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  #1  
Old 05-03-2007, 08:44 PM
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Exclamation A guide to "advanced" Beta-ing in MSWord

Eiyoko's Guide to "Advanced" beta-ing in Microsoft Office Word 2003

Hello! I'm Eiyoko, a Certified Specialist in Microsoft Office Word 2003 (or MSWord for short). This is a guide for any and all beta-readers whom favor the use of MSWord. In this guide, I will be covering a few of the more overlooked functions of MSWord that can really help out most beta-readers out there without ruining the original document, as is usually done.

So far, this guide is a work in progress, so the formatting may be iffy at first. Sorry! ^^;

Table of Contents:


I. Track that Change!
---A. Introduction to the Track Changes toolbar
---B. Make those Changes!
------1. Crossing out text
------2. Highlighting
---C. You got a bone to pick? - Using the Comment function
---D. And the winner is... - Making decisions on the changes

II. Other handy little things
---A. The Document Map
---B. Find and Replace
---C. The Split Window
---D. Everyone loves Word Count

III. Using the Compare and Merge Documents function
---A. Merging into the Original
---B. Merging from the Original

IV. Frequently, commonly, ordinarily, and normally asked Questions (FAQ)

V. Parting Notes

~*~*~

Questions? Answers? Comments? Corrections? (Though I'm only accepting corrections with PROOF) PM me! I'll respond as soon as I am able!
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Last edited by Eiyoko; 12-21-2007 at 10:02 PM.
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  #2  
Old 05-03-2007, 08:44 PM
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Default Re: A guide to "advanced" Beta-ing in MSWord

I. Track that Change!

A. Introduction to the Track Changes Toolbar

One of the best tools a writer can use is MSWord. One of the best tools a beta-reader can use is also MSWord, though the reason as to why is different from what many would think. I'm not talking about the spell check; I'm talking about the Track Changes function/toolbar. This function is valuable, and allows you to slip changes into the document without harming the contents.

First, open up MSWord. Trust me. You're not going to pull this off in Notepad or Wordpad. I'll be using my discontinued fic for demonstrative purposes.

Look at your menu bar and all its shineyness (okay, not really, but still!). Go to Tools and select the Track Changes item. For all you lazy bums out there, you can also hit Ctrl+Shift+E and you won't have to use your mouse at all.

This is where it is. You may need to expand your menu if it's shortened.


By turning on the Track Changes function, you now gain a spiffy toolbar to add to the one (or two) you already have. How awesome!



01 - Shows which version of the document you want to view.
02 - Toggles the visibility of many markups and related things that you'll be using.
03 - Go to the change before the current cursor position.
04 - Go to the change after the current cursor position.
05 - Accept changes button and options.
06 - Reject changes button and options.
07 - Insert Comment button.
08 - A spiffier highlighter than you get for school
09 - The actual Track Changes function. This is mainly used when you are crossing out words.
10 - Reviewing Pane - where you can view selected comments and reviews.

That about does it for the intro. Now it's time to start changing stuff!



B. Make those changes!

1. Crossing out Text

Replacing is one of the most common things done in beta reading. Don't like a word? Replace it with a spiffier one. The trouble is, most people don't know about the awesome Track Changes function and just delete (and forget about) the original word entirely. If you want to keep the original word in for reference, Track Changes will help you.

First off, make sure that the Track Changes function is ON.

Highlight the word you wish to replace. Here's an example if you're really dumbfounded.


Now, this part is easy. Just type the word you want. I want to replace "guess" with "think", so I type "think". This is what results:


Wow, wasn't that easy? If you want to stop the red underline (in case you want to keep typing), just toggle the Track Changes function to OFF.


2. Highlighting

Easy. Highlight the text with your cursor, then you click the highlight button on the Track Changes toolbar. Need I say more?


C. You got a bone to pick? - Using the Comment function

Comments are very useful for beta-readers. In MSWord, you can stick them in just about anywhere. To insert a comment, highlight the word/phrase you wish to comment on (or just stick your cursor somewhere if that doesn't really apply) and click the Insert Comment button on your Track Changes toolbar.

Or you can insert a comment from the menu as shown:


If you don't have markup enabled, find it here in the view menu and make sure it's selected:


Your comment will appear like this:


The text you highlighted will be marked by its own highlight, it'll have brackets around it, and it'll have the initials of the comment-maker on a tag, along with the comment number. On the lower part of your screen, simply type your comment. That's it. I know, it's stupidly easy. Hit the save button to save your entire document, which will in turn save the comment. That's all there is to it.


