Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy

Exploring Word 2016 Chapter 4
In Chapter 4, you will learn how to use Word to share and collaborate with others and to use Word features to produce a research paper. Collaboration and Research Communicating and Producing Professional Papers Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc.
Objectives Use a Writing Style and Acknowledge Sources Create and Modify Footnotes and Endnotes Explore Special Features Review a Document Track Changes Use OneDrive and Word Online Share and Collaborate on Documents The objectives for this chapter are: Use a Writing Style and Acknowledge Sources Create and Modify Footnotes and Endnotes Explore Special Features Review a Document Track Changes Use OneDrive and Word Online Share and Collaborate on Documents Copyright © 2017 Pearson Education, Inc.

Objective 1: Use a Writing Style and Acknowledge Sources
In this section, the skills include: Select a Writing Style Create a Source and Include a Citation Share and Search for a Source Create a Bibliography Skills:  Select a Writing Style  Create a Source and Include a Citation  Share and Search for a Source  Create a Bibliography Copyright © 2017 Pearson Education, Inc.

Use a Writing Style and Acknowledge Sources
Style manual—writing style guide Source—publication, person, or media item used in a paper Plagiarizing—using the works of another as one’s own Citation—reference placed at the end of sentence or paragraph Bibliography—sources cited or consulted by author A style manual is a guide to a particular writing style outlining required rules and conventions related to the preparation of papers. Some style guides are the: MLA (Modern Language Association) APA (American Psychological Association) Chicago Manual of Style Turabian A source is a publication, person, or media item that is consulted in the preparation of a paper and given credit. Plagiarizing is the act of using and documenting the works of another as one’s own. A citation is a brief, parenthetical reference placed at the end of a sentence or paragraph. A bibliography is a list of sources cited or consulted by an author in his or her work. A bibliography and a works cited page are considered synonymous terms when working with Word. Copyright © 2017 Pearson Education, Inc.

Align text on the left Double-space lines No paragraph spacing before or after Set all margins to 1" Indent the first line of all body paragraphs by ½" Separate sentences by only one space Use a 12 pt serif font Create a right-aligned header Regardless of the writing style used, most research papers share common formatting features such as: • Align text on the left • Double-space lines • Include no paragraph spacing before or after • Set all margins (top, bottom, left, and right) to one inch • Indent the first line of all body paragraphs by one-half inch • Separate sentences by only one space • Use a serif font, such as Times New Roman, at 12 pt size • Create a right-aligned header, including the page number, positioned one-half of an inch from the top of the page Copyright © 2017 Pearson Education, Inc.

Select the writing style When an instructor assigns a paper, you need to find out which writing style guide should be followed. You can select the required guide when writing the paper in Word. To select a style, click the Style arrow in the Citations & Bibliography group on the Reference tab and select your style. Copyright © 2017 Pearson Education, Inc.

Master List Current List When a source is created, it is saved in the document's Current List and is available for use in the current document. It is also saved in a Master List, which contains all sources created in Word. To display the Master List, click Manage Sources in the Citations & Bibliography group on the Research tab. You can copy, delete, and edit existing sources, as well as create new ones, in the Source Manager dialog box. Copyright © 2017 Pearson Education, Inc.

Hanging indent When a bibliography is formatted according to the MLA writing style, Works Cited is used as the title. Note that sources are listed using a hanging indent. Copyright © 2017 Pearson Education, Inc.

Objective 2: Create and Modify Footnotes and Endnotes
In this section, the skills include: Create Footnotes and Endnotes Modify Footnotes and Endnotes Skills:  Create Footnotes and Endnotes  Modify Footnotes and Endnotes Copyright © 2017 Pearson Education, Inc.

Create and Modify Footnotes and Endnotes
Footnote—citation or note at bottom of page Endnote—citation or note at end of document A footnote is a citation or note that appears at the bottom of a page. An endnote footnote is a citation or note that appears at the end of a document. Footnotes and endnotes can be used to further describe a statistic or statement used in the report without including additional detail in the text. Note: You should never use both footnotes and endnotes in the same paper. Copyright © 2017 Pearson Education, Inc.

