Take Full Advantage of MS Word's Editing Capabilities
As a Senior Editor for ePress-Online and a freelance editor, I needed to find a way to communicate with authors in a way they would understand and be able to make informed decisions. The most efficient way I’ve found is using MS Word Track Changes. During this process I need to communicate with the authors just how this works. For that reason I put together this little tutorial on using that feature as I edit and what the author has to do when I am done.
Track changes while you edit
In all versions of Word: Double-click the TRK text in the status bar at the bottom of the screen. If TRK is black, Word is tracking changes.
1. Open the document you want to revise.
2. On the Reviewing toolbar, click Track Changes.
If you don’t see the Reviewing toolbar, pick Toolbars on your View menu, then pick Reviewing. This will open your Reviewing toolbar. Then pick Track Changes as shown above.
3. Make the changes you want by inserting, deleting, or moving text or graphics just as you would on your own work. MS Word uses default revision marks. Insert will be underlined and deletions will be crossed out.
4. To change the way revision marks look and work in Microsoft Word click Options (Tools menu), click the Track Changes tab, and then select one or more of the following options.
TRACK CHANGES WINDOW
To change the color and other formatting that Word uses to identify changes, select the formatting options you want and make your changes.
5. Be sure you have Track Changes turned on. After you are finished you will notice that there are vertical lines in the left hand margin. These lines denote changes made.
This is an excellent tool for both the author and the editor. It enables us to check that all changes are accepted or declined by the author. Minute changes, such as an inserted period or comma are hard to see. Vertical lines in the left margin alert the author to an un-addressed change.
Type a comment
1. Select the text or item you want to comment on, or click at the end of the text.2. On the Reviewing toolbar, click Insert Comment. (See above to turn on this toolbar.) A comment box will open.
3. Type your comments in this window. On the finished product highlighted text indicates comments have been made. When the cursor rests on the highlights, a small window pops up to display them. The author can then make an educated decision based on the editor’s comments.
Track changes while you edit
In all versions of Word: Double-click the TRK text in the status bar at the bottom of the screen. If TRK is black, Word is tracking changes.
1. Open the document you want to revise.
2. On the Reviewing toolbar, click Track Changes.
If you don’t see the Reviewing toolbar, pick Toolbars on your View menu, then pick Reviewing. This will open your Reviewing toolbar. Then pick Track Changes as shown above.
3. Make the changes you want by inserting, deleting, or moving text or graphics just as you would on your own work. MS Word uses default revision marks. Insert will be underlined and deletions will be crossed out.
4. To change the way revision marks look and work in Microsoft Word click Options (Tools menu), click the Track Changes tab, and then select one or more of the following options.
TRACK CHANGES WINDOW
To change the color and other formatting that Word uses to identify changes, select the formatting options you want and make your changes.
5. Be sure you have Track Changes turned on. After you are finished you will notice that there are vertical lines in the left hand margin. These lines denote changes made.
This is an excellent tool for both the author and the editor. It enables us to check that all changes are accepted or declined by the author. Minute changes, such as an inserted period or comma are hard to see. Vertical lines in the left margin alert the author to an un-addressed change.
Type a comment
1. Select the text or item you want to comment on, or click at the end of the text.2. On the Reviewing toolbar, click Insert Comment. (See above to turn on this toolbar.) A comment box will open.
3. Type your comments in this window. On the finished product highlighted text indicates comments have been made. When the cursor rests on the highlights, a small window pops up to display them. The author can then make an educated decision based on the editor’s comments.
posted by Joan McNulty Pulver @ 1:52 PM
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