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03 ms office
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03 ms office

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  • [ Note to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
  • Suppose that your manager has given you a memo to review before it's sent to a group of employees. But she doesn't want you to make final changes to the memo. Instead, she wants to see what changes you propose, read your comments, accept or reject your changes, and remove your comments. That's where Track Changes comes in. She also wants to be sure that when the memo is distributed, it won't show any revisions or comments, which happened last time. That's where tracked changes go out. Get to know this feature of Word, and you'll be proud of your track record.
  • To make these revisions by hand on paper, you'd add a squiggle under "All Subsidiary Managers" to indicate boldface formatting. You'd add a carrot below the added word to make it clear where that belongs. You'd cross out a word to delete it. And you might add a comment to explain the deletion. You'd probably use a different color for revisions to make them easy to see.
  • [ Note to trainer: Steps—presented in either numbered or bulleted lists—are always shown in yellow text.]
  • Changes can be displayed in another way that you'll see later in the lesson. Tip: TRK appears in the status bar at the bottom of your document when Track Changes is turned on; when changes are not being tracked, it appears dimmed.
  • Accepted changes become part of the document when you save it.
  • Use buttons on the Reviewing toolbar to accept or reject tracked changes and to delete comments.
  • In Print Layout view, deleted text and comments and formatting changes are displayed in balloons in the document margin. This is also how they appear in Web Layout view and in Reading Layout view. In Normal view and Outline view, however, there are no balloons. Deleted text is shown in the document with a line through it, and comments are displayed at the bottom of the document in the reviewing pane.
  • In the next lesson, you'll learn to tweak the look of markup in the different views.
  • [ Note to trainer: With Word 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2003, you won’t be able to access the practice instructions.]
  • You can also choose to see just insertions and deletions or just comments. The Show menu on the Reviewing toolbar is where you make these choices.
  • You can also use the Show menu to make other choices about Track Changes. Would you like to view balloons all the time, part of the time, or never? There are other options you can control too.
  • When you are through reviewing John's comments and are ready to review the revisions, you'll click beside Insertions and Deletions to get that check mark back and see those revisions. In the next section, you'll see how to hide Judi's comments temporarily.
  • Remember: Clearing check marks only temporarily hides revisions and comments. They are all still in the document.
  • Ink Annotations include handwritten notes, available if you use a Tablet PC.
  • Important: You also need to point to Reviewers on the Show menu. Is there a check mark next to All Reviewers ? If not, revisions or comments by some reviewers may still be in the document, and you may miss them.
  • If you choose Never , deleted text will be displayed in the document with lines through it. Comments will appear at the bottom of the window in the reviewing pane. Formatting changes will be visible when you use the Reviewing toolbar. If you click Only for Comments/Formatting , balloons will appear, but only to show comments and formatting changes. Deleted text will be displayed in the document with lines through it.
  • For example, if you prefer inserted text to appear in italics or with a double underline instead of a single one, you can make that happen. How? Note: Once you change the original settings, the only way you'll get them back is to enter them yourself, so you might want to write them down before you change them.
  • [ Note to trainer: With Word 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2003, you won’t be able to access the practice instructions.]
  • How would you feel if you removed all the tracked changes in a document, only to open it again and see all the tracked changes still there? Fortunately, there are things you can do to avoid such embarrassment. There are also important things you should not do. Let's start with those.
  • All changes already made in a document remain in that document even after Track Changes is turned off.
  • If you get this wrong, when the document is opened by others, they will see the revisions and comments. Another way to remove tracked changes and comments is to use the right-click method to accept, reject, and delete on the shortcut menus. Tip: If you want to keep a record of revisions and comments, make a separate copy of the document for your private use.
  • Imagine that both John and Judi reviewed your document, and you cleared the check box for Judi, because you want to see only the revisions made by John. Now Judi's revisions are hidden. But they aren't gone.
  • If one of these lines does not show a check mark, your document may contain tracked changes or comments. Is there a check mark beside All Reviewers ? If not, changes and comments by some reviewers may still be in the document.
