A Number Of People With The Same Initials All Commenting on the same Document...

A Number Of People With The Same Initials All Commenting on the same Document...



A “Comments” Related Dilemma:


Scenario:  There are three people in my company who are working on a document.  All have the initials MC .  We are all adding comments to the document as a way of tracking the interaction. The problem is that the document displays all comments as [MC#]   Now, reviewing on screen is OK because the comments are differentiated by color by person - but reviewing the printed document is very difficult as the comments are renumbered every time someone adds a new comment (so [MC2] has been four different comments in three iterations of the document.

Is there anyway to force Word to display the User Name instead of initials in the comments?  Our company policy is such that the Office Personalization fields are populated with the correct User Names and initials so that fix didn't work.


Answer:


You can tell each contributor that they should go to File, Options, General, User Initials.  Within “User Initials”, you can insert up to NINE characters in the Initials control Box.  This will help distinguish between those people sharing the same initials,  So, in the above case, there were a number of people making comments to the same document sharing the initials “MC”. They could change the “User Initials” area to read Mike C, Mary C, etc.  Each contributor has nine characters to help distinguish themselves from other colleagues.


 Finally, if the attorney hands you let us say five hard copy versions (not electronic), of the same letter, all with comments from each particular individual, then before you type in each set of comments, change the User Initials area on YOUR workstation, then key in the comments for THAT particular person.  NOTE:  If you are doing this same scenario for a “Document Combine” then you would change the User Initials before inserting the “Track Changes” related comments (Insertions and Deletions) for each individual that had input on that same letter or document.

We have a book that goes over Document Compare, Track Changes and Document Combine in extreme detail and very EASY to understand.  That same book also has a bonus chapter on dealing with a Merge Document!   You can find that book at the following links.

Soft Cover:

Training From An Inside Perspective

888-422-0692 Ext. 1 and 2

Teacher Connected Books

for MS Word and Power Point related books.

Email:
Louis@advanceto.com




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