© Paradigm Publishing, Inc. 1

2 Word 2010 Level 2 Unit 2Editing and Formatting Documents Chapter 7Working with Shared Documents

© Paradigm Publishing, Inc. 3 Working with Shared Documents  Insert and Manage Comments Insert and Manage Comments  Track Changes in a Document Track Changes in a Document  CHECKPOINT 1 CHECKPOINT 1  Compare Documents Compare Documents  Combine Documents Combine Documents  View and Share Documents View and Share Documents  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

© Paradigm Publishing, Inc. 4 Insert and Manage Comments To insert a comment: 1.Select the desired text. 2.Click the Review tab. 3.Click the New Comment button in the Comments group. continues on next slide… New Comment button

© Paradigm Publishing, Inc. 5 Insert and Manage Comments…continued 4.Type the comment in the comment balloon. comment balloon

© Paradigm Publishing, Inc. 6 Insert and Manage Comments…continued To insert a comment in the Reviewing pane: 1.Click the Review tab. 2.Click the Show Markup button in the Tracking group. 3.Point to the Balloons option. 4.Click the Show All Revisions Inline option at the side menu. continues on next slide… Show All Revisions Inline option

© Paradigm Publishing, Inc. 7 Insert and Manage Comments…continued 5.Click the New Comment button in the Comments group. 6.Type the desired comment. Reviewing pane

© Paradigm Publishing, Inc. 8 Insert and Manage Comments…continued To navigate between comments: 1.Click the Review tab. 2.Click the Next button or the Previous button in the Comments group. Next button Previous button

© Paradigm Publishing, Inc. 9 Insert and Manage Comments…continued To edit a comment in a comment balloon: 1.Click the Review tab. 2.Turn on the display of comment balloons. 3.Click in the comment balloon. 4.Make the desired changes. comment balloon

© Paradigm Publishing, Inc. 10 Insert and Manage Comments…continued To change the user name and initials: 1.Click the File tab. 2.Click the Options button. 3.Type the desired name in the User name text box. 4.Type the desired initials in the Initials text box. 5.Click OK. User name text box

© Paradigm Publishing, Inc. 11 Insert and Manage Comments…continued To print only the comments: 1.Click the File tab. 2.Click the Print tab. 3.Click the first gallery in the Settings category. 4.Click the List of Markup option in the drop- down list box. 5.Click the Print button. List of Markup option

© Paradigm Publishing, Inc. 12 Insert and Manage Comments…continued To delete a comment: 1.Select the desired comment. 2.Click the Review tab. 3.Click the Delete button in the Comments group. Delete button

© Paradigm Publishing, Inc. 13 Track Changes in a Document  If more than one person in a work group will be reviewing and editing a document, consider using Word’s Track Changes feature.  When Track Changes is turned on, Word tracks each deletion, insertion, or formatting change made in a document.

© Paradigm Publishing, Inc. 14 Track Changes in a Document…continued To turn on tracking: 1.Click the Review tab. 2.Click the Track Changes button in the Tracking group. Track Changes button

© Paradigm Publishing, Inc. 15 Track Changes in a Document…continued  You can display information about tracked changes by positioning the mouse pointer on a change.  After approximately one second, a box containing the author’s name, date, time, and the type of change (for example, whether it was a deletion or insertion) displays above the change.

© Paradigm Publishing, Inc. 16 Track Changes in a Document…continued To change the user information: 1.Click the Review tab. 2.Click the Track Changes button arrow. 3.Click the Change User Name option at the drop- down list. 4.Type the desired name in the User name text box. 5.Type the desired initials in the Initials text box. 6.Click OK. Change User Name option

© Paradigm Publishing, Inc. 17 Track Changes in a Document…continued To change the display for review: 1.Click the Review tab. 2.Click the Display for Review button arrow in the Tracking group. 3.Click the desired option at the drop- down menu. Display for Review button arrow

