Track changes: Display for review options (Word 2010 and 2013)

July 24, 2015 at 1:54 pm

People who use Track Changes sometimes find the Display for Review options confusing.  For one thing, some users don’t realize that changing the Display for Review option to “Final” (or, in Word 2013, “No Markup”) doesn’t actually remove the revision marks – for insertions, deletions, formatting changes, moves, etc. – from the document.  Rather, it merely lets you preview the document as it would look if you accepted all of the changes.[1]

For another thing, the wording of the options isn’t particularly easy to understand.  And the wording has changed between Word 2010 and Word 2013, but remains somewhat obscure.

This post is intended to help clarify the various Display for Review options available in Word 2010 and Word 2013.

Display for Review Options in Word 2010

In Word 2010, the Display for Review options are as follows:

Original

This option shows the document as it appeared before any insertions, deletions, moves, formatting changes, etc.

Original: Show Markup

This option shows the original document, along with revision marks for any insertions, deletions, formatting changes, and moves[2].

Note that this option appears different from the Final: Show Markup option only if you have chosen to display changes in balloons.[3]  If so,  you’ll see the following differences:

  • Original:  Show Markup displays deletions (including moved text in its original location, i.e., before it has been moved) inline, with insertions (as well as formatting changes and comments) displayed in balloons in the right margin – as if the revisions are planned, but not completed yet.
  • Final:  Show Markup displays insertions (and moved text in its new location, after it has been moved) inline, with deletions (as well as formatting changes and comments) displayed in balloons in the right margin – as if revisions have been completed.

If you don’t show balloons, or show them only for comments / formatting, there is no apparent difference between the two options.

Final:  Show Markup

This option shows revision marks for all insertions, deletions, moves, formatting changes, etc. that have been made in the document.

Final

This option shows the document as if all proposed revisions have been accepted.

Display for Review Options in Word 2013

The Display for Review Options in Word 2013 are somewhat different from those in Word 2010. They are as follows:

Original

This option shows the document as it appeared before any insertions, deletions, moves, formatting changes, etc.

Simple Markup

Choosing Simple Markup means that the document appears as if all of the changes have been accepted – that is, as if insertions and deletions have been made – but with vertical lines in the margins next to portions of the document to indicate where text has been inserted, deleted, reformatted, and/or moved.

  • Red vertical lines indicate that markup exists, but is hidden.  To display the markup, left-click any of the red lines.
  • Gray vertical lines appear when the markup is displayed (similar to the All Markup option).  To hide the markup again, left-click any of the gray vertical lines.

All Markup

This option shows revision marks for all insertions, deletions, moves, formatting changes, etc. that have been made in the document.  If you have chosen to display revisions in balloons, insertions appear inline, whereas deletions (along with moves, formatting changes, and comments) appear in balloons in the margin.[4]

No Markup

Like the “Final” option in Word 2010, this option shows the document as if all proposed revisions have been accepted.

Remember, this option does not mean that revision marks have been removed from the document.  It’s just a way of previewing what the doc would look like if all of the proposed edits – insertions, deletions, moves, and formatting changes – had been accepted.

___________________________________________________________

[1]  The only way to remove the revision marks is to accept or reject each and every change, and to delete each comment.  Then you must save the “cleaned” document before closing it.  If you close the cleaned document without saving, the revision marks remain in the document.

NOTE: It’s always a good idea to run the Document Inspector – from the File tab, Check for Issues, Inspect Document – after accepting / rejecting the changes and deleting the comments just to make sure that you didn’t miss anything.  (TIP:  I always uncheck “Headers, Footers, and Watermarks” even before running the Document Inspector so that I don’t inadvertently delete headers and footers from the document.)  Again, be sure to save the doc after running the Document Inspector.

[2]  You can disable revision marks for moved text and/or formatting changes if you like.  In Word 2010, click the bottom portion of the Track Changes button (in the Tracking group on the Review tab), then choose “Change Tracking Options…”  When the Track Changes Options dialog opens, you can uncheck (disable) Track Moves and/or Track Formatting.  If you prefer to show revision marks for moved text and/or formatting changes, you can choose from among several different display options.

In Word 2013, click the dialog launcher and when the collapsed Track Changes Options opens, click “Advanced Options” to disable or configure revision marks for moved text and/or formatting changes.

[3]  There are two ways to enable balloons in Word 2010.  From the Tracking group on the Review tab, do one of the following:  (1)  click the Track Changes drop-down and choose Track Changes Options…., then under Balloons> Use Balloons (Print and Web Layout), choose “Always”; or (2) click the Show Markup drop-down, Balloons, and choose Show Revisions in Balloons.

[4]  There are two ways to enable balloons in Word 2013.  From the Tracking group on the Review tab, do one of the following:   (1)  click the dialog launcher to open the Change Tracking Options dialog and, from the drop-down labeled “Balloons in All Markup view show,” choose “Revisions”; or (2) click the Show Markup drop-down, Balloons, and choose Show Revisions in Balloons.

 

 

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