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Adjusting Balloon Size and Location for Online Viewing
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Balloons are a relatively new feature, first appearing in Word 2002; therefore, you might find that they take some getting used to, especially if you ve frequently used comments and tracking tools in earlier versions of Word. To help you customize this new feature to suit your working style, Microsoft provides a couple of options you can use to control the size and position of balloons when you choose to view them. In fact, you can control balloon width and location for online viewing as well as for printing purposes. In this section, we ll look at configuring the online presentation of balloons. For more information about configuring balloons for printing, see Printing Comments on page 772. To set balloon width and specify whether balloons are displayed in the right or left margin, you must configure the Track Changes dialog box (or the Track Changes tab in the Options dialog box), as follows:
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1 Open the Track Changes dialog box by clicking Show on the Reviewing toolbar and choosing Options on the menu, or choose Tools, Options, and click the Track Changes tab.
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2 Make sure that the Use Balloons (Print And Web Layout) list box is set to Always or
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Only For Comments/Formatting.
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3 Click the Measure In arrow, and select whether you want to measure balloons by using
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inches or percent of the page. For more information about the Inches and Percent options, see the sidebar Sizing Balloons Inches vs. Percent.
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4 In the Preferred Width box, enter a percentage or measurement (in inches) for the
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width of the balloons.
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5 In the Margin box, choose the Left or Right option to specify on which side of the document text you want balloons to appear.
6 Click OK to apply the balloon settings.
Unfortunately, you can t preview how your balloon settings will be displayed from within the Track Changes tab. Your best bet when configuring balloons is to try a few settings and see which setting works best for you on your monitor. 768
Par t 5: Collaborating Online and on Team Projects
Revising Documents Using Markup Tools
Inside Out
Sizing balloons inches vs. percent When you size balloons, Word configures them without compromising the document s content area. This is accomplished by expanding the view of your document (not by reducing the doc ument s content area). To clarify, let s look at the two sizing options: Inches and Percent. When you use the Inches setting, you provide a set size in which your balloons will appear in your document s margin. For example, if you specify 2 inches, your page s view will expand so that balloons will be displayed within a 2-inch-wide area, starting from the docu ment s margin. Similarly, if you size balloons using the Percent option, the balloons will be displayed as a percentage of the page s size without compromising the document s content area. For example, if you specify balloons to be 100 percent, the balloons will be sized equal to 100 percent of the page, and the width of your page s view will be expanded accordingly (dou bled, in this case). You can easily see how balloons will be displayed relative to the current document by saving a setting (using Inches or Percent) and then viewing your document in Print Preview mode by clicking the Print Preview button on the Standard toolbar.
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Reviewing Comments
Let s say your document has made its rounds, and now it s up to you to review the comments reviewers have inserted into the document. You can review comments only, or you can review comments while you review tracked changes. In this section, we ll look at the process of reviewing comments only. (For more information about reviewing tracked changes, see Tracking Changes on page 774.) To review only comments, you must first hide tracked changes. To show comments without displaying tracked changes, display your document in Web Layout, Print Layout, or Reading Layout view, and then follow these steps:
1 If necessary, choose View, Markup to show tracked changes and comments in your
document. The Markup command on the View menu is a toggle command that you can use to show and hide markup in documents.
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