Before forwarding a document
remember that documents can contain hidden text, comments, and tracked changes/revisions that may not appear on your screen.
Please follow these steps to ensure that the next reader sees only what you want them to see--not the comments, insertions,
deletions, etc., made to a document (directions are for a Microsoft Word document).
Note: Word has a warning message available reminding that tracked changes/comments
are included in the document. To set this message, go to the Tools menu, click Options,
click the Security tab, and select the “Warn before printing, saving, or sending a file that contains
tracked changes or comments” check box.
MAKE TRACKED CHANGES PERMANENT
1. To quickly display tracked changes or comments, click
Markup on the View menu.
Note: If you “hide”
a type of markup by clearing it on the Show menu, the markup will automatically reappear each time the document
is opened. To prevent this, open the Tools menu, choose Options, select the Security
tab, and clear the “Make hidden markup visible when opening or saving check box”. Even after clearing this check
box, the markup is in the document and can be revealed by selecting the type of markup on the Show menu.
2. On the Reviewing toolbar, click Next,
and click Accept Change or Reject Change to make the revisions permanent. All changes must
be addressed individually or by using Accept All Changes in Document or Reject All Changes in Document.
3. You may wish to save the document with comments for
a history of changes. If so, you will need a separate “clean” copy to send to the public.
4. Follow step 2 below if you prefer to convert your
document to a pdf before sending.
HIDE TRACKED CHANGES AND COMMENTS BEFORE SENDING AS PDF
1. On the Reviewing toolbar, click Final
in the dropdown box.
2. You will now convert your document to a pdf, basically
a “picture” of the document which cannot be easily altered, with the following steps:
· On the File dropdown box, choose
Print.
· On the Printer Name dropdown box,
choose Amyuni PDF Converter and click OK.
3. Before printing your next Word document, you must
change back to your local printer.
