Gateway Teachers

Going Paperless:
Staff Development Workshop

Using Microsoft Word Tools for Correcting Student Work

November 9, 2009

Presenters:

Gregory Anderson
Wendy Camarillo
Diana Tohmeh
Jeannice Turner
Susan Uh
 TABLE OF CONTENTS

Objectives……………………………………. 3

Word 2007

Inserting Text Comments ………………. 4

Track Changes……………………………….. 5
Table of Contents

Display Features……………………………. 6

Protecting the Document……………….. 7

Inserting Voice Comments……………… 8

Word 2003

Inserting Text Comments……………….. 10

Inserting Voice Comments……………… 11

Annotate For Word……………………… 13

Sentence Examples………………………. 14

Notes……………………………………………. 15
 Gone are the days of the red pen and written markups on
students’ papers. Today a teacher can go paperless, and at
the same time create more effective feedback on their
students’ papers.
The objective of this workshop is to demonstrate how to
insert text and voice comments into Microsoft Word
documents.
Workshop Objectives

This is will include an explanation of both Microsoft Word

2003 and 2007.

There will be a hands-on activity to assure complete

understanding of this feature.

Some of the benefits of using this Microsoft Word feature

include:
 Quick and clear feedback inserted directly into

students’ papers.

 Depending on the student’s needs, either text, voice,

or a combination can be utilized.

 Documents corrected with text or voice comments

can be sent quickly by email or digital drop boxes.

 Going paperless saves trees.

 To add text comments to a document

1. Select the text or item that you want to comment

on, or click at the end of the text.
2. On the Review tab, in the Comments group, click
New Comment.
Inserting Text Comments
Word 2007

To Delete a Comment

 To quickly delete a single comment, right-click the

comment, and then click Delete Comment.

 To quickly delete all comments in a document, click a

comment in the document. On the Review tab, in the
Comments group, click the arrow below Delete, and then
click Delete All Comments in Document.

Navigate Comments:
To move from one comment to the next simply click on
Previous or Next in the Comments group.
 Display all Changes Inline

The default in Word is to display deletions and comments

in balloons, in the margins of the document. However, you
can change the display to show comments inline.

1. On the Review tab, in the Tracking group, Click

Balloons.

2. Click Show All Revisions Inline to show deletions

with strikethroughs and comments inline.
More Features

Track Changes While You Edit

1. On the Review tab, in the Tracking group, click the
Track Changes image.

2. Make the changes you want by inserting, deleting,

moving, or formatting text. You can also add
comments.
 Change the Way That Markup is Displayed

You can change the color and other formatting that Word uses
to mark changed text and graphic.

1. On the Review tab, in the Tracking group, Click Track

Changes.

2. Click Change Tracking Options

Review a Summary of Tracked Changes

More Features

The Reviewing Pane allows you to read long comments that do

not fit within a comment bubble.

1. On the Review tab, in the Tracking group, Click

Reviewing Pane to view the summary at the side of your
screen.

2. To view the summary across the bottom of your screen

click the arrow next to Reviewing Pane, and then click
Reviewing Pane Horizontal.
 Protecting Your Document
Let Reviewers Insert Comments and
Tracked Changes
1. On the Review tab, in the Protect
group, click Protect Document, and
then click Restrict Formatting and
Editing.
2. In the Protect Document task
pane, under Formatting
restrictions, select the Limit
formatting to a selection of
styles check box, and then click
Settings to specify which styles a
More Features

reviewer can apply or change.

3. Under Editing restrictions, select
the Allow only this type of
editing in the document check
box.
4. In the list of editing restrictions, click
Tracked changes. (This includes
comments as well as insertions,
deletions, and moved text.)
5. Under Start enforcement, click
Yes, Start Enforcing Protection.
6. To assign a password to the document
so that only reviewers who know the
password can remove the protection,
type a password in the Enter new
password (optional) box, and then
confirm the password.
Stop Protection for Comments and
Changes
1. On the Review tab, in the Protect
group, click Protect Document, and
then click Restrict Formatting and
Editing.

2. In the Protect Document task

pane, click Stop Protection.
 Inserting the Voice Command

In order to use the voice comment in Word 2007 you will need
to add the insert voice button to the Quick Access Toolbar
located on your computer.
1. Click the Office Button

2. Click the Word Option Button which is located at the bottom

of the window.
Voice Comments
Word 2007

3. Click the Customize Button

4. Click the drop down arrows of the choose commands

box and select Commands Not in Ribbon
 5. Scroll down and select Insert Voice

6. Click the Add Button and then click Ok

7. Your voice insert command will be located at the top
left hand side of your screen, next to the save, undo and
repeat button
Voice Comments

8. Click in the box where you want to record your voice.

Continued

9. Click on the voice command located on the top left hand

side of your toolbar.

10. Click the record button when you are ready to record
and the stop button when you are finish.

11. Double click on the icon in the box and you will be able
to listen to your voice command.

The voice comment should look like this after you are done
recording.
 Adding written comments into a word document:

1. Highlight the text.

2. Then click the Insert Tab on the toolbar
3. Click on Comment.
Inserting Text Comments
Word 2003

You should see a red line going from where you highlighted
the mistake and a red box to the right. It should have the
word Comment. You can then type in your comment.

Click on the box. You can then type in your comment about
the mistake in question.
Once you are done. You save the document with the
corrections and either print or e-mail to the student.
 Adding Voice Comments into a Word Document

Before you can add a voice comment into your document,

you will need to add the “Voice Comment” or “Insert
Voice” icon onto your toolbar.
Inserting Voice Comments

1. On the View tab, scroll down to Toolbars

2. Click on Customize
Word 2003

3. In the Commands tab, under Categories, click on

Insert
4. Click on “Insert Voice” or “Voice Comment” and drag
the icon into the toolbar.
 You should now have the “Insert Voice” or “Voice Command”
inserted into your toolbar.
To insert a voice recording into the document, just highlight
the mistake in the text and click on the Icon on the Toolbar
(whichever one you have, either the cassette tape or Insert
Voice Comments Continued

Voice).
A Recorder Box should appear. Make sure you have set the
right volume for recording and that there are no other sounds
in the background that could interfere with your recording.
Word 2003

When you are ready press the Solid Red Circle (Record
Button) and speak. Once you are finished, press the Square
(Stop Button). You may press the sideways Triangle (Play
Button) to hear what you have recorded. If you are unsatisfied
with recording, then simply delete and rerecord voice
comment.
Once you are done recording, save the document with the
corrections and either print or e-mail to the student.
The voice comment should look like this after you are done
recording.
 Annotate For Word
Free Download or upgraded version from 11trees.com
 Annotate for Word helps teachers create more effective
feedback for their students on their writing.
 Adds an Annotate Tab to the Word Ribbon.
 Makes it easy to insert comments into a Word
document.
Annotate For Word

 The PRO version adds 70+ pre-written comments in

crucial writing areas like organization, argument,
MLA/APA citation formatting, and grammar.
 Available for most versions of Microsoft Word

To download Annotate for Word:

 Go to www.11trees.com
 Click on Annotate for Word
 Choose your system
Sentence Examples
  The insert voice feature does not work with a

Windows Vista operating system for either

Word 2003 or 2007.

 Inserting text comments works with both

Windows Vista and XP operating systems, using

either Word 2003 or 2007.

 Since Windows 7 is relatively new, this

Notes

workshop only includes Windows Vista and XP.

 Information for this workshop was taken from

Microsoft Word and 11trees.com.