Word - Customize track changes Tutorial

In this video, you will learn how to customize track changes in Microsoft 365. The video covers various ways to customize the review tools, such as turning on or off the Reviewing Pane, changing to Simple Markup and Hide Comments, and choosing the markup colors.
You will also discover how to lock Track Changes with a password and use the Document Inspector to check for issues before publishing a document.
This tutorial will help you effectively edit documents with others using the review tools in Microsoft 365. For more information, check out the links in the course summary.

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Description

Objectifs :

This document aims to provide a comprehensive guide on how to effectively use the review tools in document editing, specifically focusing on Track Changes and comments. It will cover customization options, markup visibility, and document inspection to enhance collaborative editing.

Chapitres :

Introduction to Review Tools
In collaborative document editing, utilizing review tools is essential for tracking changes and comments made by different authors. This guide will explore various ways to customize these tools to improve your editing experience.
Using the Reviewing Pane
The Reviewing Pane is a valuable feature that lists all changes and comments along with the authors responsible for them. To enable this feature, simply turn on the Reviewing Pane. If you prefer a less cluttered view, you can turn it off, switch to Simple Markup, and hide comments. This allows for a cleaner workspace while still retaining access to all markup when needed.
Customizing Markup Visibility
You can manage the visibility of different types of markup by clicking on 'Show Markup.' This option allows you to select which markup elements you want to see or hide, providing flexibility based on your editing needs.
Adjusting Markup Colors
To change how markup appears, access the Tracking dialog box launcher and select 'Advanced Options.' Here, you can customize the colors used for insertions and deletions, which are typically different for each author. However, note that the color assigned to each author cannot be changed.
Locking Track Changes
If you are collaborating with multiple reviewers via email, you can lock Track Changes to prevent alterations. Click the arrow under Track Changes, select 'Lock Tracking,' and enter a password. This ensures that any changes made will be marked, and reviewers cannot accept or reject changes until the document is unlocked with the password.
Using the Document Inspector
Before finalizing a document, it is advisable to use the Document Inspector. Navigate to 'File,' then 'Info,' and select 'Check for Issues' followed by 'Inspect Document.' This tool checks for hidden comments or revisions and allows you to remove them, ensuring a clean final document.
Conclusion
By understanding and utilizing the review tools effectively, you can enhance your collaborative editing process. For further information on these tools, refer to the links provided in the course summary.

FAQ :

What is the Reviewing Pane and how do I use it?

The Reviewing Pane is a feature that lists all changes and comments made in a document along with the names of the reviewers. You can turn it on to see detailed information about edits.

How can I customize the markup colors in my document?

You can customize markup colors by clicking the Tracking dialog box launcher and selecting Advanced Options. This allows you to change how insertions and deletions appear, but the color assigned to each author cannot be changed.

What does Lock Tracking do?

Lock Tracking prevents reviewers from turning off Track Changes. When enabled, all changes made to the document will be marked, and reviewers cannot accept or reject changes until it is unlocked with a password.

How do I use the Document Inspector?

To use the Document Inspector, click on File, then Info, and select Check for Issues. From there, you can click Inspect Document to check for hidden comments and revisions before publishing.

What is Simple Markup?

Simple Markup is a viewing option that provides a cleaner view of the document by hiding comments and showing a simplified version of the markup, allowing for more space.

Quelques cas d'usages :

Collaborative Document Editing

When multiple team members are reviewing a document, using the Reviewing Pane helps track all changes and comments effectively, ensuring everyone is aware of edits made by others.

Managing Feedback from Multiple Reviewers

Locking Track Changes is useful when you have many reviewers. It ensures that all edits are recorded without the risk of someone turning off the tracking feature, maintaining the integrity of the review process.

Preparing Documents for Publication

Before publishing a document, using the Document Inspector to check for hidden comments and revisions can help ensure that the final version is clean and professional.

Customizing Document Appearance

Adjusting markup colors through the Tracking dialog box can help differentiate edits made by various authors, making it easier to identify contributions in collaborative projects.

Streamlining Document Review Process

Using Simple Markup allows reviewers to focus on the main content without being distracted by comments, while still having the option to view detailed markup when needed.

Glossaire :

Reviewing Pane

A feature that displays all changes and comments made in a document, along with the names of the reviewers.

Simple Markup

A viewing option that shows a simplified version of the markup, providing more space by hiding comments.

Show Markup

An option that allows users to select which types of markup (insertions, deletions, comments) they want to view in the document.

Tracking dialog box

A settings window where users can adjust how markup appears in a document, including color settings for different authors.

Lock Tracking

A feature that prevents reviewers from turning off Track Changes, ensuring all edits are recorded. It requires a password to unlock.

Document Inspector

A tool that checks a document for hidden comments, revisions, and other issues before publishing.

Inspect Document

The action of using the Document Inspector to identify and address potential issues in a document.

Available in Microsoft365

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and Comments, there are a number of ways to customize

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the review tools.

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First, if you want more information,

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you can turn on the Reviewing Pane.

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It lists all the changes and comments

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and who made them.

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If you want less information,

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you can turn off the Reviewing Pane,

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change to Simple Markup and Hide Comments.

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The markup and comments are still there

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when you want them, but now you have more space.

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You can click Show Markup to choose what

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markup to see or not see.

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What about markup colors?

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Click the Tracking dialog box launcher

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and Advanced Options.

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You can change how the markup appears

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and the colors that are used.

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By default, the colors used for insertions

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and deletions are different for each author.

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The only thing you can't change

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is the color that's assigned to an author.

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This next option is especially handy

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if you have a lot of reviewers and you're using email.

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Click the arrow under Track Changes and Lock Tracking,

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then enter a password.

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Now, when someone gets the document to review,

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Track Changes is locked on and can't be turned off,

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so any changes made to the document will show up as markup.

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Also, they cannot accept or reject changes.

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To unlock Track Changes, just enter the password.

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There's one more tool that may interest you

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and that's the Document Inspector.

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Before you publish a document, click File,

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Info and click Check for Issues and Inspect Document.

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The document inspector checks your document

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for all these issues, including removing any

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hidden comments or revisions.

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Click Inspect to start the process.

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So, now you have a pretty good idea

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how to use the review tools to edit a document

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with other people.

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For more information about the review tools,

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check out the links in the course summary.

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