WEBVTT Kind: captions Language: en 00:00:11.269 --> 00:00:15.389 If you were to print a copy of your document, and ask a friend to proofread it, they'd probably 00:00:15.389 --> 00:00:19.460 mark the errors in red pen, and write any suggestions they had in the margins. 00:00:19.460 --> 00:00:23.130 Wouldn't it be easier if you could do that electronically? 00:00:23.130 --> 00:00:28.000 In Word, you can—using two features called Track Changes and Comments. 00:00:28.000 --> 00:00:32.529 I'm going to turn on track changes right away so I can show you what I mean. 00:00:32.529 --> 00:00:38.140 To do this, go to the Review tab… then click the Track Changes command. 00:00:38.140 --> 00:00:42.340 Now any changes I make to the document will appear as "markup," which is Word's answer 00:00:42.340 --> 00:00:44.930 to the traditional red pen. 00:00:44.930 --> 00:00:51.079 For example, when I delete text, it doesn't go away… it just gets crossed out. 00:00:51.079 --> 00:00:54.150 When I add more text, it gets underlined. 00:00:54.150 --> 00:00:57.920 This lets the owner of the document see what changes I've made before making them part 00:00:57.920 --> 00:01:00.230 of the final draft. 00:01:00.230 --> 00:01:05.600 You can also add comments in the margins by selecting the text you want to comment on… 00:01:05.600 --> 00:01:08.829 then clicking the New Comment command. 00:01:08.829 --> 00:01:13.000 In this example, it would be best to address the letter directly to the hiring authority, 00:01:13.000 --> 00:01:15.510 so that's what I'm going to suggest. 00:01:15.510 --> 00:01:19.930 When you're done, press the Esc key, or click anywhere outside the comment box to close 00:01:19.930 --> 00:01:22.429 it. 00:01:22.429 --> 00:01:25.680 So how does it work if you're on the other end of the document? 00:01:25.680 --> 00:01:31.090 Well, as the original author, it's up to you accept the changes to make them permanent, 00:01:31.090 --> 00:01:33.829 or reject them if you disagree. 00:01:33.829 --> 00:01:35.810 Take this change here. 00:01:35.810 --> 00:01:42.020 Just select it with your cursor… then go to Accept to keep it, or Reject to go back 00:01:42.020 --> 00:01:44.329 to your original text. 00:01:44.329 --> 00:01:48.569 You can even open the menus underneath the commands, and accept or reject all the changes 00:01:48.569 --> 00:01:51.119 in the document at once. 00:01:51.119 --> 00:01:55.270 I'm going to accept just this one change. 00:01:55.270 --> 00:02:02.779 To remove any comments, start by selecting the comment box… then go to the Delete command. 00:02:02.779 --> 00:02:07.849 If you have multiple comments, you can delete just the current one… or you can delete 00:02:07.849 --> 00:02:12.010 them all at once. 00:02:12.010 --> 00:02:16.099 At this point, you might find it helpful to view some of the markup off to the side instead 00:02:16.099 --> 00:02:18.040 of in the text itself. 00:02:18.040 --> 00:02:21.540 This should make the document a little easier to read. 00:02:21.540 --> 00:02:27.480 First, go to the Show Markup command… then Balloons. 00:02:27.480 --> 00:02:32.720 Now click Show Revisions in Balloons… and many of the changes will move to the right 00:02:32.720 --> 00:02:37.550 margin (though any added text will still appear inline). 00:02:37.550 --> 00:02:43.750 If you want to hide all of the changes temporarily, take a look at the options in the menu here. 00:02:43.750 --> 00:02:47.410 Right now, what we're seeing is the final version of the document, but with all the 00:02:47.410 --> 00:02:50.560 changes and revisions still visible. 00:02:50.560 --> 00:02:56.010 Choose No Markup… and the markup will disappear, so we can see what the final draft might look 00:02:56.010 --> 00:02:58.960 like with all the changes in place. 00:02:58.960 --> 00:03:03.320 There's one thing to keep in mind, though (and this is very important): hiding the markup 00:03:03.320 --> 00:03:06.400 isn't the same as accepting all changes. 00:03:06.400 --> 00:03:10.740 You still need to accept or reject the changes in your document before you send out the final 00:03:10.740 --> 00:03:14.150 version. 00:03:14.150 --> 00:03:19.150 Let's say someone reviewed and edited your document, but forgot to turn on Track Changes. 00:03:19.150 --> 00:03:23.180 It's still possible to accept or reject the changes they made using a neat feature called 00:03:23.180 --> 00:03:24.180 Compare. 00:03:24.180 --> 00:03:32.340 To get started, click Compare on the Review tab… then click Compare again. 00:03:32.340 --> 00:03:44.100 You'll need a copy of your original document… and also a copy of the revised version. 00:03:44.100 --> 00:03:48.830 When you're ready, click OK. 00:03:48.830 --> 00:03:52.980 At this point, Word will compare the two documents, and come up with a list of changes that were 00:03:52.980 --> 00:03:54.880 made between them. 00:03:54.880 --> 00:04:01.320 Over here is my original document… the version that someone else revised… and in the middle 00:04:01.320 --> 00:04:05.520 is the combined version with full markup, as if the Track Changes feature was turned 00:04:05.520 --> 00:04:07.710 on all along. 00:04:07.710 --> 00:04:12.240 Word was able to put this together based on the comparison of the two documents. 00:04:12.240 --> 00:04:19.260 Now you can accept or reject the changes just like I showed you before. 00:04:19.260 --> 00:04:22.979 All of these features can be a huge help when it comes to collaborating on projects. 00:04:22.979 --> 00:04:28.139 They make it easy to keep track of revisions, and communicate ideas back and forth—so 00:04:28.139 --> 00:04:31.219 you can work on the same document with friends, family, or co-workers.