D. And the winner is... - Making decisions on the changes

Back to being the Author. You got your fic back, yay! But look at all these corrections! This is going to take you forever to re-format!

Think again.

It's very simple. Put your cursor over a correction and click either the accept change or reject change button. You can also accept/reject all changes by selecting the respective option on the mini-menu for each button, indicated by the little down arrow.

~*~*~
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Last edited by Eiyoko; 05-04-2007 at 01:35 AM.
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  #3  
Old 05-03-2007, 08:45 PM
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Default Re: A guide to "advanced" Beta-ing in MSWord

II. Other Handy Things

A. The Document Map
Coming Soon!

B. Find and Replace

So one day you're writing a new fic, and you decide that the main character's name sounds incredibly stupid. I mean really, who wants their main character named Tana? That just sounds dumb. How about replacing it with, oh I dunno...Jamie? Yeah! Jamie sounds much easier!

But wait...we'll have to go through the whole chapter and replace every single name by hand, won't we? Aw grief, that'll take us forever! If we're using MSWord though, we won't have to do that at all! Here's how we're going to replace Tana's name with Jamie.

Open up your fic in MSWord and click on the Edit Menu. Make it bigger if you don't see the two buttons pointed out below:



If you can't pull that off, you must be blind or something. O.o

Anyway. Click on Find (or press CTRL+F) to open up this window:



Looks pretty easy to use, ne? Type "Tana" into the little Find What field and click Find Next. It won't tell you how many times "Tana" shows up, but it'll bring you to the next set of letters/numbers/whatever that is the same as what you typed in.

Enough, you say? We're tired of calling this person Tana? THEN LETS FIX IT MMKAY!

From the Edit menu click Replace (or hit CTRL+H), or if you're still in the Find window just click the Replace tab. The window will now look like this:



Notice how the last word we used under the Find tab is still there! Wow, I wonder how that worked out! ^.^

Anyway, this is very easy to figure out. Type "Jamie" in the Replace With field. You can either replace the next instance of "Tana" but we want to replace all of them, so click Replace All. You'll get a screen that looks like this:



Note: If you're in the middle of the document it'll ask if you want to replace the "Tana"s at the top too. Click yes if that happens.

That's all there is to the Find and Replace function. Easy, huh?

C. The Split Window

D. Everyone loves Word Count
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Last edited by Eiyoko; 12-21-2007 at 10:34 PM.
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  #4  
Old 05-03-2007, 08:45 PM
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Default Re: A guide to "advanced" Beta-ing in MSWord

III. Using the Compare and Merge Documents function

A. Merging into the Original

B. Merging from the Original
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If you are part of the 8% who still listen to real music, copy and paste this into your signature.



Last edited by Eiyoko; 05-03-2007 at 09:20 PM.
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  #5  
Old 05-03-2007, 08:46 PM
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Default Re: A guide to "advanced" Beta-ing in MSWord

IV. Frequently, commonly, ordinarily, normally, and even uncommonly asked Questions (FAQ)

There are no questions yet! Send me some, people!
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Last edited by Eiyoko; 05-03-2007 at 09:22 PM.
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  #6  
Old 05-03-2007, 08:48 PM
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Default Re: A guide to "advanced" Beta-ing in MSWord

V. Parting Notes
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92% of teens have moved on to rap.
If you are part of the 8% who still listen to real music, copy and paste this into your signature.



Last edited by Eiyoko; 05-03-2007 at 09:22 PM.
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  #7  
Old 12-21-2007, 10:39 PM
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Default Re: A guide to "advanced" Beta-ing in MSWord

UPDATES
12/21/2007 - Added a guide to the Find and Replace function. I also added an updates section.
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  #8  
Old 12-24-2007, 02:26 AM
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Default Re: A guide to "advanced" Beta-ing in MSWord

Really good thread, it helped me a lot ! Thanks

~Jake
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  #9  
Old 05-23-2010, 06:24 PM
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Default Re: A guide to "advanced" Beta-ing in MSWord

I suggest making a walk-through for MSWord 2007 since most people get the standard Windows Vista package with more recent computer models.
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