CPIT 102 CPIT 102 CHAPTER 1 COLLABORATING on DOCUMENTS

OUTLINE of CHAPTER 1.INSERTING COMMENTS 2.VIEWING and PRINTING COMMENTS 3.EDITING and DELETING COMMENTS 4.TRACKING CAHANGES 5.ACCEPTING and REJECTING CHANGES 6.COMPARING DOCUMENTS 7.SAVING DIFFERENT VERSIONS of a DOCUMENT 8.PROTECTING DOCUMENTS

Reviewing Toolbar Comment Marks Comment Pane

1.Inserting Comments Comments are annotations that appear on screen as comment screen tips but do not affect the document text. This is the equivalent of applying stick on notes!!

1.Inserting Comments Word applies a yellow highlighted comment mark to the text where the comment was inserted or to the entire text if multiple words were selected before the comments was inserted.

1.Inserting Comments Comments are includes the initials of the user who made the comment and a chronological number. This helps you easily identify where comments have been inserted.

1.Inserting Comments Steps for inserting comments 1.Open your document 2.Select View  Toolbars  Reviewing –Reviewing; contains the buttons needed for inserting comments and tracking changes. 3.Position the insertion point where you want to add a comment.

1.Inserting Comments Steps for inserting comments 4.Click the INSERT COMMENT button on the reviewing toolbar. –Word highlights the insertion point in the document, inserts a comment mark, and opens the common pane, which is where comments are recorded and numbered chronologically.

1.Inserting Comments Steps for inserting comments 5.Type your document –The typed comment appears in the comment pane. –You can add more than one comment to your documents. –Don’t forget; you need to click once to activate the document window before you can move. 6.Save your document.

2.Viewing and Printing Comments You might find it necessary to print a hard copy of the comments. The print dialog box contains an option to print comments, which will print a document that includes only the comments.

2.Viewing and Printing Comments Steps for viewing and printing comments 1.Leave the mouse pointer so it is touching the highlighted word and slightly move it over one of the characters to display the comment text. –When you point at it with the mouse, a common Screen Tip appears, displaying the name of the reviewer and the comment text.

2.Viewing and Printing Comments Steps for viewing and printing comments 2.Click the NEXT COMMENT button On the reviewing toolbar, and leave the mouse pointer touching the button – Word moves the insertion point to the next comment in the document and displays a Screen Tip for that comment. –You use the Next Comment and Previous Comment buttons to move through the comments in the document quickly.

2.Viewing and Printing Comments Steps for viewing and printing comments 3.Click View  Comments –Word opens the comment pane. Notice that the comments from box currently displays all reviewers. 4.Click the drop down arrow to the right of the comments from box. 5.Close comment pane. 6.Click File  Print 7.Click the drop-down arrow to the right of the Print What box. 8.Click the comments option and press OK button.

3.Editing and Deleting Comments Comments in a word document are often temporary. You can edit and delete comments. Steps for editing and deleting comments 1.Click Edit Comment Button on the reviewing toolbar or double clicking a comment mark. 2.Double click the word in the comment to select it.

3.Editing and Deleting Comments Steps for editing and deleting comments 3.Type another word, the comment has now been changed. 4.Place the mouse pointer over the comment in the document. The comment displays the edited comment. 5. Deletion: Click on the word

3.Editing and Deleting Comments Steps for editing and deleting comments 6.Click the Delete Comment Button on the reviewing toolbar. Word deletes the comment and removes the highlight from the document text. Word than automatically renumbers the remaining comments in the document. 7.Click close 8.Save your document.

4.Tracking Changes Sometimes it is necessary to make revisions to the document. Word lets you ‘track changes’ to monitor these revisions. When this feature is turned on, word applies revision mark formatting to every change made to the document.

4.Tracking Changes Insertions are marked with underline and deletions are marked with strikethrough. You can place your mouse pointer over each revision mark to display a Screen Tip that indicates who made the change and the time and date it was changed.

4.Tracking Changes Steps for tracking changes 1.Click the Track Changes button on the reviewing toolbar. 2.Select the text and replace it another text. Word applies the default revision mark formatting instead of removing deleted text from the document word applies strikethrough formatting. inserted text is underlined. Notice the black vertical line in the left margin, indicating the lines where changes have been made.

