How to Use Track Changes in Microsoft Word

Summary

This tutorial offers a comprehensive guide to using Microsoft Word's Track Changes feature, essential for editing documents by tracking edits and comments. The presenter, Erin, demonstrates how to activate Track Changes, control display settings, and manage markups for insertions, deletions, and formatting. She also covers the use of comments, accepting or rejecting changes, and utilizing the Reviewing pane for an organized review process. Aimed at enhancing document collaboration and review efficiency.

Takeaways

• 🔧 The 'Track Changes' feature in Microsoft Word is designed to help edit documents by tracking insertions, deletions, and format changes.
• 📝 The tutorial covers how to use both 'Track Changes' and the 'Comment' tool in Microsoft Word, with steps applicable to Word 2016, 2013, and 2010.
• 👀 To activate 'Track Changes', select the Review tab and click on the 'Track Changes' button; it turns darker when active.
• 📑 The 'Display for Review' menu offers different views like 'Simple Markup', 'All Markup', 'No Markup', and 'Original' to customize how edits are shown.
• 🖊️ 'All Markup' is recommended for most copyediting and proofreading as it displays all changes and comments.
• ✍️ To delete text, select and press 'Delete'; to add or replace text, type at the desired location; format changes are tracked automatically.
• 🗂️ Use the 'Show Markup' menu to control what features 'Track Changes' displays, such as comments, insertions, deletions, and format changes.
• 🔄 To accept or reject changes, use the right-click menu or the 'Accept' and 'Reject' buttons in the Changes group.
• ⚠️ Be cautious when accepting or rejecting all changes at once; it's advised to review each change for accuracy.
• 💬 The 'Comment' tool can be used independently or with 'Track Changes' on, allowing for annotations and feedback on the document.
• 📊 The 'Reviewing Pane' provides a list of all comments and markups, which can be helpful for locating specific changes or assessing the total number of edits.

Q & A

What is the primary function of the Track Changes tool in Microsoft Word?

The Track Changes tool in Microsoft Word is used to edit documents by tracking insertions, deletions, and format changes. It also includes the Comment tool for adding comments to the document.

Which version of Microsoft Word is used in the tutorial?

The tutorial uses Microsoft Word 2016, but the steps are similar for Word 2013 and Word 2010.

How do you turn on Track Changes in Microsoft Word?

To turn on Track Changes, you select the Review tab and then click on the Track Changes button in the Tracking group. The button will appear darker when it is active.

What are the different display options for reviewing changes in Microsoft Word?

The display options include Simple Markup, All Markup, No Markup, and Original. Each option shows the document in a different way, from showing only edited content to displaying all changes and comments.

How can you view comments in Simple Markup mode?

In Simple Markup mode, comments are shown as speech bubbles on the right side of the screen. You can click on these balloons to open and view the comments.

What does the All Markup display option show in Microsoft Word?

The All Markup display option shows all the markups and comments in the document, including insertions, deletions, and format changes.

How do you delete text in a document using Track Changes?

To delete text, select the text that needs to be removed and press the Delete key. The deleted text will appear with a strikethrough in the All Markup view.

What happens when you add new text in a document with Track Changes enabled?

When you add new text, it will appear with an underline in the All Markup view, indicating that it is an insertion.

How can you replace existing text and track the changes in Microsoft Word?

To replace text, select the text to be replaced and type the new text. The original text will appear with a strikethrough, and the new text will appear with an underline in the All Markup view.

What is the recommended way to display markups for copyediting and proofreading work?

It is recommended to display all markups, including comments, insertions, deletions, and format changes, and then choose 'Show Only Comments and Formatting in Balloons' for copyediting and proofreading work.

How do you accept or reject changes made by other reviewers in a document?

You can accept or reject changes individually by right-clicking on the markup and selecting Accept or Reject. Alternatively, you can accept or reject all changes at once using the Accept or Reject dropdown in the Changes group.

How can you add a comment to a document using the Comment tool in Microsoft Word?

To add a comment, you can right-click on the text to be connected to the comment and select New Comment, or use the New Comment button in the Comments group without selecting specific text.

What is the purpose of the Reviewing pane in Microsoft Word?

The Reviewing pane shows all comments and markups selected in the Show Markup dropdown, along with the total count of those elements in the document. It helps to find specific markups or to see the total number of changes made.

Outlines

00:00

🖥️ Overview of Track Changes in Microsoft Word

Erin introduces a tutorial on using Track Changes in Microsoft Word 2016, explaining its utility for editing documents by tracking insertions, deletions, and format changes. The tutorial also covers the Comment tool. Erin notes that the steps are similar for Word 2013 and 2010. The tutorial covers ten topics, each linked in the video description for easy navigation. To activate Track Changes, one must select the Review tab and the Track Changes button. The button's appearance indicates whether Track Changes is on or off. Erin also discusses how to control the display of comments and edits through the Display for Review and Show Markup options. She explains the different views: Simple Markup, All Markup, No Markup, and Original, and how to handle text deletions, additions, replacements, and format changes. Erin advises on accepting or rejecting changes and warns against blanket acceptance without verification.

