If you do decide to allow people to edit the Document you’re sharing with them you may want to Track any Changes, that way you can see where Changes were made, what Changes were made. It’s called Markup and we’re going to talk about all of this in this movie. As we continue with our Landon Hotel Guide Document you can open LH_Guide1302 if you’re skipping to this movie. All right, so let’s say we are going to make a Change to the color of this heading. Well, before we do it you can go to Track Changes, here under the Review tab, give it a click and turn it on from here.
Control + Shift +E is also a keyboard shortcut that works. You can see it’s now highlighted just to remind us that it is turned on. Now, we also get to choose the Markup so what is going to be Displayed for Review, click the drop-down. We can see Simple Markup, simple changes, All Markup, including Comments and so on, No Markup at all, or just look at the Original. So when it starts to get a little bit crowded with Comments and Markup, and changes, you may want to go back to the Original just to see what it looked like or look at the Changes without any Markup.
These are all options but we’re going to leave Simple Markup selected for now. Also, under Show Markup you can see, we can choose what’s going to be visible off the top, Comments, Ink, Insertions and Deletions, Formatting, any Balloons you can see like a Comment Balloon is only going to show Comments and Formatting in the Balloon. Specific People, All Reviewers is checked off, we’ll be able to see this. Okay, so with Track Changes turned on let’s make a Change. So let’s go into our heading here, click and drag across it, and we’ll go to the Font Color drop-down, and choose a different purple and see what that looks like.
So that’s a Change that’s been made. We know that a Change has been made by this little marker that we see in the left hand side. And we can click it to show Tracked Changes. You can see here a Change that was made a few seconds ago. Also, you’re going to see the Comment that was made. Now if you want to another option is to simply open up the Reviewing Pane that’s another drop-down arrow that you can click to place it Vertically or Horizontally. I like it Vertically over here on the left.
Now you can go actually through all of the Revisions including Comments and you can see the Formatting Changes that were made here as well. Okay, let’s try something else, let’s make another Change. We’ll scroll up to the top of our Document here, looks like this color needs to be changed. We can click and drag across it as well and change the Font Color to that purple if we like. And that’s another Change that’s being made and Tracked over here in our Revisions. Now at any time we can go back to Show Markup, click the drop-down and choose things that we don’t need to see, like the Comments for example.
See how they disappear and we’re only seeing the Revisions that were made. And then we may want to go back and see those again. But as we’re looking at the entire Document, maybe we want to just look at with no Markup. We still see the Changes, like the colors that have been changed. The Revisions appear over here but we’re not seeing any of the Markup in our Document. But when we want to see it all we can choose All Markup to see everything that’s happening, Comments, replies to those Comments, Formatting Changes, etcetera. So when you want to share your Documents with others you may want to Track the Changes that are being made so you can see exactly what was made, when it was made, and how the Change was made as well.