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#1
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Revision Tracking & Highlighting
We publish reference documents for our engineering and operations staff.
These are internally written application notes that get updated from time to time. We use Track Changes now for editing and commenting during the feedback review process. However, we would like to be able to highlight changes to the users after the revision is published. As an example, you will sometimes see technical publications where the most recent changes to the published version have a vertical line in the left margin indicating where changes have been made. Is there a way to highlight revisions after the Tracked Changes are accepted? Thanks. Brian. |
#2
Posted to microsoft.public.word.docmanagement
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Revision Tracking & Highlighting
Brian,
I had a bit of a play around to see if there was native Word functionality that would produce this result. What I found is that while there doesn't appear to be anyway to have tracked changes called out _after_ the changes have been accepted, it _is_ possible to track changes using only a vertical line in the left margin. You didn't say what version of Word you are using, but I did my investigation using Word 2003 and the following worked. On the 'Track Changes' tab of the 'Options' dialog, I selected "None" for all of the 'Markup' options except 'Changed lines', which I left as "Outside border". Then I turned on change tracking, and what I got when I made a change was a black vertical line in the left margin. The nice part is that when I set all of the options back to their original values, the settings "cascaded" back into the document. This means that you could track the changes as per usual and then modify the settings prior to publishing the document and be away laughing. One thing to note though: These are "global" settings, not "document specific". This means that if someone with different settings opens the document, their settings will be applied. Therefore, you probably wouldn't want to publish the documents in Word format (which really isn't that great an idea anyway, as they could be easily modified even with protection applied - print 'em or PDF 'em). So I think it is possible to do what you want - almost. Just publish _before_ you accept the changes and you should be sweet. -- Cheers! Gordon Bentley-Mix Word MVP Please post all follow-ups to the newsgroup. Read the original version of this post in the Office Discussion Groups - no membership required! "BWheeler" wrote: We publish reference documents for our engineering and operations staff. These are internally written application notes that get updated from time to time. We use Track Changes now for editing and commenting during the feedback review process. However, we would like to be able to highlight changes to the users after the revision is published. As an example, you will sometimes see technical publications where the most recent changes to the published version have a vertical line in the left margin indicating where changes have been made. Is there a way to highlight revisions after the Tracked Changes are accepted? Thanks. Brian. |
#3
Posted to microsoft.public.word.docmanagement
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Revision Tracking & Highlighting
Word 2007 is the version we are using.
When we do a feedback review, we are generally rewriting parts of the document. In order to make the revisions overwrite the old text, we Accept the Changes. So, you are suggesting that we simply change the view option for the tracked changes and all we will see is the final version with a vertical bar at the side? In addition, anyone modifying the document will need to keep Track Changes on. We manage the changes to documents using SharePoint. That way only certain users can check out and modify the official version of the document. However, we also print copies for distribution to the Operations team. Brian. "Gordon Bentley-Mix at news.microsoft.com" wrote: Brian, I had a bit of a play around to see if there was native Word functionality that would produce this result. What I found is that while there doesn't appear to be anyway to have tracked changes called out _after_ the changes have been accepted, it _is_ possible to track changes using only a vertical line in the left margin. You didn't say what version of Word you are using, but I did my investigation using Word 2003 and the following worked. On the 'Track Changes' tab of the 'Options' dialog, I selected "None" for all of the 'Markup' options except 'Changed lines', which I left as "Outside border". Then I turned on change tracking, and what I got when I made a change was a black vertical line in the left margin. The nice part is that when I set all of the options back to their original values, the settings "cascaded" back into the document. This means that you could track the changes as per usual and then modify the settings prior to publishing the document and be away laughing. One thing to note though: These are "global" settings, not "document specific". This means that if someone with different settings opens the document, their settings will be applied. Therefore, you probably wouldn't want to publish the documents in Word format (which really isn't that great an idea anyway, as they could be easily modified even with protection applied - print 'em or PDF 'em). So I think it is possible to do what you want - almost. Just publish _before_ you accept the changes and you should be sweet. -- Cheers! Gordon Bentley-Mix Word MVP Please post all follow-ups to the newsgroup. Read the original version of this post in the Office Discussion Groups - no membership required! "BWheeler" wrote: We publish reference documents for our engineering and operations staff. These are internally written application notes that get updated from time to time. We use Track Changes now for editing and commenting during the feedback review process. However, we would like to be able to highlight changes to the users after the revision is published. As an example, you will sometimes see technical publications where the most recent changes to the published version have a vertical line in the left margin indicating where changes have been made. Is there a way to highlight revisions after the Tracked Changes are accepted? Thanks. Brian. |
#4
Posted to microsoft.public.word.docmanagement
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Revision Tracking & Highlighting
Brian,
