Accurate Usage of Track Changes

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Guest

Hie all,

KIndly let me know how can i use Track Changes option for creating a
Commented Document.

Regards,
Anney
 
How do I display only the changes (or revisions) made by one author (or
reviewer)?
In Word 2002 or 2003, on the Reviewing toolbar, Show > Reviewers, and tick
or un-tick names to choose the reviewer whose changes you want to see.

I tried the above step to hide the changes and comments of a reviewer from a
multi-reviewer edited word document (created by compare and merge documents).
The track changed text gets accepted and the the comment box disappears for
the reviewer un-ticked (as suggested above). Is there any extra step that I
need to follow to display only the changes (or revisions) made by one autho?

Thanks
 
Are you saying you want to Accept/Reject only those changes you see after
hiding some of the revisions? If so, then you need to use Accept/Reject All
Changes Shown. This command can be found by clicking the arrow next to the
Accept or Reject command.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP
https://mvp.support.microsoft.com/profile/Melton
What is a Microsoft MVP? http://mvp.support.microsoft.com/gp/mvpfaqs

Guides for the Office 2007 Interface:
http://office.microsoft.com/en-us/training/HA102295841033.aspx
 
Thanks Beth.
What I am trying to achieve here is to see the changes (track change and
comments) for each reviewer at a time as well see all of them together (as
suggested here
http://www.shaunakelly.com/word/trackchanges/HowTrackChangesWorks.html#Reviewers)
.. I could certainly accept or reject the changes using the track change
command. But I am not trying to do that here.
When I have a document with only comments from 2-3 reviewers and I use the
un-ticked or ticked command (Show —> Reviewers —Untick), then I could
populate the document with all comments from all reviewer as well as see them
one at a time and the same thing is not happening when the document has both
(track changes (addition or deletion of text) and commands (ballons)
Sharad
 
I think I now understand what you want. If I remove the view of revisions
for a reviewer I'm able to see all changes (insertions/deletions) and
comments for the remaining reviewers. Are you not seeing the same? If not,
click the Show button and make sure each type of revision you want to see
has a check next to it.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP
https://mvp.support.microsoft.com/profile/Melton
What is a Microsoft MVP? http://mvp.support.microsoft.com/gp/mvpfaqs

Guides for the Office 2007 Interface:
http://office.microsoft.com/en-us/training/HA102295841033.aspx
 
Hello Beth:
Thanks for your input. I tried the following steps:

1. Desktop-Windows Vista, Office 2003

I opened a new MS word document and made changes in track change mode (TRK).
Then I use Show--Reviewer--Reviewer 1. When I uncheck Reviewer 1, the
changes made (in this case, deleted text) get accepted (in this case text
disappears as it was deleted) in the document and track changes lines
disappear.

When I include the comments (balloons) in this document along with the track
changes and check or uncheck the Reviewer 1 from the list of reviewers, the
comment balloon does disappear and reappear after I uncheck and check the
Reviewer 1, respectively, but the deleted text gets accepted after I uncheck
the Reviewer 1, and the text is shown as deleted (as the original text was
deleted) after I check the Reviewer 1.

2. HP Laptop--Window XP, Office 2003--Same story as explained in Step 1.

Following are the instruction from Office 2003 help section:
--Show changes and comments for specific reviewers
--Point to Reviewers, and clear all check boxes except for the ones next to
the names of the reviewers whose changes and comments you want to show.
--To select or clear all check boxes for all reviewers in the list, click
All Reviewers.

I understand the instructions given by Office 2003 (above) as follows:
In a multi-reviewer document with track changes, If I select/unselect the
name of Reviewer 1, I should be able to see changes (select Reviewer 1) or
should not be able to see changes and should be able to see the original
document as if no changes were ever made (unselect Reviewer 1). Is this
possible? Please let me know. I desperartely need the answer for this
question.
 
I think I now understand what you want.
If I remove the view of revisions for a reviewer I'm able to see all
changes (insertions/deletions) and comments for the remaining reviewers.
—>This is not happening when I used these steps
Are you not seeing the same? --No
If not, click the Show button and make sure each type of revision you want
to see
has a check next to it. --These buttons has been checked

..
 
NOW I understand what you want. :-)

I *think* changing the view of the Markup to "Original showing Markup"
instead of "Final Showing Markup" might give you the look you're after.
Granted, the revisions will be reversed, insertions will display in the
balloons and deletions will display as strikethrough, but you'll only see
modifications made by the selected reviewer(s).

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP
https://mvp.support.microsoft.com/profile/Melton
What is a Microsoft MVP? http://mvp.support.microsoft.com/gp/mvpfaqs

Guides for the Office 2007 Interface:
http://office.microsoft.com/en-us/training/HA102295841033.aspx
 
Thanks Beth. It worked (_-_).
Now next question:
Is is possible to transfer the comments in a separate document? I know, I
could click on Reviewing Pane and see the comments by each reviewer
(View--Reviewing--Reviewing pane).
 
You're welcome. Sorry if I was being a bit thick-headed and not
understanding what you were looking for. :-)

Regarding your question about transferring comments, Word 2000 had a
Comments Pane you can use to display all comments or by reviewer. You can
use that pane to copy the comments and paste them in another document. I
don't know if this command is still available for adding to a toolbar
(perhaps someone with Word prior to 2007 can check for you) but I know it
can still be viewed using a macro. Something like:

Sub ViewCommentsPane()
If Documents.Count > 0 Then
If ActiveDocument.Comments.Count > 0 Then
ActiveDocument.ActiveWindow.View.SplitSpecial = wdPaneComments
Else
MsgBox "No comments found in the active document", vbInformation
End If
End If
End Sub

For instructions on how to use a macro see this article:
http://support.microsoft.com/kb/913759

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP
https://mvp.support.microsoft.com/profile/Melton
What is a Microsoft MVP? http://mvp.support.microsoft.com/gp/mvpfaqs

Guides for the Office 2007 Interface:
http://office.microsoft.com/en-us/training/HA102295841033.aspx
 
Hello Beth:
Thanks.
How do I get a screen at the bottom of a page in MS Word document that shows
following (the entire page in this docuement gets divided into 2 sections):
Comments from: Name of the reviewer in a drop down menu. I could select here
either Individual reviewer or All reviewers (using the drop down menu) and I
would see their comments. I could get this scrren when I search a word in
this document and if that word is happen to be in the comments made by the
reviewer. I donot know the command or option to get this screen?

Thanks
 
No. I didnot. Our group would not be interested in trying the macro for each
document that we work on. As I mentioned in my past response, I could see the
pane by reviewer at the bottom of the page when I search a word that is also
in comments. But I do not know a standard command to get the same pane.

Sharad
 
As I mentioned the ability to show the Comments pane is not available as a
command in the interface -- there is no longer a standard command. It used
to be in previous versions of Word but when they revamped the Track Changes
feature they removed it. However, the command is still available using VBA
and the only way to show the Comments pane when you want is to use a macro.
The macro only needs to be created once and assigned to a button on your
toolbar. (This is covered in the article I cited for how to use the macro.)
Then whenever you want to view Comments pane you click the button.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP
https://mvp.support.microsoft.com/profile/Melton
What is a Microsoft MVP? http://mvp.support.microsoft.com/gp/mvpfaqs

Guides for the Office 2007 Interface:
http://office.microsoft.com/en-us/training/HA102295841033.aspx
 
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