05:00

💬 Using Comments and the Reviewing Pane

This section focuses on the Comment tool in Microsoft Word, which can be used independently or in conjunction with Track Changes. Erin demonstrates how to insert comments by selecting text and choosing 'New Comment' or by right-clicking without selecting text. She also covers deleting individual comments or all comments at once. The tutorial concludes with a discussion on the Reviewing pane, which displays all comments and markups as per the Show Markup settings, along with a count of these elements in the document. The Reviewing pane is optional but can aid in locating specific markups or assessing the number of edits made. Erin invites viewers to access a written version of the tutorial on her blog and encourages questions and subscriptions for future content on document software.

Keywords

💡Track Changes

Track Changes is a feature in Microsoft Word that allows users to keep a record of all the edits made to a document, including insertions, deletions, and formatting changes. This tool is crucial for collaborative work as it enables multiple people to review and contribute to a document without overwriting each other's changes. In the script, Erin explains how to turn on this feature by selecting the Review tab and the Track Changes button, and how it can be turned off after editing.

💡Markups

Markups refer to the edits and annotations made in a document using the Track Changes feature. These can include inserted text, deleted text, and formatting changes. The term is used in the script to describe the different types of changes that can be tracked and displayed in a document. Erin mentions that users can control how these markups are displayed using the Display for Review and Show Markup drop-down menus.

💡Display for Review

The Display for Review option in Microsoft Word is part of the Track Changes feature and allows users to choose how they want to view the document while editing. Options include Simple Markup, All Markup, No Markup, and Original. Erin explains in the script that these settings determine whether the document shows the edited version with or without the tracked changes and comments.

💡Comments

Comments in Microsoft Word are a way to provide feedback or additional information without altering the text of the document itself. They are part of the Review tab and can be used alongside Track Changes. In the script, Erin demonstrates how to insert a comment by right-clicking on the text and selecting 'New Comment,' and how to delete comments individually or all at once.

💡Formatting Changes

Formatting changes refer to the modifications made to the appearance of text, such as font style, size, or color, within a document. These changes can also be tracked using the Track Changes feature in Word. Erin mentions in the script that formatting changes are automatically displayed with other markups if the user has selected to show formatting in the Show Markup section.

💡Accept and Reject

Accept and Reject are actions taken on tracked changes in a document. Users can choose to accept or reject individual changes, or they can accept or reject all changes at once. Erin cautions in the script against blindly accepting or rejecting all changes without first verifying their accuracy, emphasizing the importance of careful review.

💡Reviewing Pane

The Reviewing Pane is a feature in Microsoft Word that provides a side panel displaying all comments and tracked changes in the document. It's useful for quickly navigating to specific edits and understanding the overall number of changes made. Erin explains in the script how to open and close the Reviewing Pane through the Tracking group in the Review tab.

💡Microsoft Word 2016

Microsoft Word 2016 is the specific version of the Word processing software that Erin uses in the tutorial. While the steps for using Track Changes are similar across different versions, mentioning this version provides context for the audience about the interface and options available. Erin notes that the tutorial is based on Word 2016 but is also applicable to Word 2013 and Word 2010.

💡Proofreading

Proofreading is the process of reviewing a document to correct errors in grammar, spelling, punctuation, and style. In the context of the script, Erin recommends using the 'All Markup' view for most proofreading work, as it displays all changes and comments, which can help in the thorough review of a document.

💡Insertions and Deletions

Insertions refer to the addition of new text to a document, while deletions are the removal of existing text. Both are types of edits that can be tracked using the Track Changes feature. Erin demonstrates in the script how to perform these actions and how they appear in the document with respective underlines and strikethroughs in the 'All Markup' view.

Highlights

Introduction to Track Changes in Microsoft Word

Track Changes tool for editing documents by tracking insertions, deletions, and format changes

Comment tool included in Track Changes for additional document feedback

Compatibility of tutorial steps with Word 2016, 2013, and 2010

How to turn on Track Changes using the Review tab

Turning off Track Changes by selecting the Track Changes button again

Controlling display of comments and edits with Display for Review and Show Markup menus

Simple Markup view hides edits but shows a vertical line indicating changes

All Markup view displays all changes and comments

No Markup view shows the content without any changes or comments

Original view shows the document's unedited content

Choosing what features Track Changes displays with Show Markup menu

Deleting text and viewing it with a strikethrough in All Markup view

Adding text with an underline in the All Markup view

Replacing text and viewing original and replacement text in All Markup view

Tracking format changes and viewing them with other markup

Accepting or rejecting individual or collective changes

Caution against blanket acceptance or rejection of changes without checking

Using the Comment tool with Track Changes on or off

Inserting a comment by selecting text and choosing New Comment

Deleting individual or all comments from the document

Reviewing pane for viewing all comments and markups

Closing remarks and invitation to subscribe for more tutorials

Transcripts

Hello, my name is Erin.

