WORKING WITH SHARED DOCUMENTS Word 2002 Chapter 24 WORKING WITH SHARED DOCUMENTS

Performance Objectives Track changes to a document Accept/reject changes to a document Create, view, delete, and print comments Compare and merge documents Create multiple versions of a document Send and route documents Set the file location for Workgroup templates Protect and secure documents

Concepts

Reject Change/Delete Comment Reviewing Toolbar Display for Review Show Previous Next Accept Change Reviewing Pane Track Changes New Comment Reject Change/Delete Comment

Tracking Changes to a Document Each deletion, insertion, or formatting change made to the document is tracked. Tools, Track Changes OR select how to display and what to show tracked changes status bar shows tracking is on

Reviewing Changes point to change to view information OR select Reviewing Pane button opens Reviewing Pane window

Changing User Information Tools, Options make changes If changes are made to the document by another person with different User Information, the changes display in a different color.

Working with Changes Moving use Previous and Next buttons to move the insertion point to a change in the document Accepting/Rejecting use Accept Change and Reject Change/Delete Comment buttons to change

select New Comment button edit by clicking in balloon Inserting Comments To insert a comment rather than make editing changes - more than one person can insert comments (identifies multiple users in different colors) Insert, Comment OR select New Comment button delete a comment edit by clicking in balloon and making changes (Print Layout view) print showing markup (document and comments) or list of markup (comments and tracked changes)

Comparing and Merging Documents To compare two documents and display the differences as tracked changes. - useful where multiple individuals make changes to separate copies open first document then Tools, Compare and Merge Documents results are shown as tracked changes - accept/reject changes as desired choose how to display results

Creating Multiple Versions of a Document Save multiple versions of a document in the same document. - saves disk space - useful where you want to maintain original and use it as a baseline to compare future versions File, Versions insert comments a File Versions icon displays at the right side of the Status bar delete a version open an earlier version if you try to save an earlier version, the Save As dialog box will display

Sending Documents Sending a document in an E-Mail - must have e-mail program click E-mail button on Standard toolbar to display e-mail header select how to send OR

and add desired message Routing Documents First recipient makes comments or changes, and then it is sent to the next person on the list. - same document edited by several people rather than several people editing versions of the same document select Address button to add recipients (in proper order) and add desired message

Sending a Document on a Round Trip The person receiving the document does not need the originating application to view the document. saves in HTML format When the document is returned and opened in the originating application, all of the formatting and functionality of the document is retained.

Creating a Template By default, template documents are saved in a Templates subfolder within Microsoft Office. - you may want to change the location… Tool, Options default location specify the desired folder

Protecting and Securing Documents Tools, Protect Document Tools, Options limits the kind of changes a reviewer can make to a document - specify a document as read-only - apply a password - apply a digital signature

Commands Review How do you turn on tracking? Tools, Track Changes OR tracked changes

Commands Review How do you display the Options dialog box? Tools, Options

select New Comment button Commands Review How do you display the Comment balloon? Insert, Comment OR select New Comment button

Commands Review How do you display the Reviewing pane? select button opens Reviewing Pane window

Commands Review How do you display the Compare and Merge dialog box? open first document then Tools, Compare and Merge Documents choose how to display results

Commands Review How do you display the Versions in (Document Name) dialog box? Save Version dialog box? File, Versions

Commands Review How do you display the E-mail header? click E-mail button on Standard toolbar to display e-mail header select how to send OR

and add desired message Commands Review How do you Route a document? select Address button to add recipients (in proper order) and add desired message

limits the kind of changes Commands Review How do you display the Protect Document dialog box? Tools, Protect Document limits the kind of changes a reviewer can make to a document

Coming Next Creating Specialized Tables and Indexes Chapter 25 Creating Specialized Tables and Indexes