Science in Society

I am no digital native and need help with these: ​​​​​​​​​​​​​​creating hyperlinks, tracking edits in Word, making edits in Pdf, sending large documents and folders via WeTransfer

Image by Gerd Altmann from Pixabay

Track changes

Some researchers are unable to track text edits in Word, to use hyperlinks and perform some other basic editorial functions. Solutions can be found by simply googling or being attentive to the style and structure of articles accepted by publications such as The Conversation and Daily Maverick, but many researchers are not digital natives and may feel reluctant to ask for help. Often, googled explanations are not very clear or assume existing knowledge of terminology and skills.

You can send most large documents or folders with WeTransfer, but the system only stores them for download for a couples of days.

If you want to send an entire folder, click on the words ‘Or select a folder’​​​​​​​

  • Type the recipient’s email address where it says Email to
  • You can also include a message at Message
  • Finally, click on Transfer (it will transfer the folder and notify the recipient via email to download the visuals within a few days and then the system deletes the pictures)
  • It is prudent to send the WeTransfer link (emailed to you) in a separate email to the recipient for in case the HSRC email system blocks WeTransfer.
  • Open the document in Word
  • On the top bar, click on Review
  • Now click on Track Changes ― when Track Changes lights up in a dark grey box, your text edits will be tracked in the Word document.
  • If you want to stop tracking changes, click on Track Changes again to remove the dark grey highlight.


Keep record of versions:


  • You receive a document with the file name Report
  • First, save the original document as Report so you have it on record.
  • Then, save a second version that you will be working on, by clicking on Save as and marking this version with underscore plus your initials, e.g. Report_JS
  • This habit helps us to keep track of edits when several people work on the same document. Finally, the main author of the report may have a document called: Report_JS_AO_HvR_JS
  • If a specific fact is queried at a late stage, having a record of document versions helps us to find out whom to contact to clarify.​​​​​​​

We create hyperlinks in text to credit sources and to lead our audience to further reading, should they want to click through.

This is an online link to instructions:

Or follow the following steps to create a hyperlinked word:

  1. First, copy the link that you want to insert in your article’s text, e.g.:
  2. In your article, select the word (or even a phrase) that you want to link: a traditional music group from Limpopo released a song that
  3. Now “right-click” on this selected word by using your PC mouse or tapping once with two fingers on keyboard pad of your laptop. You will see ‘hyperlink’ in the dropdown box (see picture below). Click on the word hyperlink.

4. You will now see a box appear like the one below. Paste the link (that you copied in step 1) where it says ‘Address’ –  as I did below. Then click OK. 

The hyperlinked word will now light up underlined and in blue in the document text.

  1. Who is my target audience?
  2. What do I want to share?
  3. What should my word count be?
  4. How do I structure an article?
  5. How can I use stories in my communication?
  6. I need help with language and style
  7. What about footnotes/bibliographies/references?
  8. Tick box
  9. Talking about the HSRC: Are we diluting our brand?
  10. Focus on the researcher: Conveying the So What? and writing a short biography
  11. How do I structure a PowerPoint presentation?
  12. How do I take a useful photograph?
  13. How do I plan the structure of a short video?
  14. Useful links on science communication
  15. I am no digital native and need help with these: ​​​​​​​​​​​​​​creating hyperlinks, tracking edits in Word, making edits in Pdf, sending large documents and folders via WeTransfer
  16. Visualise your communication for impact
  17. HSRC events: Requirements for drafting and sending invitations

This toolkit is designed to help HSRC researchers to communicate information about their research effectively to maximise impact.​​​​​​​