Review Files

In Word’97, several people can work on the same file at the same time.
We can make changes, add comments and tags very easily.

Add comments

• Click with the RIGHT mouse button on the toolbar
• Select the “Reviewing” toolbar

• Select the text where you want to add a comment
• Click on the “Reviewing” toolbar, and the “Addnote” button.

The selected text is shaded in yellow and it will have a numbered tag.
A second window opens on our screens, where we can type our comments.

• Enter the comment
• Click “Close”

Now when we move the mouse over the text,  the comment will automatically be displayed.

Change Notes:

• Place the cursor in the text with the comment
• Click on “Edit Note”
• Change the comment in the window
• and click on ‘close’

To delete a comment, we use the “Delete Note” button
With the “Previous Note” and “Next Note” buttons we can easily naviagte through the various comments.

Print comments:

We can print only the comments or print all the comments with the file:

To print the comments only:

• Click on “File”
• Click “Print”
• Click on the arrow next to the “Print” dialog box
• Select “Notes” from the list
• Click OK, and only the comments are printed

To print the file and the comments together:

• Click on the “Tools” menu bar
• Select “Options”
• Select the “Print” tab
• Check the “Remarks” checkbox in the “Include” box
• Click OK to start printing

Tracking Changes:

In Word’97 we can also track changes made to text
We first need to make changes to some settings:

• Click on “Tools” menu
• Click on “Track Changes”
• Choose the option “Highlight Changes”

In the dialog that appears, we have several options

1. Track changes while editing
2. Highlight changes on screen
3. Highlight changes in printed document

• Activate the desired options
• Click on the “Options” button
• Another dialog will appear

Here we determine how the highlighted text section will appear:

Inserted Text”: we can choose how we want to underline: “Single Underline”, “Bold”, “Italic” or “Double Underline” and also determine the color of the text.

If we use the “by Author” setting, Word’97 will use a different color for each reviewer.

“Delete Text”: here we determine the settings to display the deleted text
“Changed Formatting” is to track the changes to the format of the text
“Changed Lined”: A marker is added  next to each line where a change is made and the default is “left”. This setting is displayed in the “Normal View”
You can also set it to “right”, but these are only displayed in the “Page View

• Click OK when all the settings are set to your liking

All changes except “hanging indent” are set in our options

Securing the document:

We can protect the file against any unwanted changes from colleagues:

• Click on the “Tools” menu in the menu bar
• Click on “Protect Document”
• Select the “Remarks” option
• If you wish to accept the changes made to text, click “track changes”
• Type a password
• Confirm the password
• Click OK

When you place the mouse pointer on the text change, a revision info box appears that mentions the name of the reviewer, the date, time and type of change.

If we wish to put the protection off, click the “Tools” menu and select the “Unprotect Document” command.
Type the password and click OK

Now we can determine whether we can accept the changes or not:

• Click the RIGHT mouse button on the change
• Choose “Accept Changes” or “Reject Change”

With the “Previous Note” and “Next Note” buttons, we can quickly go through the whole file.

 

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