Today's tutorial is a basic overview of how to use Track

Changes in Microsoft Word. Word's Track

Changes tool helps us edit documents by

tracking insertions, deletions, and format

changes. the term "track changes" is

commonly used for both editing and

commenting, so this tutorial also

includes Word's Comment tool. Please note

that I'll be using Microsoft Word 2016;

however, the steps are similar for Word

2013 and Word 2010. We'll be covering ten

topics. Each topic is linked down below

the video for those who would like to

skip ahead to a specific topic.

To turn on Track Changes, select the Review tab,

and then select the Track Changes button

in the Tracking group. The button will

appear darker than the rest of the

ribbon when Track Changes is turned on.

When you're ready to turn off Track

Changes, select the Track Changes button again.

We'll turn it back on for right now.

You can control how comments and edits,

which Word calls markups, are displayed

by using the Display for Review and

Show Markup drop-down menus in the Tracking group.

To begin, select the Display for Review

drop-down menu.

Simple Markup displays the edited version of the

content without any markups.

For example, if you delete a sentence, that sentence

won't appear on screen.

However, a vertical line will appear on

the left side of the screen indicating

that a change was made in that location.

Select that line to switch to All Markup.

Let's select that line again to return

to Simple Markup for a moment.

In Simple Markup, comments are indicated by speech

bubbles on the right side of the screen.

Click on the balloons to open the comments.

All Markup displays all markups and

comments. I recommend this view for most

copyediting and proofreading work.

No Markup displays the edited version of

the content without any markups or comments.

And, Original displays the

original version of the content without

any markups or comments.

Now select the Show Markup drop-down menu to choose

what features Track Changes displays.

I recommend displaying all markups, which

are comments, insertions and deletions,

and format changes, and then choosing

Show Only Comments and Formatting in Balloons

for most copyediting and

proofreading work so that your

insertions and deletions will appear in

the text itself.

To delete text, select the text that

needs to be removed and then select the

Delete key. The deleted text will appear

with a strikethrough in the All Markup view.

To add text, place your cursor where

the new text should appear and then type

the new text. The insertion will appear

with an underline in the All Markup view.

To replace text, select the text to

be replaced and then type the

replacement text. The original text will

appear with a strikethrough and the

replacement text will appear with an underline.

in the All Markup view.

And to track format changes, select the text

and then change the format. Track Changes

will automatically display the change

with your other markup if you have

selected formatting in the Show Markup

section of the Tracking group.

You can accept or reject other reviewers'

insertions, deletions, replacements, and

format changes individually or collectively.

To accept or reject markups individually,

right-click on the markup

and then select Accept or Reject in the

dialog box.

Alternately, you can click on or select

the markup and then select the Accept

button or the Reject button in the

Changes group.

Unless you are very confident in your

reviewers' expertise, I strongly caution

against accepting or rejecting all

insertions, deletions, and replacement

without first checking the accuracy of each one.

If you do decide to make a

blanket acceptance or rejection,

select the Accept or Reject down arrow in the

Changes group and then select your

preferred option: either Accept (or Reject)

All changes or Accept (or Reject) All

Changes and Stop Tracking.

Now let's move on to comments.

It's important to note that you can use

the Comment tool with Track Changes

turned on or turned off.

To insert a comment.

select and then right-click on the text

that should be connected to the comment

and then select New Comment in the dialog box.

Alternately, you can right-click anywhere

you would like the comment to be

connected without selecting specific text.

Another way to insert a comment is

to select the text that should be

connected to the comment and then select

the New Comment button in the Comments group.

You can delete comments individually or

collectively. To delete an individual

comment, right-click in the comment

balloon and then select Delete Comment

in the dialog box. Or, select the comment

balloon and then select the Delete

button in the Comments group or the

Reject button in the Changes group.

To delete all comments,

select the Delete button down arrow in

the Comments group and then select

Delete All Comments in Document.

Let's close with a brief discussion of

the Reviewing pane. The Reviewing pane

shows all of the comments and markups

selected in the Show Markup drop-down

menu in the Tracking group, along with

the total number of those comments and

markups in the document. The Reviewing

pane isn't necessary for using Track

Changes but can be useful when you need

to find a specific markup or you want to

see how many markups and comments you've made.

To open the Reviewing pane, select

Reviewing Pane in the Tracking group.

When you're done, select Reviewing pane

in the Tracking group again.

Thank you for watching, if you'd like to see this

tutorial in written format, please visit

my corresponding blog post link below.

Feel free to leave me a comment if you

have a question about Microsoft Word or

Adobe Acrobat that you'd like me to

address in a future video. And please

subscribe for more tutorials on writing,

editing, and document software.