Microsoft Office Word 2007 Training

1. Microsoft® Office Word 2007 Training Revise documents with Track Changes and Comments [Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type). Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.][Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type). Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

2. Revise documents with Track Changes and Comments Course contents Overview: Make revisions that others can see Lesson 1: Track Changes and Comments: The basics Lesson 2: Track Changes and Comments: Beyond the basics

3. Revise documents with Track Changes and Comments Overview: Make revisions that others can see

4. Revise documents with Track Changes and Comments Course goals Use Track Changes when you want to mark up documents with revisions. Review tracked changes, and accept or reject them. Insert, view, edit, and delete comments. Review documents to ensure that no unwanted revisions or comments remain in the distributed documents.

5. Lesson 1 Track Changes and Comments: The basics

6. Revise documents with Track Changes and Comments Track Changes and Comments: The basics The background of the Track Changes button changes color, which tells you it’s on; any changes you make will be marked as revisions until you turn Track Changes off by clicking the button again. The background of the Track Changes button changes color, which tells you it’s on; any changes you make will be marked as revisions until you turn Track Changes off by clicking the button again.

7. Revise documents with Track Changes and Comments See revisions

8. Revise documents with Track Changes and Comments See revisions The deleted text balloon says “Deleted” to make it clear why the text is in the balloon. A dotted line leads from where the text was deleted to the balloon so that everyone can see the location the text was deleted from. When you insert “nine,” it appears in the same color as the border around the deleted text balloon, indicating that the same reviewer (you) both deleted and inserted the text. You’ll see more about markup color later in the lesson. The deleted text balloon says “Deleted” to make it clear why the text is in the balloon. A dotted line leads from where the text was deleted to the balloon so that everyone can see the location the text was deleted from. When you insert “nine,” it appears in the same color as the border around the deleted text balloon, indicating that the same reviewer (you) both deleted and inserted the text. You’ll see more about markup color later in the lesson.

9. Revise documents with Track Changes and Comments See revisions

10. Revise documents with Track Changes and Comments Insert a comment

11. Revise documents with Track Changes and Comments Insert a comment

12. Revise documents with Track Changes and Comments Insert a comment The reviewer’s initials indicate who made the comment, along with a number next to the initials, which lets you know how many comments are in the document. Note: You do not have to turn on Track Changes to insert comments. You can add comments at any time.The reviewer’s initials indicate who made the comment, along with a number next to the initials, which lets you know how many comments are in the document. Note: You do not have to turn on Track Changes to insert comments. You can add comments at any time.

13. Revise documents with Track Changes and Comments How to tell which reviewer has done what More on callout 1: You can also move the mouse pointer over the deleted text balloons in the document margin to see who made the deletion. For each revision, you’ll see a ScreenTip that lists the name of the reviewer and the type of the revision, such as “deleted” or “inserted.” The ScreenTip also displays the deleted or inserted text. More on callouts 2 and 3: Word automatically assigns each reviewer a markup color, which you see as soon as you make your first revision or enter your first comment. For example, your color might be blue, and the color for another reviewer might be green. To find your own changes and comments, you would look for blue markup throughout the document. More on callout 1: You can also move the mouse pointer over the deleted text balloons in the document margin to see who made the deletion. For each revision, you’ll see a ScreenTip that lists the name of the reviewer and the type of the revision, such as “deleted” or “inserted.” The ScreenTip also displays the deleted or inserted text. More on callouts 2 and 3: Word automatically assigns each reviewer a markup color, which you see as soon as you make your first revision or enter your first comment. For example, your color might be blue, and the color for another reviewer might be green. To find your own changes and comments, you would look for blue markup throughout the document.

14. Revise documents with Track Changes and Comments Turning off doesn’t mean deletion To remove tracked changes, you accept or reject them. To remove comments, you delete them. You’ll see how to do that next.To remove tracked changes, you accept or reject them. To remove comments, you delete them. You’ll see how to do that next.

15. Revise documents with Track Changes and Comments Accept or reject changes, and delete comments

16. Revise documents with Track Changes and Comments Accept or reject changes, and delete comments

17. Revise documents with Track Changes and Comments Accept or reject changes, and delete comments As changes are accepted or rejected and comments are deleted, the markup that indicates the changes and comments is removed. As changes are accepted or rejected and comments are deleted, the markup that indicates the changes and comments is removed.

