When working with documents containing various information on many pages (scientific papers, marketing research, medical articles, etc.) Microsoft application Word offers additional function registration of changes in text blocks. This is convenient for analyzing corrections with the ability to return to previous versions, both for one user and for several working with the same file.
Switching to edit mode
To enable this mode, you need to go to the “Review” tab of the toolbar and click the “Corrections” button.
Deleted words and individual characters are marked in red and crossed out. Changes in spacing, fonts, and other formatting are reflected in footnotes in the margins.
In the parameters of the “Corrections” item you can specify color scheme, line thickness and type, as well as other characteristics for inserting and deleting text and making changes in tables.
You can also create your own notes for markings using the corresponding menu item on the toolbar.
Saving the fix
If there is a need to transfer a document to another user, but it should not show the edits, and this information is important to the original owner, then it is recommended to create copies of the file with comments and corrections removed.
Checking for patches
Word 2010 has the ability to check a document for hidden text, notes, footnotes, and other information.
To call this feature, you need to go to the “File” menu to the “Information” section.
When you click on the “Search for Issues” button, you need to select “Document Inspector”.
The function prompts you to specify parameters to check, and remove corrections at the end of the analysis.
Removing patches
Without a confirmation action after turning on edit mode, the document will continue to reflect the results of the edits.
MS Word has a special operating mode that allows you to make changes and edit documents without changing their content. Roughly speaking, this good opportunity point out mistakes without correcting them.
Lesson: How to add and change footnotes in Word
In edit mode, you can make corrections, add comments, clarifications, notes, etc. It is how to activate this mode of operation that will be discussed below.
1. Open the document in which you want to enable editing mode, and go to the tab “Review”.
Note: IN Microsoft Word 2003 to enable editing mode you need to open the tab "Service" and select the item there “Corrections”.
2. Click the button “Corrections” located in the group “Recording corrections”.
3. Now you can start editing (correcting) the text in the document. All changes made will be recorded, and the type of edit with so-called explanations will be displayed to the right of the work area.
In addition to the buttons on the control panel, you can activate the editing mode in Word using a key combination. To do this, just click “CTRL+SHIFT+E”.
Lesson: Keyboard shortcuts in Word
If necessary, you can always add a note to make it easier for the user who will work with this document in the future to understand where he made a mistake, what needs to be changed, corrected, or removed altogether.
Changes made in edit mode cannot be deleted; they can be accepted or rejected. You can read more about this in our article.
Lesson: How to remove corrections in Word
That's all, now you know how to enable editing mode in Word. In many cases, especially when working collaboratively with documents, this program function can be extremely useful.
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If you often come across checking Word documents, then you just need to know how to enable editing mode in Word and how to use it. This tool The program is simply irreplaceable if you want to point out to a person his mistakes without making adjustments to his text.
Our article will talk about how the editing mode works in Word. We will tell you about all its features, and in the end you will be able to use this mode yourself without resorting to instructions.
First step: Entering edit mode
First of all, you must initially enter the editing mode in Word. This is done on different versions programs in different ways. For example, in Word 2003, you will need to open the “Tools” tab and find the “Corrections” item in it and click on it. In later versions, this is all done through the Review tab. In it, find the “Write corrections” tool group and click on the “Corrections” button. It is also recommended to select “All corrections” in the drop-down list located next to it.
By the way, this mode can be turned on much faster by using the hot keys Ctrl+Shift+E.
After all the manipulations have been done, the editing mode in Word will be turned on, and you can safely start editing the text without fear that the source will be damaged.
Step two: making corrections
In fact, this point could be skipped, since it all comes down to the fact that you are correcting the document, and instead of completely editing it, simply edits are made, without changing the source. But it’s still worth telling how exactly this happens.
Let's say you see that some word in the text is superfluous. In this case, it would be wise to remove it. Do so, but it will not disappear, but will only be crossed out, which will make it clear to the other user what you meant. The correction will also be highlighted in red to attract attention.
The same will happen if you enter some other word - it will stand out so that the author of the text can understand what exactly he missed.
