1. 1 CA201 Word Application Collaborating with Others Week # 8 By Tariq Ibn Aziz Dammam Community college

2. Tariq Aziz, Dammam Community College 2 Objectives In this chapter you will learn to: –Track and manage document changes. –Add and review comments. –Protect a document with a password. –Prevent editing and formatting changes. –Use e-mail to send a document for review. –Compare and merge documents.

3. Tariq Aziz, Dammam Community College 3 Tracking and Managing Document Changes When two or more people collaborate on a document –one person usually creates and “owns” the document –and the others review it, suggesting changes to make it more accurate, logical, or readable. –Reviewers can turn on the Track Changes feature –To turn on change tracking, you can click Track Changes on the Tools menu.

4. Tariq Aziz, Dammam Community College 4 Tracking and Managing Document Changes Word shows changed text in a different color Word uses revision marks, such as underlines, to distinguish the revised text In Print Layout view –Word identifies the change and its type, such as a deletion, in a comment balloon –Word displays a vertical line in the margin to the left of any changed text.

5. Tariq Aziz, Dammam Community College 5 Show/Hide Revision Marks If revision marks are distracting, you can track changes without showing them on the screen. To hide revision marks, click the down arrow to the right of the Display for Review box, and then click Final. To display the changes again, click the down arrow again, and click Final Showing Markup. When revisions are visible in the document, you can click the down arrow to the right of the Show button to specify that only certain types of revisions be displayed.

6. Tariq Aziz, Dammam Community College 6 Document Versions If you want a record of changes made to a document, you can save different versions of it. Saving versions saves disk space Word saves only the differences between versions, not an entire copy of each document. Word save a version of your document each time the document is closed Version tells you who made changes and when, as in the case of a legal document. To save version click File  Versions command

7. Tariq Aziz, Dammam Community College 7 Protecting a Document with a Password Sometimes, you will want only certain people to be able to open a document. To protect a document, you can click Options on the Tools menu and display the Security tab of the Options dialog box. To set a password, enter it in the “Password to open” box and click OK. To open a protected document, you need to enter the password exactly as it was set If you lose or forget the password for a protected document, you will not be able to open it.

8. Tariq Aziz, Dammam Community College 8 Protecting a Document for Read Only If you want other people to be able to read or copy the document but not change it You can select the “Read-only recommended” check box on the Security tab of the Options dialog box.

9. Tariq Aziz, Dammam Community College 9 Information Rights Management If your company or organization has implemented the Information Rights Management feature, you can restrict who can change, print, or copy a document, and you can limit these permissions for a specific period of time. To set the permissions for the open document: –Click the Permission button on the Standard toolbar. –Select the Restrict permission to this document check box to activate the other features in the dialog box.

10. Tariq Aziz, Dammam Community College 10 Information Rights Management Click on Permission button

11. Tariq Aziz, Dammam Community College 11 Information Rights Management Click on Read Contact will appear Select user for read or change permission

12. Tariq Aziz, Dammam Community College 12 Information Rights Management

13. Tariq Aziz, Dammam Community College 13 Preventing Editing or Formatting Changes Sometimes you will want people to be able to open and view a document but not make changes to it. Sometimes you will want to allow changes, but only if you know about them. You can specify that only comments can be inserted in the document or you can require that changes must be made using change tracking.

14. Tariq Aziz, Dammam Community College 14 Preventing Editing or Formatting Changes To prevent anyone from introducing inconsistent formatting into a document, you can specify a Control revision and selection of styles that must be used. To protect a document from unauthorized changes, you click Protect Document on the Tools menu to display the Protect Document task pane.

15. Tariq Aziz, Dammam Community College 15 Preventing Editing or Formatting Changes In the Formatting restrictions area of the task pane, select the Limit formatting to a selection of styles check box, and then click Settings.

16. Tariq Aziz, Dammam Community College 16 Preventing Editing or Formatting Changes Click the Yes, Start Enforcing Protection button.

17. Tariq Aziz, Dammam Community College 17 Using E-Mail to Send a Document for Review You can send document via e-mail to another person for review from within Word. Point to Send To on the File menu. Click Mail Recipient (for Review) or Click Mail Recipient (as Attachment) commands. If you click Mail Recipient (for Review), the message Please review the attached document accompanies the attachment.

18. Tariq Aziz, Dammam Community College 18 Attaching a digital Signature When you create a document that will be circulated to other people via e-mail or the Web, you might want to consider attaching a digital signature, which is an electronic stamp of authentication. The digital signature confirms the origin of the document and that no one has tampered with it since it was signed.

19. Tariq Aziz, Dammam Community College 19 Where to get the digital Certificate You can obtain a digital certificate from a commercial certification authority, such as –VeriSign, Inc., or –From your internal security administrator or –Information Technology (IT) professional. Or, –You can create a digital signature yourself using the following tool. C:\Program Files\Microsoft Office\OFFICE11\SelfCert.exe

20. Tariq Aziz, Dammam Community College 20 Attaching a digital Signature To add a digital signature to a Word document: –click Options on the Tools menu, and click the Security tab. –Click Digital Signatures, and in the Digital Signature dialog box, click Add. –In the Select Certificate dialog box, click a certificate in the list, and click OK. –Click OK twice to close the Digital Signature and Options dialog boxes. –On the Standard toolbar, click the Save button to save the document.

21. Tariq Aziz, Dammam Community College 21 Attaching a digital Signature To view the digital signatures attached to a signed document: –Click Options on the Tools menu, and click the Security tab. –Click Digital Signatures to open the Digital Signature dialog box, where you can view a list of signers and see who issued their digital IDs. –Click OK twice to close the Digital Signature and Options dialog boxes.

22. Tariq Aziz, Dammam Community College 22 Comparing and Merging document Sometimes you might want to compare several versions of the same document. compare an earlier version of a document with the current version. Use compare and merge documents, and Word shows the differences as tracked changes If several reviewers return their changes and comments in separate documents, you can merge all their changes into a single document so that you can review them in one document.

23. Tariq Aziz, Dammam Community College 23 Chapter Key Points When you collaborate on a document, you can turn on the Track Changes feature so that the revisions you make to the document are recorded without the original text being lost. You can insert comments in a document to ask questions or explain suggested edits. You can protect a document with a password so that only certain people can open it. You can restrict who can make editing and formatting changes to a document. You can also specify that only comments can be inserted in the document. You can send a document for review via e-mail When you receive the reviewed versions, you can merge them so that all the changes are recorded in one document.