Word Tip of the Day

Track document activity without tracking revisions (97/2000/2001/2002)

When you share access to documents with your colleagues, it can be helpful to know if and when they've made changes to something. As you may know, you can track revisions with Word's Track Changes feature. This feature applies color-coded markup to your document when you or anyone else revises it.

However, if you're not concerned about keeping track of every little detail (much less going through the process of accepting and rejecting tracked changes), the Track Changes feature may not be the most efficient solution. When you simply want to know if and when a document was last accessed, modified, and saved (and by whom), you can refer to Word's Statistics property sheet instead.

To do so, open the document and choose File | Properties from the menu bar. In the Properties dialog box, click on the Statistics tab. Here you'll find the dates the document was created, as well as the dates it was last modified, accessed, and printed. You can also find out who last saved the document, how many times the document has been revised, and how much editing time has been put into it. And as if that wasn't enough, you'll also find a summary of item count statistics including page, paragraph, line, word, and character count. If you want to know who created the document, click the Summary tab and refer to the Author text box. (Note: Users can modify the Author text box, so its accuracy can't be guaranteed.) And, if you want to stay on the sly when you check document statistics, you can also access this information without opening the document (and without adding your activity to the document's Accessed statistic). Just locate the file using a file browser like My Computer or Windows Explorer, then right-click on it and choose Properties from the resulting shortcut menu. (On the Mac, [control]-click on the file and choose Show Info from the resulting shortcut menu.) In the resulting dialog box, you'll find much of the same information, depending on the file type and operating system. This technique works in many dialog boxes that contain file lists, too.

(Content provided by Element K Journals)

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