facebook twitter
Webucator's Free Advanced Microsoft Word Tutorial

Lesson: Review and Collaborating on Documents

Welcome to our free Advanced Microsoft Word tutorial. This tutorial is based on Webucator's Advanced Microsoft Word 2019 Training course.

In this lesson, you will learn how to collaborate with others on Word 2016 documents.

Lesson Goals

  • Learn to add and work with comments.
  • Learn to track changes and set and change tracking options.
  • Learn to view changes, additions and comments.
  • Learn to use the Reviewing pane.
  • Learn to choose what changes to show.
  • Learn to accept and reject changes.

Adding Comments

When collaborating on a document it is often useful to be able to explain why something has been done in a certain way, or to ask a question about something in the document, or in some other way comment on something in the document. However, the explanation, question or comment doesn't really belong in the document itself. Microsoft Word's comments enable you to share your thoughts with those of whom you are collaborating without changing the document itself.

Word attributes comments to the person writing them using the user name and initials with which the copy of Microsoft Word used to add the comments has been personalized. To change the settings, click File > Options > General, and then look for Personalize your copy of Microsoft Office.

To add comments to a Microsoft Word document:

  1. Place your cursor in or next to the word where you would like your comment to show up. To comment on a section of text, select the text.
  2. Click on the Review tab and from the Comments group, click New Comment: New Comment Command
  3. Enter your comment.

Note that when you add a comment:

  1. The word or section on which you are commenting is automatically highlighted:Highlighted Comment

Working with Comments

To select comments, do one of the following:

  • Select the comment by clicking on it in the Revisions pane:Revisions Pane
  • On the Review tab, in the Comments group, use the Previous and Next commands:Revision Commands

In Microsoft Word 2010, you can also select a comment by doing the following: within the document, place your cursor in the highlighted area of the text on which you have commented:Commented  Text

To delete comments, do one of the following:

  • On the Review tab, in the Comments group, click the Delete command:Delete Command
  • Place your cursor in the comment, right-click and select Delete Comment:Delete Command

Adding Comments to a Document

Duration: 5 to 15 minutes.

In this exercise, you will add comments to a document and will use the comments commands to select and delete a comment.

  1. Navigate to the Word2019.3/Exercises folder and open General Terms and Conditions.docx.
  2. Add the following comments to the document.
    1. Section 1 states that the contract must be signed and returned within 15 days. Add a comment stating that this should be 30 days.
    2. Section 2 states that interest on unpaid amounts shall accumulate at 18%. Add a comment stating that this is too high.
    3. Add a comment highlighting Section 5 and noting that it is unnecessary.
  3. Use the comments commands to move to the first comment and delete it.
  4. Save the document.

Solution:

  1. Place your cursor in Section 1 next to "15 days":Section 1
  2. Click on the Review tab and from the Comments group, click New Comment: New Comment Command
  3. Enter a comment.
  4. Repeat steps 1 through 3 to enter the second and third comments. Note: for the third comment, you will need to highlight section 5 instead of just placing your cursor within the section.
  5. Click on the Review tab and from the Comments group, click Previous twice to select the first comment: First Comment
  6. Click on the Review tab and from the Comments group, click Delete: Delete Command
  7. Save the document as we will continue to build on this document in future exercises.

Tracking Changes

It is often useful for other people to be able to see exactly what you have changed in a document. When you select Track Changes in a Microsoft Word document, all changes are tracked, including:

  1. Insertions
  2. Deletions
  3. Moved Text
  4. Formatting Changes
  5. Changes to Comments
  6. Changes to Borders

To track changes in a Microsoft Word document:

  1. Click on the Review tab and from the Tracking group, click Track Changes: Track Changes Command
  2. To stop tracking changes, click Track Changes again.

To change the way changes to your document are shown:

  1. Click the Tracking group dialog box launcher. Dialog Box Launcher
  2. Use the Track Changes Options dialog to choose how you would like various changes to appear:Track Changes Options

In Microsoft Word 2010, to open the Track Changes Options dialog box, click on the Review tab and from the Tracking group, click the Track Changes drop-down arrow and then select Change Tracking Options: Change Tracking Options

Tracking Changes

Duration: 5 to 10 minutes.

