1. Chapter 8 Using Document Collaboration and Integration Tools
Microsoft Word 2010
Chapter 8
Using Document Collaboration and Integration Tools

2. Objectives Insert, edit, view, and delete comments Track changes
Review tracked changes
Compare documents and combine documents
Create and edit a chart using Microsoft Graph
Link an Excel worksheet to a Word document
Using Document Collaboration and Integration Tools

3. Objectives Break a link
Create and edit a chart using Office 2010 Chart Tools
View and scroll through side-by-side documents
Create a new document for a blog post
Insert a quick table
Publish a blog post
Using Document Collaboration and Integration Tools

4. Project – Memo with Chart
Using Document Collaboration and Integration Tools

5. General Project Guidelines
If sharing documents, be certain received files and copied objects are virus free
If necessary, determine how to copy an object
Enhance a document with appropriate visuals
If desired, post communications on a blog
Using Document Collaboration and Integration Tools

6. Inserting a Comment
Position the insertion point at the location where the comment should be located
If the Display for Review setting (Review tab | Tracking group) is not Final: Show Markup, click the Display for Review box arrow (Review tab | Tracking group) and then click Final: Show Markup to instruct Word to display the document with all proposed edits shown as markup
Click the Insert Comment button (Review tab | Comments group) to display a comment balloon in the Markup Area in the document window and place comment marks around the commented text in the document window
Type the desired comment in the comment balloon
Using Document Collaboration and Integration Tools

7. Inserting a Comment
Using Document Collaboration and Integration Tools

8. To Reply to a Comment
If necessary, click the comment to which you wish to reply so that the comment is selected
Click the Insert Comment button (Review tab | Comments group) to display a reply comment balloon to the selected comment balloon
In the new comment balloon, type the desired comment
Using Document Collaboration and Integration Tools

9. To Reply to a Comment
Using Document Collaboration and Integration Tools

10. Customizing the Status Bar
If the status bar does not show a desired item, right-click anywhere on the status bar to display the Customize Status Bar menu
Click the item on the Customize Status Bar menu that you want to show to place a check mark beside the item, which also immediately may show as an indicator on the status bar
Press the ESCAPE key to remove the Customize Status Bar menu from the screen
Using Document Collaboration and Integration Tools

11. Customizing the Status Bar
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12. Enabling Tracked Changing
If the Track Changes indicator on the status bar shows that the Track Changes feature is off, click the Track Changes indicator on the status bar to enable the Track Changes feature
Using Document Collaboration and Integration Tools

13. Tracking Changes
Make the desired changes to the document with the Track Changes feature enabled
Using Document Collaboration and Integration Tools

14. Using the Reviewing Pane
Click the Reviewing Pane button arrow (Review tab | Tracking group) to display the Reviewing Pane menu
Click Reviewing Pane Vertical on the Reviewing Pane menu to display the Reviewing Pane on the left side of the Word window
Click the Show Markup button (Review tab | Tracking group) to display the Show Markup menu
Point to Balloons on the Show Markup menu to display the Balloons submenu
Click Show All Revisions Inline on the Balloons submenu to remove the Markup Area from the Word window and place all markups inline
Using Document Collaboration and Integration Tools

15. Using the Reviewing Pane
Using Document Collaboration and Integration Tools

16. Viewing Comments and Deleting a Comment
Press CTRL+HOME to position the insertion point at the beginning of the document, so that Word begins searching for comments from the top of the document
Click the Next Comment button (Review tab | Comments group), which causes Word to locate and select the first comment in the document
Click the Delete Comment button (Review tab | Comments group) to remove the comment balloon from the Markup Area
Using Document Collaboration and Integration Tools

17. Viewing Comments and Deleting a Comment
Using Document Collaboration and Integration Tools

18. Deleting All Comments
Click the Delete Comment button arrow (Review tab | Comments group) to display the Delete Comment menu
Click Delete All Comments in Document on the Delete Comment menu to remove all comments from the document, which also closes the Markup Area
Using Document Collaboration and Integration Tools