18. Revise documents with Track Changes and Comments Accept or reject changes, and delete comments As changes are accepted or rejected and comments are deleted, the markup that indicates the changes and comments is removed. As changes are accepted or rejected and comments are deleted, the markup that indicates the changes and comments is removed.

19. Revise documents with Track Changes and Comments Suggestions for practice Make changes. Move text. Insert comments. Show revisions and comments in a different way. Accept or reject changes and delete comments. [Note to trainer: With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2007, you won’t be able to access the practice instructions.][Note to trainer: With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2007, you won’t be able to access the practice instructions.]

20. Revise documents with Track Changes and Comments Test 1, question 1 To get rid of tracked changes, turn off Track Changes. (Pick one answer.)

21. Revise documents with Track Changes and Comments Test 1, question 1: Answer False.

22. Revise documents with Track Changes and Comments Test 1, question 2 What does turning off Track Changes do? (Pick one answer.)

23. Revise documents with Track Changes and Comments Test 1, question 2: Answer Stops tracking revisions.

24. Revise documents with Track Changes and Comments Test 1, question 3 To insert a comment, you have to turn on Track Changes. (Pick one answer.)

25. Revise documents with Track Changes and Comments Test 1, question 3: Answer False.

26. Lesson 2 Track changes and comments: Beyond the basics

27. Revise documents with Track Changes and Comments Track changes and comments: Beyond the basics Continue with the lesson to find out how, and to learn more about working with tracked changes.Continue with the lesson to find out how, and to learn more about working with tracked changes.

28. Revise documents with Track Changes and Comments Temporarily hide changes Clearing the check box next to All Reviewers hides everyone’s markup. Clicking the check box next to Pilar’s name reveals Pilar’s revisions and comments. You can accept or reject her revisions and delete her comments as you read through them, or you can do this later on. When you’re done, show the other reviewers’ changes by clicking Show Markup again and then clicking All Reviewers. Click Play to see how to use the Show Markup menu. A note of caution: Clearing the check boxes on the Show Markup menu does not delete markup. It just temporarily hides it. You’ll learn more about this later in the lesson. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, and then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you’re clicking the slide to make text enter or to advance to the next slide but nothing’s happening, click away from the animation. Sometimes you have to click twice. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing an Adobe Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.] Clearing the check box next to All Reviewers hides everyone’s markup. Clicking the check box next to Pilar’s name reveals Pilar’s revisions and comments. You can accept or reject her revisions and delete her comments as you read through them, or you can do this later on. When you’re done, show the other reviewers’ changes by clicking Show Markup again and then clicking All Reviewers. Click Play to see how to use the Show Markup menu. A note of caution: Clearing the check boxes on the Show Markup menu does not delete markup. It just temporarily hides it. You’ll learn more about this later in the lesson. [Note to trainer: To play the animation when viewing the slide show, right-click the animation, and then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you’re clicking the slide to make text enter or to advance to the next slide but nothing’s happening, click away from the animation. Sometimes you have to click twice. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing an Adobe Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.]

29. Revise documents with Track Changes and Comments Temporarily hide changes Clearing the check box next to All Reviewers hides everyone’s markup. Clicking the check box next to Pilar’s name reveals Pilar’s revisions and comments. You can accept or reject her revisions and delete her comments as you read through them, or you can do this later on. When you’re done, show the other reviewers’ changes by clicking Show Markup again and then clicking All Reviewers, as shown in the picture. A note of caution: Clearing the check boxes on the Show Markup menu does not delete markup. It just temporarily hides it. You’ll learn more about this later in the lesson. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Clearing the check box next to All Reviewers hides everyone’s markup. Clicking the check box next to Pilar’s name reveals Pilar’s revisions and comments. You can accept or reject her revisions and delete her comments as you read through them, or you can do this later on. When you’re done, show the other reviewers’ changes by clicking Show Markup again and then clicking All Reviewers, as shown in the picture. A note of caution: Clearing the check boxes on the Show Markup menu does not delete markup. It just temporarily hides it. You’ll learn more about this later in the lesson. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.]

30. Revise documents with Track Changes and Comments See a document before and after

31. Revise documents with Track Changes and Comments See a document before and after

32. Revise documents with Track Changes and Comments See a document before and after Remember, hiding revisions and comments does not delete them.Remember, hiding revisions and comments does not delete them.

