullen.

2. In the document click the comment you want to review. The comment appears.

3. Click the Reply button.

Click

The comment expands with your name.

Type Show at least one each of our top sellers.

4. Type your reply.

The comment appears below the original.

Press [Enter]

5. Press [Enter] .

The comment is added.

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Lesson 1 – Working with Comments and Revisions

Practice Data

Steps

6. In the same comment, click the Resolve button.

Click

All comments and replies turn gray.

Practice the Concept: With the comment still open, click in the comment to make it active and the Resolve and Reopen buttons are active. Click Reopen . Notice that the comment is active again.

E NABLING B ALLOON O PTIONS  D ISCUSSION

By default, Word shows only comments and formatting changes in balloons. Change this setting to also include revisions in balloons or not to use balloons and show all revisions directly in the text.

Enable Balloon options

NOTE Change Balloon options by clicking the lower part of the Track Changes button and selecting Change Tracking Options from the menu that appears.

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

P ROCEDURES

1. Select the Review tab

.

2. In the Tracking group, click the Show Markup button

.

3. Select the Balloons option.

4. Click the down arrow on the Track Changes button

.

5. Select the desired options in the Balloons section.

6. Click

to close the dialog box.



S TEP - BY -S TEP From the Student Data directory, open TRACK2.DOCX . Enable Balloon options.

If necessary, switch to Print Layout view (select this from the Document Views group on the View tab).

Practice Data

Steps

1. Select the Review tab.

Click

The Review tab is displayed.

2. Click the Show Markup button. The Markup options are displayed .

Click

Click Balloons .

3. Select the Balloons options. The Balloons menu opens.

Click Show Revisions in Balloons

4. Select the required option.

The selected option is applied.

Click

5. In the Tracking section, select the launcher arrow. The Track Changes Options dialog box appears. 6. Click the Advanced Options button. The Advanced Track Changes Options dialog box opens.

Click

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Lesson 1 – Working with Comments and Revisions

Practice Data

Steps

Click the Preferred width spin box to change the value to 1 inch

7. Select the desired options in the Balloons section of the dialog box. The desired options are selected.

8. Select the OK button.

Click

The Advanced Track Changes Options dialog box closes.

Practice the Concept: Click the Balloons button and select Show All Revisions Inline . Hover the mouse pointer over each revision in turn and notice the ScreenTip that appears. Notice the vertical line to the left of the Sporting Equipment heading; this indicates that, as well as the comment, there is a revision for this line. Hover the mouse pointer over the word Sporting to see the ScreenTip for the formatting revision.

Click the Balloons button and select Show Revisions in Balloons . If necessary, scroll the document to the right to see the complete balloons. Notice the Go arrow in the balloons for the Moved text. Click the Go button in the Moved down [1] balloon. Notice that Word highlights the location to which the text was moved.

S ELECTING O PTIONS FOR S HOW M ARKUP  D ISCUSSION

Choose choose the markup to display in the document. Hide or show insertions and deletions, comments, formatting changes, and other kinds of markup such as handwritten and voice comments when using a Tablet PC.

Selecting options for Show Markup

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Word 2016

NOTE Use the Show Markup button to display or hide all markup for a reviewer. Click the Show Markup button and point to Reviewers in the menu that appears; a submenu listing the names of reviewers appears. Select or deselect a reviewer’s name to show or hide all markup for that reviewer. Word automatically redisplays all markup when opening a document that was saved and closed with hidden markup. When you hide markup entries they are not removed from the document. If you send a document containing hidden markup to someone else, the hidden entries redisplay automatically when the document is opened. Always use the Document Inspector to check your documents for hidden data before sending.



P ROCEDURES

1. Select the Review tab

.

2. In the Tracking group, select the Show Markup button

.

3. Select or deselect the desired options.



S TEP - BY -S TEP Select options for Show Markup.

If necessary, switch to Print Layout view (select this from the Document Views group on the View tab).

Practice Data

Steps

1. Select the Review tab. The Review tab appears.

Click

2. In the Tracking group, select the Show Markup button. A menu of options opens. 3. Select or deselect the desired option. The chosen markup entries are displayed or hidden accordingly.

Click

Click Comments

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Lesson 1 – Working with Comments and Revisions

Practice the Concept: Click the Show Markup button in the Tracking group and select Comments to redisplay the hidden comments.

