Familiarizing Yourself with Markup Tools

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When you collaborate on a document, you can use Word to track and merge people's changes and comments, highlight information to draw attention to selected text and graphics, store versions of documents throughout the development process, and add ink and voice comments. Specifically, Word provides the following reviewing and markup tools:

• Comments Enable you to annotate a document with suggestions and queries without actually changing the document. In Word 2003, you can add text, ink, and voice comments to documents. Comments are identified by comment markers in the text, which can be either insertion lines or parentheses, as described in "Adding and Managing Comments Effectively".

• The Highlight tool Enables you to draw attention to particular information (including a letter, word, phrase, sentence, paragraph, graphic, and so forth) by adding a color background behind the information, as described in "Using the Highlight Tool".

•  New Feature   Ink support for tablet PCs Enables you to draw and write on documents directly by using a stylus or other drawing device. Using ink on a Tablet PC is discussed in "Inserting Ink Comments and Annotations".

• The Track Changes feature Records editing changes, including deletions, added content, and formatting changes made to a document. Word can track and color-code changes from multiple reviewers, and the changes can later be evaluated and accepted or rejected on a case-by-case or global basis. For more information about the Track Changes feature, see "Tracking Changes".

• The Versions feature Maintains multiple versions of a document in a single file so that you can easily return to past versions of the changed document. "Working with Multiple Versions of a Document", describes the Versions feature in more detail.

This chapter shows you how to make the most of these collaboration features. You'll find that many key collaboration features can be accessed from the Reviewing toolbar, shown in Figure 27-1. To open the Reviewing toolbar, right-click a toolbar and choose Reviewing on the shortcut menu, or choose View, Toolbars, Reviewing.

Figure 27-1: The Reviewing toolbar provides buttons you can use to add, modify, accept, and reject comments and tracked changes in documents.

As you can see in Figure 27-1, the Reviewing toolbar in Word 2003 is a slightly modified version of the Reviewing toolbar found in Word 2002. The most notable difference is the inclusion of the Insert Voice and Highlight buttons on the toolbar. The voice and highlight features were available in Word 2002, but they weren't easily accessible using toolbar buttons. Table 27-1 describes the buttons found on the Reviewing toolbar.

Table 27-1: Reviewing Toolbar Buttons

Button	Name	Description
	Display For Review	Controls how Word displays changes and comments in the current document. Available options are Final Showing Markup, Final, Original Showing Markup, and Original.
	Show	Accesses a menu that enables you to configure the display (Final or Original) and settings for Comments, Ink Annotations, Insertions And Deletions, Formatting, Reviewers, Balloons, Reviewing Pane, and Options.
	Previous	Jumps to the previous tracked change or comment in the current document relative to the insertion point.
	Next	Jumps to the next tracked change or comment in the current document relative to the insertion point.
	Accept Change	Accepts a selected tracked change in the current document, or enables you to accept all changes at once.
	Reject Change/ Delete Comment	Rejects a selected change or deletes a selected comment and returns the text to its original state, or enables you to reject all changes or delete all comments at once.
	Insert Ink Annotations (Tablet PCs Only)	Opens the Ink Annotations toolbar and enables you to add ink marks directly to the document as if you were writing on a paper version of the document.
	Ink Comment (Tablet PCs Only)	Inserts a new comment bubble that you can write in using a tablet pen, stylus, or other drawing device.
	Insert Comment	Inserts a new comment bubble that you can use to enter a text comment.
	Insert Voice	Opens the Sound Object dialog box and enables you to record a voice comment if the system has a microphone.
	Highlight	Controls whether the highlight tool is turned on or off; you use the highlight tool to draw attention to key information in documents.
	Track Changes	Controls whether the Track Changes feature is turned off or on.
	Reply With Changes	Appears when you're working on a document sent to you from another person using the Track Changes feature who mailed the document to you for review.
	Reviewing Pane	Shows or hides the Reviewing Pane, which displays the complete text of tracked changes and comments.

Now that you've had a quick introduction to the main document collaboration features, let's look at the finer details. This chapter starts with the simplest feature associated with marking up documents-the Highlight tool.

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