12/21/2007, klb
Marking Changes in Documents for IRB Review
How to use the Track Changes feature of Microsoft Word
FAQ and Methods of Use
What is Track Changes?
Track Changes is a way of marking added or deleted text to highlight the ongoing
changes to a document.
Why does the HSC ask for documents showing tracked changes?
Studies reviewed by the HSC frequently contain text that has been changed, either at the
request of the HSC or through proposed amendments to the study since the last time it
was reviewed. Submitting documents with tracked changes enables the HSC to locate and
compare these changes quickly leading to a faster review.
What types of track changes are needed?
Suggested markup includes underline for added text and strike-out of deleted text.
Importantly, the tracked change markup should be obvious after photocopying or printing
to a non-color printer. Yellow highlighting of changed text or showing blue versus black
text is not recommended, as they do not enable changes to be apparent after
photocopying or printing. Bolding of added text is not preferable since some protocols
have text bolded for emphasis, and bolding does not show deleted text. If in doubt,
photocopy a revised page and check if the changes are apparent before submitting to the
HSC.
Note that only changes relevant to the current HSC submission should be marked in
tracked changes. See suggestions below for maintaining version control of documents.
Depending on the default settings in the individual version of Word, the directions given
below will generate a document in which the changes are either shown in the margin in
balloons or as underlined/strikethrough of the text.
Do I need to submit clean copies too?
Yes. The tracked change copies enable the HSC to quickly evaluate the substance of the
revised text, but clean (non-tracked changes), final copies that incorporate these changes
into any documents that will be given to study subjects are required for HSC. Two clean
copies should be submitted.
Suggestions for Maintaining Files and Document Version Control
1. Open the document to be modified and immediately give it a new version name.
For example, if the current document was named HSC12345-Version1, name it
HSC12345-Version2, or attach the date to the document name, such as
HSC12345-v07-12-2007.
2. Turn tracked changes on as described in the guidance below.
3. Revise the document, and save it by going to File and clicking on Save.
4. Print out a copy of the revised document showing the tracked changes.
12/21/2007, klb
5. Hide the tracked changes by going to View and clicking on Markup. Print a
"clean" copy of the document.
6. Submit both tracked change and clean copies (two copies each) to the HSC for
review.
Once all changes have received HSC approval, the tracked changes need to be
accepted into the document in order to obtain a clean document for your files and
for future HSC submissions.
7. Under the View menu, point to Toolbars and click Reviewing (this toolbar may
already have popped up automatically across the top of the document when
tracked changes were activated).
8. Click the arrow next to the Accept Change icon (a file icon with a blue
checkmark), scroll down and select Accept All Change in Document.
9. Save the document.
How to create a Tracked Changes document in Microsoft Word – two methods:
Method 1: Use this method if the revisions or amendments have not been entered into
the original document. The tracked changes feature will show all changes in the right
margin as they are made.
1) Open the document to be changed ("original document")
2) Under the Tools pull-down tab, select Track Changes
3) Revise the document as usual. Deletions and additions will show in the right
margin of the document.
4) To hide the tracked changes, go to View and select Markup. Clicking Markup
again will toggle between viewing and not viewing the tracked changes.
5) Depending on when the document is printed with regard to whether Markup is set
to be viewed or not viewed, both a tracked changes and a clean electronic copy
can be generated from the same document.
Method 2: To be used when the changes are already made to the document. This method
requires an older, original / unchanged version for comparison.
1) Open the amended document
2) Under Tools, select Compare and Merge Documents
3) The pop-up window will ask for a document for comparison. Select the original,
unamended document. In the lower right corner of this window click on Merge
and select Merge into a New Document.
4) Save this document with a unique name. The Markup View can be toggled on and
off by going to View and selecting Markup.
12/21/2007, klb
For advanced users – altering the type of tracked changes generated:
1) Under Tools, select Options
2) Click on the Track Changes menu in the pop-up window
3) Select the type of markup associated with the tracked changes. The HSC prefers
insertions to be underlined and balloons with lines connecting to text. Balloons
should not show the author who is making the changes.
*Note that many of these actions can be accessed from the Reviewing tool bar which
has likely popped up across the top of your document when Tracked Changes was
activated. If not, the Reviewing tool bar can be accessed by going to the View menu,
scrolling down to Toolbars and select Reviewing. For example, the pop-up window
that is used to alter the type of markup viewed can be accessed by clicking the down-
arrow of the Show button and selecting Options.
How to accept all changes and obtain a clean document
Once all changes have received HSC approval, the tracked changes need to be accepted
into the document.
1) On the View menu, point to Toolbars and click Reviewing (this toolbar may
already have popped up automatically across the top of the document when
tracked changes were activated).
2) Click the arrow next to the Accept Change icon (a file icon with a blue
checkmark), scroll down and select Accept All Change in Document.
More information on tracked changes can be found on the Microsoft Word website:
http://office.microsoft.com/en-us/word/CH063555981033.aspx