In this exercise, you will use Track Changes to track insertions, deletions and formatting changes.

  1. Open or go to General Terms and Conditions.docx
  2. Turn on Track Changes and make the following changes:
    1. In Section 11 (Assignment) add the following text at the end of the sentence: without the prior written consent of both parties.
    2. Delete Section 10 (Excess Materials).
    3. Change the font size of General Terms and Conditions from 7 to 12 (in the body of the document, not the header).
  3. Save your changes as we will be using this document in future exercises.

Solution:

  1. Click on the Review tab and from the Tracking group, click Track Changes: Track Changes Command
  2. Place your cursor in Section 11 at the end of the sentence, before the period, and enter "without the prior written consent of both parties."
  3. Select all text in Section 10 and press Delete.
  4. Select General Terms and Conditions (at the top of the body of the document, not in the header) and click on the Home tab and from the Font group, click the Font Size drop-down arrow and select 12: Font Size
  5. Save your changes as we will be using this document in future exercises.

Viewing Changes, Additions, and Comments

The Reviewing Pane

The reviewing pane shows all insertions, deletions, formatting changes and other changes, as well as all comments, in a separate window. You can move from one change to another in your document by selecting the change in the reviewing pane.

To show or hide the Reviewing pane:

  1. Click on the Review tab and from the Tracking group, click Reviewing Pane: Reviewing Pane
  2. Click it a second time to hide (or show) it.

Choosing what Changes to Show

If a document is heavily marked up, it is often useful to focus exclusively on certain types of changes or markup. To choose what markups to show and to how you want to see them:

  1. Click on the Review tab and from the Tracking group, click Show Markup: Show Markup Command
  2. In the Show Markup drop-down list, select or deselect items by clicking on them:Select or Deselect Items

The Show Markup command allows you to show or hide the following things:

  1. Comments
  2. Ink
  3. Insertions and Deletions
  4. Formatting

The Show Markup command also allows you to choose:

  1. Where to see markup: inline or in balloons.
  2. Whose comments to see. Select All Reviewers or only those reviewers whose markup you wish to review.

Viewing Different Versions

You can easily switch back and forth between the original and final versions of a document, both with or without markup showing. Specifically, you can display a document in the following ways:

  1. Simple Markup. Cleaned up version of the document with changes indicated. To see the changes, click on a red change indicator line on the left.
  2. All Markup. The final document, with all proposed changes showing.
  3. No Markup. The final document, without proposed changes showing.
  4. Original. The original document, without proposed changes showing.

These options differ slightly in Word 2010.

To change the way a document is displayed:

  1. Click on the Review tab and from the Tracking group, click Simple Markup (the Display for Review command) (in Word 2010, choose Final: Show Markup): Simple Markup
  2. From the Display for Review drop-down list, select one of the options:Options

Viewing Markup

Duration: 10 to 20 minutes.

In this exercise, you will use the Reviewing pane to locate changes in a document, use the Show Markup command to show various changes, and use the Display for Review command to display the document before, after and with markup.

  1. Open or go to General Terms and Conditions.docx
  2. Show the Revisions pane. If it is already showing, hide it and then show it again.
  3. Locate the place where text was inserted into the document by clicking on it in the Revisions pane.
  4. Use the Show Markup command to:
    1. Show only comments.
    2. Show only formatting changes.
    3. Show only insertions and deletions.
    4. Show revisions in balloons (if revisions are already showing in balloons, then switch to showing them inline).
  5. Use the Display for Review command to:
    1. Display the original version of the document.
    2. Display the final version of the document with all markup showing.
      • Hint: markup which is not checked when clicking the Show Markup command will not show up in any of the Display for Review options.
    3. Display the final version of the document without markup showing.
  6. Save your changes as we will be using this document in future exercises.