19. Reviewing Tracked Changes
Press CTRL+HOME to position the insertion point at the beginning of the document, so that Word begins the review of tracked changes from the top of the document
Click the Next Change button (Review tab | Changes group), which causes Word to locate and select the first markup in the document
Click the desired button on the Ribbon corresponding to how you wish to handle the change
Repeat the previous two steps for each change in the document
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20. Reviewing Tracked Changes
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21. Changing Tracking Options
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22. Comparing Documents
Click the Compare button (Review tab | Compare group) to display the Compare menu
Click Compare on the Compare menu to display the Compare Documents dialog box
Click the Original document box arrow and then click the first file to compare
Click the Revised document box arrow and then click the second file to compare
Using Document Collaboration and Integration Tools

23. Comparing Documents
If a More button appears in the dialog box, click it to expand the dialog box, which changes the More button to a Less button
If necessary, in the ‘Show changes in’ area, click New document so that tracked changes are marked in a new document
Click the OK button to open a new document window and display the differences between the two documents as tracked changes in a new document window
Using Document Collaboration and Integration Tools

24. Comparing Documents
Using Document Collaboration and Integration Tools

25. Combining Revisions from Multiple Authors
Click the Compare button (Review tab | Compare group) to display the Compare menu
Click Combine on the Compare menu to display the Combine Documents dialog box
Click the Original document box arrow and then click the first file to combine
Click the Revised document box arrow and then click the second file to combine
Using Document Collaboration and Integration Tools

26. Combining Revisions from Multiple Authors
If a More button appears in the dialog box, click it to expand the dialog box, which changes the More button to a Less button
In the ‘Show changes in’ area, if necessary, click Original document so that tracked changes are marked in the original document
Click the OK button to combine the documents and display the differences between the two documents as tracked changes in the original document
Using Document Collaboration and Integration Tools

27. Combining Revisions from Multiple Authors
Using Document Collaboration and Integration Tools

28. Showing Tracked Changes and Comments by a Single Reviewer
Click the Show Markup button (Review tab | Tracking group) to display the Show Markup menu and then point to Reviewers on the Show Markup menu to display the Reviewers submenu
Click the name of the reviewer on the Reviewers submenu to hide the selected reviewer’s markups and leave other markups on the screen
Using Document Collaboration and Integration Tools

29. Showing Tracked Changes and Comments by a Single Reviewer
Using Document Collaboration and Integration Tools

30. Charting a Table Using Graph
Select the table to be charted
Click the Insert Object button (Insert tab | Text group) to display the Object dialog box
If necessary, click the Create New tab (Object dialog box)
Scroll to and then select Microsoft Graph Chart in the Object type list to specify the object being inserted
Click the OK button to start the Microsoft Graph program, which creates a chart of the selected table
Close the Datasheet window by clicking the View Datasheet button on the Standard toolbar
Using Document Collaboration and Integration Tools

31. Charting a Table Using Graph
Using Document Collaboration and Integration Tools

32. Graphing by Column Using Graph
Click the By Column button on the Standard toolbar to plot the data by column instead of by row
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33. Moving Legend Placement in a Chart Using Graph
Click the Chart Objects box arrow on the Standard toolbar to display the Chart Objects menu, which contains a list of objects on the chart that you can format
Click Legend in the list to select the chart object to format
Click the Format Legend button on the Standard toolbar to display the Format Legend dialog box
If necessary, click the Placement tab
Click the desired placement location
Click the OK button to move the legend placement
Using Document Collaboration and Integration Tools

34. Moving Legend Placement in a Chart Using Graph
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35. Resizing a Chart
Point to the desired sizing handle and drag to resize the chart
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36. Changing the Chart Type Using Graph
Click Chart on the menu bar to display the Chart menu
Click Chart Type on the Chart menu to display the Chart Type dialog box
If necessary, click the Standard Types tab
Click the desired chart type in the Chart type list
Click the desired Chart sub-type in the Chart sub-type list
Click the OK button to change the chart type
Using Document Collaboration and Integration Tools

37. Changing the Chart Type Using Graph
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38. Formatting Text in the Chart Area Using Graph
Click the Chart Objects box arrow on the Standard toolbar to display the Chart Objects menu
Click Chart Area in the list to specify the object to be formatted
Click the Format Chart Area button on the Standard toolbar to display the Format Chart Area dialog box
Make the desired formatting changes, and then click the OK button
Using Document Collaboration and Integration Tools

39. Formatting Text in the Chart Area Using Graph
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40. Formatting an Axis Using Graph
Click the Chart Objects box arrow on the Standard toolbar to display the Chart Objects menu
Click Category Axis in the list to specify the object to be
Formatted
Click the Format Axis button on the Standard toolbar to display the Format Axis dialog box
If necessary, click the Scale tab
Place a check mark in the ‘Categories in reverse order’ check box to reverse the order of categories on the y-axis
Click the OK Button
Using Document Collaboration and Integration Tools

41. Formatting an Axis Using Graph
Using Document Collaboration and Integration Tools

42. Quitting Graph and Returning to Word
Click somewhere outside the chart to quit the Graph program and return to Word
Using Document Collaboration and Integration Tools

43. Excel Basics
Using Document Collaboration and Integration Tools

44. Linking an Excel Worksheet in a Word Document
Drag through the cells in the Excel worksheet to copy
In the Excel window, click the Copy button (Home tab | Clipboard group) to copy the selected cells to the Clipboard
Position the insertion point in the Word document where you wish to insert the cells
In Word, click the Paste button arrow (Home tab | Clipboard group) to display the Paste gallery
Click the Link & Keep Source Formatting button in the Paste gallery to paste and link the object at the location of the insertion point in the document
Using Document Collaboration and Integration Tools

45. Linking an Excel Worksheet in a Word Document
Using Document Collaboration and Integration Tools

46. Breaking a Link
Right-click the linked object to display a shortcut menu
Point to Linked Worksheet Object on the shortcut menu to display the Linked Worksheet Object submenu
Click Links on the Linked Worksheet Object submenu to display the Links dialog box
If necessary, click the source file listed in the dialog box to select it
Click the Break Link button, which displays a dialog box asking if you are sure you want to break the selected links
Click the Yes button in the dialog box to remove the source file from the list
Using Document Collaboration and Integration Tools

47. Breaking a Link
Using Document Collaboration and Integration Tools

48. Charting a Table Using Office Chart Tools
Select the table to be charted
Click the Copy button (Home tab | Clipboard group) to copy the selected table to the Clipboard
Click the Insert Chart button (Insert tab | Illustrations group) to display the Insert Chart dialog box
Click the desired chart type in the left pane
Click the desired chart type in the right pane
Click the OK button so that Word creates a chart, starts Excel, and splits the screen with the Word window in the left half and the Excel window with the data for the chart in the right half
Using Document Collaboration and Integration Tools

49. Charting a Table Using Office Chart Tools
In the Excel window, click cell A1 to select it
In the Excel window, click the Paste button (Home tab | Clipboard group) to paste the contents of the Clipboard starting in the upper-left corner of the worksheet, and notice that the chart in the Word window automatically changes to reflect the new data
In the Excel window, click the Close button to close the Excel window and show a maximized Word window with the chart
Using Document Collaboration and Integration Tools

50. Charting a Table Using Office Chart Tools
Using Document Collaboration and Integration Tools

51. Moving the Legend Placement Using Office Chart Tools
Click the Legend button (Chart Tools Layout tab | Labels group) to display the Legend gallery
Click the desired location for the legend
Using Document Collaboration and Integration Tools