The editing mode in Word is very helpful if you are working with someone at a remote distance. In this case, instead of words of complaint, you will just need to send him a document with corrections.
Step Three: Adding Notes
Sometimes highlighting the fixes is not enough for the other user to understand what their mistake is. In this case, it would be good to describe the reason. It is for this purpose that the program has the “Create a Note” tool, which can only be used when the editing mode is turned on.
It's very easy to use. You need to initially click on your correction, and then click on the “Create Note” button, which is located on the toolbar, not far from the “Corrections” button. You can see the exact placement in the picture below.
After this, an additional area will appear on the right side of the document where you can enter an explanation. You can do this with all changes, but you cannot create a note that is not linked to them.
If we talk about how to remove the edit mode in Word, then it’s quite easy to do. You just need to click on the "Corrections" button again.
Coordination and approval of documents always leads to the introduction of corrections, additions and amendments to the text of the document. The Word text editor has convenient functionality for working with corrections. When the correction editing mode is enabled, it saves the entire history and names of users who made changes to the document.
- Editing mode in a Word document:
- How to enable patch editing mode;
- How to enable do not disable tracking.
- Displaying corrections in a document:
- Display for review;
- All corrections;
- Check area.
- How to accept or reject corrections to a document;
- How to remove corrections from a document.
Editing mode in a Word document
The editing mode differs favorably from editing in that the entire intermediate process of working on a document is visible directly in its text. Used when several users collaborate on one document.
Visually, all edits are highlighted in red and have their own designation in a special font with callouts containing information on each of them. For example, the deletion of text will be highlighted with a strikethrough or a balloon with the deleted text, depending on the selected mode for displaying edits.
How to enable patch edit mode
Registering all corrections in text editor Word are performed on the “Review” tab through a group of commands in the “Record Revisions” and “Changes” sections.
In the 2003 edition of Word, the Corrections feature set is located in the Tools section, with available commands displayed in the toolbar.
An alternative way to open the edit mode is the combination “Ctrl” + “Shift” + “E”.
After enabling this mode, you can make changes to the text.
How to enable do not disable tracking
As noted above, all corrections when the Corrections mode is enabled are tracked and noted in the text. To avoid uncontrolled corrections to the text, the document author must enable a disable option to disable correction tracking.
This action is carried out as follows:
- Select the “Review” menu tab.
- In the “Write corrections” command block, expand the list of the “Corrections” buttons.
- Select the command “Prohibit disabling tracking”;
- In the “Block registration” window that appears, enter the password twice.
- Confirm your intention with the “OK” button.
To remove a ban, the user must enter a password.
Show changes to a document
There are 3 patch display modes, each of which assigns appearance display of edits on the screen, limits certain types of corrections.
The commands are located to the right of the Corrections command in the Review section.
Each mode has several options, which can be selected by clicking the arrow on the right and selecting the desired option from the drop-down list.
Display for review
Allows you to see the text in different editions. When this option is enabled, the user can choose:
- Modified document: show corrections. Edits are shown relative to the final text, highlighted in color, and displayed in callouts in the right margin. This mode is used to view the text after making edits.
- Modified document. In this mode, the screen shows the final version of the document without corrections. Used to make a revised document easier to read.
- Source document: show changes. The original edition with a visual display of all the changes made. This version of the text is the most difficult to read, as it is overloaded with information, but it allows you to clearly see the whole picture of the corrections.
- Source. Display the original text before making edits. Allows you to return to the original version without affecting existing corrections.
All fixes
This mode controls what types of corrections should be displayed in the text. To select, you need to check the boxes next to the required types or names of individual reviewers.
Check area
Displays edits in a separate screen window in the form of a list. The Scan Area panel displays a summary and list of fixes in chronological order, indicating complete information for each correction made to the text. When this mode of displaying edits is enabled, the user can choose the location of the panel: either at the bottom of the screen or to the left of the text screen.
Note. The activation of the above modes is marked in yellow.
Accept or reject changes to a document
To complete the Corrections feature, you must accept or reject the corrections. To accept corrections, you must perform the following algorithm of actions:
- Select the desired edit or place the cursor at the beginning of the document.
