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Figure 27-3. You can display color-coded comments in comment balloons or in the Review ing Pane; in both views, each comment includes the initials of the person who created the comment and a numeric identifier.
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In addition to comment balloons, Word 2003 implements a number of visual cues when displaying comments. For example, notice in Figure 27-3 that in both the balloon and the Reviewing Pane (in the shaded comment bar) the word Comment identifies the information as a 753
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Microsoft Office Word 2003 Inside Out comment. (You can also show insertions, deletions, and formatting changes in balloons and the Reviewing Pane, as described in Tracking Changes on page 774.) The balloons and comment bars in the Reviewing Pane can be color-coded to associate them with particular users, and each comment bar in the Reviewing Pane displays the user name of the person who inserted the comment. As part of the new functionality in Word 2003, comments appear with the initials of the person who created the comment, and comments are automatically numbered sequentially throughout the document. In addition, the content associated with comments now appears shaded in the document to help visually link commented areas to corresponding comments. The shading of each instance of commented content matches the corresponding comment s balloon color, which simplifies identifying who created which comments. The new combination of user initials, comment numbering, and color-coded content shading makes identifying and referring to comments much easier than in past versions of Word, as you can see in Figure 27-3. All these small modifications are part of a new streamlined approach to using comments in Word.
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Configuring Reviewers User Names
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Before you start inserting comments, you need to tell Word how to identify the comments you create. In other words, you need to configure your user name in Word. In fact, each person collaborating on the document must properly configure his or her user name to maximize Word s reviewing features. To set your user name information, you simply configure the settings on the User Information tab in the Options dialog box, as follows:
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1 Choose Tools, Options, and click the User Information tab. 2 In the Name box, type the name you want to use to identify your comments, and enter
your initials in the Initials box, as shown in Figure 27-4.
Figure 27-4. Word uses the User Information name to identify comments in documents.
Par t 5: Collaborating Online and on Team Projects
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3 Click OK to close the Options dialog box.
Keep in mind that the information you enter in the User Information tab is used by all Microsoft Office System programs. Any changes you make to these settings will affect future documents in other Office programs as well. Fortunately, this is not as dire as it sounds. For example, if you re temporarily using someone else s machine to review a document, you can change the name on the User Information tab before you work without affecting existing documents. Then, when you ve finished working with the document on that machine, return to the User Information tab to replace the original information.
Configuring Colors Associated with Reviewers
By default, Word automatically uses a different color for each reviewer s comments and tracked changes in a document. If you prefer all comments and tracked changes to be displayed in a single color, you can change the default setting by accessing the Track Changes options using one of the following techniques: Changes dialog box opens, as shown in Figure 27-5.
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On the Reviewing toolbar, click Show and choose Options on the menu. The Track
Figure 27-5. By default, comments, insertions, deletions, and formatting changes are displayed in a different color for each reviewer. Choose Tools, Options, and click the Track Changes tab. The options on the Track
Changes tab in the Options dialog box are the same options available in the Track Changes dialog box. On the Track Changes tab, you can specify a color for all comments, insertions, deletions, and formatting changes by selecting a color in the Color lists. By default, By Author is selected in the Color lists, which means that Word automatically assigns a different color to every person who inserts comments or tracked changes. Keep in mind that this setting doesn t always color-code each person s changes with the same color every time. Instead, the By Author option simply guarantees that every person s marks will appear in a distinct color each person s color will 755
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