1. Objectives © Paradigm Publishing, Inc. 1 Objectives

2. © Paradigm Publishing, Inc. 2 Objectives Chapter 20: Managing Shared Documents Performance Objectives  Insert Comments Insert Comments  Edit Comments Edit Comments  Print Comments Print Comments  Delete Comments Delete Comments  CHECKPOINT 1 CHECKPOINT 1  Track Changes Track Changes  Compare Documents Compare Documents  Combine Documents Combine Documents  CHECKPOINT 2 CHECKPOINT 2

3. © Paradigm Publishing, Inc. 3 Objectives Insert Comments  You can provide feedback and suggest changes to a document that someone else has written by inserting comments into it.  Similarly, you can obtain feedback on a document that you have written by distributing it electronically to work group members and having them insert their comments into it.  An advantage to using comment balloons is that you can easily view and respond to viewer comments.  In addition, if the Markup Area Highlight option, which you will learn about later in this chapter, is active, the margin area where all balloons appear is highlighted.

4. © Paradigm Publishing, Inc. 4 Objectives Insert Comments…continued To insert a comment: 1. Select the text. 2. Click the Review tab. 3. Click the New Comment button in the Comments group. 4. Type the comment in the balloon. New Comment button

5. © Paradigm Publishing, Inc. 5 Objectives Insert Comments…continued Comment balloon

6. © Paradigm Publishing, Inc. 6 Objectives Insert Comments…continued To insert a comment in the Reviewing pane: 1. Click the Review tab. 2. Click the Show Markup button in the Tracking group. 3. Point to the Balloons option. 4. Click the Show All Revisions Inline option at the side menu. (continues on next slide) Show All Revisions Inline option

7. © Paradigm Publishing, Inc. 7 Objectives Insert Comments…continued 5. Click the New Comment button in the Comments group. 6. Type the comment in the Reviewing pane. Reviewing pane

8. © Paradigm Publishing, Inc. 8 Objectives Insert Comments…continued Reviewing pane

9. © Paradigm Publishing, Inc. 9 Objectives Insert Comments…continued  The summary section at the top of the Reviewing pane provides a count of the number of comments inserted and a count of various types of changes that have been made to the document.  After typing your comment in the Reviewing pane, close the pane by clicking the Reviewing Pane button in the Tracking group or clicking the Close button located in the upper right corner of the pane.

10. © Paradigm Publishing, Inc. 10 Objectives Insert Comments…continued Comments group  When you are working in a long document with many inserted comments, the Previous and Next buttons in the Comments group in the Review tab can be useful.

11. © Paradigm Publishing, Inc. 11 Objectives Edit Comments To edit a comment: 1. Click the Review tab. 2. Turn on the display of comment balloons. 3. Click in the comment balloon. 4. Make the desired changes. Make the desired changes in the comment balloon.

12. © Paradigm Publishing, Inc. 12 Objectives Edit Comments…continued  More than one user can make comments in a document.  Word uses color to distinguish comments made by different users, generally displaying the first user’s comments in red and the second user’s comments in blue (these colors may vary).

13. © Paradigm Publishing, Inc. 13 Objectives Edit Comments…continued To change the user name and initials: 1. Click the File tab. 2. Click the Options button. 3. Type the desired name in the User name text box. 4. Type the desired initials in the Initials text box. Options button

14. © Paradigm Publishing, Inc. 14 Objectives Edit Comments…continued Change the user name and initials with these options.

15. © Paradigm Publishing, Inc. 15 Objectives Print Comments To print a document with comments: 1. Click the File tab. 2. Click the Print tab. 3. Click the first gallery in the Settings category. 4. If necessary, click the Print Markup option to insert a check mark. 5. Click the Print button. Click the Print Markup option to insert a check mark.

16. © Paradigm Publishing, Inc. 16 Objectives Print Comments…continued To print a document without comments: 1. Click the File tab. 2. Click the Print tab. 3. Click the first gallery in the Settings category. 4. If necessary, click the Print Markup option to remove the check mark. 5. Click the Print button. Click the Print Markup option to remove a check mark.

