1. exploring Microsoft Office 2013 Volume 1
by Mary Anne Poatsy, Keith Mulbery, Lynn Hogan, Amy Rutledge, Cyndi Krebs, Eric Cameron, Rebecca Lawson
Chapter 4
Collaboration and Research
This chapter introduces you to Microsoft Office Word The chapter focuses on writing styles, guidelines and citations. It introduces special features in Word to review documents and track changes. It also introduces SkyDrive which is used to share and collaborate documents.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

2. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Objectives
Use a writing style and acknowledge sources
Create and modify footnotes and endnotes
Explore special features
Review a document
The objectives of this chapter are:
Use a writing style and acknowledge sources
Create and modify footnotes and endnotes
Explore special features
Review a document
The Objectives continue on the next slide.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

3. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Objectives (cont.)
Track changes
Use SkyDrive
Share and collaborate on documents
Additional objectives include to:
Track Changes
Use SkyDrive
Share and collaborate on documents
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

4. Selecting a writing style
Style arrow
Writing styles
A research paper is a collection of ideas and statements related to a topic. In a research paper you summarize your knowledge and conclusions. You will often include facts and results obtained from other sources. When you quote another person, gather ideas from others, or include information from another publication, you must give credit to the source by citing it in the body of your paper and/or include it in a bibliography.
A citation is a brief, parenthetical reference placed at the end of a sentence or paragraph. Word enables you to select a writing style upon which all citations, sources and bibliographic entries will be based.
To select a writing style in Word, click the References tab, click the Style arrow in the Citations & Bibliography group and click a writing style to use.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

5. inserting a source and including a citation
Insert Citation
Add a previously created source
Add New Source
Proper placement of a citation within a research paper is critical. A citation should appear near a source of reference without interrupting the flow of a sentence. Citations are typically placed before a punctuation mark that ends a sentence. As you create a citation, you will either add a new source or select a previously defined source as the reference. A cited reference includes the type of source, title, publisher, page number(s), and other items specific to the type of source.
In Word to insert a citation and source, click at the end of a sentence or phrase you want to cite. Click the References tab. Click Insert Citation in the Citations & Bibliography group. If inserting a previously defined source, click the source. If creating a new source Add New Source and type the new source information.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

6. Using the source manager
Sources available to all documents on a computer
Manage Sources
Search box
Delete a source
Edit a source
Sources available in the current document
When you create a source, it is available for use in the current document and saved in the document’s Current List. It is also placed in the Master List, which is a database of all sources created in Word on a particular computer. Sources saved in the Master List can be shared in any Word document.
To access a source from the Master List, click the References tab, click Manage Sources, select a source in the Master List of the Source Manager, click Copy to move it to the Current List, click Close. Click in the location in the current document and click Insert Citation then select the source reference.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

7. Creating a bibliography
Click to update the bibliography
Citations field
A bibliography is a list of documents or sources consulted by an author during research for a paper. It not only guides a reader to sources of your research for additional study, but it provides a reader with an opportunity to validate references for accuracy. Word includes in a bibliography (or works cited page) only those sources that were cited in the paper.
To create a bibliography in word, insert a page break at the end of the paper. Click the References tab. Click Bibliography. Select Bibliography, References, or Works Cited. Click Insert Bibliography.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

8. Referencing a footnote
Footnote reference
Footnote
A footnote is a citation or note that appears at the bottom of a page, an endnote serves the same purpose but appears at the end of a document. Like in-text parenthetical citations, the purpose of a footnote and endnote is to draw a reader’s attention to a specific source of information. Footnotes and endnotes are often used to further describe a statistic or statement used in the report without including additional detail in the text.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

9. Creating Footnotes and endnotes
Position in document
Number Format
Select a symbol
Start numbering
Source information in a document that you reference with a footnote or endnote includes a number or symbol in superscript. The reference is then keyed to the same number or symbol at the end of the page or at the end of the document.
To insert a footnote or endnote into the document, click besides the text to reference (or after ending punctuation, if referencing a sentence). Click the References tab. Click Insert Footnote ( or Insert Endnote) in the Footnotes group. Type the footnote text.
A footnote is automatically positioned at the end of the page, with the same superscript as that assigned to the in-text reference. A endnote is automatically positioned sequentially with other endnotes on a page at the end of the document.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

