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, and store versions of documents throughout the development process. Specifically, Word provides the following reviewing and markup tools:

• Comments enable reviewers to annotate a document with suggestions and queries without changing the document. Comments are identified by comment markers in the text, which can be either insertion lines or parentheses, as described in the section "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 the section "Using the Highlight Tool."
• The Track Changes feature records editing changes, including deletions and added text, made to a document. Word can track changes from multiple reviewers, and the changes can later be evaluated and accepted or deleted on a case-by-case or global basis. For more information about the Track Changes feature, see the section "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 a changed document. The section "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 33-1. To open the Reviewing toolbar, right-click a toolbar and choose Reviewing on the shortcut menu, or choose View, Toolbars, Reviewing.

Figure 33-1. The Reviewing toolbar provides buttons you can use to add, modify, accept, and remove comments and tracked changes in documents.

As you can see in Figure 33-1, the Reviewing toolbar in Word 2002 is a modified version of the Reviewing toolbar found in Word 2000. The most notable additions to the Word 2002 Reviewing toolbar are the Display For Review drop-down list and the Show drop-down menu, which enable you to easily configure your reviewing options directly from the Reviewing toolbar. Table 33-1 describes the buttons found on the Reviewing toolbar.

Table 33-1. Reviewing Toolbar Buttons

Button	Name	Descripton
	Display For Review	Controls how Word displays changes and comments in the current document.
	Show	Accesses a drop-down menu that enables you to configure the display and option settings for comments, reviewers, and tracked changes.
	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.
	New Comment	Inserts a new comment. Clicking the down arrow enables you to edit and delete comments as well as record a voice comment.
	Track Changes	Controls whether the Track Changes feature is turned off or on.
	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.