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MODULE

Learning Outcomes

Meeting, Travel, and News Documents15

• View, insert, respond, mark done, and delete comments.• Track changes, show markup, review changes, and accept or reject

changes.• Design and format meeting, travel, and news documents.• Enhance communication skills.• Build keyboarding skills.

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• Comments enable multiple reviewers to critique and insert remarks or annotations.

• Comments generally display in balloons in the right margin.

• Ensure that your name and initials are in the User name and Initials box on your computer before you enter comments.

• Click Previous or Next to navigate from one comment to another.

Comments Lesson 84

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1. Select the text or click at the end of the text on which you wish to comment, and click New Comment to display the Comment balloon.

2. Key the comment you wish to make.3. To edit a comment, click in the balloon of

that comment and key the changes you want to make.

Review/Comments/New CommentTo insert or edit a new comment:

Comments (cont.) Lesson 84

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1. Click Reply in the top right corner of the balloon.

2. Key your response below your name in the balloon that displays.

Comments (cont.)To reply to a comment:

Lesson 84

Reply icon

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1. Right-click the balloon containing the comment you want to mark done.

2. Click Mark Comment Done. The comment is dimmed.

Comments (cont.)To mark a comment done:

Lesson 84

A comment marked as done can be restored should you need to read it.

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1. Click in the balloon containing the comment you wish to delete.

2. Click Delete.-or-

3. Right-click the balloon containing the comment you want to delete.

4. Click Delete comment.

Review/Comments/DeleteTo delete a comment:

Comments (cont.) Lesson 84

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Agenda Design Lesson 84

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1. Click Track Changes to turn tracking on; the button is shaded.

2. To turn tracking off; click the shaded Track Changes button.

Review/Tracking/Track ChangesTo turn Track Changes on or off:

Track Changes Lesson 85

Off On

Tracked changes show suggested revisions or changes in a document in the form of insertions, deletions, and formats without the document itself changing.

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• Markup provides options for viewing changes that have been tracked. • Display for Review: Choose how to review

proposed changes in the document.• Show Markup: Choose the type of markup to

show in the document.• Reviewing Pane: Show revisions in a vertical or

horizontal pane.

Markup Lesson 85

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1. Display the markup options.2. Check options that you wish to display and

deselect options that you do not want to display.

Review/Tracking/Show MarkupTo show markup:

Markup (cont.) Lesson 85

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• Markup provides four options for viewing changes that have been tracked. • Simple Markup: Shows comments and the

document as it would look if all changes are accepted. Lines on left indicate corrections.

• All Markup: Shows the document with all proposed changes included.

• No Markup: Shows the document as it would look with all changes accepted.

• Original: Shows the document before changes were made.

Display Markup for Review Lesson 85

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Markup Illustrations Lesson 85

Simple Markup

All Markup

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Markup Illustrations (cont.) Lesson 85

No Markup

Original

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1. Click Reviewing Pane to display the options.2. Select either Reviewing Pane Vertical or

Reviewing Pane Horizontal.

Review/Tracking/Reviewing PaneTo view a summary of track changes and comments:

Reviewing Pane Lesson 85

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1. Click Previous or Next to move to a change. 2. Select one of the options:

a. To accept a change, click Accept and Move to Next.

b. To reject a change, click Reject and Move to Next.

c. To accept all changes at once, click Accept All Changes.

d. To reject all changes at once, click Reject All Changes.

Review/Changes/Previous or NextTo accept or reject changes:

Review Changes and Comments Lesson 85

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Minutes Design Lesson 85

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1. Display the Track Changes Options dialog box.

2. Click Change User Name. 3. Key the appropriate name and initials and

click OK.

Review/Tracking/Dialog Box LauncherTo change user name and initials:

Advanced Tracking Options Lesson 86

Change User Name

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1. Click Advanced Options button.2. Note the defaults for tracking the various

types of changes. Click OK without changing defaults.

Review/Tracking/Dialog Box LauncherTo view the Advanced Track Changes Options defaults:

Tracking Options Lesson 86

Advanced Options

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Itinerary Design Lesson 86

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News Release Design Lesson 87

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• Your work in this project focuses on helping Patrick J. Hess, manager of Hess Office Park, prepare documents for the upcoming quarterly Board meeting of the Hess Office Park.

• You will draft documents for Board review, and then incorporate recommended changes and finalize documents.

• You also prepare other documents for Mr. Hess.

Hess Office Park Lesson 88

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• Use the standard Hess memo and news release forms.• Apply Retrospect theme and default style to each document.• Use the same heading and format for all meeting, travel, and news documents you prepare; just

change the name of the document. Save as a Quick Part to be more productive.

Hess Office Park—SOPs Lesson 88