Chapter 10. Reviewing and Viewing Word Documents
Word offers a lot of tools to help you review your documents, including spelling and grammar checking, AutoCorrect to instantly fix common mistakes while you type, and find and replace tools to help you look through documents for words or phrases you need to change or check. In addition to these basic proofreading tools, you can use tracking tools to help you keep review changes made by multiple users to the same document. For example, if you share a report with several co-workers, you can turn on the Track Changes feature and easily see who makes what changes and compare them all.
Word also offers numerous ways to view your documents using View modes. You can switch View modes to see how your document looks when printed or in a web browser, or you can use the Read mode to read through your document just like a book. You can also zoom in or out of your document to get a better look at text or page elements and layout.
Tracking Changes with Document Reviewers
If you share your documents with other Word users in an editorial environment, you can turn on Word’s Track Changes feature and keep track of who makes what changes to the text.
Click the Review tab.
Click the Track Changes arrow.
Click Track Changes to turn on the feature.
The button turns dark gray when Track Changes is on.
Tip: Lock It
To lock the tracking feature on, select the Lock Tracking option from the drop-down menu. The Lock Tracking dialog box opens, and you must assign a password. Type a password, confirm the password, and then click OK. 
Tip: Review Changes
When everyone finishes editing a document, you can review the changes. See the task “Accepting or Rejecting Changes,” later in this chapter, to learn how.
Any revisions made to the document appear in this pane, along with the name of the person who made the changes.
Click an item in the list to quickly move to its location in the document.
To close the pane, click the Close button (x).
Note: Reviewing Pane
Be aware that although the button on the Review tab says Reviewing Pane, the actual pane says Revisions in its title.
Tip: Change the Pane
You can click the down arrow next to the Reviewing Pane button on the Review tab and choose whether you want to display the pane on the left side or at the bottom of the document.
Adding Comments
Comments enable you to share feedback and commentary on documents with other people. They appear in the markup area in the right margin of a document or on the Reviewing Pane.
Click where you want to insert a comment, or select the text relating to the comment.
Click the Review tab.
Click New Comment.
Word displays a comment box in the markup area in the right margin.
Type your comment text.
Tip: View Comments on the Reviewing Pane
Optionally, you can also view comments on the Revisions pane. To open this pane, click the Reviewing Pane button on the Review tab.
Tip: Edit It
To edit or add to a comment, click it and type your changes. You can edit in a comment balloon or on the Reviewing Pane.
When you finish entering a comment, Word displays it as a balloon icon in the right margin.
Click to add a reply to a comment.
Click in the document (not in the markup area) to close it.
Tip: Remove It
To delete a comment, click it and click the Delete Comment button on the Review tab. To delete all comments, click the down arrow and select Delete All Comments in Document.
Viewing Document Markup
If you are reviewing a document and keeping track of changes you and other users make, you can change the way in which you view those changes—called markup. You can choose to view all the changes, just the simple changes, no markup at all, or the original document.
Click the Review tab.
Click the Markup drop-down arrow.
Click a markup setting.
Word applies the new view; in this example, all the document markup displays.
Tip: Choose Your Markup
You can use the Show Markup drop-down menu on the Review tab to specify exactly which types of markup changes to view in a document, including comments, insertions and deletions, and formatting changes.
Tip: Use the Reviewing Pane
It helps to have the Reviewing pane open as you check changes; you can quickly see details about who made the change or added comments. Click the Reviewing Pane button on the Review tab to display the pane.
Accepting or Rejecting Changes
After using Word’s Track Changes feature to record everyone’s changes to a document, you can go through and decide which edits to keep or disregard.
With the edited document displayed, click the Review tab.
Click Next Change.
Word highlights the first edit.
Click Accept to okay the change and move to the next edit.
Click Reject and Move to Next to forgo the change and move to the next edit.
When you complete the review, you can turn off the tracking feature; click Track Changes.
Tip: More Options
Click the Accept button’s drop-down arrow to view a menu of more options, such as accepting all the changes in the document.
Tip: Comparing Documents
If reviewers have made changes to two of the same file, click the Review tab and click Compare. Then click Compare to compare the two documents, or click Combine to combine the two documents into one.
Exploring Document Views
Word offers several view modes you can use to view your document. The default view, Print Layout, shows you how your document will look when printed. You can switch to Web Layout view to see how your document looks in a web browser, or Read Mode to view your document much like a book, with side-by-side pages.
Click the Print Layout button.
Word displays the document in Print Layout view mode (the default view).
Click the Read Mode button.
Word displays the document in Read mode.
Click the navigation arrows to move back and forth between pages.
Tip: Viewing Other Elements
You can find other ways to view your document, including viewing elements such as the ruler or gridlines, through the View tab.
Word displays the document in Web Layout view mode.
You can also change view modes through the Ribbon’s View tab; click the View tab.
Click a view mode.
Tip: More Views
You can also view your document in Draft mode, which hides any graphics elements, so you can focus on just the text. If your document is composed of headings and document levels, you can use Outline mode to see your document in an outline format. Both options are available as buttons on the View tab. See Word’s Help feature to learn more about using Draft and Outline modes.
Zooming In and Out of Documents
You can use the Zoom controls to zoom in and out of a document. Zooming in increases the magnification level, enabling you to enlarge the document for a closer look. Zooming out decreases the magnification level, enabling you to see more of the page.
To quickly zoom in or out, drag the Zoom slider on the Zoom bar.
Drag the Zoom slider right to zoom in.
Drag the Zoom slider left to zoom out.
Drag the slider to the middle to return to 100%.
Tip: Click Trick
You can also click on the Zoom bar to change the magnification, or click the plus or minus signs at the end of the bar.
To set a specific zoom percentage, click the Zoom button on the View tab.
Word opens the Zoom dialog box.
Choose a zoom setting.
Type a percentage number here to set a specific zoom amount.
Click OK and Word applies the zoom.
Note: More Zoom Tools
The View tab includes buttons for zooming quickly to 100% or choosing to display multiple pages, full page width, or a single page.