Solution:

  1. Open or go to the document.
  2. Click on the Review tab and from the Tracking group, click Reviewing Pane: Reviewing Pane
  3. In the Revisions pane, locate the inserted text and click on it:Click  Text
  4. Click on the Review tab and from the Tracking group, click Show Markup: Show Markup Command
    1. In the Show Markup drop-down list, deselect all items except Comments by clicking on them:Comments
    2. In the Show Markup drop-down list, deselect Comments and select Formatting by clicking on them:Formatting Command
    3. In the Show Markup drop-down list, deselect Formatting and select Insertions and Deletions by clicking on them:Insertions and Deletions
    4. In the Show Markup drop-down list, select Balloons and then Show Revisions in Balloons:Show Revisions in Balloons
  5. Click on the Review tab and from the Tracking group, click All Markup (the Display for Review command): Display for Review Command
    1. Select Original:Original Command
    2. In the Show Markup drop-down list, select all unselected items by clicking on them:Show Markup
    3. Click Simple Markup (the Display for Review command) and select All Markup (in Word 2010, select Final: Show Markup):All Markup Command
    4. Click Simple Markup (the Display for Review command) and select No Markup (in Word 2010, select Final):No Markup Command
  6. Save your changes as we will be using this document in future exercises.

Accepting and Rejecting Changes

The ability to track changes in a document is very helpful when collaborating on documents. However, someone ultimately has to finalize the document, and in so doing they have to decide whether to accept or reject the changes that have been recommended and made.

There are four options available for accepting and rejecting changes:

  1. Accept / Reject and Move to Next. Use these to accept or reject a change and jump to the next change in the document.
  2. Accept / Reject. Use these to accept or reject just one change.
  3. Accept / Reject All Changes Shown. Use this option to accept or reject changes in groups based on the type of change or based on the reviewer.
  4. Accept / Reject All Changes in Document. Use this option to accept or reject all changes in the document.

To accept changes in a Microsoft Word document:

  1. Click on the Review tab and from the Changes group, click Accept: Accept Command
    1. Click Accept on the top to accept the change and move to the next change.Accept Changes
    2. Click Accept on the bottom to accept a change and not move to the next change, to accept all changes shown or, or to accept all changes in the document.Changes in Document

To reject changes in a Microsoft Word document:

  1. Click on the Review tab and from the Changes group, click Reject: Reject Command
    1. Click Reject on the top to reject the change and move to the next change.Reject Command
    2. Click Reject on the bottom to reject a change and not move to the next change, to reject all changes shown, or to reject all changes in the document.Reject All Changes

To move between changes in a Microsoft Word document:

  1. Click on the Review tab and from the Changes group, click Previous to move to the previous change and click Next to move to the next change:Move to Next Change

Version History

To view the changes that have been made to your document, you can select History from the File menu tab.

Accepting and Rejecting Changes

Duration: 15 to 25 minutes.

In this exercise, you will accept and reject changes by reviewer and type.

  1. Navigate to the Word2019.3/Exercises folder and open General Terms and Conditions2.docx.
  2. Reject all changes made by Fred Flintstone.
  3. Accept all formatting changes.
  4. Accept all changes except the deletion of Section 10 (Excess Materials), which should be rejected.
  5. Save the document.

Solution:

  1. Open the document.
  2. To reject all changes made by Fred Flintstone:
    1. Click on the Review tab and from the Tracking group, click Show Markup: Show Markup Command
    2. Deselect Dave Dunn, Bobby Brady, and Margaux Judge by clicking on their names (you will need to do one and then the other), so that only Fred Flintstone's changes will show:Accept Changes
    3. In the Changes group, click the Reject drop-down and then Reject All Changes Shown:Reject All Changes Shown Command
  3. To accept all formatting changes:
    1. Click on the Review tab and from the Tracking group, click Show Markup: Show Markup Command
    2. Select All Reviewers:All Reviewers Option
    3. Click on the Review tab and from the Tracking group, click Show Markup: Show Markup
    4. Deselect all options except Formatting (you will need to deselect each item individually):Deslect all but Formatting
    5. In the Changes group, click the Accept drop-down and then Accept All Changes Shown:Accept All Changes Shown
  4. To reject the change to Section 10 and accept all other changes:
    1. Click on the Review tab and from the Tracking group, click Show Markup: Show Markup Command
    2. Select each option (you will need to select each item individually):Select each Option
    3. Place your cursor in Section 10.
    4. In the Changes group, click the Reject drop-down and select Reject Change:Reject Change Command
    5. In the Changes group, click the Accept drop-down and then Accept All Changes (in Word 2007/2010, the option is Select All Changes in Document):Accept All Changes
  5. Save the document.