10. Creating a table of contents
Change table of contents style or remove table of contents
Update a table of contents
A table of contents lists headings in the order they appear in a document, along with the page numbers on which the entries begin. The key to enabling Word to create a table of contents is to apply heading styles to headings in the document at appropriate levels.
To insert a predefined table of contents, ensure that headings in the document are formatted with the heading styles according to level. Click the References tab, click Table of Contents in the Table of Contents group. Select an Automatic table style to create a formatted table of contents that can be updated when heading text or positioning changes or select Manual Table to create a table of contents that is not updated when changes occur.
You can also design a table of contents by clicking Table of contents on the References tab, then select Custom Table of Contents. From the table of Contents dialog box, select options related to page numbering and alignment, general format, level of heading to show, and leader style.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

11. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Reviewing a document
All Markup view selected
Track Changes
Comment with a reply
Edits to the document
Many people work together while planning, developing, writing, and editing important documents. A large part of the process is reviewing work begun or submitted by others. In reviewing a document you may want to change wording or edit the format, you may also want to make a comment. Word provides a way to make comments, reply to comments, and track changes that might have been made to a document by others during the review process.
The Review tab includes options related to adding and replying to comments, as well as tracking changes. When All Markup view is selected in the Tracking group all replies to original comments are indented beneath the original, which makes it easy to follow the progression of a comment.
When Track Changes is not active any change made to a document is untraceable. When Track changes is active and All Markup view is selected, revision marks are applied where a person added, deleted, or formatted text. In addition, a bar displays on the left side of any paragraph in which edits occurred.
Reviewing a Document continues on next slide.
Bar indicating revision
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

12. Reviewing a document (cont.)
Simple Markup view selected
Indicator of edits in the paragraph (click to view edits)
Comment (click to view the comment and any replies)
Other options for markup views in the Tracking group on the Review tab are Simple Markup and No Markup. Simple Markup is less cluttered. A small balloon on the right side of a paragraph in which a comment has been made provides access to the comment. A red vertical bar on the left side of a paragraph in which edits have been made alerts a reader to the existence of edits. You can click a balloon to view a comment or click the red vertical bar to view edited text.
For a completely clean view of a document, temporarily hiding all comments and revisions, click the Markup arrow in the Tracking group on the Review tab and click No Markup. Although no revisions or comments show, keep in mind that they are only hidden.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

13. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Viewing comments
Open Reviewing Pane
Reviewing Pane showing revisions
In reviewing a document you may find mistakes, or suggest alternative wording. Word provides a way to make comments related to the content. Comments can be viewed in different ways. Regardless of view, you can display the Reviewing Pane, which displays all comments and editorial changes made to the document, as well as statistics regarding the number of changes made.
To open the Reviewing Pane, click the Reviewing Pane arrow on the Review tab. Select Reviewing Pane Vertical or Reviewing Pane Horizontal.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

14. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Replying to Comments
Click to reply to comment
Word allows you to reply to a comment within the original comment. Each comment has a Reply option. Click the reply icon and type a response. The response will be placed in the original comment’s comment balloon, indented slightly, with the commenter identified by name.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

15. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Saving to skydrive
Save to SkyDrive
SkyDrive is an online storage system and sharing utility. Word facilitates document sharing by saving documents to SkyDrive which is sometimes called the Cloud. When you save a document to SkyDrive, you are saving the document where it is available online to collaborate with others. SkyDrive makes files available from any Internet-connected location. SkyDrive is the default location, your documents are automatically saved there unless you specify otherwise.
Saving to SkyDrive continues on next slide.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

16. Saving to skydrive (cont.)
SkyDrive Folders
To save a Word file to SkyDrive, click the File tab and click Save As. Confirm that SkyDrive is selected in the Places section and navigate to the SkyDrive folder to save to (or click Browse to create a new folder or select another storage location on SkyDrive) Click Save.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

