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Tag Archives: Word2013

How do I know when Track Changes is turned on? Word 2007, 2010, 2013 and 2016

This article quickly explains how you know when track changes is turned on.

Do also read these articles to find out more about track changes: what Track Changes is, why we use it and where to find it, and how to customise Track Changes to suit our own preferences and learned how to work with a document that has Tracked Changes.

We turn on track changes to make sure that whoever else is using the document can see what changes (additions, deletions, moving text) we have made in the text. If you are working with an editor, they will typically turn track changes on so you can see what they have suggested. When my clients send me back amendments to a text they’re working on, I ask them to turn track changes on so I can see easily what they have done to the document.

How do I know when track changes is turned on in Word 2007 and Word 2010?

Word 2007 and Word 2010 look a bit different from later versions.

When track changes is turned on, you will see the button highlighted in orange:

This means that every change you make will be displayed in Word and other people will be able to see them if they have the correct view in their version of Word.

If the button is white, like the rest of the area, track changes it not turned on.

How do I know when track changes is turned on in Word 2013 and Word 2016?

Word 2013 and Word 2017 look different and the highlighting is more difficult to see, in my opinion.

When track changes is turned on, you will see the button highlighted in blue-grey:

This means that every change you make to the document will be displayed in Word and other people will be able to see them if they have the correct view in their version of Word.

When track changes is off, the button will be white, like the rest of the area.

If you want highlighting to be in a different colour, you will need to change the theme, and that’s for another article!


This article has taught you how to check whether you have track changes turned on in your Word document. See the links below for more track changes articles.

If you have found this article useful, please share or “like” it using the buttons below, or leave me a comment to tell me what you think. Thank you!

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, 2010, 2013 and 2016 all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Relevant articles on this website

Track changes 1 – why use it, where can you find it, what can you do with it?

Track changes 2 – customising Track Changes

Track changes 3 – working with a document with tracked changes

How do I accept one reviewer’s changes?

Why are my tracked changes changing colour?

 

 
 

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How do I move text using my Navigation pane in Word? How do I reorder the headings?

If you have set up Headings styles in your Word document, you can use the Navigation pane to move sections around the document without having to use cut-and-paste and endless scrolling. This article tells you how.

 

Note that this only works if you have applied headings styles to your document, i.e. marked your headings as Heading 1, Heading 2, etc. (see information on how to do this here).

How do I access the Navigation pane?

Please see this article with screen shots if you need help viewing the Navigation pane:

Press Control-F

or

View tab, tick the box next to Navigation Pane Show

How do I use the Navigation pane to move text?

You can use the Navigation pane to move all of the text under one heading. If you choose a heading with sub-headings, all of the text in the sub-headed sections will also move.

First, click on the heading for the text you want to move:

You can see that you will navigate to that heading in the document itself.

Then keep left mouse button clicked down and drag the heading up or down the list of headings (it will scroll automatically if you reach the top or bottom). A black line will appear at the insertion point:

When you’ve got the heading where you want it, let go of the mouse button to drop it into position. The whole of the text under that heading (including the text under any sub-headings) will have now moved:


This article has taught you how to move text under headings using the Navigation pane in Word. I hope you’ve found this article useful. Do please add a comment or use the sharing buttons below if you have found it useful or interesting. Thank you!

Other useful articles on this blog

Applying Heading Styles

How to Access the Navigation Pane

 
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Posted by on January 31, 2018 in Word, Writing

 

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How do I view my Navigation pane in Word? How do I see the headings in a list?

If you have set Headings Styles in your Word document, you can view the headings in your document using the Navigation pane. This article tells you how.

Why do I need to look at the Navigation pane?

If you have a long document with lots of headings, it’s really useful to get a view, a bit like a Contents page, showing all your headings and sub-headings.

The Navigation pane also gives you a handy way to move sections of your document around without too much copy-pasting and scrolling. Watch out for instructions on that, coming soon!

Note that this only works if you have applied headings styles to your document, i.e. marked your headings as Heading 1, Heading 2, etc. (see information on how to do this here). If you haven’t applied headings styles, Word can’t know what’s a heading and what’s normal text, so won’t be able to display your headings in the Navigation pane.

How do I access the Navigation pane?

