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Multiple Revisions - Track Changes - Sanity
I am editing a document that started in Word 97 and has progressed through
Word 2002 with tracked changes. It is 380 pages. There have been at least 5 people working on it with tracked changes. However, here is our problem. To make it ready for the client to see, we need to enable ONLY the change bar in the right margin. I have a macro that turned off the color per author. Is there a macro I can use to make the change bar in the right margin our default? The document shows tracked changes for all but one section (which is abouty 150 pages long) where we know that changes were made. I checked the original document and the tracked changes appear with the change bar in the right margin. What could turn off the bar for only one section? Why would this happen? We are truly stumped! Previous discussions in this group were helpful. Did I read correctly that the tracked changes view (display) will vary from computer to computer, depending on the way it is set up? That is, the tracked changes reside in the computer? Is this correct? If this is the case, then it will explain why different people in our group see different levels of changes. We need to get this document out, but cannot resolve this problem. Many thanks for your help, Sandy |
#2
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Hi Sandy
When tracked changes is on, Word tracks changes and saves that tracking in the document. The tracked changes will remain there until you explicitly choose to accept them or reject them. Whether a user can see the tracked changes, and how they choose to display them, is entirely up to the user. You may send me a document with tracked changes, but I can choose to view the tracked changes in one of several ways, or I can choose not to view them at all. And, the way that tracked changes displays depends on the version of Word the reader of your document is using. As the creator of the document, you can't control that. If you need to send a document displaying tracked changes to a client, perhaps you could send a PDF file. It will display the tracked changes as you chose to display them when you create the PDF file. Of course the client won't be able to edit it as a Word document, but PDF is a good way to ensure that user sees what you choose to send. Word's settings to control the display of tracked changes affect a whole document at a time. You can't decide to display the tracked changes in one part of the document, and not in another. In Word 2002, on the Reviewing toolbar, click the blue right-pointing arrow. This will take you to the next tracked change. You can use this to determine if there really are tracked changes in your 150 page section. If there are no tracked changes in that section, then one of three things has happened. Either (a) tracked changes was not on when users made changes, or (b) the changes have been accepted or (c) the text has been copied from another document while track changes was on, and the tracked changes were thus lost. For some more information on tracking changes, see How does Track Changes in Microsoft Word work? http://www.ShaunaKelly.com/word/trac...ngesWorks.html Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "still puzzled" wrote in message ... I am editing a document that started in Word 97 and has progressed through Word 2002 with tracked changes. It is 380 pages. There have been at least 5 people working on it with tracked changes. However, here is our problem. To make it ready for the client to see, we need to enable ONLY the change bar in the right margin. I have a macro that turned off the color per author. Is there a macro I can use to make the change bar in the right margin our default? The document shows tracked changes for all but one section (which is abouty 150 pages long) where we know that changes were made. I checked the original document and the tracked changes appear with the change bar in the right margin. What could turn off the bar for only one section? Why would this happen? We are truly stumped! Previous discussions in this group were helpful. Did I read correctly that the tracked changes view (display) will vary from computer to computer, depending on the way it is set up? That is, the tracked changes reside in the computer? Is this correct? If this is the case, then it will explain why different people in our group see different levels of changes. We need to get this document out, but cannot resolve this problem. Many thanks for your help, Sandy |
#3
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Shauna:
Thank you for your answer. I agree that the answer is in sending a PDF document to the client. The deeper issue, however, is the variety of versions and systems we use. These problems will continue as long as multiple people edit the document in varying versions (and varying skill levels of using tracked changes not to mention the displays....) My suspicion about this document is that there was cutting/pasting from another document thus the changes were lost. As a technical writer, my first impulse is to place these documents into a clean template -- but have not due to the need for the tracked changes. Is there any way to start out fresh with a document and keep the tracked changes? Again, many thanks. This discussion group is very helpful. Sandy "Shauna Kelly" wrote: Hi Sandy When tracked changes is on, Word tracks changes and saves that tracking in the document. The tracked changes will remain there until you explicitly choose to accept them or reject them. Whether a user can see the tracked changes, and how they choose to display them, is entirely up to the user. You may send me a document with tracked changes, but I can choose to view the tracked changes in one of several ways, or I can choose not to view them at all. And, the way that tracked changes displays depends on the version of Word the reader of your document is using. As the creator of the document, you can't control that. If you need to send a document displaying tracked changes to a client, perhaps you could send a PDF file. It will display the tracked changes as you chose to display them when you create the PDF file. Of course the client won't be able to edit it as a Word document, but PDF is a good way to ensure that user sees what you choose to send. Word's settings to control the display of tracked changes affect a whole document at a