Footnote and Endnote dialog box Footnotes and endnotes are managed using the Footnote and Endnote dialog box. To display the dialog box, click the Footnotes Dialog Box Launcher in the Footnotes group on the References tab. Copyright © 2017 Pearson Education, Inc.

Objective 3: Explore Special Features
In this section, the skills include: Create a Table of Contents Create an Index Create a Cover Page Skills:  Create a Table of Contents  Create an Index  Create a Cover Page Copyright © 2017 Pearson Education, Inc.

Explore Special Features
Table of contents—lists headings and page numbers where they begin Index—alphabetical listing of topics and page numbers where topic is discussed Cover page—placed at beginning of a report A table of contents is a page that lists headings in the order in which they appear in a document and the page numbers where the entries begin. An index is an alphabetical listing of topics covered in a document and the page numbers where the topic is discussed. A cover page or title page is placed at the beginning of a report. Copyright © 2017 Pearson Education, Inc.

Cover page Word provides a variety of cover page styles. Unlike many of the reference tools, Cover Page is in the Pages group on the Insert tab and not the Reference tab. Copyright © 2017 Pearson Education, Inc.

Objective 4: Review a Document
In this section, the skills include: Use Markup Add a Comment View and Reply to Comments Skills:  Use Markup  Add a Comment  View and Reply to Comments Copyright © 2017 Pearson Education, Inc.

Review a Document Markup—customizes how tracked changes are displayed Simple Markup All Markup No Markup Original Comment—information to author about document content Whether in a college class or in the workplace, you are likely to seek feedback from others. This may be instructor feedback on a draft of a research paper or someone reviewing your resume before you post it on the Internet. Word has several tools that enable you and any reviewers to communicate and suggest changes to your document. Markup is a Word feature that helps customize how tracked changes are displayed in a document. The four views are: Simple Markup—enables you to display only the comments you wish to see. All Markup—displays the final version of the document with all the markups and comments. No Markup—displays the final version of the document but does not show any of the markups or comments. Original—displays the original version of the document and hides all markup. A comment is a note, annotation, or additional information to the author or another reader about the content of a document. Copyright © 2017 Pearson Education, Inc.

Review a Document Edit indicator Comment balloon In Simple markup, comments are indicated by balloons and edits are indicated in the left margin by a red vertical bar. Copyright © 2017 Pearson Education, Inc.

Review a Document Revisions Comment with reply In All markup, comments are displayed in the comments pane and edits are indicated at the point at which they occur. As seen in the figure, the text to which a comment refers is highlighted, and the revision shows the original text struck out and replacement text underlined. Copyright © 2017 Pearson Education, Inc.

Objective 5: Track Changes
In this section, the skills include: Use Track Changes Accept and Reject Changes Work with PDF Documents Skills:  Use Track Changes  Accept and Reject Changes  Work with PDF Documents Copyright © 2017 Pearson Education, Inc.

Track Changes Track Changes—tracks document additions, deletions, and formatting changes Accept/reject individually Accept/reject all PDF Reflow—converts PDF document into editable Word document Word’s Track Changes feature keeps track of all additions, deletions, and formatting changes made to a document. You can review changes individually accepting or rejecting them, or you can accept or reject all changes made to your document. When Track Changes is active, revision marks indicate where a person has added, deleted, or formatted text. PDF Reflow is a Word feature that converts a PDF document into an editable Word document. The converted document retains the intended formatting and page flow of the original PDF document. Copyright © 2017 Pearson Education, Inc.

Objective 6: Use OneDrive and Word Online
In this section, the skills include: Use OneDrive Use OneDrive with File Explorer Use Word Online Skills:  Use OneDrive  Use OneDrive with File Explorer  Use Word Online Copyright © 2017 Pearson Education, Inc.