- Select the “Review” menu.
- In the “Changes” command block, expand the list possible options“Accept” commands: for the entire document or for the current correction with options to move to the next correction or not.
Sequential transition from one correction to another is performed using the “Next” or “Back” buttons.
If the corrections are not relevant, they must be rejected using the algorithm described above, but using the “Reject” button.
You can reject or accept the correction while reading the text. To do this you need:
- Place the cursor on the current fix.
- Right-click to open the context menu.
- Select the appropriate “Accept” or “Reject” option.
When the work of approving or rejecting changes is completed, the text of the document will return to its normal form.
How to remove corrections from a document
Details of each correction are contained in the callout located in the margin to the right of the text:
- reviewer's name;
- time and date;
- type of correction (deletion, addition, format change);
- text or indication of the edit format.
The disadvantage of displaying corrections with callouts is that they limit the text field and, for convenience, can be hidden when performing the following actions:
- open the “Review” tab in the menu;
- go to the “Show all corrections” section;
- in the “Callouts” line, select “Never”.
After this, the corrections are visible, but the margin callouts will be missing.
Review mode in Word. Most often, the review function is used by authors who write articles and need the services of an editor. After writing another article for publication on some resource, the author sends his work in the format Word editor. The editor checks the work, adds his own notes and corrections, and sends the article back to the author for correction. This process may be repeated several times until the author and editor's options are agreed upon. This process is called peer review.
The Review tab is sixth on the tool ribbon. By going to this tab you will see something like this:
On this tab, 2 tools are mainly used to carry out reviewing:
notes And
corrections :
Notes Used when creating comments on the text. The editor can leave various comments on the text, for example, if the same error is repeated many times, instead of correcting all of them, the editor will leave a note to the author so that he corrects all the errors.
Notes are also used for the editor to record alternative versions of phrases that he will recommend for use by the author. In general, in the notes the editor can indicate any information intended for the author to make the article relevant to the resource on which it will be published.
Corrections. This tool is used to make amendments and changes to a document. When viewing a document by the author, he can view both his version of the document and the version in which an editorial amendment was made. If the editor has made an amendment to your text, you are strongly recommended to adhere to this correction option.
Let's look at an example of how reviewing occurs through the eyes of the author. For example, we have the text:
Even from a layman's point of view, you may notice that the text has poor readability and contains errors. Imagine that you are an editor. To create a note, you need to select a part of the text and click the “Create note” button and create a comment on the fragment:
As a result, on the right side of the document you will have a so-called callout, where you can see the editor's note.
To create corrections, you will need to click on the “Corrections” button and make the necessary corrections. You can do whatever you want with the document, even if you delete parts of the text, they will just be crossed out, nothing will be deleted:
After completing the correction, click on the “Corrections” button again to exit the correction mode.
When the editor or editors have made many changes to a document, the presence of many corrections makes the text difficult to read. However, you can choose the document type that is convenient for you:
Modified with corrections;
Modified without corrections;
Original with corrections;
Original without corrections.
Using this functionality you can conveniently view all notes and corrections.
There are also other tools in the Review tab. Some of them aren't even worth mentioning since you often use them for simple editing, and some more are worth adding.
If you agree with the editor's changes, you can accept the changes by clicking the "Accept" button in the "Changes" section. You can accept changes all at once or separately:
This section also allows you to navigate between changes in the document.
If you sent the editor a copy of the document. You can compare your original and edited document using the "Compare" function in the "Compare" section, or combine edits made by several authors:
That's all. You learned the basic review functions in Microsoft Word. If you have any questions, write them in the comments.
Microsoft Word 2010. Working with correction mode.
Revision mode is used to track changes made to a document. This is especially in demand in cases of working with large documents, documents on which several authors work, or documents in which the document is created by the author and reviewed by the editor. Microsoft Word 2010 features allow you to track every insertion, deletion, move, format change, or comment so that the user can later review all changes made. Moreover, the user can accept or reject the changes he views.