Initially, your document will look like this: just the text on a page:

There are two ways to access the Navigation pane:

1. Press the Control and F keys at the same time.

2. Go to the View tab and tick the box next to Navigation Pane Show

In both cases, if you have headings set up in your document, you will now see the Navigation pane on the left-hand side of your screen:

You can see here that you have the top-level headings and sub-headings showing in your Navigation pane.

Make sure you are in headings view by checking the tabs at the top. You should be on the left-hand one:

How do I use the Navigation pane?

You can click on any heading in the Navigation pane to move directly to that heading in the document. For example, clicking on the “All about Twitter” heading in my Navigation pane will take me to that heading:

You can also use the Navigation pane to move chunks of text around, but I’ll talk about that in another article.

How do I close the Navigation pane?

You can close the Navigation pane using the x in the top right corner of the pane, or by unticking Navigation pane show.


This article has explained what the Navigation pane is, why you might find it useful and how to use it to view your document headings.

I hope you’ve found this article useful. Do please add a comment or use the sharing buttons below if you have found it useful or interesting. Thank you!

Other useful articles on this blog

Applying Heading Styles

 
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Posted by on January 17, 2018 in Word, Writing

 

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How do I combine Word documents without losing the formatting?

I’ve written about how to combine Word documents in this article. But what if combining documents loses the formatting?

I had a question in a comment from someone who had used my method to combine several chapters of a textbook. But the formatting all got lost. What should she do?

How to combine Word documents and not lose the format

Before you combine the documents into one big document, add a Section Break at the end of each document you want to combine.

I’ve covered this in more detail in this article, but here’s a summary with a screenshot from Word 2013.

  • Go to the Page Layout tab
  • Find the Breaks section and drop it down using the little arrow
  • Select Section Break – Next page

Once you’ve done this to all your documents, combine them. You might find you have some extra blank pages at the end of sections: turn Paragraph Marks on (see this article for how to do that) so that you can see your Section Breaks. Carefully delete the blank pages but leave the section breaks there.

This should retain your individual formatting in each individual document that you’ve combined.


If you’ve found this article on how to combine Word documents without losing the formatting, useful, please comment or share using the buttons below. Happy document-combining!

Other useful articles on this website

How do I combine several Word documents?

How do I insert section breaks in Word?

Viewing paragraph marks and other mark-up

 
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Posted by on December 21, 2017 in Copyediting, Short cuts, Word, Writing

 

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How do I make my picture appear next to my comments in Word 2013 and 2016?

Here’s a problem: when I add comments to a Word document don’t show my picture by them although I’m signed in to my Microsoft account. This article explains how to make sure that your personal picture appears in your Word Comments (in Word 2013 and going forward to 2016 and beyond, for PC). If your picture has disappeared from your Word comments, it tells you how to get it back. If you don’t want to see your picture in Word comments, it tells you how to remove it.

I always try to be responsive to my commenters (see this post on comments for why!) and so I’m writing this post as a direct consequence of a comment I received on one of my articles about comment boxes in Word.

The basic problem is this: you can have your image appear next to your comments in Word. Because Word 2013 and beyond are designed largely to be used with an active subscription account with Microsoft, it can pull details from your Microsoft account through to the software to enhance your user experience.

Why would you want your image next to your comments?

I’m going to repeat the comment here (with many thanks to commenter and correspondent Lark Lands) so you can see what the problem is and why it’s important:

I have Word 2013 and from the time I first started using it when I click on the Review tab and insert a new comment it would appear showing my name and my Microsoft “account picture” plus the typed comment. Now the account picture has disappeared and all you see is that icon of a generic person. Because I’m a medical editor who is constantly working on files with comments from many different people the photo is actually useful because at a glance I can whiz through a 40-page document, just slowing down when I see the photo in order to see if people have responded to my comments.

So this comment writer uses the picture to scan down and find their own comments.

Please remember the golden rule of Track Changes and Comments here, however: how you choose to display your Word document comments and changes has no effect on what your client sees. So you can add your picture to your own view, but don’t expect this to carry through to your client’s or collaborator’s view of the document.

Where is the picture in my comments in Word?

In Word 2013 or 2016, you might see a picture in your comments: it will appear in this position if you have it set up to show pictures:

Picture appearing in comment in Word

The arrow is pointing to the placeholder picture (if you’re not logged into your Microsoft account online) or your own picture (if you are logged in)

If you don’t have pictures enabled, your comments will look like this:

Comment in word with no picture attached

How do I add or remove my picture from Word 2013 comments?

