Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 71 Exploring Microsoft Word Chapter 7 The Expert User: Workgroups, Forms, Master Documents, and Macros By Robert T. Grauer Maryann Barber

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 2 Objectives (1 of 2)  Describe how to highlight editing changes in a document, and how to review, accept, or reject those changes.  Save multiple versions of a document and/or save a document with password protection.  Create and modify a form containing text fields, check boxes, and a drop-down list.  Create and modify a table; perform calculations within a table.

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 3 Objectives (2 of 2)  Sort the rows in a table in ascending or descending sequence according to the value of a specific column in the table.  Create a master document; add and/or modify subdocuments.  Explain how macros facilitate the execution of repetitive tasks; record and run a macro; view and edit the statements in a simple macro.  Use the Copy and Paste commands to duplicate an existing macro; modify the copied macro to create an entirely new macro.

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 4 Overview  Learn about workgroup editing through electronic revision suggestions.  Learn about form features.  Learn how to manage large documents through the use of master and subdocument features.  Learn about macros and the Visual Basic editor.

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 5 Workgroups  More Efficient  More Effective  Less Time Consuming  Makes Your Job Easier  Makes Your Reviewers’ Job Easier

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 6 Workgroups Process Group Project Benefits Manual Employee A Suggest Revision Document Author Accept Employee B Suggest Deletion Document Author Accept Employee C Suggest Addition Document Author Reject Employee D Suggest Addition Document Author Accept

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 7 Workgroups Terminology  Revision Mark Vertical Line  Addition  Deletion  Comments  Reviewing Toolbar  Track Changes Command  Review Changes Command  Accept and Review Changes Command

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 8 Revision Marks Revision Mark Text to be Deleted Text to be Added

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 9 Reviewing Toolbar  Display for Review  Show Comments Deletions Insertions  Show Previous  Show Next  Accept Change  Reject Change  New Comment  Track Changes  Show Reviewing Pane

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 10 Track Changes Command

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 11 Saving Different Versions  Save multiple versions of a document  Latest version is opened automatically  Review previous versions to see changes that were made  Dates & times are displayed on each version  Saves a lot of time

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 12 Versions  File Menu  Versions

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 13 Forms Terminology  Forms Toolbar  Fields Text Field Check Box Drop-down List  Shaded Entries Form ______ _______

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 14 Forms Text Fields Drop Down List Check Box Fields

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 15 Forms Toolbar Text From Field Reset Form Fields Insert Table Draw Table Form Field Options Check Box Form Field Protect Form Insert Frame Drop-Down Form Field From Field Shading

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 16 Table Math  Basic Word Table Concepts Rows Columns Cell/ Cell Address Header Row  Calculations Within a Table Using Formula  Sorting Rows Ascending Descending

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 17 Table Math

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 18 Master Documents  Helps organize large documents  Makes work easier  Makes group work easier

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 19 Master Document versus Subdocument Collapsed View

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 20 Master Document versus Subdocument Expanded View

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 21 Macros  Set of Instructions  Use Visual Basic for Applications  Macro Recorder  Visual Basic Editor  Visual Basic Commands Sub & End Sub Statements Comments Statements = Command Executed

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 22 Record Macros  Tools Menu  Macro Command Record Macro

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 23 Run Macros  Tools Menu  Macro Command Macros  Keyboard  Tool buttons

Exploring Microsoft Office XP - Microsoft Word 2002 Chapter 7 24 Summary  Workgroups can review a document and suggest electronic revisions.  Document author can accept or reject suggestions.  A form can help to manage data on a often used document.  A table can be used in Word to manage, sort, and even calculate data.  A master document can be used to help manage long documents.  Macros can be created to help expedite frequently used commands and keystroke combinations.