Setting the repair mode To customize the correction behavior, such as changing the color or type of correction underlines, cell color, or leader position, do the following:
3. In the list of commands that opens, select “Repair Options”;
4. In the "Patch Options" window that opens, make the necessary changes and click "OK"
Scope of fixes If you do not want a certain type of fix to be counted, do the following:
;
2. In the “Tracking” group, open the “Show corrections” button menu;
3. In the list of commands, uncheck the items you don’t need
Displaying corrections 1. To set how you want patches to be displayed, do the following:
2. Open the “Review” tab;
3. In the “Tracking” group, open the “Show corrections” button menu and go to the “Callouts” item;
4. In the list that opens, select the desired item:
“Show corrections in callouts” – corrections are displayed in the notes area behind the document fields;
“Show all corrections in the text” – all corrections are displayed directly in the text, so if you have added a number of comments, only their numbers and the initials of the “Reviewers” will be visible, and the text of the comment itself will be visible when you hover over it;
“Show Notes and Formatting in Balloons Only”—Corrections such as adding or removing punctuation, grammatical or spelling errors will be displayed directly in the text, and notes and formatting changes will be displayed in the notes area.
Repair mode indicator If you work as an editor, or want to track your changes yourself, and at the same time operational mode To be able to enable or disable the mode of recording changes made, you need to place the correction mode indicator on the status bar, so you can activate or disable the recording mode of corrections with just one click. To do this, do the following:
1. Open a document and right-click on the status bar;
2. B context menu select "Corrections"
Enabling repair mode And since we have already talked about the repair mode, now we will look at how to enable it. To do this, do the following:
1 way:
1. On the status bar, left-click the repair mode indicator. Its default state is “Off”, that is, turned off, after clicking on it, its state will accordingly change to enabled - “On”. By clicking on the indicator, you can quickly disable/enable this mode and track changes in the document where you need it.
Method 2:
1. Open the “Review” tab;
2. In the “Tracking” group, open the “Corrections” button menu;
3. In the list of commands, click on the “Corrections” item;
4. Make the necessary changes to the document, then, to finish recording, click the “Corrections” button again. The document text or callouts will contain red text underlined with a line of the same color.
3 way:
1. Open a document
2. Press the key combination to turn on recording, and press this combination again to turn off
Check area The review area shows all corrections in the document so far, the total number of corrections, and the number of corrections separately by type. This allows you not only to control the changes made to the document, but also allows you to delete these corrections, thus allowing the owner of the document to hide it from prying eyes this information. At the top of the inspection area, a summary is shown showing the exact number remaining in the document visible fixes and notes.
Check area position
The checking area can be placed horizontally or vertically, it all depends on what is more convenient for you. To position the inspection area, do the following:
1. Open the “Review” tab
2. In the “Tracking” group, click the “Test Area” button
3. In the menu that opens, select the desired location method:
“Vertical review panel” – located vertically, on the left side of the document window;
“Horizontal review panel” – located horizontally at the bottom of the document window
To close the review area, click the cross in the upper right corner of the area, or click the “Review Area” button in the “Tracking” group of the “Review” tab.
View fixes
By default, Word 2010 displays changes that involve deleting, moving, or formatting changes by displaying edits in callouts. Other corrections appear directly in the text. To set a patch view other than the default, do the following:
1. Open the “Review” tab
2. In the "Tracking" group, click the "Show for Review" button
3. In the menu that opens, select the item:
“Changed document: show corrections” – shows the modified document, where corrections are highlighted accordingly (depending on the settings);
“Changed document” - similar to the previous mode, but in this case the changes made are not highlighted, that is, plain text is displayed, without highlighting or underlining;
“Source document: show corrections” – shows the source document and the changes made to it, which are highlighted accordingly, that is, all changes in the source are displayed;
“Original document” – shows only the original document, all changes made are hidden. In other words, if you added a few paragraphs in the source, but want to view the document in its original form, you just need to turn on the display of the source document, quickly re-read it, and then make the missing corrections in the modified document (again, go to the default display mode)
Acceptance/rejection of changes made
Corrections made during recording are not removed from the document. There is little choice; we can either accept or reject the correction. To do this, do the following:
1 way:
1. Open the “Review” tab;
3. Place the cursor on the correction and click right button mice;
4. From the context menu, select Accept the correction or Refuse the correction. If the correction is in a callout (note, format change), you can click directly on the callout (callouts show formatting changes, notes, and deleted portions). If the correction is associated with a format change, then in the context menu the command will sound slightly different - “Accept format change” and “Refuse format change”, respectively.
