1. 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

2. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

3. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

4. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 4 Comments: Viewing Comments On Review ribbon, choose Show Markup Choose types of comments and reviewers to view

5. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 5 Comments: Reviewing Pane Choose Reviewing Pane for a list of the comments in a document Comments will display in full

6. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

7. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

8. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

9. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 9 Adding a Comment Highlight the text associated with the comment Click New Comment in Comments Group

10. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 10 Comments: Deleting Select a comment to delete and choose Delete in the Comments group

11. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

12. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

13. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 13 Customizing Track Changes Change Tracking Options… will open the Track Changes dialog box Choose changes to track Choose reviewer colors

14. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

15. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

16. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

17. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 17 Master document Subdocument Master documents act as a binder of subdocuments Each subdocument is a separate file Master Documents and Subdocuments

18. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 18 Master and Subdocuments On the View ribbon, choose the Outline View A new Outlining ribbon will be shown

19. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

20. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 20 Master Documents: Collapsed Structure Collapsed view displays at a glance the subdocuments that make up a master document Button toggles expand and collapse

21. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 21 Master Documents: Expanded Structure View and edit subdocuments in the Expanded View Button toggles expand and collapse

22. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 22 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

23. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 23 Navigation Navigate documents easily using the Thumbnails, Document Map, and Bookmarks ThumbnailsDocument Map Bookmarks

24. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 24 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

25. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 25 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

26. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 26 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

27. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 27 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 Find and Replace dialog box right to the Go To tab

28. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 28 References Provide supplemental information and citations using different references

29. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 29 References: Cite Sources Add Citation Sources to the document before creating footnotes, endnotes or bibliographies Choose source type Source information area

30. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 30 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

31. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 31 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

32. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 32 References: Using Outside Master Lists As outside resources create Citation Source lists, they may be imported into the computer’s Master List

33. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 33 References: Bibliographies Insert a bibliography using the current document’s sources Choose the writing style of the bibliography

34. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 34 References: Writing Styles Commonly used writing styles are available in Word and will be automatically applied to the bibliography

35. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 35 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

36. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 36 References: Endnotes Citations that appear at the end of a document Place the insertion point where the endnote is to be referenced

37. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 37 References: Modifying Footnotes and Endnotes In Print Layout view, scroll to the footnote or endnote and click inside it to make changes

38. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 38 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

39. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 39 References: Make a Caption A caption is a description of an equation, figure or table Type the caption Choose labeling Choose position

40. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 40 References: AutoCaption Automatically add captions to figures, equations or tables Click AutoCaption

41. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 41 References: Table of Figures After entering captions produce a table of figures Placed after the table of contents Choose leader Preview Page number options

42. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 42 References: Table of Authorities A Table of Authorities is used in legal documents

43. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 43 References: Mark Citations Before producing a Table of Authorities, mark the legal citations

44. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 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

45. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 45 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

46. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 46 Document Properties Document Properties stores information about the document such as author, document summary, etc. Document Information Panel Document Properties dialog box

47. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 47 Customize Document Properties Add new properties and assign a value to them Add new properties

48. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 48 Questions?

49. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 49 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 © 2010 Pearson Education, Inc. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall