1 ADVANCED MICROSOFT WORD Lesson 14 – Editing in Workgroups Microsoft Office 2003: Advanced

2 Objectives Set the default file location for workgroup templates. Add comments to the file properties of a document. Route documents. Create multiple versions of a document. Track changes in a document.

3 Objectives Merge revisions from multiple documents. Review and accept/reject changes. Compare documents. Add and edit comments to a document. Protect a document. Create and edit a master document. Attach a digital signature to a document.

4 Terms Used in This Lesson Balloons – displays in the margins of a document and show markup elements (details about the changes) such as comments and tracked changes. Shows in Print Layout and Web Layout views. Digital Signature – an attachment to a file, macro, project, or message that certifies that the signer originated the document and that the information in the file is valid or that the macro project is safe. Markup – revision marks and comments displayed in balloons in the margin of a document. Master document – a document that groups several Word documents. Enables you to organize and maintain a long document by dividing it into smaller subdocuments. Protect – to use passwords and other settings to control who can open and modify a document. Makes the document a read-only or comments-only document.

5 Terms Used in This Lesson Read-only recommended – used to prompt users to open a document as read-only. If the user edits the document, the file must be saved under a new name. They can also be set to access only with a password. Revision marks – formats, such as strikethrough and underline, added to text to indicate editing changes that were made. Indicates changes such as insertions, deletions, and formatting changes. Subdocument – a separate document file that is contained within a master document. Templates – Special documents used as a pattern to create other similar documents. Stores frequently used text, graphics, and formats.

6 Route Documents Allows you to control the process of sending a document. You can route to one person at a time or to all individuals at once. Choose the File menu and select Send to.

7 Create Multiple Versions The original version remains intact. You can open, review, print, and delete earlier versions. You cannot edit an earlier version of a document. Choose the File menu and select the Versions command.

8 The Reviewing Toolbar Choose the Tools menu and select Track Changes. Revision marks appear in a different color. Different colors for up to 8 reviewers. Added text shows in color with an underline. Deleted text shows either in color with a strikethrough or in a markup balloon at the right side of the document. Included on the Reviewing toolbar are: Display for Review, Previous, Next, Accept Changes, Reject Change/Delete Comment, Insert Comment, Highlight (No Highlight), Track Changes, Reviewing Pane.

9 Settings for Tracking Changes Make sure set to always

10 The Reviewing Pane Displays in Normal View Macro button within a worksheet Comments are notes that are added within a document by either the author or the reviewers. Can be displayed and printed as markups. Used to share ideas and suggestions without changing the content of the document. Choose the Insert Comment button on the Reviewing toolbar or by opening the Insert menu and selecting Comment

11 Protect Documents To protect a document open the Tools menu and select Protect Document. To stop the protection click Stop Protection at the bottom of the task pane or open the Tools menu and select Unprotect Document.

12 Master Document Tools on the Outlining Toolbar Includes: Master Document View, Collapse Subdocument, Create Subdocument, Remove Subdocument, Insert Subdocument, Merge Subdocument, Split Subdocument, Lock Document Two option for creating a master document; 1.Create a master document in Outline View, then designate headings in the outline as subdocuments. 2.Create a master document in Outline View, then use the Insert Subdocument button on the Outlining toolbar

13 Master Document with Collapsed Subdocuments Subdocuments display as hyperlinks.

14 Time Saver Word offers the option of specifying the number of blank spaces in the grammar checker so Word can automatically check the spacing for you. Choose the Tools menu, choose Options, and select Spelling and Grammar tab. Click the Settings button. Change the spacing required between sentences then click OK

15 Summary Storing document templates in a default location makes them easily accessible for workgroups. To protect templates that members of a workgroup are using, you can save them as read-only recommended or restrict access with a password.

16 Summary (cont.) Comments can be added to the file properties of a document to provide additional information. Documents can be routed to others for review. Multiple versions of a document enable you to keep the original version intact.

17 Summary (cont.) Word can track changes for multiple reviewers and display revisions in up to eight different colors. You can merge several revised documents into a single document. You can accept or reject changes in documents individually or all at one time.

18 Summary (cont.) The Compare and Merge feature shows the differences between two documents with tracked changes. Comments enable reviewers to share their ideas and suggestions. You can review and edit comments in the markup balloons or in the reviewing pane at the bottom of the document.

19 Summary (cont.) The protect feature restricts access to a document. A master document organizes subdocuments into a single document. A digital signature certifies that the signer originated the document.

20 HOMEWORK – Word Lesson 14 Review Question – True/False – Matching Project 14-1 Project 14-2 Project 14-3