This document provides tips and tricks for responding to extended writing electronically using Microsoft Word tools to provide feedback. It discusses using track changes to edit student work, insert comments for formative feedback, and autocorrect functions to quickly insert common comments. Fillable forms and the spike tool are also presented as ways to structure summative end comments and feedback on assignments. The goal is to harness technology to both save time providing feedback and increase clarity for students.

1. Responding to extended writing
electronically: tips and tricks
John Blake
Japan Advanced Institute of Science and Technology

2. Responding to extended writing electronically: tips and tricks
Abstract
Technology-enhanced marking not only saves time but also saves paper. This
presentation aims to share a system for responding electronically to extended
writing. Although many teachers use correction codes and concise comments,
research (e.g. Hyland & Hyland, 2006) shows that students who are working
alone frequently misunderstand such comments. This integrated system
solves that problem by drawing eclectically on a variety of tools. The Microsoft
insert comment function is used for facilitative responses. By adding shortcut
codes and corresponding comments to the autocorrect function, detailed
unambiguous feedback can be generated in a few keystrokes. Mistakes are
categorized into one of three categories slips, errors and attempts (Edge,
1990) . Slips are simply identified for writers to correct themselves. More
detailed guidance is provided for errors via inserted comments, hyperlinks or
objects, such as sound or video files while the track change function is used to
provide the correct form for attempts. Fillable forms and the Microsoft spike
tool are also used to add end comments.

3. Responding to extended writing electronically: tips and tricks
Introduction
Situation:
necessity to respond to writing
Problems:
• responding to writing is time consuming
• students frequently misunderstand pithy comments
Solution:
Harness technology to save time and increase clarity of
comments
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4. Responding to extended writing electronically: tips and tricks
Overview
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“Correction” policy
Core features in Microsoft word
Cool features in Microsoft word
Tips and tricks for formative comments
Tips and tricks for summative comments
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5. Responding to extended writing electronically: tips and tricks
“Correction” policy
Correction policies vary according to teaching philosophies,
institutional requirements, course aims, etc.
Type
Description of mistake
Correction policy
Slips
Mistakes that students can
correct
Errors
Mistakes in language that
students can understand
but not correct themselves
Attempts Mistakes in language
beyond student`s level.
Identify error using
insert comment function
Explain error using insert
comment function
Ignore error OR change
error using track changes
Edge, J. (1990). Mistakes and correction. Harlow: Longman.
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6. Responding to extended writing electronically: tips and tricks
Features in Microsoft Word
Despite my preference for OS, no other text editor offers tools
that compete with the Review and Developer tabs in MS Word
2010.
Core features
Track changes
Insert comment
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Cool features
Autocorrect
Spike
Fillable forms
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7. Responding to extended writing electronically: tips and tricks
Core feature 1: Track changes
Tip: Type ctrl + shift + E to start track changes
Alterations are coloured and deletions tagged.
Author then chooses to accept or reject
changes.
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8. Responding to extended writing electronically: tips and tricks
Core feature 2: Insert comments
Tip: Write clear and
comment sentences.
Tip: To insert comment:
ctrl + alt + M
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9. Responding to extended writing electronically: tips and tricks
Cool feature 1: Autocorrect
Tip: Add frequently used
sentences to comment bank
Type thsi

this
Tip: Create codes that are easy to
remember and do not occur in
normal language
Type .gpt

When referring to past events or states, use past tense,
e.g. Subjects were interviewed in September.
Tip: to add entry
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File
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Options
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Proofing
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10. Responding to extended writing electronically: tips and tricks
Cool feature 2: Spike
Spike – multiple cut and then paste all at once
Tip: to cut:Ctrl + F3
Tip: to paste: Ctrl + Shift + F3
Tip: This is for cutting
not copying
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11. Responding to extended writing electronically: tips and tricks
Cool feature 3: Fillable forms
• Great for making slightly different comments for
each student, following the same format. Perfect
for feedback on assessed assignments.
Tip: too add Developer tab
File
Options
Customize ribbon
Tip: to add Fillable
form
File
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Developer
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12. Examples: track changes
Tip: This is probably the fastest way to correct
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13. Examples: insert comment
Tip: Check your comments for careless mistakes
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14. Examples: insert code and
autocorrect to comment
Tip: Personalise the autocorrected comments to
the student, by adding or changing examples
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15. Examples: insert url in comment
Tip: insert url to online example, evidence or explanation.
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16. Example: using fillable form
Tip: Perfect tool to justify grade with reference
to assessment criteria.
Tip: Protect the form to avoid accidental altering
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17. Example: using Spike
Structure of endcomments
Tip: Use Spike to
create 5-sentence
individualised
end-comments in
30 seconds
• Overall summary
• Writing skills - Strengths
• Writing skills - Weaknesses
• Advice
• Closing comment
Tip: Save comment
bank as new file
before starting to
avoid accidental loss.
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18. Any questions, suggestions or
comments?
John Blake
johnb@jaist.ac.jp