33. Revise documents with Track Changes and Comments Hiding tracked changes doesn’t mean deletion

34. Revise documents with Track Changes and Comments Hiding tracked changes doesn’t mean deletion

35. Revise documents with Track Changes and Comments Hiding tracked changes doesn’t mean deletion Check marks next to all these items on Show Markup mean that all markup will appear in the document.Check marks next to all these items on Show Markup mean that all markup will appear in the document.

36. Revise documents with Track Changes and Comments Check for revisions and comments

37. Revise documents with Track Changes and Comments Check for revisions and comments To accept or reject tracked changes or delete comments, you can also use the right-click method described earlier in the course. To accept or reject tracked changes or delete comments, you can also use the right-click method described earlier in the course.

38. Revise documents with Track Changes and Comments Check for revisions and comments As a final step, you can use the Document Inspector. It checks for tracked changes, comments, hidden text, and other personal information. See the Quick Reference Card to learn how to use the Inspector. It’s linked to at the end of the course. As a final step, you can use the Document Inspector. It checks for tracked changes, comments, hidden text, and other personal information. See the Quick Reference Card to learn how to use the Inspector. It’s linked to at the end of the course.

39. Revise documents with Track Changes and Comments Choose how you make tracks For example, maybe you like comment or deleted text balloons but wish that you could change their width; or perhaps you’d like to see inserted text with a double underline instead of a single underline. For example, maybe you like comment or deleted text balloons but wish that you could change their width; or perhaps you’d like to see inserted text with a double underline instead of a single underline.

40. Revise documents with Track Changes and Comments Suggestions for practice Use the Show Markup menu to temporarily hide reviewer markup. Track formatting revisions. Use the Show Markup menu to hide revisions by type. Look at different ways to verify that a document doesn’t contain hidden markup. Check out the tracked changes option. [Note to trainer: With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2007, you won’t be able to access the practice instructions.][Note to trainer: With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2007, you won’t be able to access the practice instructions.]

41. Revise documents with Track Changes and Comments Test 2, question 1 Clearing check boxes on the Show Markup menu does not delete changes. (Pick one answer.)

42. Revise documents with Track Changes and Comments Test 2, question 1: Answer True.

43. Revise documents with Track Changes and Comments Test 2, question 2 You have a document with insertions and deletions, formatting changes, and comments. To see just insertions and deletions, on the Show Markup menu, clear which of the following? (Pick one answer.)

44. Revise documents with Track Changes and Comments Test 2, question 2: Answer The check boxes next to both Comments and Formatting.

45. Revise documents with Track Changes and Comments Test 2, question 3 What’s the last thing you should do before you distribute a document? (Pick one answer.)

46. Revise documents with Track Changes and Comments Test 2, question 3: Answer Check for revisions and comments.

47. Revise documents with Track Changes and Comments Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card.

48. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu or tab) for detailed help on this template. Using This Template This Microsoft Office PowerPoint® template has training content about using Track Changes and Comments to see and review changes to a Microsoft Office Word 2007 document. It’s geared for you to present to a group and customize as necessary. This template’s content is adapted from the Microsoft Office Online Training course called “Revise documents with Track Changes and Comments in Word 2007.” Features of the template Title slide: On the very first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don’t want this text. Animations: Custom animation effects are applied throughout the presentation. These effects include Peek, Stretch, Dissolve, and Checkerboard. All effects play in previous versions back to Microsoft PowerPoint 2000. To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear. If this presentation contains an Adobe Flash animation: To play the Flash file, you must register a Microsoft ActiveX® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Adobe Flash Player from the Adobe Web site. Warning about saving the Flash animations: The Flash animations will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type). If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Word 2007 installed to view the hands-on practice sessions. If you don’t have Word 2007, you won’t be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu). Using This Template This Microsoft Office PowerPoint® template has training content about using Track Changes and Comments to see and review changes to a Microsoft Office Word 2007 document. It’s geared for you to present to a group and customize as necessary. This template’s content is adapted from the Microsoft Office Online Training course called “Revise documents with Track Changes and Comments in Word 2007.” Features of the template Title slide: On the very first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don’t want this text. Animations: Custom animation effects are applied throughout the presentation. These effects include Peek, Stretch, Dissolve, and Checkerboard. All effects play in previous versions back to Microsoft PowerPoint 2000. To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear. If this presentation contains an Adobe Flash animation: To play the Flash file, you must register a Microsoft ActiveX® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Adobe Flash Player from the Adobe Web site. Warning about saving the Flash animations: The Flash animations will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type). If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Word 2007 installed to view the hands-on practice sessions. If you don’t have Word 2007, you won’t be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).