Inserting Comments

Inserting comments in MS word 2010

We can also insert or add comments in MS word. This is the best feature of MS word because when we insert comments to a document allows and eases us to share it with multiple users without changing the documents. Moreover in multi-user or group work environments, it is very easy and active way to collaborate and comment on document drafts. Using this can also avoids trouble and waste of paper.

During collaboration via emails in groups, this feature can be extremely helpful. While working in groups, people can ask questions on a subject which specifically exists in the document. An individual can simply comment on the text he/she would like to comment on, simply by selecting the text. When bounteous people are collaborating, it will identify that person by name. The name will be displayed with details like when the comment was created. You can also give a different color for each person name.

On the other hand, single users will find this feature of adding or inserting comments in documents handy because it provides the ability to add notes as well as reminders.

It is also possible to add/insert a note or a comment to your document without using this feature but it requires extreme observance and it may become confusing on the part of the user. On the contrary, notes inserted using this commenting feature can easily be hidden, printed or deleted. Furthermore, when the comments are displayed on screen, one can easily see all the comments by opening the reviewing pane.

Steps to add comments in a MS word 2010 document are as following:

(referance link for photo linked above : http://www.dummies.com/how-to/content/how-to-add-comments-in-a-word-2010-document.html)

•  Select the chunk of text on which you want to comment
• On the Review tab, click on the ‘New Comment’ button in the Comments group
• Type your comment in the balloon that appears in the right margin
•  Click the Reviewing Pane button to see the comment

You can also change the initials that will appear on your comments using following steps:

•         Choose ‘Options’ from the File tab’s button menu
•     Choose the General category on the left side of the window
•      Enter your username and initials in the ‘Personalize Your Copy of Microsoft Office area’
•     Click OK button

The linked video will also help you to understand how to add comments in MS Word 2010:

Reference URL: http://www.youtube.com/watch?v=Sm1xI1wWlOY
For more details: Microsoft website.

Strike Through

Strike through is other feature available in MS Word which would be helpful in plenty of ways. This strike through button allowed us to edit and revise things easily via technology and software.

Using this feature you can simply cut the unwanted text. His will appear like a straight line across the middle of the words. For example:  THIS FEATURE OF MS WORD IS VERY SERVICEABLE IN EDITING AND REVISING DOCUMENTS.

This Strike through feature is almost similar to the highlighting tool because in this instead of highlighting you can strike through the selected text you no longer require without actually deleting it. This feature allows an individual to refer his/her previous thoughts also. Moreover, if you decide that the text you strike through may become useful later or in future you can just remove the strike through and reinstate the text easily.

There is also an option in strike through feature in which you can either use single line or double line for editing or revising documents. You can easily manage your proofreading or revising by deciding that one line is representing spelling mistakes and double-line is representing grammatical mistakes in your document.

Most of people don’t know about this extra-ordinary feature and many treat this feature as useless. In my opinion his feature is very supportive and by using this strike through tool we can simply and quickly cut the unwanted words which you don’t require in your document.

Steps to apply single-line strike through are as following:

• Select the text that you want to format
• On Home tab, in Font group, click Strike through

Reference website: http://office.microsoft.com/en-ca/word-help/apply-strikethrough-formatting-HP010368875.aspx

Linked Video : Detailing how to use Strike through feature in MS word

Reference Video URL: https://www.youtube.com/watch?feature=player_embedded&v=O_MjKXEZJ3c

Track Changes

Hello friends! Today, I’m going to post about a useful tool which plays vital role in editing and revising documents. In recent versions of Word, you will find Track Changes on the Tools menu. Track Changes is a way in MS Word to keep track of each and every change you make to a document. Meanwhile, you can choose to accept or reject those changes. This is an amazing tool but initially it is little bit difficult to understand and use.

It is located in review tab of the Microsoft word. Using this tool you can see the changes made to any document. The changes like deletions, additions will appear in different fonts, color or can be underlined/italics/bold, depending upon the settings of your MS word. Also, the deletions will show up in call out balloons that appear in the right-hand margin. Revised words are visible on the saved ‘.dox’ file including all the changes which we have made. 

