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Word - Track changes in email with multiple people Tutorial

In this video, you will learn how to track changes in email with multiple people using Microsoft 365. The video demonstrates how to combine documents and see everyone's changes clearly marked in one place.
It also shows how to customize the formatting and view the changes from different reviewers.
This tutorial will help you effectively collaborate and manage changes in email communication.

4:36
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Available in Microsoft365

Objectifs :

This video aims to teach users how to effectively manage and combine document revisions from multiple reviewers in Microsoft Word, even when collaboration is not possible online. It covers the process of using the Compare and Combine features to track changes and comments from different reviewers, ensuring clarity and organization in document editing.

Chapitres :

Introduction to Document Collaboration
In today's digital workspace, collaborating on documents with multiple reviewers can be challenging, especially when online collaboration tools are not available. This video provides a step-by-step guide on how to handle changes from two or more reviewers in Microsoft Word, ensuring that all input is clearly marked and easy to manage.
Combining Documents in Word
To begin merging feedback from reviewers, follow these steps: 1. **Save the Documents**: First, save the original document and the revised documents from your reviewers to your computer. 2. **Access the Review Tab**: Open Microsoft Word, navigate to the 'Review' tab, and click on 'Compare' and then 'Combine'. 3. **Select Original Document**: Under 'Original document', click 'Browse', select your original document, and click 'Open'. 4. **Select Revised Document**: Under 'Revised document', click 'Browse' and open the document from the first reviewer. Ensure the reviewer's name is displayed. 5. **Adjust Comparison Settings**: By default, Word compares all changes. You can uncheck items you do not wish to compare. You can also choose to show changes in the original or revised document or create a new document for the merged changes. 6. **Finalize the Merge**: Click 'OK' to combine the documents. Word will present the changes as markup, similar to using Track Changes.
Incorporating Multiple Reviewers
To include changes from additional reviewers, repeat the following steps: 1. **Save the Combined Document**: Save the document that now includes the first reviewer's changes. 2. **Repeat the Comparison Process**: Click 'Compare' and 'Combine' again, selecting the original document that now contains the first reviewer's changes. 3. **Select the Next Reviewer**: Under 'Revised document', choose the document from the second reviewer and click 'OK'. 4. **Review Changes**: The changes and comments from both reviewers will now be combined in one document, with each reviewer's changes displayed in different colors. Hovering over a change will show who made it and when.
Managing Comments and Overlapping Changes
Once all changes are combined, ensure that Track Changes is turned on. Review the comments and changes, deciding how to address each one. If overlapping changes make the document difficult to read, consider the following options: - **Show Source Documents**: Click 'Compare' and 'Show Source Documents' to view the original and revised documents side by side. - **Sync Scrolling**: Scroll through the main document, and all windows will scroll in sync for easier comparison. - **Adjust Markup Display**: If the markup is distracting, select 'No Markup' to hide it temporarily. You can revert to 'All Markup' at any time.
Finalizing and Saving Versions
After reviewing and making necessary changes, keep Track Changes on. To save different versions of the document: 1. **Click 'File' and 'Save As'**: Save the document with a new name, such as 'draft two'. 2. **Allow Reviewers to Add Changes**: Reviewers can open the document, add their changes, and reply to your comments. 3. **Combine Final Revisions**: Once all revisions are received, follow the same process to combine them with your latest draft.
Conclusion
Effective document collaboration, whether through email or online, is made easier with the review tools in Microsoft Word. By following the steps outlined in this video, users can manage multiple reviewers' feedback efficiently, ensuring a clear and organized document editing process.

FAQ :

How do I merge changes from multiple reviewers in Word?

To merge changes from multiple reviewers in Word, save the original document and the revised documents from each reviewer. Use the 'Compare and Combine' feature in the Review tab, selecting the original document first and then the revised document. Repeat this process for each reviewer to combine all changes into one document.

What should I do if a reviewer doesn't use Track Changes?

If a reviewer doesn't use Track Changes, you can still merge their changes by using the 'Compare and Combine' feature. This allows you to see their edits and comments as markup in the original document, even if they weren't tracked.

Can I customize how changes are displayed in Word?

Yes, you can customize how changes are displayed in Word. You can choose to show changes in the original document, the revised document, or create a new document. Additionally, you can select different markup options to make it easier to read.

What is the purpose of the 'No Markup' view?

The 'No Markup' view in Word allows you to see the document without any markup or changes displayed. This can help make the document easier to read, especially when there are many edits. You can switch back to 'All Markup' to see the changes again.

How can I save different versions of a document in Word?

To save different versions of a document in Word, use the 'Save As' feature under the File menu. You can rename the document to indicate the version, such as 'draft two', allowing you to keep track of revisions separately.