17. Sharing document in Skydrive
Grant a level of access
Get a Sharing link
After saving a document to SkyDrive, you can share it with others. You can invite others to edit or view the document or you can share a link to a document that you have saved. Click the File tab and click Share. You can invite people to access the document you will save to SkyDrive. Click Save to Cloud. Navigate to the SkyDrive folder in which to save the file and click Save. Click Share, if you plan to invite others to share the document, type the addresses of the invitees. You can then grant a level of access.
Instead of inviting others, you can create a sharing link. Click Get a Sharing link and click Create link (indicating whether to limit a user to view or edit privileges). Copy the resulting link to share with others.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

18. Posting a document to a Social Network
Level of permission
Facebook link
Post to social network
You can post a Word document to a social network, including Facebook, LinkedIn, Flickr, Google+, and Twitter, indicating where your contacts can only view the document or can also edit it. Click the File tab and then click Share. Click Post to Social Networks. Click a link to connect to a social network if necessary. You can share a document through a social network only if you have affiliated the network with your SkyDrive account. You will connect the account by following Word prompts as you share the post. Indicate a level of permission and include a brief message. Click Post.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

19. Posting a document through E-mail
options
Send
If you know the addresses of those you want to share a document with, open a Word document that you have saved to SkyDrive and click the file tab and click Share. Click . Select a method of including the document. Follow any prompts presented.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

20. Opening a document in Word web app
Edit Document tab
Edit in Word
Edit in Word Web App
Word Web App is a limited version of Word, enabling you to edit ,format, and share a document online. Word Web App is free and accessible when you sign in to or create a SkyDrive account. You are not required to install software to use Word Web App. You can use Word Web App to create and edit Word documents, from any Internet-connected computer regardless of whether Word is installed on the computer.
When you sign into SkyDrive you can click a previously saved Word document to open it or create a new one.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

21. Creating a link to share a document
Get a link
Varying levels of permission
You can share access to a document by providing a link. The link can be included in an or any other form of electronic or written communication. As you create a link, you can mark it as View only, View and edit, or Public. A View only link enables a recipient to view but not edit a shared document. A View and Edit link enables a recipient to view the document and make changes. A Public link is the same as a view and Edit link, except that anyone can search for publicly share files.
To share a document using a link in Word Web App. Open the document in Word Web App. Click the Share tab or click the File tab and click Share. Click Get a link. Click Create (selecting a level of permission). Copy the generated link for distribution to intended recipients. Click Done.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

22. Posting a link to a social network
Add another social network
Post to social network
Select a social network
Using Word Web App, you can share documents with your contacts on several social networks. The first time you post a document to a social network, you must add the service. Having added the service once, you do not need to do so again.
To add a social network so you can share documents open the document in Word Web App. Click Share on the toolbar or click File tab and click Share. Click Post to. Select the social network and type a short message if you like. Indicate whether recipients can edit the document and click Post.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

23. Sharing a document through e-mail
Send
Levels of permission and access
Word Web App enables you to share a document with contacts. Click share on the toolbar or click tab and click Share. Click Send . In the Share dialog box, type the addresses of those whom you will share the document and a short note. Leave the Recipients can edit check box selected if you want recipients to be able to edit the document. Click Share to send invitations to all recipients with a link to the shared file.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

24. Editing a document in Word Web App
Edit in Word
Edit in Word Web App
When you save or post a Word document to SkyDrive, anyone with whom you share the document with editing privileges can access and edit the document. The document will have a limited selection of tabs. On the Edit Document tab, select Edit in Word (to open the document in a full Word version if installed on your computer) or Edit in Word Web App (to open the document for editing in Word Web App).
Word Web App has the familiar look and feel of Word; however the Ribbon is limited. You are also limited to Reading view and Editing view. With Reading view the document is shown as it will print and the addition of comments are enabled. With Editing view you are able to make changes to the document.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

25. editing a shared document in Word Web app
Indicator that someone is currently editing the document
As you edit a shared document, you will be made aware of others who are editing the same document and, if using Word Web App, you will not be allowed to edit the same paragraph that another person is actively editing. Word Web App keeps you apprised of co-authors, informs you when they are no longer editing the document, and lets you know when updates to the document are available. In this way, it is possible for several people to work with the same document simultaneously, although multiple people cannot edit the same paragraph at the same time.
Editing a Shared Document in Word Web App continues on the next slide.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