time. You can't decide to display the tracked changes in one part of the document, and not in another. In Word 2002, on the Reviewing toolbar, click the blue right-pointing arrow. This will take you to the next tracked change. You can use this to determine if there really are tracked changes in your 150 page section. If there are no tracked changes in that section, then one of three things has happened. Either (a) tracked changes was not on when users made changes, or (b) the changes have been accepted or (c) the text has been copied from another document while track changes was on, and the tracked changes were thus lost. For some more information on tracking changes, see How does Track Changes in Microsoft Word work? http://www.ShaunaKelly.com/word/trac...ngesWorks.html Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "still puzzled" wrote in message ... I am editing a document that started in Word 97 and has progressed through Word 2002 with tracked changes. It is 380 pages. There have been at least 5 people working on it with tracked changes. However, here is our problem. To make it ready for the client to see, we need to enable ONLY the change bar in the right margin. I have a macro that turned off the color per author. Is there a macro I can use to make the change bar in the right margin our default? The document shows tracked changes for all but one section (which is abouty 150 pages long) where we know that changes were made. I checked the original document and the tracked changes appear with the change bar in the right margin. What could turn off the bar for only one section? Why would this happen? We are truly stumped! Previous discussions in this group were helpful. Did I read correctly that the tracked changes view (display) will vary from computer to computer, depending on the way it is set up? That is, the tracked changes reside in the computer? Is this correct? If this is the case, then it will explain why different people in our group see different levels of changes. We need to get this document out, but cannot resolve this problem. Many thanks for your help, Sandy |
#4
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Hi Sandy
To copy and paste while retaining tracked changes, do the following. Turn *off* track changes in the donor document. Turn *off* tracked changes in the recipient document. Copy and paste. Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "still puzzled" wrote in message ... Shauna: Thank you for your answer. I agree that the answer is in sending a PDF document to the client. The deeper issue, however, is the variety of versions and systems we use. These problems will continue as long as multiple people edit the document in varying versions (and varying skill levels of using tracked changes not to mention the displays....) My suspicion about this document is that there was cutting/pasting from another document thus the changes were lost. As a technical writer, my first impulse is to place these documents into a clean template -- but have not due to the need for the tracked changes. Is there any way to start out fresh with a document and keep the tracked changes? Again, many thanks. This discussion group is very helpful. Sandy "Shauna Kelly" wrote: Hi Sandy When tracked changes is on, Word tracks changes and saves that tracking in the document. The tracked changes will remain there until you explicitly choose to accept them or reject them. Whether a user can see the tracked changes, and how they choose to display them, is entirely up to the user. You may send me a document with tracked changes, but I can choose to view the tracked changes in one of several ways, or I can choose not to view them at all. And, the way that tracked changes displays depends on the version of Word the reader of your document is using. As the creator of the document, you can't control that. If you need to send a document displaying tracked changes to a client, perhaps you could send a PDF file. It will display the tracked changes as you chose to display them when you create the PDF file. Of course the client won't be able to edit it as a Word document, but PDF is a good way to ensure that user sees what you choose to send. Word's settings to control the display of tracked changes affect a whole document at a time. You can't decide to display the tracked changes in one part of the document, and not in another. In Word 2002, on the Reviewing toolbar, click the blue right-pointing arrow. This will take you to the next tracked change. You can use this to determine if there really are tracked changes in your 150 page section. If there are no tracked changes in that section, then one of three things has happened. Either (a) tracked changes was not on when users made changes, or (b) the changes have been accepted or (c) the text has been copied from another document while track changes was on, and the tracked changes were thus lost. For some more information on tracking changes, see How does Track Changes in Microsoft Word work? http://www.ShaunaKelly.com/word/trac...ngesWorks.html Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "still puzzled" wrote in message ... I am editing a document that started in Word 97 and has progressed through Word 2002 with tracked changes. It is 380 pages. There have been at least 5 people working on it with tracked changes. However, here is our problem. To make it ready for the client to see, we need to enable ONLY the change bar in the right margin. I have a macro that turned off the color per author. Is there a macro I can use to make the change bar in the right margin our default? The document shows tracked changes for all but one section (which is abouty 150 pages long) where we know that changes were made. I checked the original document and the tracked changes appear with the change bar in the right margin. What could turn off the bar for only one section? Why would this happen? We are truly stumped! Previous discussions in this group were helpful. Did I read correctly that the tracked changes view (display) will vary from computer to computer, depending on the way it is set up? That is, the tracked changes reside in the computer? Is this correct? If this is the case, then it will explain why different people in our group see different levels of changes. We need to get this document out, but cannot resolve this problem. Many thanks for your help, Sandy |
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