1. Lesson 1: Reviewing Documents

2. Lesson Objectives combine multiple versions
delete document draft versions
remove personal information (metadata)
mark a document as final
protect a document with a password
set tracking options
limit authors
restrict editing
track changes and manage comments
resolve multi-document style conflicts
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Briefly introduce the topics that will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.

3. Managing Documents Working within team refers to:
comparing different versions of a document to see where changes were made
sharing documents with others for their comments
Use revision marks to make changes directly in a document
Show where text has been added, deleted, or moved
Are marked with reviewer’s initials and reviewed date and time
Even if document’s changes not tracked through revision marks, they can be added by comparing document to its original
Tracked changes appear in Markup Area
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Objective

4. Setting Tracking Options
By default, any additions shown in red, and deletions shown in blue
Can customize these colors, which options to display, and where or how they appear in document
On Review tab, click Change Tracking Options dialog box launcher in Tracking group
Show
Choose which options to display in tracked document.
Balloons in All Markup view show
Similar to callouts; choose which items appear in the balloons.
Reviewing Pane
By default pane is turned off, but can display in vertical or horizontal view.
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Objective

5. Setting Tracking Options
Advanced Options
Customize tracking options
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Objective

6. Setting Tracking Options
Markup
Set how changes marked using default colors for first author
Different color combinations for other users
Moves
Specify to track text moved in document
Table cell highlighting
Tracks any changes made to table, including inserting or deleting cells, and merging or splitting cells
Formatting
Track any formatting changes to text or document
Balloons
Use for text or formatting changes; when editing, set size and positioning of balloons
Can determine if document prints in portrait or landscape orientation
Preserve field prints document in portrait orientation and shrinks contents to fit on each page
When comparing documents, first set of colors used to mark changes, regardless number of reviewers
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Objective

7. Setting Tracking Options
Change User Name
Change name of current user and other options as if accessed from Options command in Backstage
Useful whenever you want document to show specific name as Author
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Objective

8. Setting Tracking Options
Once Track Changes activated and change made, balloons appear as well as changes marked according to set options
Review tab then displays more options to work with tracking document
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Objective 1-1.2

9. Tracking Changes or Comments
To retain control over final changes in document reviewed by others, distribute copies to others with Track Changes feature turned on
Identifies all text added, replaced, deleted, moved or reformatted
Can track own changes when building document
To turn on tracking feature:
On Review tab, in Tracking group, click Track Changes, or
Press CTRL+SHIFT+E
Inserted items appear in underlined color known as “redlining,” whereas deletions appear with dashes through text or “blacklining”
Each reviewer’s changes or comments marked with different color
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Objective 2-1.3

10. Tracking Changes or Comments
To insert comment at specific location, select text or ensure cursor positioned at location, on Review tab, in Comments area, click New Comment
Use icon at top right of comment to reply; purple arrow at lower left is visual reminder of reply
Replies appear in tiered format to follow flow of comments
Lock document if sending to others to prevent changes from being made
On Review tab, in Changes group, click arrow for Track Changes and click Lock Tracking
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Objective 2-1.3

11. Reviewing a Document from Others
When you receive document reviewed by others, comments or changes made by each author shown in different color
To accept or reject change:
on Review tab, in Changes group, click appropriate command, or
click arrow for Accept or Reject to select appropriate command, or
right-click change and then select appropriate command
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Objective 1-1.2, 2-1.3

12. Reviewing a Document from Others
Use Display for Review to show document in different views
Helpful if a lot of changes and to see how text appears if you accept all changes, or to see original version of text before any changes were suggested
Can choose to accept or reject all changes
Be careful with this, especially if you have not carefully reviewed them
Recommend you review changes in Reviewing Pane before proceeding with accepting or rejecting any changes
May also want to save file with different name to leave document with tracked changes intact for reference purposes
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Objective 1-1.2, 2-1.3

