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It is straightforward to track changes when working in a Visio project team by using the Reviewing Task pane and Toolbar. Visio gives each reviewer a separate colour overlay so they can add comments, shapes, or use FreeHand markup to a Visio diagram. Any changes made by doing this can be incorporated or rejected by the person accountable for the project. In order to see any changes made to a document the Track Markup mode must be turned on. This can be achieved by going to the Tools menu and clicking Track Markup. When the mode is active a coloured band appears around the workspace plus a message box informs you that the document is ready for reviewing. The Reviewing toolbar and Task pane also open. You can edit comments and revisions in this mode, but if you would like to change anything in the original drawing the Track Markup mode must be turned off. Do this by clicking the Track Markup button at the bottom of the Reviewing task pane or go through the Tools menu again. Any revisions made to the drawing when the track markup mode is turned on are actually made to the overlay that Visio has assigned. This won't affect the original drawing until a shape is copied or moved to it from the overlay. Comments are added by clicking Insert Comment from the Reviewing task pane and typing within the bubble that appears. For multi-page drawings, the page on which a comment is to be inserted should be selected first. Click in the pasteboard when you have finished. New shapes can be added by dragging them from the stencil as normal. Shapes are identified with the reviewers Markup colour, and the words Shape Added are displayed in the Reviewing task pane. You can't change anyone else's revisions, you can only delete or edit your own. You can add freehand annotations and notes to a Visio diagram using a method referred to as "Ink". This allows handwritten notes and shapes to be added to a drawing; they could even be added to a custom stencil if you propose to reuse them. To use FreeHand markup choose the Ink tool on the reviewing toolbar. This toolbar contains an eraser, a line width tool and a choice of different ink colours. Choose the tool you would like to use and use the mouse to draw or write whatever you desire, after which you can select the pointer tool from the Standard toolbar when you're finished. You can select which reviewers edits you intend to see by clicking on the tab in the Reviewing task pane. To see all the reviewers mark-ups overlaid on the original drawing, click on the Original tab and to hide it click Hide All. To update the drawing when comments and markup changes have been added the Track Markup mode must first be turned off. Use the Track Markup on the Reviewing task pane to do this, then click the tab for that reviewer whose changes you would like to add. Visio will select all the shapes on the tab by default, but if you don't want to include all of them you can select the suitable shapes with the mouse. When you have selected the shapes you need click Copy, select the Original tab and choose Paste to paste the shapes into the centre of the drawing. They can simply be dragged into the appropriate position using the markup overlay like a reference point if required. To quickly move from one markup to the next the Next Markup tool can be used; this is available on both the Reviewing task pane and toolbar. Mark up can be deleted with the Delete button on the same toolbar.
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