I'm not 100% certain that the same process will work in 2007 as it does in 2003, but I suspect that it does - just haven't had the time to look yet. Exactly how you would go about achieving the desired result is something that you will need to work out for yourself. I was only trying to show that there is a way to highlight changes with just a vertical line in the margin - by configuring change tracking to just use an outside border (which is what I suspect you've seen in other places). This solution isn't perfect because it requires the changes to remain "unaccepted", so it might not work for you. In addition, it's a very "manual" and labour-intensive solution, so there is a lot of administrative control required. However, I can see it working (with a bit of mucking around - you would have to accept all deletions and formatting changes and leave only the additions) if you print the document or publish it to PDF. Unfortunately, if you're going to "publish" in native Word format, then it's probably less than ideal. I'm not sure what role SharePoint would play in all this - if any. Again, this is something you would have to investigate yourself since I don't have access to SharePoint to test. Sorry I can't provide a more elegant solution for you. Unfortunately, the way change tracking works (AFAIK), there's no native Word functionality that allows revisions to be highlighted after a change has been accepted. There may be third-party tools that support this, but out-of-the-box Word doesn't appear to. The best you can do is kludge something together. -- Cheers! Gordon Bentley-Mix Word MVP Please post all follow-ups to the newsgroup. Read the original version of this post in the Office Discussion Groups - no membership required! "BWheeler" wrote: Word 2007 is the version we are using. When we do a feedback review, we are generally rewriting parts of the document. In order to make the revisions overwrite the old text, we Accept the Changes. So, you are suggesting that we simply change the view option for the tracked changes and all we will see is the final version with a vertical bar at the side? In addition, anyone modifying the document will need to keep Track Changes on. We manage the changes to documents using SharePoint. That way only certain users can check out and modify the official version of the document. However, we also print copies for distribution to the Operations team. Brian. "Gordon Bentley-Mix at news.microsoft.com" wrote: Brian, I had a bit of a play around to see if there was native Word functionality that would produce this result. What I found is that while there doesn't appear to be anyway to have tracked changes called out _after_ the changes have been accepted, it _is_ possible to track changes using only a vertical line in the left margin. You didn't say what version of Word you are using, but I did my investigation using Word 2003 and the following worked. On the 'Track Changes' tab of the 'Options' dialog, I selected "None" for all of the 'Markup' options except 'Changed lines', which I left as "Outside border". Then I turned on change tracking, and what I got when I made a change was a black vertical line in the left margin. The nice part is that when I set all of the options back to their original values, the settings "cascaded" back into the document. This means that you could track the changes as per usual and then modify the settings prior to publishing the document and be away laughing. One thing to note though: These are "global" settings, not "document specific". This means that if someone with different settings opens the document, their settings will be applied. Therefore, you probably wouldn't want to publish the documents in Word format (which really isn't that great an idea anyway, as they could be easily modified even with protection applied - print 'em or PDF 'em). So I think it is possible to do what you want - almost. Just publish _before_ you accept the changes and you should be sweet. -- Cheers! Gordon Bentley-Mix Word MVP Please post all follow-ups to the newsgroup. Read the original version of this post in the Office Discussion Groups - no membership required! "BWheeler" wrote: We publish reference documents for our engineering and operations staff. These are internally written application notes that get updated from time to time. We use Track Changes now for editing and commenting during the feedback review process. However, we would like to be able to highlight changes to the users after the revision is published. As an example, you will sometimes see technical publications where the most recent changes to the published version have a vertical line in the left margin indicating where changes have been made. Is there a way to highlight revisions after the Tracked Changes are accepted? Thanks. Brian. |
#5
Posted to microsoft.public.word.docmanagement
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Revision Tracking & Highlighting
You need to make deletions _hidden_. If you say none they will show up in
plain black type. So set Insertions to none Deletions to hidden Changed lines to left,right, or outside border as you choose. Also, you may want to set balloons to never. This should work out just fine for printed and pdf'd copies. For the online users, you could start a new baseline with all the changes accepted. Otherwise, since they are making new changes, wouldn't need to see the document with the default tracking options? PamC Gordon Bentley-Mix at news.microsoft.com wrote: Brian, I had a bit of a play around to see if there was native Word functionality that would produce this result. What I found is that while there doesn't appear to be anyway to have tracked changes called out _after_ the changes have been accepted, it _is_ possible to track changes using only a vertical line in the left margin. You didn't say what version of Word you are using, but I did my investigation using Word 2003 and the following worked. On the 'Track Changes' tab of the 'Options' dialog, I selected "None" for all of the 'Markup' options except 'Changed lines', which I left as "Outside border". Then I turned on change tracking, and what I got when I made a change was a black vertical line in the left margin. The nice part is that when I set all of the options back to their original values, the settings "cascaded" back into the document. This means that you could track the changes as per usual and then modify the settings prior to publishing the document and be away laughing. One thing to note though: These are "global" settings, not "document specific". This means that if someone with different settings opens the document, their settings will be applied. Therefore, you probably wouldn't want to publish the documents in Word format (which really isn't that great an idea anyway, as they could be easily modified even with protection applied - print 'em or PDF 'em). So I think it is possible to do what you want - almost. Just publish _before_ you accept the changes and you should be sweet. We publish reference documents for our engineering and operations staff. These are internally written application notes that get updated from time to [quoted text clipped - 13 lines] Brian. -- Message posted via http://www.officekb.com |
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