Click the Show Markup button and point to Reviewers in the menu to display a list of reviewers. Deselect Wendy James . Notice that all types of markup created by Wendy James are hidden (comments, insertions and deletions and formatting changes).

Redisplay the markup for Wendy James .

D ISPLAYING THE R EVIEWING P ANE  D ISCUSSION

The Reviewing Pane provides another way to view document markup. The currently visible revisions (tracked changes and comments) appear as a list in a separate window which you can display below or to the left of the document.

The Reviewing Pane title bar displays a Summary showing the total number of visible revisions. If you use the Show Markup button to hide some revisions, the summary indicates that you are viewing a filtered list. A detailed summary of the visible revisions appears below the title bar and shows how many Insertions , Deletions , Moves , Formatting changes, and Comments are visible. Hide the detailed summary, if desired.

The list of revisions is divided into sections. The first section shows Main document changes and comments and the following sections show Header and footer changes, Text box changes, header and footer text box changes, footnote changes, and endnote changes, respectively.

Edit Comments in the Reviewing Pane and continue working in the document with the Reviewing Pane open.

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Displaying the Reviewing Pane

NOTE If there is a lot of markup on a page, comments from a reviewer may be too long to fit into a comment balloon. In this situation, the Reviewing Pane automatically appears to display the excess text. The Reviewing Pane is also used to display inserted or deleted graphics. Cut or copy text from the Reviewing Pane and paste it directly into the document.



P ROCEDURES

1. Select the Review tab

.

2. Select the left-hand part of the Reviewing Pane button

in the

Tracking group.

3. Select the Hide Detailed Summary button

on the right-hand side of the

Reviewing Pane title bar.

4. Select the Show Detailed Summary button on the right-hand side of the Reviewing Pane title bar.

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Lesson 1 – Working with Comments and Revisions



S TEP - BY -S TEP Display the Reviewing Pane.

If necessary, switch to Print Layout view (select this from the Document Views group on the View tab).

Practice Data

Steps

1. Select the Review tab.

Click

The Review tab is displayed.

2. Select the left-hand part of the Reviewing Pane button in the Tracking group. The Reviewing Pane opens.

Click

Click

3. Select the Hide Detailed

Summary button on the right-hand side of the Reviewing Pane title bar. The detailed summary is hidden from view. Summary button on the right-hand side of the Reviewing Pane title bar. The detailed summary is redisplayed.

Click

4. Select the Show Detailed

Practice the Concept: Scroll the list of revisions. Double-click the first colored bar with Linda Mullen ’s name. Notice that Word selects the corresponding markup entry in the document.

Click the arrow on the right-hand part of the Reviewing Pane button in the Tracking group and select Reviewing Pane Horizontal . Click the arrow on the right-hand part of the Reviewing Pane button in the Tracking group and select Reviewing Pane Vertical .

Click the left-hand part of the Reviewing Pane button in the Tracking group to hide the Reviewing Pane . Close TRACK2.DOCX.

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C OMPARING D OCUMENTS  D ISCUSSION

Easily compare two versions of a document (the Original Document and a Revised Document ). Word compares the two documents and displays the result in a Compared Document pane. The Compared Document shows the text of the Original Document with the differences found in the Revised Document marked as tracked changes. Thehen review the changes and decide what to keep and what to reject. This is known as the Legal Blackline method of comparing.

Choose which types of changes you want to compare and you can select whether to display the changes in the original, the revised, or a new document.

Compare documents

NOTE If you want to compare changes from several reviewers, do not use the Legal Blackline method. Use Combine revisions from multiple authors instead. By default, tracked changes are labeled with the name of the last person to save changes in the Revised Document . Change the label assigned to tracked changes by editing the automatic entry in the Label changes with text box in the Compare Document s dialog box.

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Lesson 1 – Working with Comments and Revisions

NOTE By default, the vertical Reviewing Pane opens to the left of the Compared Document pane. Use the left-hand part of the Reviewing Pane button to hide or display the Reviewing Pane . Use the arrow on the right-hand part of the Reviewing Pane button to switch between the horizontal and vertical Reviewing Pane . By default, both the Original Document and the Revised Document (the Source Documents) display in separate panes to the right of the Compared Document pane. Use the Show Source Documents button to hide or display either document. NOTE If either of the documents you are comparing already contain tracked changes, Word displays a message box warning that, if you proceed, the existing tracked changes are marked as accepted and asking whether you want to continue. The options available in the extended dialog box that is displayed when you click the More button in the Compare Documents dialog box are shared with the Combine Documents feature. Changes to the options in either the Compare Documents or Combine Documents dialog box will become the new default settings for both Compare Documents and Combine Documents. Always check the options when comparing or combining documents.



