Microsoft Word 2003 Illustrated Complete Collaboration with Workgroups

Objectives Explore collaboration options Include comments in a document Track changes Accept and reject changes Collaboration with Workgroups Unit O

Objectives Create document versions Compare document and merge changes Use Find and Replace options Protect documents Collaboration with Workgroups Unit O

Exploring Collaboration Options Collaborate with colleagues in different ways Share an electronic copy of a document which tracks changes and comments Reviewing toolbar Insert comments Track changes View markup Create versions Compare and merge documents Collaboration with Workgroups Unit O

Exploring Collaboration Options (cont.) Reviewing toolbar Inserted text Comments of two reviewers Deleted text Collaboration with Workgroups Unit O

Exploring Collaboration Options (cont.) Options for merging document changes Collaboration with Workgroups Unit O

Including Comments in a Document When working in Page Layout view, a comment is text you insert in a comment balloon Appears on the right side of the document A comment mark appears in the document at the point where you inserted the comment A line connects the comment mark to the comment balloon Collaboration with Workgroups Unit O

Including Comments in a Document (cont.) New comment button Inserted comment in the Reviewing pane Collaboration with Workgroups Unit O

Including Comments in a Document (cont.) Changing user information The name that appears in the Reviewing Pane is based on the information in the User Information tab in the Options dialog box Change user information in the Options dialog box Collaboration with Workgroups Unit O

Tracking Changes Use the Track changes command to show inserted and deleted text In Page Layout view, the deleted text appears in a new color and underlined in the document Collaboration with Workgroups Unit O

Tracking Changes (cont.) New inserted text Deleted text appears in a new balloon Collaboration with Workgroups Unit O

Tracking Changes (cont.) Modifying Tracked Changes options Modify the appearance of tracked changes in the track changes dialog box Click Show on the Reviewing toolbar, then click Options Collaboration with Workgroups Unit O

Accepting and Rejecting Changes When you accept a change, inserted text becomes part of the document and deleted text is permanently removed Use the Reviewing toolbar to accept and reject changes in a document Use the Reviewing toolbar to find and remove comments in a document Collaboration with Workgroups Unit O

Accepting and Rejecting Changes (cont.) Original Showing Markup selected Deleted text appears in strike-through formatting Inserted text Collaboration with Workgroups Unit O

Accepting and Rejecting Changes (cont.) Display options for viewing tracked changes Choose from four different displays for reviewing a document containing tracked changes Original Showing Markup view Original view Final view Final Showing Markup view Collaboration with Workgroups Unit O

Creating Document Versions Use the Versions command to create two or more versions of a document Each version can contain text that differs from every other version Create when you want to keep a record of the changes you’ve made to a document Store all of the versions of the document within the same filename Collaboration with Workgroups Unit O

Creating Document Versions (cont.) Most recent version appears first Collaboration with Workgroups Unit O

Creating Document Versions (cont.) Using Versions To work on an earlier version of a document, click File on the menu bar, then click Versions to open the Versions dialog box All of the document versions are listed in the Versions dialog box The most recently saved version is listed first Collaboration with Workgroups Unit O

Comparing Documents and Merging Changes The Compare and Merge Documents feature allows you to compare two or more documents to determine where changes have been made Merge the changes to create a final version of the document The differences between the documents are shown as tracked changes Collaboration with Workgroups Unit O

Comparing Documents and Merging Changes (cont.) Merge button list arrow Merge options Collaboration with Workgroups Unit O

Comparing Documents and Merging Changes (cont.) Colors assigned to different reviewers Showing merged changes Collaboration with Workgroups Unit O

Comparing Documents and Merging Changes (cont.) Distributing documents for revision via e-mail E-mail people a copy of the document for their review Use the Send To command on the file menu Automatically creates a recipient e-mail with the document attached Collaboration with Workgroups Unit O

Using Find and Replace Options Search for and replace formats, special characters, and nonprinting elements such as paragraph marks Find and replace font styles and font sizes Collaboration with Workgroups Unit O

Using Find and Replace Options (cont.) Find and Replace dialog box Collaboration with Workgroups Unit O

Protecting Documents Protect a document so that no one else can make changes or insert comments Make it password protected Authenticate yourself as the author by inserting a digital signature A digital signature is an electronic stamp that you attach to a document to authenticate the document Collaboration with Workgroups Unit O

Protecting Documents (cont.) Protect Document task pane Collaboration with Workgroups Unit O

Protecting Documents (cont.) The default signature is not trusted, which means it can’t guarantee the identity of the person who created the document Collaboration with Workgroups Unit O

Protecting Documents (cont.) Obtaining a digital signature or certificate Create your own digital signature by running the Eelfcert.exe program Will identify a document as being yours, however, this signature is considered unauthenticated Can obtain a secure digital signature from a certificate authority such as Verisign, Inc. A digital certificate is an attachment for a file that vouches for the authenticity of the file, provides secure encryption, or supplies a verifiable signature You must apply for a digital certificate Collaboration with Workgroups Unit O

Protecting Documents (cont.) Information Rights Management (IRM) Used to specify who can access a document and what activities can be performed Three access levels: Read access Change access Full Control access Install the Windows Rights Management client to use IRM Collaboration with Workgroups Unit O