  • Clearing this check box will not delete changes or comments.
  • Clearing the check box for this option will not make markup go away. It will let you hide it—but only from yourself. All revisions and comments will still show up when someone else opens your document on their computer. The only way to get rid of markup is to accept or reject changes and to delete comments.
  • Using This Template This Microsoft PowerPoint ® template has training content about using Word 2003 to work with tracked changes and comments. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “Audio course: Revise documents with Track Changes and comments.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch , and sometimes the Dissolve effect is used. To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Word 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).
  • Transcript

    • 1. Microsoft ® Office Word 2003 Training Revise documents with Track Changes and comments Peace River Distributing presents:
    • 2. Course contents
      • Overview: Insertions, deletions, comments
      • Lesson 1: Stay on track with tracked changes
      • Lesson 2: Tracked changes and the Show menu
      • Lesson 3: What to do when revisions reappear
      Use Track Changes and comments Each lesson includes a list of suggested tasks and a set of test questions.
    • 3.
      • There’s life beyond handwritten revisions. In Microsoft Word documents, you can see insertions and deletions by using Track Changes and discuss document text by using comments .
      Overview: Insertions, deletions, comments Use Track Changes and comments Say you have a memo to review, and before it’s distributed you need to make sure that no revisions or comments are showing. Get to know the Track Changes feature, and you’ll be proud of your track record.
    • 4. Course goals
      • Turn Track Changes on and off, and insert marked revisions.
      • Review tracked changes, and accept or reject them.
      • Insert, view, and delete comments.
      • Customize how tracked changes and comments are displayed.
      • Review to ensure that no unwanted revisions or comments remain in distributed documents.
      Use Track Changes and comments
    • 5. Lesson 1 Stay on track with tracked changes
    • 6. Stay on track with tracked changes
      • As you look through your manager's memo, you suggest a few changes: a formatting change, an added word, and a word to delete.
      Use Track Changes and comments Handwritten changes on paper How do you see revisions when you work on your computer in Word? Click Track Changes on the Tools menu.
    • 7. Insert tracked changes
      • After Track Changes is turned on, you work as you normally do in Word. Insert text or delete it, move text or graphics, or change formatting.
      Use Track Changes and comments Track Changes displays each change with special formatting. Until you turn Track Changes off, Word will mark each revision separately and distinctly.
    • 8. Insert tracked changes
      • The picture on the left shows tracked changes in Print Layout view.
      Use Track Changes and comments Track Changes displays each change with special formatting.
      • Formatting change
      • Inserted text
      • Deleted text
    • 9. Insert tracked changes
      • Each change appears in the document with markup —colors, lines, pointers, and notes that show you where each revision goes and what it is.
      Use Track Changes and comments Track Changes displays each change with special formatting.
    • 10. Insert tracked changes
      • Deleted text and formatting changes appear in ovals in the document margin called balloons, with lines from the text to the balloons to show where these changes were made.
      Use Track Changes and comments Track Changes displays each change with special formatting.
    • 11. Insert tracked changes
      • Inserted text is underlined and in its own color.
      Use Track Changes and comments Track Changes displays each change with special formatting. A vertical line appears in the left margin next to lines with changes in them.
    • 12. Insert comments
      • Suppose you want to explain why you deleted the word "just." To do that, you insert a comment, which appears in a balloon in the document margin. That balloon says "Comment" so that it's clear what it is.
      Use Track Changes and comments This comment explains why text was deleted.
    • 13. Insert comments Use Track Changes and comments
      • Text marked to show it has a comment.
      • Comment balloon with line to text that has a comment.
      This comment explains why text was deleted.
    • 14. Insert comments
      • To insert a comment, place the insertion point next to the revision, or select the text on which you want to comment:
      Use Track Changes and comments
      • On the Insert menu, click Comment , and then type your explanation.
      This comment explains why text was deleted.
    • 15. Accept or reject changes, delete comments
      • When you've finished reviewing the memo, your manager can:
      Use Track Changes and comments
      • Accept or reject your revisions.