P ROCEDURES

1. Select the Review tab

.

2. Select the Compare button

in the Compare group.

3. Select Compare from the menu.

4. Select the Browse for Original button

to the right of the Original document

field.

5. Open the folder where the file you want to merge is stored.

6. Select the original document.

7. Select the Browse for Revised button

to the right of the Revised document

field.

8. Select the revised version of the document.

9. Select the More button

in the Compare Documents dialog box.

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10. Select the desired settings in the expanded dialog box.

11. Select the OK button

.

12. Select the File tab

.

13. Select the Save As option.

14. Select the Browse option.

15. Locate the folder and file where the you want to save the file.

16. Enter the desired filename for the new Compared Document.

17. Select the Save button

.



S TEP - BY -S TEP

Compare two documents.

If necessary, close any open documents (including blank documents, but keep Word open).

Practice Data

Steps

1. Select the Review tab. The Review tab appears.

Click

2. Select the Compare button in the Compare group. The Compare menu opens.

Click

Click the Compare option in the menu

3. Select Compare from the menu.

The Compare Documents dialog box opens.

4. Select the Browse for Original button to the right of the Original document box. The Open dialog box opens. 5. Open the folder where the file you want to merge is stored. A list of available folders and files opens.

Click beside the Original document box

Double-click to open the student data folder

Double-click REV_1.DOCX

6. Select the original document.

The filename appears in the Original document field.

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Practice Data

Steps

7. Select the Browse for Revised button to the right of the Revised document box. The Open dialog box opens.

Click beside the Revised document box

Double-click REV_EK.DOCX

8. Select the revised version of the document.

The filename appears in the Revised document box and the name of the last person who saved changes in the revised document is displayed in the Label changes with field.

9. Select the More button in the

Click

Compare Documents dialog box. The dialog box expands to display more options.

In the Comparison settings section, ensure that all options are selected. In the Show changes section, select Word level and New document .

10. Select the desired settings in the expanded dialog box.

The desired settings are selected and become the new default settings for comparing documents.

11. Select the OK button.

Click

The documents are compared and a new version of the document with the differences marked as tracked changes appears in the Compared Document pane. The Vertical Reviewing Pane appears to the left of the Compared Document pane. The Original Document and Revised Document are displayed in two more panes to the right of the Compared Document pane.

12. Select the File Tab. The File menu opens.

Click

Click Save As

13. Select the Save As option. The Save As screen appears.

Click Browse

14. Select the Browse option.

The Save As dialog box appears.

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Word 2016

Practice Data

Steps

Open the student data folder

15. Locate the folder and file where you want to save the document. Open the student data folder. 16. Enter the desired filename for the new Compared Document. The filename is displayed in the File name file.

Type COMPARE1

17. Select the Save button. The file is saved.

Click

Practice the Concept: Double-click the first Inserted heading in the Reviewing Pane . Notice that the Compared Document pane scrolls to the appropriate line and the insertion point appears at the beginning of the marked text. Notice also that the Original Document and Revised Document panes similarly scroll to the appropriate line.

Notice that additional text from the Revised Document is marked as an insertion in the Compared Document pane and text that was deleted or overtyped in the Revised Document is marked as a deletion in the Compared Document pane. Close COMPARE1.DOCX.

C OMBINING M ULTIPLE R EVISIONS  D ISCUSSION

Compare multiple versions of a document and decide which changes you want to keep. If you create several drafts of the same document or ask several people to review a document, compare the differences by combining the documents.

Combining documents is like comparing documents using the Legal Blackline method but with one major difference.

Begin by combining the Original Document and the first Revised Document . Word displays the result in a Combined Document pane. The Combined Document shows the text of the Original Document with the differences found in the Revised Document marked as tracked changes.

The difference between this and the Legal Blackline method is that, if either the Original Document or the Revised Document already contain tracked changes, they are carried through into the Combined Document so you can see who is responsible for each change. Any untracked changes are attributed to the last person to save the document.

