Committed to Shaping the Next Generation of IT Experts. Exploring Microsoft Office Word 2007 Chapter 4: Share, Compare and Document Robert Grauer, Keith Mulbery, Michelle Hulett

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Objectives Viewing comments in a document Inserting comments in a document Tracking changes Comparing and combining documents Master documents and subdocuments Bibliographies, footnotes and endnotes Figure references Legal references Cross references Document Properties

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Comments in a Document A comment is a note or annotation regarding the content of a document Review ribbon Extra space on page when balloons are present Comment balloon

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Comments: Viewing Comments On Review ribbon, choose Show Markup Choose types of comments and reviewers to view

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Comments: Reviewing Pane Choose Reviewing Pane for a list of the comments in a document Comments will display in full

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Tracking Changes Track Changes shows additions, deletions and formatting changes Will insert marks and balloons to track the changes This is a tracked change ribbon This is a comment

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Comments: Check User Name Before adding or modifying comments, verify the user name Choose Change User Name under Track Changes Opens Word Options/Personalize Verify the user name under Personalize Your Copy of Office

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Comments: Modifying a Comment To modify a comment simply click inside of the comment balloon and make changes Use formatting options like bold or italics to highlight information

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Adding a Comment Highlight the text associated with the comment Click New Comment in Comments Group

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Comments: Deleting Select a comment to delete and choose Delete in the Comments group

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Markup Views Original Showing Markup Final Showing Markup Line through deleted text Inserted text in balloons Deleted text in balloons Inserted text in the body

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Accepting and Rejecting Changes Click on a comment Choose Accept to apply a change Choose Reject to delete a change and keep the original text Previous and Next moves from comment to comment

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Customizing Track Changes Change Tracking Options… will open the Track Changes dialog box Choose changes to track Choose reviewer colors

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 View Documents Side by Side View two documents side by side Synchronous scrolling moves both documents at the same time Synchronous scrolling toggles on and off Two different files

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Compare Documents When changes have been made to multiple files, Compare Documents compares them Combined changes show in the Compared Document window Document containing combined changes First document with changes Second document with changes Notice, both versions appear on this document Select Show Source Documents

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Combine Documents Combine…incorporates all changes from two or more documents Combine into a new document to preserve older versions Select arrow and choose Combine

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Master document Subdocument Master documents act as a binder of subdocuments Each subdocument is a separate file Master Documents and Subdocuments

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Master and Subdocuments On the View ribbon, choose the Outline View A new Outlining ribbon will be shown

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Master and Subdocuments: Style Headings Create separate subdocuments within the document by applying style headings to those sections Level 2 headings This is a collapsed view

Copyright © 2008 Pearson Prentice Hall. All rights reserved Sub-documents are enclose by boxes This part is in the master document. 1. Icons indicate these are Sub- documents.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Master Documents: Collapsed Structure Collapsed view displays at a glance the subdocuments that make up a master document Button toggles expand and collapse

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Master Documents: Expanded Structure View and edit subdocuments in the Expanded View Button toggles expand and collapse

Master Documents: Insert an existing document as sub- document. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23

Master Documents: To remove a sub-document from a master document. Place the insertion point inside a sub-doc and click Unlink. The file on hard-disk will NOT be deleted. 24

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Master Documents: Printing Print a Master document in two ways:  Collapsed view prints the list of subdocuments as they appear onscreen  Expanded Subdocuments prints the entire Master Document

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26 Navigation Navigate documents easily using the Thumbnails, Document Map, and Bookmarks ThumbnailsDocument Map Bookmarks

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 Navigation: Thumbnails Thumbnails show small versions of each page Scroll through pages to find the different areas Click the Thumbnail to move the insertion point to that page Checkmark toggles the Thumbnails

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 28 Navigation: Document Map Can be used with any document setup using the style feature to format headings Master Documents must be expanded to use this feature Checkmark toggles the Document Map Select area on Document Map and the document moves to the same point

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 29 Navigation: Inserting Bookmarks Add a bookmark at the insertion point Bookmarks are electronic markers to make it easy to move to a location in a document Bookmark names may not start with a number and may not contain a space or hyphen

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 30 Navigation: Using Bookmarks In a document containing Bookmarks, simply use the Go To tab in the Find and Replace dialog box Ctrl+G opens the Go To dialog. Ctrl+F opens the Find and Replace dialog

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 31 References Provide supplemental information and citations using different references

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 32 References: Cite Sources Add Citation Sources to the document before creating footnotes, endnotes or bibliographies Choose source type Source information area

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 33 Reference: Current vs. Master Lists The current document contains the entered citation sources in the Current List All citations entered on the computer are compiled into a Master List and will be made available to any other document on the computer

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 34 Source Manager Use the Source Manager to add and edit sources in the document Sources available on the computer Sources used in this document Find outside source lists Copy the source to the current document

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 35 References: Using Outside Master Lists As outside resources create Citation Source lists, they may be imported into the computer’s Master List

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 36 References: Bibliographies Insert a bibliography using the current document’s sources Choose the writing style of the bibliography

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 37 References: Writing Styles Commonly used writing styles are available in Word and will be automatically applied to the bibliography

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 38 References: Footnotes Citations that appear at the bottom of the page Place the insertion point where the footnote is to be referenced Reference number Footnotes

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 39 References: Endnotes Citations that appear at the end of a document Place the insertion point where the endnote is to be referenced

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 40 References: Modifying Footnotes and Endnotes In Print Layout view, scroll to the footnote or endnote and click inside it to make changes

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 41 References: Relocating Footnotes and Endnotes Select the reference and cut and paste it to the new location The footnote will move to the new page Select the reference to move

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 42 References: Table of Authorities A Table of Authorities is used in legal documents

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 43 References: Mark Citations Before producing a Table of Authorities, mark the legal citations

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 44 Insert the Table of Authorities Insert table of authorities after marking the citations Display the fields using Show/Hide button To modify an entry, edit the text in the quotation marks in the field Delete an entry by deleting the entire entry field

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 45 References: Make a Caption A caption is a description of an equation, figure or table Type the caption Choose labeling Choose position

Type of Caption label Three types by default. You can create your own label by clicking New Label… button Copyright © 2008 Pearson Prentice Hall. All rights reserved. 46

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 47 References: AutoCaption Automatically add captions to figures, equations or tables Click AutoCaption

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 48 References: Table of Figures After entering captions produce a table of figures Placed after the table of contents Choose leader Preview Page number options

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 49 References: Cross-references A note in the text referring the reader to another place in the text for more information Choose reference type Choose the reference

When inserting a new caption, the numbering of captions will be updated automatically. The numbering of references will not be updated automatically. You have to right-click at a reference and choose Update Field. Or place cursor at a reference then press F9. Or simply select the whole document and press F9. 50 Figure type captions. Different types of references.

Move the cursor over a reference. Then use Ctrl+Click to jump to where the reference refer to. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 51

References: Cross-references There are many other types of references.  You can cross-reference to a Heading. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 52 An example of cross-reference to Heading objects.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 53 Document Properties Document Properties stores information about the document such as author, document summary, etc. Document Information Panel Document Properties dialog box

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 54 Customize Document Properties Add new properties and assign a value to them Add new properties

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 55 Questions?