Method 2:
1. Open the “Review” tab;
2. In the “Tracking” group, click the “Show for review” menu open button and select “Changed document: show corrections”;
3. Place the cursor on the desired correction;
4. In the Changes group, click the Accept or Reject buttons to accept or reject the changes. Use the Previous and Next buttons to quickly navigate through corrections
When you accept all the corrections in the document, the following window will appear (Fig. 7), confirming that you have accepted all the necessary corrections and deleted the comments.~~Accepting all corrections in the document
If you are happy with the changes made to the document, you can accept them all at once.
To do this, do the following:
1. Open the “Review” tab
2. In the “Tracking” group, click the “Show for review” menu open button and select “Changed document: show corrections”;
3. In the “Changes” group, click the button to open the menu of the “Accept” button;
4. In the list that opens, select “Apply all changes to document”
Reject all edits in a document In this case, which is radically opposite to the previous one, you can reject absolutely all corrections.
To do this, do the following:
1. Open the “Review” tab
2. In the “Tracking” group, click the “Show for review” menu open button and select “Changed document: show corrections”;
3. In the “Changes” group, click the button to open the “Reject” button menu;
4. In the list that opens, select “Reject all changes to document”
When working with a client, Legal Bureau specialists often have to send and receive documents and constantly adjust them. We ask that all corrections in documents be made in correction mode or in edit mode. This method allows you to quickly find all changes made to a document and saves valuable time.
To start editing a document in correction (editing) mode, you must:
1. B open document select the “Review” tab and click the “Corrections” button
2. After you start editing the document, color fields will appear in the places where the document was corrected.
Adjustment mode reflects all changes made, including changing font sizes and document alignment.
To see exactly what changes have been made, you need to left-click on the color field that appears; clicking again closes detailed information about the changes.
3. Edits made in the document can be accepted or rejected. To do this, you need to click one of the corresponding buttons in the top “Review” menu, as shown in the figure.
If the edits are accepted, the document will be adjusted in accordance with them, and the corresponding edit will disappear. Once all edits have been processed, the message “This document contains no comments or corrections” will appear.
To cancel the application or rejection of edits, you must select the “Cancel input” menu item, as shown in the figure.
4. If necessary, you can leave a note in the document, for example, to explain changes made to the document. To create a note, you need to select the place to which the note is being made and in the “Review” section, select the “Create note” item.
To delete a note, you must select it and select “Delete” in the top menu
When working collaboratively on text documents, today users actively use the feature of making registered changes. It is located in the “Review” block of the settings menu. Using it allows you to make edits and comments that will be seen by another user who opens this file. The document author can accept or reject these notes and instructions from other people working on the file, hide them, or show them. In any case, you should check the text for corrections that are not displayed, so as not to accidentally send, for example, by email to another person.
At the same time, in addition to the actual edits, Word also supports such a function as comments. They are located directly in the editing window and are visible only when the review area display is turned on text file. They cannot be accepted or rejected, and the person working on the file has really only one option: when they are not needed, the notes are simply deleted. Their function is simple: if an edit made by another person requires clarification, then the user also creates a note in this place. Then the author of the document will not rack his brains over the motivation of the ruler, and the work will clearly be more productive.
Change mode in Word
To enable or disable the display of the corrections area in Word, you should find the “Review” tab in the top line of the Settings Ribbon and click on the button with the corresponding inscription. There is an arrow at the bottom of this icon, which means that clicking on it will open a drop-down list in which you can choose to display the review area. After that, you can make corrections and also insert comments into the text, and anyone who opens this file will see them, and the document creator can accept or reject them. If you are the author of this text, then you will just need to do this.
