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HOWTO annotate documents in Microsoft Word, Summaries of Microsoft Word Skills

Rice UniversityMicrosoft Word Skills

1) To insert a comment select the block of text you want to comment, and click the New comment icon (which can be found in the review tab).

Typology: Summaries

2022/2023

Uploaded on 03/01/2023

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HOWTOannotatedocumentsinMicrosoftWord
Introduction
Thisguidewillhelpnewusersmarkup,makecorrections,andtrackchangesinaMicrosoft
Worddocument.TheseinstructionsareforWord2007.Thebenefitsofelectronicallymarkup
are:
1) Dateandtimestampsforfiles
2) Friendlytotheenvironment
3) It’seasytocomparedifferentfilestoseechanges
HOWTO
Thereare4differentwaystoannotateormarkupapaperinword.
1) Usecallouts
2) Trackthechanges
3) Insertcomments
4) Usestandardtext‐coloringwithformattingchanges
Youcanuseacombinationoftheabovetechniques,oronlyone.
Contents:
Usingcallouts………………………….………….………………………………………………….Page2
Trackingchanges…………………………………………………………………………………….Page4
Insertingcomments………………………….…………………………………………………….Page5
Usingstandardtextformatting……………………………………………………………….Page6
Savingandnaming………………………………………………………………………………….Page7
Comparingtwodifferentversions…….…………………………………………………….Page8
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HOWTO annotate documents in Microsoft Word

Introduction

This guide will help new users markup, make corrections, and track changes in a Microsoft Word document. These instructions are for Word 2007. The benefits of electronically markup are:

  1. Date and time stamps for files
  2. Friendly to the environment
  3. It’s easy to compare different files to see changes

HOWTO

There are 4 different ways to annotate or markup a paper in word.

  1. Use callouts
  2. Track the changes
  3. Insert comments
  4. Use standard text‐coloring with formatting changes You can use a combination of the above techniques, or only one. Contents: Using callouts ………………………….………….…………………………………………………. Page 2 Tracking changes ……………………………………………………………………………………. Page 4 Inserting comments ………………………….……………………………………………………. Page 5 Using standard text formatting ………………………………………………………………. Page 6 Saving and naming …………………………………………………………………………………. Page 7 Comparing two different versions …….……………………………………………………. Page 8

A callout is a graphic with a pointer and a place for a comment. Here’s an example. The neat thing about callouts is you can change the color and font inside the callout, making them easier to read (perhaps you would use a red callout for a serious error, a yellow callout for a caution, or a green callout for a suggestion). To make a callout:

  1. Click on the insert tab and then click the shapes icon.
  2. Choose a callout that you think would look good. It’s probably a good idea to always use the same shape callout. Wow! What a great example! Bill should get a raise!

Tracking changes Tracking changes allows you to see who made what changes in a document.

  1. To enable Track Changes, click on the Review tab, and then click on the Track Changes. Once you enable track changes ALL changes you make will be recorded!!!!!
  2. Click on the Reviewing Pane to see a helpful list of changes on a document.

Inserting Comments Comments allow you to insert a comment at a specific location or in relation to a selected block of text.

  1. To insert a comment select the block of text you want to comment, and click the New comment icon (which can be found in the review tab).
  2. You will note a comment box opens, where you can type your comment.
  3. See below an example of a document with commenting

Saving and naming Whenever you correct a student’s paper, it is very important to save the paper with a different name.

  1. To save a file with a different name in Word, simply click the stupid ball in the upper‐left corner, and click Save As….
  2. I like to use either a DRAFT or VERSION prefix on the file name, as it helps me to keep track of changes.

Comparing 2 different documents This is one of those really cool features in Word. Basically, you can open 2 different documents, and compare them side‐by‐side to see what’s different.

  1. Click on the review tab, and click on the compare icon
  2. Choose the 2 files you want to compare and click OK (this can take a few moments, so please be patient).