Suggestions for working with student text:

  1. Discourage students from using Microsoft Word as the e-mail editor; use attachments or the OIS Dropbox instead.
     
  2. Disseminate files to students using an older version of Word:
     
    1. Note that older versions are poorer at compressing any images, clipart, etc. in the file, i.e. files will be much larger
      2. .
    2. Alternatively, disseminate files as PDF files; PDF files can be created from Word or other programs with an add-on print driver (Ask CSTL for help).
       
  3. Provide explicit instruction regarding your editing system.
     
 
Manual insertion of comments

How to do it: open the student’s file, type in comments at appropriate locations within the document. It is a good idea to establish a standard font, font size, and color, so the student can easily locate the comments when the document is returned.

Advantages: no special commands to learn, works in all versions of Word, comments placed within text.

Disadvantages: instructor must ensure uniform formatting, comments intermingled with text.

Highlighting

How to do it: Click Highlight in the Formatting toolbar.

Advantages: uses a metaphor familiar to students, allows searching for highlighted text.
To use in searching:

  1. On the Edit menu, click Find.
     
  2. If you don't see the Format button, click More.
     
  3. Click Format, and then click Highlight.
     
  4. Click Find Next.

Disadvantages: not especially well-suited for inserting comments

 
Markup: Inserting comments

How to do it: Select the text, then click Comment in the Insert menu. Type the comment.

Advantages: Easy to add comments from more than one reviewer; voice comments are possible.
 
Disadvantages: must teach students how to use comments, somewhat dependent on the version of Word used.

Track Changes

How to do it: On the Tools menu, click Track Changes.

Advantages: Shows many changes to formatting, text placement, etc., select original, final, or marked up views, changes can be individually accepted or rejected.

Disadvantages: must teach students how to use (somewhat high learning curve), dependent on the version of Word used.

From Mike Rodgers, Spring 2003 TSL, May 9, 2003