The first thing you need to do here is to make sure that you’re logged in to your online Microsoft account. If you don’t do this, the “picture” that appears by your comment will just be a little placeholder symbol and your efforts will be wasted to an extent.

Now you need to make sure boxes are ticked (or unticked) in two places and then do one final but very important process.

1. Set up Track Changes options

First, set up your Track Changes options to show pictures.

In the Review tab, find the Track Changes area and click on the arrow in the bottom right corner:

track changes options to add pictures to comments

When you’ve clicked on the arrow, this dialogue box will appear: make sure that Pictures by Comments is either ticked or unticked, depending on whether you want to see the pictures or not:

add pictures by comments in word

Click OK and the first part of the process is done.

2. Check your Word Options are appropriate

Now you need to go into Word Options and make sure that your picture displays whether or not you are logged in to your Microsoft account (you should be logged in when you do this)

Go into Word Options using the File tab …

access word options to display picture in word comments

… and then choosing Options

access word options to display picture in word comments

The Word Options dialogue box will appear. Make sure that Always use these values regardless of sign in to Office is NOT ticked (even though this seems counter-intuitive):

access word options to display picture in word comments

Click on OK and process 2 is complete.

3. Restart your computer (do not ignore this one)

After an amount of correspondence on this topic, my original comment poster noted that they hadn’t fully restarted their computer. It’s not enough to restart Word – you need to restart Windows.

So, restart your computer and now your picture should appear or not appear as you wish.


This article has told you what to do if your picture does not appear next to your comments in Word 2013 or you want to add or remove your picture from Word comments.

Please do click the share buttons or comment if you’ve found this article interesting and/or useful.

Other relevant articles on this blog

Customising comment boxes in Word

What to do if your comment boxes go tiny in Word

What to do if your comment boxes start running from right to left

Changing the language in your comment balloons

Customising Track Changes

 
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Posted by on June 15, 2017 in Word

 

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How to start a new line, paragraph or page or indent a paragraph in Word 2007, 2010, 2013 or 2016

How to start a new line, paragraph or page or indent a paragraph in Word 2007, 2010, 2013 or 2016

This is a quick reference round-up how to and how not to covering how to stat a new line, how to start a new paragraph, how to start a new page and how to indent a paragraph in Word for Windows.

I have covered all of these in detail in various longer articles which I’ll link to as we go along.

Why all the fuss? Why can’t I do it my way?

If you are formatting a document to be used by someone else, edited and changed or, especially, printed, it’s vital that you use the standard ways to lay out your document to prevent it getting into a mess or someone else having to reformat it (which could be expensive if you’re paying them). In addition, certain methods, especially using Enter to start a new line, can make your document messy as soon as you enter extra text before that line break (see the relevant article for details and examples).

How to start a new line in Word

Don’t use the space bar to move the cursor along until it finally gets to the next line

Do use a soft line return or a hard paragraph return:

  • Pressing the shift key and enter key at the same time at the end of your line will move the cursor to the next line without any paragraph breaks, spaces between the lines, etc. (this is very useful if you’re creating two-line captions)
  • Pressing the enter key at the end of your line will move the cursor to the start of the new line (this will give you a space between the two lines if you have your paragraphs set up like that

How to start a new paragraph in Word

Don’t use the space bar to move the cursor to a new line, then create a new line of spaces

Do use a hard paragraph return: hit the Enter key on your keyboard

How to put a space between paragraphs in Word

Don’t use the Enter key to add a line of white space

Do use the Line Space icon in your Home tab or the Paragraph menu to add a space after each paragraph

How to indent a paragraph in Word

Really don’t use the space key to line up the paragraphs

Don’t use the Tab key to indent the paragraph

Do either highlight the whole text and set the rulers at the top of the page OR set the Normal style to have an indent at the start of a paragraph

How to start a new page in Word

Don’t use the Enter key to move the cursor down to the next page

Do use the Enter and Control keys at the same time to force a page break


This article has summarised how to start a new line, paragraph and page and indent a paragraph correctly in Word.

Related articles in this blog

Line space icon

Paragraph menu

Indenting paragraphs

Page breaks

 

 
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Posted by on April 19, 2017 in Errors, Word, Writing

 

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How do I assign a shortcut key in Word 2010, 2013 and 2016?