      • Read and delete your comments.
      • Deal with revisions and comments one at a time or all at once.
      The Reviewing toolbar
    • 16. Accept or reject changes, delete comments
      • As changes are accepted or rejected and comments are deleted, the markup that indicates the changes or comments is removed from the document.
      Use Track Changes and comments The Reviewing toolbar To remove document markup, use buttons on the Reviewing toolbar, or right-click in the document to accept or reject changes and delete comments.
    • 17. Accept or reject changes, delete comments
      • The buttons on the Reviewing toolbar help you with changes:
      Use Track Changes and comments
      • Click Previous to review each item going toward the beginning.
      • Click Next to review each item going toward the end.
      The Reviewing toolbar
    • 18. Accept or reject changes, delete comments
      • The buttons on the Reviewing toolbar help you with changes:
      Use Track Changes and comments
      • Click Accept Change to accept revisions.
      • Click Reject Change/Delete Comment to reject revisions and delete comments.
      The Reviewing toolbar
    • 19. Revisions and comments in different views
      • Track Changes markup looks different in different document views. So far you have seen how it looks in Print Layout view.
      • As you get to know Track Changes, you'll find which view works best for you. Just select that view when you start to work in a document.
      Use Track Changes and comments Tracked changes in Normal view
    • 20. Revisions and comments in different views Use Track Changes and comments
      • In Print Layout view, deleted text and comments and formatting changes are displayed in balloons in the document margin.
      Tracked changes in Normal view
      • In Normal view and Outline view, there are no balloons.
    • 21. Revisions and comments in different views Use Track Changes and comments Tracked changes in Normal view
      • In all views, inserted text is displayed with underlines and in its own color, and vertical lines appear in the left margin to show where changes have been made.
    • 22. Revisions and comments in different views
      • The picture on the left shows tracked changes in Normal view.
      Use Track Changes and comments
      • Text with a comment shows the initials of the commenting reviewer and the number of each comment.
      • Deleted text appears with a line through it.
      Tracked changes in Normal view
    • 23. Suggestions for practice
      • Turn on Track Changes and make revisions.
      • Insert more revisions and comments.
      • Use the Reviewing toolbar to see how your document looks with and without markup.
      • Accept or reject revisions, and delete comments.
      Use Track Changes and comments Online practice (requires Word 2003)
    • 24. Test 1, question 1
      • To insert a comment, you turn on Track Changes. (Pick one answer.)
      Use Track Changes and comments
      • True.
      • False.
    • 25. Test 1, question 1: Answer
      • False.
      Use Track Changes and comments Track Changes does not have to be turned on before you insert a comment. You can use comments at any time, not just when you work with tracked changes.
    • 26. Test 1, question 2
      • As you learned in the practice, clicking Final in the Display for Review box on the Reviewing toolbar: (Pick one answer.)
      Use Track Changes and comments
      • Temporarily hides tracked changes.
      • Displays all tracked changes.
      • Deletes all tracked changes.
    • 27. Test 1, question 2: Answer
      • Temporarily hides tracked changes.
      Use Track Changes and comments This view shows you how your document looked before any revisions were made to it. Remember, though—changes and comments are still in the document. They're only temporarily hidden.
    • 28. Test 1, question 3
      • The only way to accept or reject inserted text is to click the Accept Change or Reject Change buttons on the Reviewing toolbar. (Pick one answer.)
      Use Track Changes and comments
      • True.
      • False.
    • 29. Test 1, question 3: Answer
      • False.
      Use Track Changes and comments You can also right-click the inserted text, and then click Accept Insertion or Reject Insertion on the shortcut menu.
    • 30. Test 1, question 4
      • In the practice, you learned a keyboard shortcut to turn tracked changes on and off. Press: (Pick one answer.)
      Use Track Changes and comments
      • CTRL+SHIFT+E.
      • CTRL+ALT+M.
      • ALT+SHIFT+C.
    • 31. Test 1, question 4: Answer
      • CTRL+SHIFT+E.