Using this tool, editing of documents can be done among team members/peers. For example: A supervisor creates a document and emails to all his/her workers and colleagues. Assume, one of the colleagues wants to give feedback. So, he/she can simply edit that document using track changes tool and send back to the supervisor. In this way, supervisor can see what changes are made by his/her colleague.

Through this tool, suggested revisions offered by different team members are easily identified and dated. Moreover, the original writer may accept or reject these changes. A video that shows how to use Track change tool in Microsoft word 2010 is as follows:

Reference URL: Jorgensen, T., (Dec. 23, 2010). How to Use Track Changes in Word 2010. Retrieved 02 27, 2012, Youtube:http://www.youtube.com/watch?feature=player_embedded&v=AUf-IxzXyVk and http://www.youtube.com/watch?v=NHJmj2Gnw0I

Today, I'm going to publish a post about Pros and Cons of the technology which we use to edit and revise documents or files. Technology is very efficient because we can perform difficult task in an easier way. As every coin has two sides, technology also has some advantages as well as disadvantages related to editing and revising field. Some advantages of using technology to edit and revise are listed below:

ADVANTAGES 

• Text is error less 

• Better quality text as well as hand writing 

• Type faster (as compared to old technologies) 

• Presentable easily and accurately using formatting tools 

• Large number of copies at a time 

• Legible documents by computer software Easy to fix mistakes (as compared to written) 

There are also few negative effects of using technology to revise and edit documents. In my opinion, laziness and lack of knowledge are major side effects of technology. In today’s modernized world, people are becoming totally dependent on computers/laptops. 

For example: Most of the people can’t spell out words correctly.

Why? 

Because they are eased with features like, Spell Check. Also, if we keep on revising and editing our documents on computers/laptops we will not learn from our mistakes. Everyone must revise and edit his/her documents once in a while to learn from their mistakes. Some disadvantages of using technology to edit and revise are listed below:

DISADVANTAGES 

• Electronic device required
• Risk of data loss/corruption
• Attachable printer required for hard copy
• Symbol formations is difficult in computer/laptops
• For editing and revising, no electricity required
• Language problems

Videos about editing documents (using Microsoft word or Adobe Photoshop):

These videos clarify about the basics of editing that can be done using Microsoft word or Adobe Photoshop software. It simply includes:

• Deleting text
•  Cut
• Copy
• Paste
•  Select text
• Spell check
• Highlighting text

Basic editing and revising can be learnt through these visuals. Other videos can also be seen on YouTube.

Reference URL links: https://www.youtube.com/watch?v=M-m4DPY_4Uc

https://www.youtube.com/watch?v=St6Mx9Fz5rQ

Comparing Past with Present

Comparing past with present:

Today, I will compare past with present technology and show you how present technology helped us to overcome all the problems. Technology acted as boon for us and reduced our work almost more than half as compared to past times.

•  Do you remember those old times when we use to write, revise and edit documents using type writers?

If we commit font/format mistake or grammar mistake, we have to write that document again using type writer which leads to wastage of time as well as ink. The typewriters are handy and work without electricity. Moreover, a manual typewriter is slower and it takes a lot of time to rectify mistakes. Sometimes, you have to retype the whole page which is harder on your fingers.

I’m really thankful to the advancement, which gifted us computers and followed by a variety of software to edit and revise documents. By the end of 1980’s, personal computers had widely displaced typewriters in most of the uses.

Now days, few people use these typewriters. Computers are used in most of the field where typewriters were required during past. Computers are fast and more precised  We can simply check errors either format or spelling using software installed in these new technical gadgets. Moreover, computers buttons are softer and efficient in response as compared to typewriters. You can delete or edit your mistakes easily and speedily.

This blog will be an intense focus on editing and revising your documents using technology. We will also discuss that how technology has affected the process of editing and revising works or documents. In modern era, manual and electric typewriter are almost outdated. Computers take place of these documentation machines.  Can you imagine how difficult is to re-type a whole document when you realized that it is having few grammar or spelling errors. With advancement of technology as well as features in upgraded soft wares, processing word documents have become relatively easy compared to pre-computer days. For example we don’t need to worry about spelling mistakes while we write because we have software in-build feature of “spell check". Moreover, MS word has the feature which allows writers to insert and delete words, phrases, tables and paragraphs as per their will. My future postings will attempt to explore the things for the conveniences we currently enjoy with the use of technology to edit and revise.