13. Reviewing a Document from Others
Reviewing Pane
See all changes in one location, scrolling through to find specific change or review what changes were made
If not displayed, changes display in compared document or in balloon outlining change made in this location
On Review tab, in Tracking group, click Reviewing Pane and click to display pane vertically or horizontally
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Objective 1-1.2, 2-1.3

14. Reviewing a Document from Others
Click arrow at left of # Revisions to display number of each type of revision made
Use to refresh list of revisions after accepting or rejecting number of changes
To close Reviewing Pane:
On Review tab, in Tracking group, click Reviewing Pane, or
click Close at right of Reviewing Pane title bar
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Objective 1-1.2, 2-1.3

15. Reviewing a Document from Others
Show Markup
Helpful to focus on comments made by each reviewer, or to set every change to appear in balloon
Can use Specific People option to show all or specific reviewers
Click checkbox to show items only from one or more reviewers
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Objective 1-1.2, 2-1.3

16. Reviewing a Document from Others
List of reviewers appear in the same color but will appear in separate colors in document
Can specify limitations on certain actions that authors can do when reviewing a document
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Objective 1-1.2, 2-1.3

17. Comparing or Combining Documents
When two or more documents look the same, but file dates, authors, or locations different, use Word to compare documents or combine differences into one document for review
Use Compare to compare changes in two documents
Use Combine for all differences combined directly into one document
To compare or combine documents, on Review tab, in Compare group, click arrow for Compare
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Objective 1-1.1

18. Comparing or Combining Documents
Select which file is original document (or latest one modified) and which file will be used to compare against original document
To customize what Word should find and mark to review, click More
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Objective 1-1.1

19. Comparing or Combining Documents
Select which options for Word to compare and where changes should occur
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Objective 1-1.1

20. Deleting Draft Versions of Documents
Word keeps copies of documents using AutoSave feature, creating versions to recover document
Draft versions only contain contents prior to last time document saved (or when AutoSave feature created version based on its settings)
To set AutoSave/ AutoRecover option, click File, click Options and in Save category, make appropriate settings
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Objective 1-1.2

21. Deleting Draft Versions of Documents
Can change length of time when Word makes copy of draft document so you may recover this file
The longer you work on document, more versions there will be if you do not save document occasionally
To recover or delete unsaved document, click Manage Versions and click required command
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Objective 1-1.2

22. Resolving Multi-document Style Conflicts
When combining documents into merged document, Word notifies if styles vary
Message result of documents using templates that contain styles with similar names but different formatting attributes
Choosing specific set of styles does not delete styles from original document unless you save all changes into existing document
Recommend you save combined document with new name to keep original document intact
Original document can be deleted later when no longer needed
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Objective 2-1.3

23. Resolving Multi-document Style Conflicts
Conflicts When Copying and Pasting
Can encounter conflicts in document styles when you copy text from one document to another, where both documents share styles with same names
After pasting text into source document, Paste Options button appears with for options to handle formatting conflicts
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Objective 2-1.3
Keep Source Formatting (K)
Keep formatting for this item as it was in original document.
Merge Formatting (M)
Merge formatting for this item with formatting set in this document.
Use Destination Styles (S)
Use style that exists for this document on pasted item.
Keep Text Only (T)
Remove any formatting that existed with original item and keep text only.
Set Default Paste
Set how you want all pasted items of this type to appear.

24. Resolving Multi-document Style Conflicts
Customize how options appear using Options command
Click File, Options and, in Advanced category, scroll to the Cut, copy and paste area
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Objective 2-1.3

25. Resolving Multi-document Style Conflicts
Can further customize paste options using Settings
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Objective 2-1.3

26. Protecting Documents Using Passwords
Can contain any combination of letters, numbers, spaces, and symbols
Do not use your name or the name of your spouse/companion, children, or pets
Do not use nicknames for yourself or others close to you
Mix of text and numbers is good strategy, but refrain from passwords such as Jan01, Feb02, or Sep2012
Are case sensitive so be careful when using mix of upper and lower case characters
The longer the password, the less chance someone will be able to guess
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Objective 1-1.2