      Use Track Changes and comments Now you know a fast way to track changes and to stop tracking changes.
    • 32. Lesson 2 Tracked changes and the Show menu
    • 33. Tracked changes and the Show menu
      • Imagine now that you need to look over the changes made in a document by JohnD and JudiH. You'll accept or reject their revisions, and then you'll delete their comments.
      • When a document contains revisions by multiple reviewers, you can choose to see all the revisions at one time or to see the revisions by each reviewer separately.
      Use Track Changes and comments Show menu on the Reviewing toolbar
    • 34. Tracked changes and the Show menu
      • Use the Show menu on the Reviewing toolbar to customize tracked changes and to keep track of tracked changes.
      Use Track Changes and comments Show menu on the Reviewing toolbar Ink annotations (handwritten notes) are available if you use a Tablet PC.
    • 35. Choose to view tracked changes, comments
      • Suppose you decide to read the comments John put in the document. You don't have to read through all the tracked changes and all the comments to find what John had to say.
      Use Track Changes and comments Instead, you can see just John's comments. How?
    • 36. Choose to view tracked changes, comments Use Track Changes and comments
      • Click the Show menu.
      • Then click the check mark beside the type of information you don't want to review.
      • Because you don't want to see insertions and deletions right now, click beside Insertions and Deletions to clear that check mark.
    • 37. Choose to view tracked changes, comments
      • Warning: You cannot delete any revisions or comments by clearing check marks on the Show menu.
      Use Track Changes and comments Clearing check marks only temporarily hides revisions and comments. They remain in the document, visible to every reader.
    • 38. Choose a reviewer's tracked changes to view
      • To hide Judi's comments temporarily:
      Use Track Changes and comments
      • Click the Show menu, and point to Reviewers . The name of each reviewer appears.
    • 39. Choose a reviewer's tracked changes to view
      • To hide Judi's comments temporarily:
      Use Track Changes and comments
      • To just see John's comments and not Judi’s, clear the check mark beside Judi's name.
      • Select the check box beside Judi's name, or click All Reviewers , to display her comments again.
    • 40. Ensure all revisions, comments are displayed
      • When you're ready to accept or reject proposed changes and to delete comments, click the Show menu.
      Use Track Changes and comments
    • 41. Ensure all revisions, comments are displayed
      • Make sure that a check mark appears next to every one of these items on the menu:
      Use Track Changes and comments
      • Comments
      • Ink Annotations
      • Insertions and Deletions
      • Formatting
    • 42. Ensure all revisions, comments are displayed
      • If a check mark does not appear next to an item on the Show menu, you could be in danger of distributing a document that contains tracked changes or comments.
      Use Track Changes and comments
    • 43. Ensure all revisions, comments are displayed Use Track Changes and comments For example, if the check mark does not appear next to Comments , you'll miss all comments in the document. Those comments will reappear as soon as anyone opens the document.
    • 44. Balloons: Always, sometime, never?
      • Deletions, comments, and formatting changes appear as balloons in Print Layout, Web Layout, and Reading Layout views.
      Use Track Changes and comments If you like to work in any of these views and you'd prefer a different form of display, click the Show menu, point to Balloons , and make your choice. Options for displaying balloons
    • 45. Balloons: Always, sometime, never? Use Track Changes and comments
      • If you never, ever want balloons to show up, click Never .
      Options for displaying balloons
      • If you want to see formatting changes while you work, or you like marginal comments, click Only for Comments/Formatting .
      • To get balloons back all the time, click Always .
    • 46. Choose how you make tracks
      • You have other choices about the display of insertions, deletions, and formatting changes:
      Use Track Changes and comments
      • Click the Show menu.
      • Then click Options .
      Options for Track Changes
    • 47. Suggestions for practice
      • Select the type of revisions to review.
      • Reveal comments and revisions.
      • Change the balloon settings.
      • Change other Track Changes options.
      Use Track Changes and comments Online practice (requires Word 2003)
    • 48. Test 2, question 1
      • Clearing check boxes on the Show menu does not delete changes. (Pick one answer.)
