1. Microsoft Word 2003 Illustrated Complete
Collaboration
with Workgroups

2. Objectives Explore collaboration options
Include comments in a document
Track changes
Accept and reject changes
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3. Objectives Create document versions Compare document and merge changes
Use Find and Replace options
Protect documents
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4. 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
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5. Exploring Collaboration Options (cont.)
Reviewing toolbar
Inserted text
Comments of two reviewers
Deleted text
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6. Exploring Collaboration Options (cont.)
Options for merging document changes
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7. 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
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8. Including Comments in a Document (cont.)
New comment button
Inserted comment in the Reviewing pane
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9. 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
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10. 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
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11. Tracking Changes (cont.)
New inserted text
Deleted text appears in a new balloon
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12. 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
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13. 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
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14. Accepting and Rejecting Changes (cont.)
Original Showing Markup selected
Deleted text appears in strike-through formatting
Inserted text
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15. 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
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16. 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
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17. Creating Document Versions (cont.)
Most recent version appears first
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18. 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
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19. 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
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20. Comparing Documents and Merging Changes (cont.)
Merge button list arrow
Merge options
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21. Comparing Documents and Merging Changes (cont.)
Colors assigned to different reviewers
Showing merged changes
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22. Comparing Documents and Merging Changes (cont.)
Distributing documents for revision via
people a copy of the document for their review
Use the Send To command on the file menu
Automatically creates a recipient with the document attached
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23. 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
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24. Using Find and Replace Options (cont.)
Find and Replace dialog box
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25. 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
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26. Protecting Documents (cont.)
Protect Document task pane
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27. Protecting Documents (cont.)
The default signature is not trusted, which means it can’t guarantee the identity of the person who created the document
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28. 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
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29. 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
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