Office review you really use? Wrong punctuation

Word and PowerPoint in Office all have "review" functionality, which facilitates us to make various amendments to the document, but many people only know the basic usage of the review, and some unique and useful review features are ignored. For example, if a document is repeatedly modified many times so that it is not clear at the end which details have changed, what should be done? Another example is cross-language cross-regional approval of documents, how to get through different language issues? All of these can be resolved through the review function (this article uses Office 2013 as an example).

One-click positioning document modification

Some important documents, such as signed contracts, may be reviewed and corrected several times by multiple people, so that in the end, they will not be able to figure out exactly where they were changed. Then the comparative function of review will come in handy. .

First, the documents before and after the review are saved, for example, one is saved as “before review” and the other is saved as “after review”. Then in Word, switch to the Review tab, click Compare on the toolbar, and select Compare from the drop-down menu to open the dialog box. Click the drop-down button to the right of "Original Document" to directly select the most recently edited document. You can also click on the folder icon next to it to browse and select another document. The same method selects the revised document. Click on the "More" button at the bottom left (click will become "Fewer") to expand the dialog box, and you can also set various different comparison options. Note that this function can not only compare text changes, but also changes in format settings, headers, footers, etc. (Figure 1).

After setting, click “OK” to return. At this time, three documents will appear at the same time. The right side is the original document and the revised document, and the middle one is the comparison document. It shows the approximate position of the modification through the thick red line. The left side shows the specific modification content. Double-clicking on an item can precisely locate the modified point in the document. In this way, you can see at a glance any changes made by others (Figure 2).

Extend text for review comments

With the default settings, Word's annotated fonts are smaller than the text size, and it seems more difficult for people with poor eyesight. With a few steps, we can adjust the size of the annotation fonts.

First switch to the "Start" tab, click the small arrow in the lower right corner of the "Style" toolbar to expand the list of styles, select the "Annotation Text" item in the list. If there is no such item in the list, you can click the "Options" at the bottom of the list first. In the dialog box that opens, select "Show All Styles" (Figure 3). After determining the return to the list of styles, you can find the "Annotation Text" item, click on the drop-down arrow to the right of it, select "Edit" from the pop-up menu, and then set the size of the font for the annotation style in the open dialog box. Yes (Figure 4).

Review open language

If the people reviewing the endorsement documents come from different places, they may use different languages, such as Simplified Chinese characters, Traditional Chinese characters, and English, which may cause reading difficulties (Figure 5). Fortunately, the Word review provides translation translation tools that can help us play the same language.

If the comment is a foreign language, after selecting it, click the "Translate" button on the toolbar and select "Translate Selected Text" (Figure 6) to open the information pane on the right and give the translation information. In this pane, translations can be made for dozens of different languages ​​(Figure 7).

Simplified Chinese and Traditional Chinese translations are relatively simpler. After switching to the Review tab, select the comment text you want to convert, and then click “Fast or Simple” on the toolbar to switch seconds. This technique can sometimes be used in the beautification of PPT. It is very convenient to use Simplified edited text in the process of creating PPT. When editing is completed, for example, Simplified Chinese characters can sometimes be converted into traditional ones for aesthetics. Hold down the Ctrl key, select all the text in the PPT (Figure 8), and then switch to the "Review" tab. Click "Simplify and Reuse" to get a different and beautiful slide (Figure 9).

Remove annoying reviewing wavy lines

Office has a smart technology that uses wavy lines to mark suspected wrong text. Red wavy lines indicate errors, and blue wavy lines indicate that they are not correct. However, Office often "self-made smart", such as opening the "Dream of Red Mansions" in Word, you will see full of red and blue wavy lines, very annoying. Although you can right-click and select "Ignore once," they will appear the next time you open the document.

Here is a way to solve it once and for all. In Word (if not otherwise specified, all methods are also common in PowerPoint), click to switch to the "Review" tab, then click on the "language" in the toolbar, select "Set proofing language" from the drop-down menu, in In the dialog box that opens, check “Do not check spelling or grammar”, click “Set as default”, and click “Yes” to confirm in the pop-up prompt box (Figure 10). Now back in the document, all the wavy lines are gone, so refreshing. When it is necessary to restore, the same as above, reverse selection can be performed.