26. editing a shared document in Word Web app (cont.)
People currently editing the document
Number of people currently editing the document
Another way of checking to see who is editing a shared document is by checking the right side of the status bar for notification. It will show you the number of people currently editing the document and the people who are editing the document.
Editing a shared document in Word Web App continues on next slide.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

27. editing a shared document in Word Web app (cont.)
Indicator that paragraph is locked
ScreenTip providing name of person currently editing
If a co-author is making changes to a document paragraph the paragraph will be locked to other users, and a dotted blue line will display beside the locked paragraph. A special indicator will also display beside a locked paragraph. You can point to the indicator to see who is currently editing the paragraph.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

28. Saving a shared document
ScreenTip advising you to save the document to see updates
Indicator that updates are available
Status bar indicator that updates are available
When you save a document which you are collaborating, the document is available to your co-authors with all of your edits. When a co-author saves his or her edits, the updated document is available to you. If you are currently working in the same document you must save the document in order to see the updated version. In addition, a message on the status bar informs co-authors that updates have been made, advising all who are currently editing to save the document in order to see the changes.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

29. Creating comments in word web app
Create a new comment
Comments pane
Comment balloon
When working with a shared document you may want to make a comment about the content or ask questions of the co-authors. Word or Word Web App allows you to create comments as well a reply to comments.
When using Word Web App to create or reply to a comment select the line of text (or double-click to select a paragraph). Click comments. Click New Comments in the Comments pane on the right or click an existing comments and click Reply. Type the comment and click Post.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

30. Presenting a document online
Enable viewers to download the document
Present Online
Word allows co-authors who are widespread geographically to view a document and collaborate on the content, although not simultaneously.
To make a document available online for a presentation with co-authors, click the File tab, Share, Present Online, and then Present Online. Click Connect. Click Copy Link to copy and past the meeting hyperlink, or Send in to the hyperlink. Click Start Presentation. Your attendees can click the hyperlink or paste it in a browser window to view the document. Attendees can view the document even if they do not have a version of Word installed.
Presenting a Document Online continues on the next slide.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

31. Presenting a document online (cont.)
End Online Presentation
Send invitation to participants
Presenter’s view of online presentation
Edit offline and then resume presentation
When a presenter wants to begin an Online Presentation they can choose to inform an audience without inviting participation by navigating through the document as the audience follows along online. When the presentation is complete the presenter will click End Online Presentation.
Presenting a Document online continues on next slide.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

32. Presenting a document online (cont.)
Attendee’s view of online presentation
A presenter can choose to seek input from a group after the online presentation. The attendees can navigate the document independently during the presentation but can not edit it. If an attendee independently navigates the document during the presentation, they will stop following the presenter but can rejoin the presentation at any time.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

33. Editing a Document during a online presentation
Resume presentation
When presenting a document online the presenter might identify errors or modifications that they want to make. Click Edit to temporarily move offline. After editing the document, click Resume, to return to the online presentation. Attendees will be informed that the presenter has made changes to the file.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

34. Navigating an Online Presentation
Temporary alert
Return to following the presenter
Status bar alert
When an attendee leaves a presentation a temporary alert informing you that you are no longer following the presenter appears. The message also appears in the status bar that you are no longer following the presentation. Click Follow Presenter to return to the online presentation.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

35. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Summary
Selecting a writing style
Creating and modifying footnotes and endnotes
Creating table of contents, indexes, and cover pages
The chapter on Collaboration and Research introduces writing styles and the options you have when you write a research paper. It demonstrates how to create footnotes, endnotes, table of contents, indexes, and cover pages.
The Summary continues on the next slide.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

36. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Summary (cont.)
Reviewing a document with comments
Tracking changes to edit documents
Using SkyDrive
Sharing and collaborating documents with Word Web App
The chapter also demonstrates how to review a document with comments, track changes, and edit the comments. It introduces Skydrive which allows for sharing and collaborating documents using Word Web App.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

37. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Questions
As you complete this introduction to Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

38. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.