Use OneDrive and Word Online
OneDrive—Web-based storage site and sharing utility Integrated into Word 2016 Share documents with others Backup files Retrieve files from any Internet-connected device Incorporated into File Explorer Word Online—Web-based version of Word OneDrive is a Web-based storage site and sharing utility, which has been integrated into Microsoft 2016 Word. OneDrive can be used to share documents with others, facilitating online collaboration, or as a location for backing up copies of files. You can access your files from any Internet-connected device, including smartphones and tablets. Windows 10 incorporates OneDrive into File Explorer to simplify the process of organizing and managing OneDrive folders Word Online is a Web-based version of Word with the necessary capabilities to enable you to edit and format a document online. Word Online is free and available to you when you sign in to OneDrive.com to begin a new document or open a document previously saved in OneDrive. Copyright © 2017 Pearson Education, Inc.

This figure shows OneDrive accessed in File Explorer. File Explorer treats OneDrive like any other folder, except files placed there are in the cloud and not just on your computer like other folders. Copyright © 2017 Pearson Education, Inc.

Select folders to sync Everything you place in the OneDrive folder in File Explorer is also made available in OneDrive with files synchronized whenever changes are made either locally or online. If you sync files, then they are on both your computer and in the cloud. As seen in the figure, you can select which folders are synchronized. Copyright © 2017 Pearson Education, Inc.

icon In addition to accessing your OneDrive folder through File Explorer, you can also use Windows to access the OneDrive folder using the Notification area on the taskbar. Copyright © 2017 Pearson Education, Inc.

Objective 7: Share and Collaborate on Documents
In this section, the skills include: Share Documents Collaborate on a Document Present a Document Online Skills:  Share Documents  Collaborate on a Document  Present a Document Online Copyright © 2017 Pearson Education, Inc.

Share and Collaborate on a Document
Sharing a document: Word or Word Online View document Edit document Share and sync options: Ask me Never Always When a document is saved in OneDrive, it is available online and you can share the document with others who have Internet access. You can invite others to share your document with you when using Word or Word Online. You choose whether they can edit or only view your document. You allow someone to automatically share and sync changes with you. If you do, there are three options for automatically sharing: Ask me, which requires your approval. Never, which does not allow changes. Always, which allows automatic changes. The steps for sharing a document are different depending on whether you are using Word or Word Online. Copyright © 2017 Pearson Education, Inc.

document sharing: Attachment Link PDF XPS Internet fax Blog There are five ways to send a document using Send as Attachment—Everyone gets a copy of the original Word document to review. Send a Link—Everyone receives a URL link to work on the same copy that was saved in a shared location such as OneDrive. Send as PDF—Everyone gets a PDF attachment of the original Word document, which preserves all layout, formatting, fonts, and images. Send as XPS—Everyone gets an XPS attachment, which also preserves all layout, formatting, fonts, and images in the document. Send as Internet Fax—With this method, no fax machine is needed, but a fax service provider is needed to send the document. You can also use Word to post a document to a blog. This is done by clicking the File tab and then clicking Share. Copyright © 2017 Pearson Education, Inc.

Indicator showing that document is being edited When sharing and collaborating on a document, Word Online’s Real Time Typing feature enables you to see where your co-authors are working in the document and what their contributions are as they type. Copyright © 2017 Pearson Education, Inc.

Initiate presentation Word can be used to present a document online. Attendees are online at the same time, and although they may be widespread geographically, the group can view a document and collaborate on content. During an online presentation, the conference leader presents a document, attendees can navigate the document independently during the presentation, but they cannot edit the document. To present a document online, click the File tab, click Share, select Present Online, and the click Present Online. Copyright © 2017 Pearson Education, Inc.

Summary Word has numerous features to help you write a research paper Cite sources Create a bibliography, index, and table of contents Enter footnotes/endnotes Adhere to specific style manuals Word tools are used to elicit feedback from others OneDrive is an online storage location Use File Explorer to access and synchronize your OneDrive account Word Online enables you to share your documents and collaborate with your peers Word has numerous features to help you write a research paper. These features enable you to cite sources; create a bibliography, index, and table of contents; enter footnotes and endnotes; and adhere to specific style manuals. You can use Word tools to elicit feedback from others using comments and track any changes that have been made. When saving a document in Word, OneDrive can be used as an online storage location. You can use File Explorer to access and synchronize with your OneDrive account. You can use Word Online to share your documents and collaborate with your peers using Word 2016 and Word Online. Copyright © 2017 Pearson Education, Inc.

Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy

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