27. Protecting Documents
If you sharing password for sensitive document, change password when no need to share document
Write down passwords and keep in safe place
If lose password, cannot open or access file
To add password, click File, Save As, click Tools in Save dialog box, and click General Options
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Objective 1-1.2

28. Protecting Documents Password to Open
User must enter correct password to open document.
Password to modify
User must enter correct password to edit document.
Read-only recommended
User can open and modify document, but must save it with different name, leaving original document intact.
Protect Document
Displays Restrict Editing pane for alternative options to protect document; password can be added with this restriction as well.
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Objective 1-1.2

29. Protecting Documents Protect Document Formatting restrictions
Prevents others from making formatting changes, or specific types of formatting using Settings link.
Editing restrictions
Limits others from making changes to document for tracked changes, comments, or fill-in forms, or sets up exceptions for those who may have access to this shared document.
Yes, Start Enforcing Protection
Becomes active only after one of previous restriction types selected.
Macro Security
Displays window to adjust the level of security to apply when opening any files that may contain macros.
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Objective 1-1.2

30. Protecting Documents
To remove or change password for restricted document, in Restrict Editing pane, click Stop Enforcement
If enter password incorrectly, Word prompts with:
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Objective 1-1.2

31. Protecting Documents Using the Document Inspector
Looks for certain types of data stored in documents and reports them to you
To activate, click File, with Info category active, click Check for Issues and click Inspect Document
Select options to check and mark if they exist in document before you distribute to others, then click Inspect
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Objective 1-1.2

32. Protecting Documents
Click Remove All on items you want to remove completely
Process is one of the last steps you apply to document before distributing it
Following prompt reminds you to consider saving copy of original document before clicking Yes to complete feature
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Objective 1-1.2

33. Protecting Documents Marking a Document as Final
Use this to send document to others and prevent them from accidentally making changes
When final status turned on, all typing, editing, and proofing commands turned off and file set to read-only
To mark document as final, click File, ensure Info category selected, click Protect Document, and click Mark as Final
Not meant as security feature
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Objective 1-1.2

34. Protecting Documents
When document marked as final, status bar shows and information bar appears across top of document
Protect Document feature appears with
To reverse this status, select Mark as Final again
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Objective 1-1.2

35. Lesson Summary combine multiple versions
delete document draft versions
remove personal information (metadata)
mark a document as final
protect a document with a password
set tracking options
limit authors
restrict editing
track changes and manage comments
resolve multi-document style conflicts Pg
Briefly review the topics covered in this lesson so students are aware of the new skills they learned. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.
At this point, you can choose to point the students to the CCI microsite at 2013.ccilearning.com for further resources to reinforce the new skills. Alternatively, this can be done after the Review Questions discussion in class.

36. Review Questions
Where would you go to change the type of content the reviewing balloons should show?
How does Word display changes or comments made by multiple reviewers?
Why would you not use the Accept All Changes automatically with a reviewed document?
Why might you need to do a comparison of documents?
How does Word create draft versions of a document?
Why might you want to compare two documents instead of automatically combining them?
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As time permits, go through the questions with students, or choose to assign these for groups or homework review. Answers are found in a file included with the Instructor Resources.
As noted on the previous slide, point students to the CCI microsite at 2013.ccilearning.com for further review and reinforcement of skills.

37. Review Questions
Why might you see a message indicating a possible conflict with styles?
Which of the following would be considered the most secure password?
a. January 2013 c. 13_JaNuaRy
b. Jan_2013 d. J_2013
When might you want to use the Document Inspector before distributing a document?
Can a document that has been marked as final be modified by others?
Pg 26
As time permits, go through the questions with students, or choose to assign these for groups or homework review. Answers are found in a file included with the Instructor Resources.
As noted on the previous slide, point students to the CCI microsite at 2013.ccilearning.com for further review and reinforcement of skills.