Sometimes such recorded changes when opening a text file in word processor turn out to be hidden. Then you will have to enable them from the same menu. Next to the button of the same name there will be a “Tracking” item. By clicking on it, you will receive a drop-down list in which you will need to mark all the proposed items. After this, the required elements will be displayed in full in the editing window. Actually, if you want to display not all the edits made and recorded, then select only the items that interest you in this menu.
How to remove the review area
You can remove all changes in a document in Word, as stated in the official Microsoft documentation, by turning on their display, accepting or rejecting each of them. If you have done everything we described above, then the first part has already been completed. Now in the review menu, click on the “Next” button. The corresponding area will be highlighted in the editing window, and you will see the “Correct” and “Reject” options next to the button you just clicked. If the selected fragment was a note, then there will be one button, “Delete”. Actually, this is exactly how, by accepting or rejecting each correction one by one, in Word you will remove them all.
However, sometimes there are voluminous texts in which there are too many such areas. Or, let’s say, for you in the process of work, each of the changes made and comments made earlier ceased to matter. In this case, clicking through each of them can be tedious, so the Microsoft Word developers have provided the ability to automate this process. Each step will be identical to those described above, only at the end of the process, when you are already beginning to accept each element you are looking for, you need to select the drop-down menu to the right of the corresponding button. In it, the user can click on the “Apply all corrections in the document” item, and then the displayed and hidden marks in the text will be marked as accepted. Actually, in order to remove each of them, you need to act in exactly the same way, that is, find the arrow to the right of the “Reject” button, click on it and select the “Reject all corrections” item.
Please note that in order to remove comments as well, you will need to carry out the corresponding procedure with any comment in the same menu item. Please note that in this mode you will mark each of the changes and comments made, not just those that are displayed in the selected mode. This will move the selection across the screen and “highlight” the area you are currently editing.
Afterword
When working with text fragments in Word, you need to take into account that for ease of reading, the author or other users could make the notes and comments made hidden from other authors. Since your word processor won't display these things by default when you open a file you've received from another user, you may not know they're there until you turn them on. Accordingly, before working with it or transmitting it anywhere, you should check for the presence of reviewed areas, and if available, accept or remove them from the text. In Word, this is done in just a couple of mouse clicks.
At the same time, you must remember that there is only one way to protect your edits from prying eyes: make copies. The point is that any user can remove corrections and notes from Word document, since there is no distributed editing model in this word processor, this would be too much of a complication of the model. Therefore, if you want to make notes and edits just for yourself, then create a separate copy for yourself. But this approach also has a disadvantage, because then you will have to track changes in the copy that you left for public use.
» authors send their works to Microsoft format Word. All articles are reviewed before publication, i.e. we check them against our style guide, which includes style, terminology, and layout requirements. We also make recommendations to improve the structure and content of the article. Our dialogue with authors is conducted using Microsoft Word 2010 review tools. This article describes how this happens.
Review Tools
To collaborate on documents in Word 2010, use the Review tab. We use two main features on it: corrections and notes.
Figure 1 - Corrections and notes on the Review tab
Notes are used to comment on the text. If an editor sees a repeated error, he leaves a note asking him to correct it everywhere. The notes also offer alternative phrases recommended by the editor. In addition, in the notes we sometimes ask for more detail on an aspect to make the article more interesting, or to shorten the text to make it easier to understand.
Corrections serve to make changes to the article. We use a revision tracking mechanism, so the author can see his version of the edited piece of text along with the editorial changes. As a rule, a correction made means that the editor strongly recommends that the author accept it. However, the option to reject the correction remains, of course. We mainly use text editing to correct obvious errors - grammatical and stylistic (for example, paraphrasing poorly constructed or long sentences). There are also frequent corrections that improve the perception of the text, such as replacing a long list of similar items with a bulleted list.
Reviewing through the eyes of an editor
Let's see how these features work in practice when the document is in the capable hands of an editor.
Notes
With notes everything is very simple. You need to select the text, click the “Create Note” button and add your comment.