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Combine the next Revised Document into the Combined Document . The existing tracked changes are retained and any untracked changes are attributed to the last person to save the document.

The process is repeated for each Revised Document until all versions are incorporated into the Combined Document . Review all the changes and decide what to keep and what to reject.

Choose which types of changes you want to incorporate into the Combined Document and at each stage you can select whether to combine the changes into the Original Document , the Revised Document or a new document.

Combine Documents dialog box

NOTE Tracked changes are incorporated into the Combined Document together with the name of the person who made the changes. Untracked changes are marked by default with the name of the person who last saved the document. When combining multiple documents, at each stage you can change the label assigned to untracked changes by editing the default entry in the Label unmarked changes with text boxes in the Combine Documents dialog box.

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Word 2016

NOTE By default, the vertical Reviewing Pane opens to the left of the Combined Document pane. Use the left-hand part of the Reviewing Pane button to hide or display the Reviewing Pane . Use the arrow on the right-hand part of the Reviewing Pane button to switch between the horizontal and vertical Reviewing Pane . By default, both the Original Document and the Revised Document (the Source Documents) display in separate panes to the right of the Combined Document pane. Use the Show Source Documents button to hide or display either document. Because of the way formatting changes are displayed, Word can only store one set of formatting changes at a time. When you combine multiple documents, at each stage you may be prompted to decide whether you want to keep the tracked formatting changes already shown in the Original Document or use the formatting from the Revised Document . If you do not need to track formatting changes clear the Formatting check box in the Combine Documents dialog box before combining. If you do need to track formatting changes, review the tracked formatting changes after combining each Revised Document and accept or reject each formatting change as desired. NOTE The options available in the extended dialog box that appears when you click the More button in the Combine Documents dialog box are shared with the Compare Documents feature. Changes to the options in either the Combine Documents or Compare Documents dialog box become the new default settings for both Combine Documents and Compare Documents. Always check the options when combining or comparing documents.



P ROCEDURES

1. Select the Review tab

.

2. Select the Compare button

in the Compare group.

3. Select Combine from the menu.

4. Select the Browse for Original button

to the right of the Original document

field.

5. Open the folder where the file you want to merge is stored.

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6. Select the original document.

7. Select the Browse for Revised button

to the right of the Revised document

field.

8. Select the first revised version of the document.

9. Select the More button

in the Combine Documents dialog box, if

necessary.

10. Select the desired settings in the expanded dialog box.

11. Select the OK button

.

12. Select the Compare button

in the Compare group.

13. Select Combine from the menu.

14. Select the Browse for Original button

to the right of the Original document

box.

15. Select the original document.

16. Select the Browse for Revised button

to the right of the Revised document

box.

17. Select the next revised version of the document.

18. Select the OK button

.

19. Repeat steps 12-18 as many times as required to combine further revised versions of the original document.

20. Select the File tab

.

21. Select the Save As option.

22. Select the Browse option.

23. Locate the folder and file where the you want to save the file.

24. Enter the desired filename for the combined version of the document.

25. Select the Save button

.



S TEP - BY -S TEP Combine multiple documents.

If necessary, close any open documents (including blank documents, but keep Word open).

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Lesson 1 – Working with Comments and Revisions

Word 2016

Practice Data

Steps

1. Select the Review tab. The Review tab appears.

Click

2. Select the Compare button in the Compare group. The Compare menu opens.

Click

Click the Combine option in the menu

3. Select Combine from the menu.

The Combine Documents dialog box opens.

4. Select the Browse for Original button to the right of the Original document box. The Open dialog box appears. 5. Open the folder where the file you want to merge is stored. A list of available folders and files opens.

Click beside the Original document box

Double-click to open the student data folder

Double-click REV_1.DOCX

6. Select the original document.

The filename appears in the Original document field.

7. Select the Browse for Revised button to the right of the Revised document field. The Open dialog box appears. 8. Select the first revised version of the document. The filename appears in the Revised document field.

Click beside the Revised document box

Double-click REV_EK.DOCX

9. Select the More button in the

Click

Combine Documents dialog box, if necessary. The dialog box expands to display more options.

In the Comparison settings section of the dialog box, ensure that all the options are selected.

10. Select the desired settings in the expanded dialog box.

The desired settings are selected and become the new default settings for combining documents.

In the Show changes section, select Word level and Original document .

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