      Use Track Changes and comments
      • True.
      • False.
    • 49. Test 2, question 1: Answer
      • True.
      Use Track Changes and comments Clearing check boxes temporarily hides revisions and comments. Clearing a check box never deletes them.
    • 50. Test 2, question 2
      • You have a document with insertions and deletions, formatting changes, and comments. To see just insertions and deletions, on the Show menu, you would clear the check box beside: (Pick one answer.)
      Use Track Changes and comments
      • Comments.
      • Insertions and Deletions.
      • Both Comments and Formatting.
    • 51. Test 2, question 2: Answer
      • Both Comments and Formatting.
      Use Track Changes and comments Clearing these two check boxes will hide comments and formatting revisions, leaving only insertions and deletions visible.
    • 52. Test 2, question 3
      • In the practice, you learned that clicking Markup on the View menu always displays all hidden revisions and comments in a document. (Pick one answer.)
      Use Track Changes and comments
      • True.
      • False.
    • 53. Test 2, question 3: Answer
      • False.
      Use Track Changes and comments You still need to click the Show menu, point to Reviewers , and then click All Reviewers if you have more than one reviewer and have previously cleared the check mark beside any reviewer's name.
    • 54. Test 2, question 4
      • In the practice, you learned that changing the color settings for revisions has a risk. What is it? (Pick one answer.)
      Use Track Changes and comments
      • The new colors might be more difficult to see than the original settings.
      • More than one reviewer might have the same color.
      • Colors might clash with each other and be hard to read.
    • 55. Test 2, question 4: Answer
      • More than one reviewer might have the same color.
      Use Track Changes and comments If you change colors from the default, By author , which identifies each reviewer automatically with a unique color, you run the risk of more than one author ending up with the same color. Keep it simple and stay with By author.
    • 56. Lesson 3 What to do when revisions reappear
    • 57. What to do when revisions reappear
      • Have you ever sent a document out and then learned later that it contained a tracked change? Or do you worry that it could happen?
      • Imagine what the result would be if you distributed a carefully polished document and then learned that it still contained all the reviewers' comments for all the world to see.
      Use Track Changes and comments A document with a tracked change
    • 58. Turning off Track Changes won’t delete marks
      • Turning off Track Changes does not delete revisions or comments.
      • Here's what it does do—when you turn off Track Changes, changes are no longer shown with markup:
      Use Track Changes and comments
      • Underlines
      • Strikethroughs
      • Balloons
    • 59.
      • To remove tracked changes and comments:
      Turning off Track Changes won’t delete marks Use Track Changes and comments
      • Use the Reviewing toolbar to accept or reject revisions and to delete comments.
      • OR
      • Use the right-click method to accept, reject, and delete using the shortcut menus.
    • 60. The Show menu doesn’t delete marks, either
      • Hiding is not deleting. You can't stop people from seeing revisions and comments by clearing check marks on the Show menu.
      • To remove tracked changes (and comments), use the same method as described on the previous slide: on the Reviewing toolbar, accept or reject revisions or delete comments.
      Use Track Changes and comments
    • 61. What you show isn't all they get
      • Clearing check marks on the Show menu temporarily hides tracked changes or comments.
      • Say that you clear the check mark for Comments to see only insertions and deletions.
      • Now comments are hidden. But they aren't gone.
      Use Track Changes and comments
    • 62. What you show isn't all they get
      • Time passes, and you forget that you hid the comments and Judi's revisions. You use the Reviewing toolbar to accept or reject all of the changes you see.
      Use Track Changes and comments Everything looks good, and you're ready to send the document out. Wait. Don't distribute the document yet...
    • 63. Check your document
      • Before you distribute a document, do what the professionals do.
      Use Track Changes and comments
      • On the Show menu, be sure that there’s a check mark beside Comments , Ink Annotations , Insertions and Deletions , Formatting , and All Reviewers .
      • Use the Reviewing toolbar or the right-click method to check your document for any tracked changes or comments.
