WEBVTT Kind: captions Language: en 00:00:12.120 --> 00:00:16.139 If you were to print a copy of this Thank You letter and ask a friend to proofread it, 00:00:16.139 --> 00:00:20.360 they'd probably mark the errors in red pen, and write any suggestions they had in the 00:00:20.360 --> 00:00:21.360 margins. 00:00:21.360 --> 00:00:24.960 Wouldn't it be easier if you could do that electronically? 00:00:24.960 --> 00:00:30.130 In Word, you can - using two features called Track Changes and Comments. 00:00:30.130 --> 00:00:34.440 I'm going to turn on Track Changes right away so I can show you what I mean. 00:00:34.440 --> 00:00:39.350 Just go to Review, then click Track Changes. 00:00:39.350 --> 00:00:43.980 Now any changes I make to the document will appear as markup, which is Word's answer to 00:00:43.980 --> 00:00:46.350 the proverbial red pen. 00:00:46.350 --> 00:00:51.050 When I delete text, it doesn't go away; it just gets crossed out. 00:00:51.050 --> 00:00:54.199 When I add more text, it gets underlined. 00:00:54.199 --> 00:00:57.929 This lets the owner of the document see what changes I've made before they make them part 00:00:57.929 --> 00:01:00.399 of the final draft. 00:01:00.399 --> 00:01:06.210 You can also add comments in the margins by making a selection of text and clicking New 00:01:06.210 --> 00:01:07.320 Comment. 00:01:07.320 --> 00:01:11.479 The word "many" is good, for example, but including the actual number of years would 00:01:11.479 --> 00:01:15.820 be better, so that's what I'm going to suggest. 00:01:15.820 --> 00:01:23.690 You can add as many comments as you like. 00:01:23.690 --> 00:01:27.680 If you change your mind about a comment, and you want to delete it, all you have to do 00:01:27.680 --> 00:01:33.660 is select the comment ballon (that's this thing here), then go to Delete. 00:01:33.660 --> 00:01:42.700 If you have multiple comments, you can delete them all, or just delete one. 00:01:42.700 --> 00:01:45.750 So what do you do if you're on the other end of the document? 00:01:45.750 --> 00:01:50.181 As the original author, it's up to you accept the changes to make them permanent, or, if 00:01:50.181 --> 00:01:52.530 you disagree, reject them. 00:01:52.530 --> 00:01:54.750 Take this suggestion here. 00:01:54.750 --> 00:02:00.780 Just select it with your cursor, then go to Accept to keep it, or Reject to go back to 00:02:00.780 --> 00:02:02.920 your original text. 00:02:02.920 --> 00:02:07.030 You can even accept or reject all the changes in the document at once. 00:02:07.030 --> 00:02:10.020 I'm just going to accept this one. 00:02:10.020 --> 00:02:14.640 Comments, on the other hand, you'll have to reject one at a time if you want to delete 00:02:14.640 --> 00:02:18.500 them. 00:02:18.500 --> 00:02:22.730 At this point, you might find it helpful to view some of the markup off to the side instead 00:02:22.730 --> 00:02:24.569 of in the text itself. 00:02:24.569 --> 00:02:27.109 This should make the document easier to read. 00:02:27.109 --> 00:02:31.700 First, go to Show Markup, then Balloons. 00:02:31.700 --> 00:02:37.069 Now click Show Revisions in Balloons, and many of the suggestions will move to the right 00:02:37.069 --> 00:02:39.299 margin. 00:02:39.299 --> 00:02:43.700 If you want to temporarily hide the suggestions all together, you can go to the Display for 00:02:43.700 --> 00:02:44.760 Review command. 00:02:44.760 --> 00:02:49.049 Right now, what we're seeing is the final draft with markup. 00:02:49.049 --> 00:02:54.400 The rest of the display options range from just the final, to the original version. 00:02:54.400 --> 00:02:59.680 To hide the markup, go ahead and choose Final - but keep in mind, hiding the markup is not 00:02:59.680 --> 00:03:02.060 the same as accepting all changes. 00:03:02.060 --> 00:03:06.390 You still need to accept or reject the changes before you send out the final version of your 00:03:06.390 --> 00:03:12.010 document. 00:03:12.010 --> 00:03:17.010 Let's say someone reviewed and edited your document but forgot to turn on Track Changes. 00:03:17.010 --> 00:03:21.590 It's still possible to accept or reject the changes they made using a neat feature called 00:03:21.590 --> 00:03:25.349 Compare. 00:03:25.349 --> 00:03:35.090 You'll need a copy of your original document... and the revised version. 00:03:35.090 --> 00:03:39.510 At this point, Word will compare the two documents to come up with a list of changes that were 00:03:39.510 --> 00:03:41.709 made between them. 00:03:41.709 --> 00:03:47.989 Over here is my original document, and the version that someone else revised. 00:03:47.989 --> 00:03:52.310 In the middle is the full markup, as if the Track Changes feature had been turned on all 00:03:52.310 --> 00:03:53.360 along. 00:03:53.360 --> 00:03:57.519 Word was able to put this together based on the comparison of the two documents. 00:03:57.519 --> 00:04:05.739 Now you can accept or reject the changes just like before. 00:04:05.739 --> 00:04:09.840 It's important to use review features safely, meaning you should remove any comments or 00:04:09.840 --> 00:04:12.849 tracked changes from your document before you send it out. 00:04:12.849 --> 00:04:17.330 They can reveal confidential information that could lead to embarrassment or make you or 00:04:17.330 --> 00:04:18.459 your company look unprofessional. 00:04:18.459 --> 00:04:24.680 For that reason, it's a good idea to double-check your document using the Document Inspector, 00:04:24.680 --> 00:04:29.139 to see if there's any hidden data that you may want to remove. 00:04:29.139 --> 00:04:33.830 Make sure you've saved your document, then go to the Backstage View. 00:04:33.830 --> 00:04:41.639 Now Check for Issues, Inspect Document, and Inspect. 00:04:41.639 --> 00:04:45.800 The results appear with an exclamation mark next to anything that may contain sensitive 00:04:45.800 --> 00:04:47.169 information. 00:04:47.169 --> 00:04:51.660 Looks like I missed a comment by accident (which can happen when markups are hidden), 00:04:51.660 --> 00:04:54.970 so I'm going to Remove All to take care of it. 00:04:54.970 --> 00:05:01.599 I'm also going to remove this personal information just to be safe. 00:05:01.599 --> 00:05:06.930 Now you can save and rest assured knowing that your document has been reviewed, revised, 00:05:06.930 --> 00:05:10.650 and resolved of any comments or data that you might want to keep private. 00:05:10.650 --> 00:05:36.470 Your document is ready to send!