chapter 5: comments, change tracking, and versions 179
ost of the time, the point of your work in Office is to create documents
you’ll eventually send or show to other people. (The exception: Keeping a
diary in Word. You know who you are.)
In the modern working world, more and more people find it valuable to be able to
mark up and revise such distributed documents. Thanks to the features described in
this chapter, you, the original author, can look over other people’s edits, incorporate
them if you agree, or delete them if you don’t. Whether you’re working with one
partner or an entire team of co-workers, Word’s collaboration features make it easy
to track the various revisions and versions of the electronically transmitted docu-
ments that you’ll inevitably create.
Often when reviewing someone else’s document, you’ll want to add comments with-
out making them a part of the text itself. You’ll have a query for the author, an idea,
a suggestion, or a joke—the kind of thing that youd write in the margin or on a
sticky note if you were working on paper. Fortunately, the days of typing boldfaced
or bracketed comments directly into the text are over.
Adding Comments
To add just a single comment in Word, select the text that youre commenting on
and then choose InsertComment (or press Option-c-A). The Comments pane
opens at the bottom of the document window, as shown in Figure 5-1, with an
insertion point at the beginning of a newly numbered comment marked with your
Comments, Change
Tracking, and Versions
180 office x for macintosh: the missing manual
initials. The text you originally selected now appears marked with a yellow high-
light. Type your comment; press F6 to return to the main (upper) pane of the docu-
ment window (or just click there).
If you plan to make more than a few comments, however, you may find it more
convenient to open the Reviewing toolbar, which lets you add a comment with a
single click. After highlighting the text youd like to praise, criticize, or deconstruct,
proceed as follows:
1. Choose ViewToolbarsReviewing.
The Reviewing toolbar opens.
2. Click the Insert Comment button on the Reviewing toolbar (see Figure 5-1).
Word splits your window, showing the Comments pane at the bottom.
3. Type your comment; click back in the upper pane of the document window to
return to it.
You can also press F6 to toggle between the two panes.
4. When youre finished adding comments, close the Comments pane by clicking
its close button or by pressing Shift-Control-C.
Figure 5-1:
Top: A document showing the
highlighting that designates
comments, as well as the split-
window Comments pane.
When you point to a high-
lighted phrase, the comment
appears at your cursor tip in a
Circled at bottom: the TRK
indicator on the window’s
status bar. Double-clicking it
represents the quickest way to
turn change tracking on and
Bottom: The Reviewing toolbar.

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