Quelques cas d'usages :

Collaborative Document Review

In a team setting, multiple reviewers can provide feedback on a document using the Compare and Combine feature in Word. This allows the original author to see all changes and comments in one document, streamlining the review process and ensuring that all input is considered.

Editing Academic Papers

When working on academic papers, authors can send drafts to peers for review. By using Track Changes and the Compare feature, authors can easily incorporate feedback from multiple reviewers, ensuring that all suggestions are addressed before final submission.

Client Proposal Revisions

In a business context, when preparing client proposals, team members can review and suggest changes. Using the Compare and Combine feature, the proposal can be refined based on client feedback, ensuring that all revisions are captured and presented clearly.

Legal Document Review

In legal settings, attorneys often collaborate on documents. By utilizing Track Changes and the Compare feature, they can merge edits from various parties, ensuring that all legal language is accurate and that all changes are documented for review.

Publishing Manuscripts

Authors submitting manuscripts to publishers can receive feedback from editors and reviewers. By combining all revisions using Word's features, authors can ensure that their final manuscript reflects all necessary changes and meets publication standards.

Glossaire :

Track Changes

A feature in Microsoft Word that allows users to make edits and comments in a document while keeping a record of all changes made. This enables easy review and collaboration.

Compare and Combine

A function in Microsoft Word that allows users to compare two documents and merge their changes into one document, highlighting the differences and edits made by each reviewer.

Markup

The visual representation of changes made in a document, including edits, comments, and formatting changes, typically displayed in different colors for each reviewer.

Revised Document

The version of a document that has been edited or changed by a reviewer, which is compared against the original document.

Original Document

The initial version of a document before any changes or edits have been made by reviewers.

Review Tab

A section in Microsoft Word's ribbon interface that contains tools for reviewing and editing documents, including Track Changes and Compare features.

00:00:04

from two or more people when you can't collaborate online?

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And what do you do if a reviewer

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doesn't turn on Track Changes?

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Without being able to see what's changed,

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how do you merge the input from one reviewer,

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much less two or more?

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Well, Word lets you combine the documents in such a way

00:00:21

that you can see everyone's changes

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clearly marked in one place.

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Here's how it works.

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First, save the documents to your computer.

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Then go to the Review tab, click Compare and Combine.

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Under Original document, click Browse.

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Click your original and Open.

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Then under Revised document, click Browse,

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and open the document from the first reviewer.

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Make sure the reviewer's name shows here.

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By default, Word compares just about everything,

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but you can uncheck items

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that you don't want Word to compare.

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Also by default, Word shows the changes

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in the original document,

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but you can change that to show the changes

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in the revised document or create a new document.

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Click OK.

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By default, Word uses the formatting

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from the original document,

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but if you want, you can use the formatting

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that your reviewer changed.

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Click Continue with Merge.

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And Word copies the changed items from the revised document

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into the original and presents them as markup,

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as if the reviewer had added the changes

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with Track Changes turned on.

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Now if you need to include the changes from more reviewers,

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you can continue to combine documents into the original.

00:01:44

First, save the original,

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then click Compare, and Combine.

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Add the original over here.

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Then under Revised document,

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select the document from the second reviewer, and click OK.

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Now the changes and comments from both reviewers

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are combined in one document using markup.

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By default, each reviewer's changes appear

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in a different color,

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but the automatic colors may be different

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on the reviewers' computers.

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Also, when you hold the mouse over a change,

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you can see who made the change and when.

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Make sure Track Changes is turned on,

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then go through the document

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and decide what you wanna do with the comments and changes,

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the same as you did in movie two.

00:02:41

If you plan to send the document back

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to the reviewers for another go-around,

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you can reply to the comments if you want.

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Click this button and type the reply.

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If overlapping changes make it too difficult

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to read, try this.

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Click Compare and Show Source Documents.

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You can show the original, the revised, or both documents.

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In the top window, you see the original

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after adding the first reviewer.

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And in the bottom window,

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you can see the second reviewer's changes.

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Scroll the document in the main window,

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and all the windows scroll in sync.

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If this doesn't make it easier to read, try this.

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Click the arrow next to display for review

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and select No Markup.

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Sometimes getting the markup out of the way helps.

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And you can always show the markup again

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by clicking All Markup.

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When you're finished, keep Track Changes on,

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then click File and Save As

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if you wanna save different versions of the document.

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For example, you could name this one draft two.

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The reviewers can open the document

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and add any changes and reply to your replies.

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When you get all the revisions back,

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follow the same process to combine the revised documents

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with your original draft two.

00:04:25

Whether you can collaborate in email or online,

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the review tools can make the job a lot easier.

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Up next, I'll show you a few more ways

00:04:33

you can customize how you track changes.

Mandarine AI: WHAT YOU SHOULD KNOW

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