The Two-Window Method of Reviewing Changes

If there are many changes in the document, having the tracking on while you are reading can be very confusing. So it is best to have one document “clean” and one with the tracking showing so you can see exactly what was changed.

You will have the document that I sent you. Save it under the file name I gave it, and then save it AS a new file (the next in the hierarchy (see here to understand how I name files). Continuing with that document, I recommend the following:

1. The Reference File

  • Open up the file I sent (e.g. Ckbk-1LY).
  • Reduce the size of the window to the left half of your screen, and use “WEB VIEW.”
  • Turn on the tracking. Make sure it is  “final showing changes.”
  • Turn off the comments. (Click on the dropdown next to “show” and uncheck the comments) as you will see them on the other version, and they just take up space on the screen.
  • This file is for reference. Never make changes to it!

2. The Working File

  • Open up the newly saved file (Ckbk-2CE).
  • Reduce it to the right half your screen, set it to “WEB VIEW.”
  • This is your working document.
  • Turn on tracking.
  • Start working though the document: If there are only a few changes in a paragraph, not them and accept.
    If there are MANY changes, highlight the entire paragraph and accept all the changes. Now read it through, noting comments, answering  queries (easiest to do in the comment itself, adding another comment), and make any more changes needed.
  • If something seems wrong, you can refer to the other document to see what I actually did. If you have to, make  your changes or  add a comment.
  • If you see this: xxxx/??yyyy, it is because you have the option to decide between words to better express your thoughts. You need to delete one word and  the ‘ /??’. If you can’t decide or don’t know, feel free to comment.
  • Text that is highlighted in some color usually indicates something that I am very unsure of.
  • If necessary, use the reference file to check what your original text was, by setting it to “original” (no changes). This might be better than opening up your own original version.You can toggle between original and with tracking.

YOU MUST TRACK EVERY SINGLE CHANGE YOU MAKE. ALWAYS! 

If you don’t track changes, I may not catch them if they are incorrect. This also means that if you want to “REJECT” a change I made, I need to know that!

The second time through I DO NOT read the document as carefully as the first time.  In other words, second-time editing focuses ONLY on sections tracked. If you tell me to review NON-TRACKED sections, I will ADD the number of words to the total word count. (This doesn’t mean that  I won’t review sections again, just that I’m not obligated. Voluntary reviewing on my part does not cost you extra.)

Make sure that when you are ready to send the document back, the only tracking is NEW (i.e your changes). It is easy to see if a particular change is mine or yours by hovering the cursor over the change. You will see who made the change, and when. Also, they will probably be color coded.

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