© Paradigm Publishing, Inc. 18 Track Changes in a Document…continued To change the display for showing markup: 1.Click the Review tab. 2.Click the Show Markup button in the Tracking group. 3.Point to the Reviewers option. 4.Click the All Reviewers check box to remove the check mark. 5.Click the Show Markup button. 6.Point to the Reviewers option. 7.Click the check box of the desired reviewer. All Reviewers check box

© Paradigm Publishing, Inc. 19 Track Changes in a Document…continued To customize track changes options: 1.Click the Review tab. 2.Click the Track Changes button arrow in the Tracking group. 3.Click the Change Tracking Options option at the drop-down list. 4.At the Track Changes Options dialog box, make the desired changes. 5.Click OK. Track Changes Options dialog box

© Paradigm Publishing, Inc. 20 Track Changes in a Document…continued To navigate to revisions: 1.Click the Review button. 2.Click the Show Markup button in the Tracking group. 3.Point to the Balloons option. 4.Click the Show Revisions in Balloons option. 5.In one of the balloons, click the Go button. Go button

© Paradigm Publishing, Inc. 21 Track Changes in a Document…continued To accept all changes shown: 1.Click the Review tab. 2.Click the Accept button arrow in the Changes group. 3.Click the Accept All Changes Shown option at the drop- down list. Accept All Changes Shown option

© Paradigm Publishing, Inc. 22 1)The New Comment button is located in this tab. a.Insert b.References c.View d.Review 1)The New Comment button is located in this tab. a.Insert b.References c.View d.Review 3)If more than one person needs to review and edit a document, consider using this feature. a.Translate b.Track Changes c.Cross-reference d.Bookmark 3)If more than one person needs to review and edit a document, consider using this feature. a.Translate b.Track Changes c.Cross-reference d.Bookmark 2)You can edit a comment in the Reviewing pane or in this. a.text balloon b.text bubble c.comment balloon d.comment bubble 2)You can edit a comment in the Reviewing pane or in this. a.text balloon b.text bubble c.comment balloon d.comment bubble 4)The Track Changes button is located in this tab. a.Review b.View c.Page Layout d.Insert 4)The Track Changes button is located in this tab. a.Review b.View c.Page Layout d.Insert Next Question Next Slide Answer

© Paradigm Publishing, Inc. 23 Compare Documents To compare documents: 1.Click the Review tab. 2.Click the Compare button in the Compare group. 3.Click the Compare option at the drop- down list. continues on next slide… Compare option

© Paradigm Publishing, Inc. 24 Compare Documents…continued 4.At the Compare Documents dialog box, click the Browse for Original button. 5.Double-click the desired document. 6.Click the Browse for Revised button. 7.Double-click the desired document. 8.Click OK. Compare Documents dialog box

© Paradigm Publishing, Inc. 25 Compare Documents…continued To customize compare options: 1.At the Compare Documents dialog box, click the More button. 2.Select the desired options. 3.Click OK. Compare Documents dialog box

© Paradigm Publishing, Inc. 26 Combine Documents To combine multiple versions of a document: 1.Click the Review tab. 2.Click the Compare button in the Compare group. 3.Click the Combine option at the drop- down list. continues on next slide… Combine option

© Paradigm Publishing, Inc. 27 Combine Documents…continued 4.At the Combine Documents dialog box, click the Browse for Original button. 5.Double-click the desired document. 6.Click the Browse for Revised button. 7.Double-click the desired document. 8.Click OK. Browse for Original button

© Paradigm Publishing, Inc. 28 Combine Documents…continued To show source documents: 1.Click the Review tab. 2.Click the Compare button in the Compare group. 3.Point to the Show Source Documents option at the drop- down menu. 4.Select the desired option at the side menu. Show Source Documents option

© Paradigm Publishing, Inc. 29 View and Share Documents  Microsoft Word provides a number of views for working with and managing documents.  The default view is Print Layout. It is used to create and edit documents and displays the document as it will appear when printed.

