- [Instructor] If you are sharing files with other people,
it may become important to keep track
of who is making changes to the document.
In this video, we'll see how to use the track changes tool.
So I want to make some changes to this document,
but first, I need to turn the track changes feature on,
so my collaborators will know which changes I've made.
To do that, I'll go to the review ribbon
and then I'll click this button here for track changes.
And now it's turned on and I know it's turned on,
because it looks like that button is being held down.
On the Mac, it's a little easier to see,
because there's an actual on/off switch.
So now I want to start making changes.
I'm going to delete a word here
and as I make my changes, you'll see
that there is a bar next to each item that I change
and it's marking my changes in red.
So I'm going to make another change here.
I'll delete some text.
And over here, I'm going to select this
and type in some text to replace it.
So it marks my changes, but on your computer,
you may see a different amount of detail
when you make your changes
and that's controlled by some of the options up here.
First, I want to go to this menu
and I want to switch it from simple markup to all markup.
And now I can actually see those changes
in line in the document.
You can see when I delete something,
it has a line through it.
All right, let me go to this menu
and I'm going to go over to balloons.
And instead of showing my revisions inline,
I want to switch it to balloons.
So now instead of seeing those changes here in the document,
I can see them over here on the right side.
Or if you prefer, you might want to turn on
the reviewing pane and that will show you
a list of all of the changes that are made
and who made those changes.
So you can decide how you see the markup for changes,
but changing these view options do not affect
how the change tracking feature itself works.
As long as track changes is turned on,
everything will be tracked.
Okay, I'm just going to close this panel
and another option is to add comments,
which are notes that I want my collaborators to see
without actually making any changes.
So what I'm going to do is select this bit of text right here.
Then in the review ribbon, I'm going to choose new comment
and it gives me this little balloon here
where I can type in my comment.
(keyboard typing)
And I can just type in my comment there.
So if you are starting with the document,
you can turn track changes on yourself.
Then of course, you'll save your document
when you're finished,
and then you can share that file with other people,
and they will be able to see the changes that you've made.
But next, I want to open a file that somebody else
has already modified and I've got that file right here,
so I'm going to open that up.
So my coworker already enabled track changes
and made some modifications to the document,
then she sent that file to me,
and I can see that markup already here,
and her markup is marked in blue.
So naturally, I can go to the review ribbon
and I could change some of these view options
if I wanted to see those revisions differently.
I don't like the inline option.
Let me switch that back to the balloon option.
And from here, what you might want to do
is review the changes that other people have made.
So also in the review ribbon,
you have these previous and next buttons.
I like to start with my cursor
at the beginning of the document,
and then I can click next,
and it highlights the next change inline.
And from here, I can either accept or reject that change
with these buttons up here.
So this one looks fine, I'm going to accept that change.
Now this one is actually two changes.
I can see she deleted something
and then she typed in a replacement,
so I would need to hit accept twice to accept both of those.
Now on this one, I don't like the change that she made,
so I'm going to reject that.
So what you want to do is basically work through the document
and accept or reject all of the changes
until you get through to the end.
Now this last one is not a change.
It's a comment like I added to the document before,
so what you can do is you could resolve this comment
just to basically mark it as done.
You could reply to it if you want to put in a response
and then send the file back to that person.
Or in this case, what I actually want to do
is just remove it completely.
I could do that by rejecting it
or I could just choose delete
over here in the comment section.
And now I've reviewed everything and it looks a lot cleaner.
Now from here, with track changes still turned on,
I could make some changes to this document.
So I could delete something
and you'll see it has my changes marked with red,
which is a different color.
And if I send this file around to several people,
each person will show up as a different color.
Accepting or rejecting changes,
even changes that I made myself, will work the same.
So you might want to try the track changes feature
if you need to work with several people
to revise a document.