17. © Paradigm Publishing, Inc. 17 Objectives Print Comments…continued To print only comments: 1. Click the File tab. 2. Click the Print tab. 3. Click the first gallery in the Settings category. 4. Click the List of Markup option in the drop-down list box. 5. Click the Print button. List of Markup option

18. © Paradigm Publishing, Inc. 18 Objectives Delete Comments To delete a comment: 1. Click the Review tab. 2. Click the Next button until the desired comment is selected. 3. Click the Delete button in the Comments group. Delete button

19. Objectives © Paradigm Publishing, Inc. 19 CHECKPOINT 1 1)To insert a comment, click the New Comment button in this tab. a.Home b.Insert c.Review d.Page Layout 1)To insert a comment, click the New Comment button in this tab. a.Home b.Insert c.Review d.Page Layout 3)You can change the user name and initials at the Word Options dialog box in this tab. a.File b.Insert c.Review d.Home 3)You can change the user name and initials at the Word Options dialog box in this tab. a.File b.Insert c.Review d.Home 2)Word generally displays the first user’s comments in red and the second user’s comments in this color. a.Blue b.Green c.Orange d.Yellow 2)Word generally displays the first user’s comments in red and the second user’s comments in this color. a.Blue b.Green c.Orange d.Yellow 4)If you want to print only the comments, click the first gallery in this category in the Print tab Backstage view. a.Pages b.Settings c.Layout d.Page Setup 4)If you want to print only the comments, click the first gallery in this category in the Print tab Backstage view. a.Pages b.Settings c.Layout d.Page Setup Next Question Next Slide Answer

20. © Paradigm Publishing, Inc. 20 Objectives Track Changes  If more than one person in a work group needs to review and edit a document, consider using the Track Changes feature in Word.  When Track Changes is turned on, Word tracks each deletion, insertion, or formatting change made to a document.

21. © Paradigm Publishing, Inc. 21 Objectives Track Changes…continued To turn on tracking: 1. Click the Review tab. 2. Click the Track Changes button in the Tracking group. Track Changes button

22. © Paradigm Publishing, Inc. 22 Objectives Track Changes…continued insertions deletion

23. © Paradigm Publishing, Inc. 23 Objectives Track Changes…continued Show Revisions in Balloons  You can specify what tracking information displays in a document with options at the Balloons side menu.  To show all revisions in balloons at the right margin, click the Show Markup button, point to Balloons, and then click Show Revisions in Balloons at the side menu.

24. © Paradigm Publishing, Inc. 24 Objectives Track Changes…continued  You can display information about tracked changes by positioning the mouse pointer on a change.  After approximately one second, a box displays above the change listing the author of the change, the date, time, and type of change (for example, whether it was a deletion or insertion).  You can also display information about tracked changes by displaying the Reviewing pane.  Each change is listed separately in the pane.

25. © Paradigm Publishing, Inc. 25 Objectives Track Changes…continued To change user information: 1. Click the Review tab. 2. Click the Track Changes button arrow in the Tracking group. 3. Click the Change User Name option. 4. Type the desired name in the User name text box. 5. Type the desired initials in the Initials text box. Change User Name option

26. © Paradigm Publishing, Inc. 26 Objectives Track Changes…continued  If you change the default setting Final: Show Markup to Final, the document displays with all changes incorporated in it.  If you select Original: Show markup, the original document displays with the changes tracked.  Select Original, and the original document displays without any changes.

27. © Paradigm Publishing, Inc. 27 Objectives Track Changes…continued  You can customize which tracked changes display in a document with options at the Show Markup button drop- down list.  If you want to show only one particular type of tracked change, remove the check marks before all options except the desired one.  For example, if you want to view only formatting changes and not other types of changes such as insertions and deletions, remove the check mark before each option except Formatting.

28. © Paradigm Publishing, Inc. 28 Objectives Track Changes…continued To view only the changes of a particular reviewer: 1. Click the Show Markup button in the Tracking group. 2. Point to Reviewers at the drop-down list, and then click the All Reviewers check box to remove the check mark. 3. Click the Show Markup button, point to Reviewers, and then click the check box of the desired reviewer. All Reviewers check box

29. © Paradigm Publishing, Inc. 29 Objectives Track Changes…continued  Default settings determine how tracked changes display in a document.  For example, inserted text displays in red type with an underline below the text, and deleted text displays in red type with strikethrough characters.  Text that has been moved displays both in the original location in green type with double-strikethrough characters and in the new location in green type with a double underline below the text.

30. © Paradigm Publishing, Inc. 30 Objectives Track Changes…continued To customize track changes options: 1. Click the Review tab. 2. Click the Track Changes button arrow in the Tracking group. 3. Click the Change Tracking Options option. 4. At the Track Changes Options dialog box, make the desired changes. 5. Click OK. Change Tracking Options option

31. © Paradigm Publishing, Inc. 31 Objectives Track Changes…continued Change how markup displays with options in this section. Change how markup displays with options in this section.

32. © Paradigm Publishing, Inc. 32 Objectives Track Changes…continued  You can use the Next and Previous buttons in the Changes group in the Review tab to navigate to revisions in a document.  Click the Next button, and Word selects the next revision in the document.  Click the Previous button to select the preceding revision.