Figure 2 - Note to the text
Notes are located in callouts, which by default are placed in the right margin of the document. Each note is automatically signed with the initials of the user who left it. All these parameters can be changed, and this will be discussed below.
Corrections
At first glance, there are only four buttons in the Tracking group. But each of them opens a list with additional options.
Figure 3 - Change tracking and patch options
Correction tracking is activated by clicking on the “Corrections” button, which immediately turns golden, thereby signaling that the mode is enabled. This is where Word 2010 remembers all insertions and deletions, as well as changes to document formatting. If you click the bottom of the button, an additional menu will open, the first item of which enables or disables tracking.
By clicking the Revision Options button, you can customize the look of your edits—colors, line types, document layout. The location of notes can also be adjusted here - you can place them in the left margin of the document and set the width of the callouts, as well as turn off the display of the lines that connect them with the text.
All corrections are associated with the username, which is specified in personal Word settings 2010. The “Change User” button leads to them.
Figure 4 - User personal parameters
Notes, as you have seen, use initials, but deletions and insertions use the full name.
When a document has a lot of corrections, it becomes much more difficult to read because by default, both the original text and the corrected text are displayed.
Figure 5 - Corrected text is highlighted in red by default
The final version would be much more pleasing to the editor's eye, wouldn't it? And such an opportunity exists. To make it easier to read, Word 2010 provides four modes.
Figure 6 - Display modes of the corrected document
In order not to get lost in the edits, the editor turns on the “Changed Document” mode. This immediately stops displaying all text correction indicators and callouts. If the editor, tired of numerous corrections, still gets confused, he can always switch to the “Source Document” mode and see what was originally written there.
In addition to document mode, you can flexibly customize the display of corrections in callouts. The Show Corrections button opens a list of all possible corrections that Word 2010 displays by default.
Figure 7 - Configuring the display of corrections and notes
For example, I often turn off the display of edits (formatting and additions and deletions), but leave the notes on. Note that you can easily select edits and comments from only a specific reviewer.
Another element of the “Tracking” group is the “Check Area” button. Just like the Corrections button, it takes on a golden color when the area is turned on, although it's hard to miss. It is convenient to use in combination with document display and correction modes.
Figure 8 - The verification area can be displayed on the left or at the bottom
For example, in Figure 8 you can see that the “Changed Document” mode is selected. It does not display corrections and comments in callouts. However, when you add a comment, a review pane automatically opens, showing all edits based on the options specified by the Show Revisions button. I have turned off the display of formatting edits, so only comments, deletions, and insertions are shown.
Figure 9 - Review area with a summary of corrections. To change its scale, click
The summary shows the total number of corrections, but note that the calculation is carried out “with a filter”. This reminds me that some fixes are not showing up. Since there are no formatting cases recorded, I can guess that they are disabled without clicking the "Show Corrections" button. You can increase the usable area of the viewing area by hiding statistics using the arrow button in the upper right corner.
In my opinion, the summary would become more convenient if it were possible to hide or show various corrections directly in it, without the need for a “Show corrections” button on the ribbon. However, the display of insertions and deletions is combined, so the interface would be non-trivial.
This concludes the story about the possibilities of reviewing through the eyes of an editor. The reviewer has enough funds to correct the document and convey to the author his wishes regarding its content and design. Now let's see what the author will do when he receives a review of his article.
Review through the eyes of the author
Upon opening a document with editorial changes and notes, the author can experience a wide range of feelings - from deep satisfaction to complete shock. This depends partly on the pickiness of the editor, but to a greater extent on the quality of the original article sent by the author. If it was not very successful, the picture in each paragraph may be the same as in Figure 10.
Figure 10 - Fragment of a document with numerous edits
To quickly bring the material to mind, the author must accept two postulates. Firstly, the editor is the final authority, so it makes no sense to argue with him over every edit (although you need to be able to defend your opinion). Secondly, the editor will not waste time making edits unless they improve the article. After all, one of the golden rules of reviewing is to make only those changes that make the material better.
