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How to Use Document Mark Up and Icons
Who is this article for?Review Authors using bookmarks and private notes.
Please Review Administrators can define user types for document reviewing.
Please Review uses icons or visual indicators to represent distinct types of mark-ups, making it easier for reviewers to identify comments, track changes, and understand the status of the document review briefly.
How to Use Document Mark Up and Icons
Once comments and proposed changes have been made, they are displayed to the right of the document at the appropriate paragraph/location and are instantly visible to other Reviewers when they enter the review. If they are already in the review the comments and changes will automatically appear within sixty seconds.
Proposed changes are presented in coloured text with deleted text struck through and inserted text underlined. Different Reviewers’ proposed changes are shown in distinct colours for ease of identification. The colours are shown in both the document and the comment information box to the right of the document:
| Icon | Description |
|---|---|
| Open comment (i.e. an Author has not accepted or closed the comment). | |
| Open general comment. | |
| Open proposed change. | |
| Conflicting proposed change. Only the latest proposed change is shown in the document. | |
| Accepted comment/proposed change (i.e. an Author has accepted the comment/change). | |
| Closed comment/proposed change (i.e. an Author has closed the comment/change), or ‘Withdrawn’ (i.e. the comment author has withdrawn it). |
Here are a few things to note about document markup:
- Hovering over a paragraph in the document will highlight the comment box(es) containing comments and proposed changes related to the paragraph.
- Hovering over a comment box will highlight the relevant paragraph in the document which the comment/change relates to.
- Clicking on the comment/change in the navigation pane will scroll the document to the comment in the appropriate location.
- Comment boxes can be minimized by clicking the or icon. Clicking again will maximize the comment box.
- All icons are displayed in the navigation pane when navigating by comments.
- A Reviewer is likely to have distinct colours allocated in different reviews due to the way the colour allocation is managed.
- The colours allocated to Reviewers by Please Review are not reflected in any downloaded Word document.
Further Reading