    • 64. Check your document
      • Click to put a check mark anywhere there wasn't one before, and then use the Reviewing toolbar (or the right-click method) from the beginning of the document all the way through to find any tracked changes or comments.
      Use Track Changes and comments Remove any changes by accepting or rejecting them, and delete any comments.
    • 65. Be safe, not sorry
      • Word 2003 displays any revisions and comments in your documents automatically to help prevent the accidental distribution of documents containing revisions or comments.
      Use Track Changes and comments
    • 66. Be safe, not sorry
      • You can see the option that makes this happen if you click Options on the Tools menu, and then click the Security tab. See the image at left.
      Use Track Changes and comments
      • Select this option to be warned of tracked changes or comments before you print, save, or send a file.
      • This option displays all tracked changes and comments by default.
    • 67. Be safe, not sorry
      • The Make hidden markup visible when opening or saving check box is selected by default in Word 2003. It's highly recommended that you keep this option selected.
      Use Track Changes and comments Why? In case you forget (or don't notice) that you used the Show menu to hide revisions or comments, this option reminds you.
    • 68.
      • Another option on the Security tab is Warn before printing, saving or sending a file that contains tracked changes or comments.
      Be safe, not sorry Use Track Changes and comments This is not selected automatically. Consider selecting this option if you want to be warned before any of these actions when revisions or comments are present.
    • 69. Test 3, question 1
      • What's the final thing you should do before you send a document to others? (Pick one answer.)
      Use Track Changes and comments
      • Read through and see if it has any revisions.
      • Use the Reviewing toolbar.
      • Rely on your memory that you proofread the document.
    • 70. Test 3, question 1: Answer
      • Use the Reviewing toolbar.
      Use Track Changes and comments Click the Show menu, and see if all the check marks are in place (including All Reviewers ), and then review the entire document. You could also use the right-click method.
    • 71. Test 3, question 2
      • How do you delete tracked changes? (Pick one answer.)
      Use Track Changes and comments
      • Turn off tracked changes.
      • Clear check boxes on the Show menu.
      • Accept or reject revisions and delete comments.
    • 72. Test 3, question 2: Answer
      • Accept or reject revisions and delete comments.
      Use Track Changes and comments Use the Reviewing toolbar (or the right-click method) to accept or reject all revisions and delete all comments. Watch for that message at the end of the document telling you that there are no comments or tracked changes.
    • 73. Test 3, question 3
      • What's the point of the check box, Make hidden markup visible when opening or saving? (Pick one answer.)
      Use Track Changes and comments
      • It's just being annoying.
      • To help keep documents from being sent out with revisions and comments still in them.
      • To stop you from turning off tracked changes.
    • 74. Test 3, question 3: Answer
      • To help keep documents from being sent out with revisions and comments still in them.
      Use Track Changes and comments To save you from potential embarrassment, the option is selected by default.
    • 75. Test 3, question 4
      • What does turning off Track Changes do? (Pick one answer.)
      Use Track Changes and comments
      • Deletes tracked changes and comments.
      • Hides existing tracked changes and comments.
      • Stops tracking revisions.
    • 76. Test 3, question 4: Answer
      • Stops tracking revisions.
      Use Track Changes and comments Any revisions made after Track Changes is turned off will not be marked with strikethroughs, with underlines, or in balloons. But any revisions already created remain in the document until you accept or reject them. And comments will remain until you delete them.
    • 77. Test 3, question 5
      • Clearing the check mark beside Comments, on the Show menu, deletes comments in a document. (Pick one answer.)
      Use Track Changes and comments
      • True.
      • False.
    • 78. Test 3, question 5: Answer
      • False.
      Use Track Changes and comments You've learned not to be fooled by appearances. Clearing this check mark only temporarily hides comments. To delete comments, use the Reviewing toolbar or the right-click method.
    • 79. Quick Reference Card
      • For a summary of the tasks covered in this course, view the Quick Reference Card .
      Use Track Changes and comments
    • 80. USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.

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