Estimating the amount of work and choosing a mode for displaying the document
When there are few editorial changes, minimal effort is required from the author, so the order of actions does not really matter. If there are a lot of edits, the document looks completely unreadable. But don't despair. First of all, you need to estimate the amount of work, i.e. determine how many changes the editor made to the document. The verification area will help with this.
The summary (Figure 9 above) shows that many corrections have been made to the document, and 19 notes have been added. In this case, it is better to display the document as the editor saw it.
Figure 11 - Displaying the modified document with notes only
Instead of the "Changed Document" view, you can use the "Changed Document: Show Revisions" view - then all corrections and comments will be displayed as callouts. It is with the notes, in which the editor expresses his wishes for the document, that work should begin, and corrections can be left for dessert.
Notes
Each note will have to be dealt with individually. The easiest way is to use notes navigation, thereby killing two birds with one stone.
Figure 12 - Note navigation
Firstly, it speeds up movement through the document, and secondly, the likelihood of missing an important note is significantly reduced. I note that you can navigate from note to note using the new Office 2010 search, but that will be a separate story.
When a note concerns the revision of an article, you can agree with it and make the necessary changes to the document, or disagree and explain your position. Often it makes sense to respond to an editor's note so that when you look at the next revision of the document, it is clear what the author did. To do this, simply click on the note and then click the New Note button in the panel. In this case, Microsoft Word clearly indicates the relationship between the notes.
Figure 13 - Reply to note
As you can see in Figure 13, both notes lead to the same highlighted piece of text. Besides, VS 27R 26 in a reply note means: “Note 27 left by VS in response to note 26 from A” (R - means reply, i.e. reply).
Comments that do not require a response can be deleted using the corresponding item in the comment context menu or the “Delete” button located on the ribbon (Fig. 12), which can be used to delete all comments at once. Once you're done with the notes, you can move on to the corrections.
Corrections
There are two types of fixes:
- Additions and deletions are not combined by chance (Fig. 7 or 11), because these are links of one chain. Imagine that the editor rearranged parts of the sentence, first cutting out a piece of text and then inserting it. In this case, two corrections are recorded - first the deletion, and then the addition.
- Formatting includes changing font type and size, converting to lists, and all other features of the Font, Paragraph, and Styles groups on the Home tab.
Work with changes in the text of the article is carried out by analogy with notes - you can navigate from one correction to another. The only difference is that corrections can be accepted or rejected.
Figure 14 - Corrections can be accepted and rejected, and also moved from one to another
The Accept and Reject buttons do a little more than their short names suggest. Once you take an action, they automatically move you to the next note, which is very convenient. However, there is no such option in the note context menu.
To simplify your work and relieve the burden on your document, formatting changes can be safely entrusted to the editor. It is enough to enable only their display with the “Show corrections” button (Fig. 11), and then click the bottom part of the “Accept” button and apply all the displayed changes (Fig. 14). As you can see, the ability to customize the display of corrections takes on additional meaning.
Now that you have reverted deletions and corrections, you can move through them up and down the document more quickly. If you need to quickly compare the corrected text with the original, you can switch to the "Source Document" mode. It is not necessary to accept corrections one at a time. It's easier to look through them and reject those with which you disagree, and then accept all the remaining ones at once (Fig. 14).
Conclusion
In concluding this article, I want to emphasize that reviewing is not at all a confrontation between the author and the editor, but a means of working together on a document. In this case, the article improves, and both sides benefit. By carefully reading the article, the editor, willingly or unwillingly, expands his horizons. And even if immediate practical application this knowledge does not occur, the information is remembered, and if necessary, you can always return to the article. For new writers, a good review is very valuable because it opens your eyes to various shortcomings in your writing, be it the structure of the article or the style of presentation. And an experienced author will never refuse the opportunity to look at his work through the eyes of a competent reviewer.
So, all comments have been taken into account and corrections have been accepted. Is the article ready? Take your time and check your spelling. After numerous corrections, problems may arise, and it won’t hurt to make sure the text is correct once again. Spell checking will be discussed in the next article.