33. © Paradigm Publishing, Inc. 33 Objectives Track Changes…continued  You can accept or reject changes made to a document.  Click the Accept button to accept the change and move to the next change.  Click the Reject button to reject the change and move to the next change. Accept button arrow

34. © Paradigm Publishing, Inc. 34 Objectives Compare Documents To compare documents: 1. Click the Review tab. 2. Click the Compare button in the Compare group. 3. Click the Compare option at the drop-down list. 4. At the Compare Documents dialog box, browse and select the original and revised documents. 5. Click OK. Compare option

35. © Paradigm Publishing, Inc. 35 Objectives Compare Documents…continued Click the Browse for Original button to locate the original document. Click the Browse for Original button to locate the original document. Click the Browse for Revised button to locate the revised document. Click the Browse for Revised button to locate the revised document. Click the More button to expand the dialog box and display options for comparing documents.

36. © Paradigm Publishing, Inc. 36 Objectives Compare Documents…continued  When you click OK at the Compare Documents dialog box, the compared document displays with the changes tracked.  Other windows may also display depending on the option selected at the Show Source Documents side menu.  Display this side menu by clicking the Compare button and then pointing to Show Source Documents.  You may see just the compared document, or you may see the compared document plus the Reviewing pane, original document, and/or revised document.

37. © Paradigm Publishing, Inc. 37 Objectives Compare Documents…continued Control the level of comparisons between the original and revised documents with options at this expanded dialog box. Control the level of comparisons between the original and revised documents with options at this expanded dialog box.

38. © Paradigm Publishing, Inc. 38 Objectives Compare Documents…continued  Control the level of comparisons that Word makes between the original and revised documents with options in the Comparison settings section of the dialog box.

39. © Paradigm Publishing, Inc. 39 Objectives Compare Documents…continued  If you want to show changes by character, click the Character level option.  By default, Word displays differences between compared documents in a new document.  With options in the Show changes in section, you can change this to Original document or Revised document.

40. © Paradigm Publishing, Inc. 40 Objectives Combine Documents To combine documents: 1. Click the Review tab. 2. Click the Compare button in the Compare group. 3. Click the Combine option at the drop-down list. 4. At the Combine Documents dialog box, browse and select the original and revised documents. 5. Click OK. Combine option

41. © Paradigm Publishing, Inc. 41 Objectives Combine Documents…continued Click the Browse for Original button to locate the original document. Click the Browse for Original button to locate the original document. Click the Browse for Revised button to locate the revised document. Click the Browse for Revised button to locate the revised document.

42. © Paradigm Publishing, Inc. 42 Objectives Combine Documents…continued  Control how changes are combined with options in the expanded Combine Documents dialog box.  By default, Word merges the changes in the revised document into the original document.  You can change this default setting with options in the Show changes in section.  You can choose to merge changes into the revised document or to merge changes into a new document.

43. © Paradigm Publishing, Inc. 43 Objectives Combine Documents…continued To specify which source documents to display: 1. Click the Review tab. 2. Click the Compare button in the Compare group. 3. Click the Show Source Documents option at the drop-down list. Show Source Documents option

44. © Paradigm Publishing, Inc. 44 Objectives Combine Documents…continued  With the Hide Source Documents option selected, the original and revised documents do not display on the screen; only the combined document displays.  If you choose the Show Original option, the original document displays in a side pane at the right side of the document. Synchronous scrolling is selected, so scrolling in the combined document results in scrolling in the other.  Choose the Show Revised option, and the revised document displays in the panel at the right.  Choose the Show Both option to display the original document in a panel at the right side of the screen and the revised document in a panel below the original document panel.

45. Objectives © Paradigm Publishing, Inc. 45 CHECKPOINT 2 1)Word uses up to how many different colors to track changes? a.4 b.8 c.12 d.24 1)Word uses up to how many different colors to track changes? a.4 b.8 c.12 d.24 3)Click this button to reject a change and move to the next change. a.Next b.Previous c.Accept d.Reject 3)Click this button to reject a change and move to the next change. a.Next b.Previous c.Accept d.Reject 2)You can customize which tracked changes display in a document with options at this button drop- down list. a.Previous b.Next c.Show Markup d.Track Changes 2)You can customize which tracked changes display in a document with options at this button drop- down list. a.Previous b.Next c.Show Markup d.Track Changes 4)The Compare button is located in which tab? a.Review b.Home c.Insert d.Page Layout 4)The Compare button is located in which tab? a.Review b.Home c.Insert d.Page Layout Next Question Next Slide Answer