© Paradigm Publishing, Inc. 30 View and Share Documents…continued  In Outline view, you can collapse a document to display just its headings, letting you view the document’s organization. This is a good view to use when you want to rearrange or delete headings or text.  You can collapse text in a document that has been formatted with heading styles or with outline levels.

© Paradigm Publishing, Inc. 31 View and Share Documents…continued To demote a heading in Outline view: 1.Click in the heading. 2.Click the Outlining tab. 3.Click the Demote button in the Outline Tools group. Demote button

© Paradigm Publishing, Inc. 32 View and Share Documents…continued To specify the levels to display: 1.Click the Outlining tab. 2.Click the down- pointing arrow at the right side of the Show Level button in the Outline Tools group. 3.Click the desired level at the drop-down list. Show Level button arrow

© Paradigm Publishing, Inc. 33 View and Share Documents…continued To display the headings: 1.Position the insertion point. 2.Click the Outlining tab. 3.Click the Expand button in the Outline Tools group. Expand button

© Paradigm Publishing, Inc. 34 View and Share Documents…continued To move a title down (along with the headings and text below the title): 1.Click the Outlining tab. 2.Click the selection symbol before the title. 3.Click the Move Down button in the Outline Tools group. Move Down button

© Paradigm Publishing, Inc. 35 View and Share Documents…continued  For projects containing a variety of parts or sections, such as a reference guide or book, consider using a master document.  A master document contains a number of separate documents, referred to as subdocuments.  A master document might be useful in a situation where several people are working on one project.  Each person prepares a document for his or her part of the project and then the documents are combined in the master document.

© Paradigm Publishing, Inc. 36 View and Share Documents…continued To create a master document and subdocuments: 1.Switch to Outline view. 2.Click the Outlining tab. 3.Click the Show Document button in the Master Document group. 4.Select the headings and text. 5.Click the Create button in the Master Document group. Create button

© Paradigm Publishing, Inc. 37 View and Share Documents…continued  Text specified as a subdocument displays surrounded by a thin, gray frame. A subdocument icon displays in the upper left corner of the frame.  Word creates a subdocument for each heading at the top level within the selected text.

© Paradigm Publishing, Inc. 38 View and Share Documents…continued  Another useful method for viewing and managing documents is to open a new window containing the contents of the current document.  With two versions of the same document open, you can view and edit different parts of the document at the same time.

© Paradigm Publishing, Inc. 39 View and Share Documents…continued To turn off the Synchronous Scrolling feature: 1.Click the View tab. 2.Click the Synchronous Scrolling button in the Window group. Synchronous Scrolling button

© Paradigm Publishing, Inc. 40 1)The Compare button is located in this tab. a.Review b.View c.Page Layout d.References 1)The Compare button is located in this tab. a.Review b.View c.Page Layout d.References 3)In this view, you can collapse a document to only headings. a.Outline b.Draft c.Full Screen Reading d.Print Layout 3)In this view, you can collapse a document to only headings. a.Outline b.Draft c.Full Screen Reading d.Print Layout 2)This is the default view. a.Outline b.Draft c.Full Screen Reading d.Print Layout 2)This is the default view. a.Outline b.Draft c.Full Screen Reading d.Print Layout 4)Press this button to display the headings below the title or heading where the insertion point is positioned. a.Promote b.Demote c.Expand d.Collapse 4)Press this button to display the headings below the title or heading where the insertion point is positioned. a.Promote b.Demote c.Expand d.Collapse Next Question Next Slide Answer

© Paradigm Publishing, Inc. 41 Working with Shared Documents Insert, edit, and delete comments Track changes to a document and customize tracking Compare documents Combine documents Display a document in Web Layout view and Outline view Assign levels in Outline view Create a master document and subdocuments Open a new window Summary of Presentation Concepts