In this article we will learn about assigning shortcut keys or keyboard shortcuts or short-cuts in Word 2010, 2013 and 2016 for PC. Please note that these instructions are for these versions of Word and might not work in the same way on a Mac or in an older version of Word.

What is a keyboard shortcut or shortcut key?

A keyboard shortcut allows you to use the keys on your keyboard to do tasks that you might normally need to use your mouse for, or which are buried deep in layers of menus. Click a couple of buttons and you have done what you wanted to do.

What is the purpose of assigning shortcut keys?

The clue is in the word “shortcut”. Assigning a keystroke or two to carry out common tasks will save time and is also used by people who need to use the mouse less, for example if they suffer from or are prone to RSI.

Are some actions in Word covered by shortcut keys anyway?

Yes, some actions in Word are already doable by using keyboard shortcuts. For example, you can copy text by pressing Control and C at the same time, or paste it somewhere using Control and V. You can also look for text pretty well anywhere there’s text by using Control and F together.

What we’re talking about here is assigning a new shortcut key to an activity that doesn’t already have one – or assigning a new key to a different shortcut.

How do I assign or change keyboard shortcuts?

To assign or change keyboard shortcuts or shortcut keys, you need to access the Customize Ribbon menu.

In brief, you can use one of these two paths:

  • File – Word Options – Customize Ribbon
  • Right-click on the tabs in the Ribbon – select Customize Ribbon

See this article for screenshots and more detail.

Once you’ve followed the trail to the Customize Ribbon dialogue box, you should be here:

customize ribbon and short cut keys

Now click on Keyboard shortcuts: Customize.

The Customize Keyboard menu

This looks a bit weird at first. Basically, in the left-hand box you will find all of the tabs (and a few more) that you see in your Word ribbon. In the right-hand box, you will find all of the commands or actions associated with that tab. So when you first go into this menu, you’ll see the File Tab and a load of things you probably don’t normally do:

customize keyboard

However, if you move to the Home Tab (by clicking on it) you will see some more familiar items – and note that they’re in alphabetical order.

Here you can see under Current keys that Bold has the shortcut keys Ctrl+B and Ctrl+Shift+B, which means that you can hold down Control and the b key at the same time, or Control and Shift and the b at the same time to make the text that’s highlighted or the next text you type bold. You might have known how to do that already: here is where that shortcut can be set, removed or changed.

customize key strokes

If you scroll down the list of tabs, headed Categories, you will find one called Commands Not in the Ribbon which is a useful list.

Let’s say I wanted to change the shortcut for AllCaps (i.e. to change the highlighted text or next text I type to be ALL IN CAPITALS).

I click on the AllCaps Command and then press the new shortcut key I want to assign to that – in this case I’ve chosen Ctrl+C – so I hit those keys and Ctrl+C gets added into the box under Press new shortcut key:

assign a new keystroke

What if the shortcut key I want to use has already been assigned?

Here we can see that Ctrl+C is already assigned to EditCopy. If I assign Ctrl+C to AllCaps, it will then move over from EditCopy to AllCaps and will no longer be available for EditCopy.

keystroke already assigned

Of course, this might not matter, if the other command is one you don’t use anyway. If you want to assign this shortcut, go ahead and press Assign. The shortcut will move into the Current keys section.

How do I remove or cancel a keyboard shortcut?

If you want to remove the keyboard shortcut you’ve just created, or one that you keep hitting by accident, highlight the one you want to remove and press the Remove button beneath it. Note: if you’ve reassigned a shortcut key and want to put it back to how it was, you will need to find its original command and add it back in there.

assign and remove shortcuts

How do I save my keyboard shortcuts?

When you’ve assigned your shortcuts, press the Close button on the Customize Keyboard menu and the OK button on the Customize Ribbon menu.

Note: you can save changes in a new template, if you want to keep your standard Word template as it is. Drop down the Save changes in: list to do that.


In this article I’ve explained how to assign and remove keyboard shortcuts or shortcut keys to give a short cut that will save your mouse hand. If you’ve enjoyed this article and found it useful, please share using the sharing buttons below, or comment if you’ve searched for it and used it and I’ve helped you. Thank you!

Related articles on this blog

How to customise the Quick Access Toolbar

How do I customise the Word Ribbon?

 
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Posted by on April 13, 2017 in Word

 

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