Change the way tracked changes and comments look - Word

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Change the way tracked changes and comments look

Applies to: Microsoft Office Word 2003

Do one of the following:

Show Change the size or appearance of balloon text

The size of the balloon (balloons: In print layout view or Web layout view, markup balloons show markup elements, such as comments and tracked changes, in the margins of your document. Use these balloons to easily see and respond to reviewers' changes and comments.) text is controlled by the point size used in the Balloon Text style.

On the Format menu, click Styles and Formatting.
Under Pick a formatting to apply, right-click the Balloon Text entry, and then click Modify.
If the Balloon Text style isn't visible, display it.
How?
1. In the Show box, click Custom.
2. In the Format Settings dialog box, under Styles to be visible, select the Balloon Text check box, and then click OK.
Select any options you want.
To see more options, click Format, and then click the attribute that you want to change.
Click OK after you've changed each attribute, and then repeat for any additional attributes you want to change.

Notes

Changing the Balloon Text style will also affect the appearance of text in the Reviewing Pane.
With the exception of the point size of the font (font: A graphic design applied to all numerals, symbols, and alphabetic characters. Also called type or typeface. Arial and Courier New are examples of fonts. Fonts usually come in different sizes, such as 10 point, and various styles, such as bold.), the text in the balloons for inserted or deleted items will resemble the inserted or deleted text as it appears in the document.

Show Tip

To use the modified style in new documents based on the same template (template: A file or files that contain the structure and tools for shaping such elements as the style and page layout of finished files. For example, Word templates can shape a single document, and FrontPage templates can shape an entire Web site.), select the Add to template check box. Microsoft Word adds the modified style to the template that is attached to the active document (active document: The document in which you're working. Text you type or graphics you insert in Microsoft Word appear in the active document. The title bar of the active document is highlighted.).

Show Change the default style for comment text

You can use standard formatting commands to modify the text in comment balloons (balloons: In print layout view or Web layout view, markup balloons show markup elements, such as comments and tracked changes, in the margins of your document. Use these balloons to easily see and respond to reviewers' changes and comments.) as you type.

On the Format menu, click Styles and Formatting.
Under Pick a formatting to apply, right-click the Comment Text entry, and then click Modify.
If the Comment Text style isn't visible, display it.
How?
1. In the Show box, click Custom.
2. In the Format Settings dialog box, under Styles to be visible, select the Comment Text check box, and then click OK.
Select any options you want.
To see more options, click Format, and then click the attribute that you want to change.
Click OK after you've changed each attribute, and then repeat for any additional attributes you want to change.

Show Tip

Show Change other display and layout options

On the Tools menu, click Options, and then click the Track Changes tab.
Do one of the following:
Change the color used for tracked changes
- Under Markup, next to Color, click a color.
Note By default, Microsoft Word uses a different color for each reviewer. To restore this functionality, click By author.
Show or hide balloons
- In the Use balloons (Print and Web Layout) box, click an option.
Notes
- If you hide balloons (balloons: In print layout view or Web layout view, markup balloons show markup elements, such as comments and tracked changes, in the margins of your document. Use these balloons to easily see and respond to reviewers' changes and comments.) (Never option), both insertions and deletions will be shown in the body of the document, and comments (comment: A note or annotation that an author or reviewer adds to a document. Microsoft Word displays the comment in a balloon in the margin of the document or in the Reviewing Pane.) will be displayed in ToolTips. Formatting changes will be visible when you view your document in Final or Final Showing Markup mode.
- If you show balloons for comments and formatting only (Only for comments/formatting option), both insertions and deletions will be shown in the body of the document, and comments (comment: A note or annotation that an author or reviewer adds to a document. Microsoft Word displays the comment in a balloon in the margin of the document or in the Reviewing Pane.) and formatting changes will be displayed in balloons.
Change balloon layout or margin width
You can adjust layout for either of the following:
Screen
- Under Balloons, adjust the values in the Preferred width, Margin, and Measure in boxes.
Paper

Under Printing (with Balloons), next to Paper orientation, do one of the following:
- To let Microsoft Word decide the orientation that will provide the best layout for your document, click Auto.
- To print the document with the orientation specified in the Page Setup dialog box, click Preserve.
- To allow the most room for balloons (balloons: In print layout view or Web layout view, markup balloons show markup elements, such as comments and tracked changes, in the margins of your document. Use these balloons to easily see and respond to reviewers' changes and comments.), click Force Landscape.
Alter the appearance of changed lines
Do one of the following:
- Clear changed lines In the Changed lines box, under Markup, click (none).
- See and print changed lines to the right of the text In the Changed lines box, under Markup, click Right border.
  Note In normal view (normal view: A view that shows text formatting and a simplified page layout. Normal view is convenient for most editing and formatting tasks.), all changed lines appear on the left.
- Display and print changed lines in the left margin of even-numbered pages and in the right margin of odd-numbered pages In the Changed lines box, under Markup, click Outside border.
  To use this option, you must have selected the Different odd and even check box on the Layout tab in the Page Setup dialog box (File menu), and you must use print layout view (print layout view: A view of a document or other object as it will appear when you print it. For example, items such as headers, footnotes, columns, and text boxes appear in their actual positions.). If this option is not selected, Word displays the changed lines in the left margin of all pages. In normal view, all changed lines appear on the left.

Screen

Paper