52. Moving the Legend Placement Using Office Chart Tools
Using Document Collaboration and Integration Tools

53. Adding an Outline to a Chart Using Office Chart Tools
Click the Shape Outline button arrow (Chart Tools Format tab | Shape Styles group) to display the Shape Outline gallery and then click the desired outline color
Click the Shape Outline button arrow (Chart Tools Format tab | Shape Styles group) again, point to Weight in the Shape Outline gallery to display the Weight gallery, and then click the desired weight
Using Document Collaboration and Integration Tools

54. Adding an Outline to a Chart Using Office Chart Tools
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55. Formatting an Axis Using Office Chart Tools
Click the Chart Elements box arrow (Chart Tools Format tab | Current Selection group) to display the Chart Elements gallery, which contains a list of objects on the chart that you can format
Click Vertical (Category) Axis in the list to specify the object to be formatted
Click the Format Selection button (Chart Tools Format tab | Current Selection group) to display the Format Axis dialog box
Make the desired changes in the Format Axis dialog box
Click the Close button to format the category axis as specified
Using Document Collaboration and Integration Tools

56. Formatting an Axis Using Office Chart Tools
Using Document Collaboration and Integration Tools

57. Viewing and Scrolling through Documents Side by Side
Open the two documents to be displayed side by side
Click the View Side by Side button (View tab | Window group) to display each open window side by side
Scroll to the bottom of one of the windows and notice how both windows (documents) scroll together
If necessary, display the View tab (in either window) and then, if necessary, click the Window button to display the Window group
Click the Synchronous Scrolling button (View tab | Window group) to turn off synchronous scrolling
Using Document Collaboration and Integration Tools

58. Viewing and Scrolling through Documents Side by Side
Using Document Collaboration and Integration Tools

59. Creating a Blank Document for a Blog Post
Open the Backstage view
Click the New tab in the Backstage view to display the New gallery
Click the Blog post button in the Available Templates area to select the document type
Click the Create button in the New gallery to create a new blank document for a blog post
Using Document Collaboration and Integration Tools

60. Creating a Blank Document for a Blog Post
Using Document Collaboration and Integration Tools

61. Inserting a Quick Table
With the insertion point placed where you wish to insert the Quick Table, click the Table button (Insert tab | Tables group) to display the Table gallery
Point to Quick Tables in the Table gallery to display the Quick Tables gallery
Click the desired Quick Table to insert the selected Quick Table in the document at the location of the insertion point
Using Document Collaboration and Integration Tools

62. Inserting a Quick Table
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63. Inserting a Category
Click the Insert Category button (Blog Post tab | Blog group) to insert the Category drop-down list content control in the blog post
If Word displays a dialog box about sending information, click its Yes button
Click the ‘Choose a category or type a new one’ box arrow in the document to display a list of categories associated with the registered blog account
Click a category in your list so that the blog post is listed in the selected category when you publish the blog post
Using Document Collaboration and Integration Tools

64. Inserting a Category
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65. Publishing a Blog Post
Click the Publish button (Blog Post tab | Blog group), which causes Word to display a brief message that it is contacting the blog provider and then display a message on the screen that the post was published
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66. Displaying a Blog Web Page in a Web Browser Window
Click the Home Page button (Blog Post tab | Blog group), which starts the default browser and displays the Web page associated with the registered blog account in the browser window. You may need to click the Refresh button in your browser window to display the most current Web page contents
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67. Displaying a Blog Web Page in a Web Browser Window
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68. Chapter Summary Insert, edit, view, and delete comments Track changes
Review tracked changes
Compare documents and combine documents
Create and edit a chart using Microsoft Graph
Link an Excel worksheet to a Word document
Using Document Collaboration and Integration Tools

69. Chapter Summary Break a link
Create and edit a chart using Office 2010 Chart Tools
View and scroll through side-by-side documents
Create a new document for a blog post
Insert a quick table
Publish a blog post
Using Document Collaboration and Integration Tools

70. Microsoft Word 2010
Chapter 8 Complete