4.Tracking Changes Steps for tracking changes 3.Make your modifications to document. 4.Word automatically applies revision marks to all changes.

5.Accepting and Rejecting Changes After you are finished tracking changes, you have to decide how you want the final version to look. This is easily done with the reviewing toolbar. When you accept change, word removes the revision marks from that specific edit and incorporates the revised text in to the document.

5.Accepting and Rejecting Changes When you reject change word removes the revision marks from the tracked change text of that specific edit and returns the document to its original text.

Deleted Text Inserted Text Vertical Lines indicates change

5.Accepting and Rejecting Changes Steps for accepting and rejecting changes 1.Open your document You will now decide whether to accept or reject the changes you have made. 2.Click the reject change button on the reviewing toolbar. –The strikethrough formatting is removed. 3.Click the NEXT CHANGE Button on the reviewing toolbar. The next statement is now selected.

5.Accepting and Rejecting Changes Steps for accepting and rejecting changes 4.Select Accept or Reject Change 5.Continue clicking the next changes button. 6.Click the Track changes This turns of the Track Changes feature 7. Save and close your document.

6.Comparing Documents One way to control document changes is to retain the original document and send a copy to reviewers. Reviewers can make changes to the copied documents and send back them back to you. To find out what changes reviewers have made, use the compare documents command.

6.Comparing Documents When word compares the document it marks text that was added to and deleted from the document. Instead of reviewing each edit individually you have options accept all or reject all. If you accept, it will removes the revision marks from the entire text and automatically incorporate the revised text. If you reject all, word removes the revision marks from the tracked, changed text of the entire document and returns the document to its original text.

6.Comparing Documents Steps for comparing documents 1.Open the document 2.Choose Tools  Track Changes 3.Select the original document name and click open. Word compares the two document and highlights the differences between the two by displaying revision marks.

6.Comparing Documents Steps for comparing documents 4.Choose Tools  Track Changes  Accept or Reject Changes The Accept or Reject Changes dialog box shows information about the selected change, who made it, when it was modified, and what type of change it is. 5.Click Find 6.Click Accept 7.Click changes without highlighted option is the Accept or Reject changes dialog box. If you reject all the changes, click original option. 8.Click YES.

7.Saving Different Versions of a Document Saving versions of a file is useful for keeping track of a document that is passed around for reviewing or one that you want to edit without replacing the original material. Each version is a snapshot of the current document and is marked with the name of the person who saves it, as well as the date and time it was saved.

7.Saving Different Versions of a Document Do not confuse the save version with the save as command. Save as creates a duplicate of the document with a new name, where as save attaches each version to the original document and no new file is created. The save version command saves disk space because only the differences between versions are saved and not an entire file of each versions.

7.Saving Different Versions of a Document Steps for saving versions of a document 1.Click the Save Version Button on the reviewing toolbar. The dialog box displays the name of person who saved the version, along with the date and time. 2.In the comments on version text box, type changes have been incorporated and click ok

7.Saving Different Versions of a Document 3.Change the title of your document 4.Choose File  Versions. The version in Reviewed Report dialog box lists all saved versions of a document. You can open and delete them. 5.When you click open word opens the version and displays it in split screen view along with the regular document and the saved version is active. 6.File  Close 7.To delete it File  Versions  select the version to delete and choose delete

8.Protecting Document If you need to control unauthorized changes to your document you can protect documents by controlling access to a document in three ways 1.All changes made by reviewers will be tracked using revision marks. 2.Reviewers can enter comments in a document but cannot change the document text. 3.Reviewers can make changes only in form fields.

8.Protecting Document Steps for saving versions of a document 1.Choose Tools  Protect Document Select the type of protection you want for the document and if necessary to set a password If you want to make sure that unauthorized users can not remove document protection and change a document.

8.Protecting Document Steps for saving versions of a document Tools  Protect Document  Select the type of protection and type password and confirm your password To remove it Tools  Unprotect 2.Click the comments option –Word protects the documents so that only comments can be inserted. You can not edit the document.

THE END THE END