Objectives © Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives Chapter 20: Managing Shared Documents Performance Objectives  Insert Comments Insert Comments  Edit Comments Edit Comments  Reply to Comments Reply to 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  Embed and Link Objects Embed and Link Objects  CHECKPOINT 2 CHECKPOINT 2

© 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 others and having them insert comments into it.

© 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

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

© Paradigm Publishing, Inc. 6 Objectives Insert Comments - continued To insert a comment in the Reviewing pane: 1. Click the REVIEW tab. 2. Click the Reviewing Pane button in the Tracking group. 3. Click the New Comment button in the Comments group. 4. Type the comment and the text displays in both the comment balloon and the Reviewing pane. Reviewing pane

© Paradigm Publishing, Inc. 7 Objectives Insert Comments - continued  The summary section at the top of the Reviewing pane provides counts of the number of comments inserted and types of changes 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 (the button marked with an X) located in the upper right corner of the pane.

© Paradigm Publishing, Inc. 8 Objectives Insert Comments - continued Previous button  When working in a long document that has many inserted comments, you may find it helpful to use the Previous and Next buttons in the Comments group on the REVIEW tab. Next button

© Paradigm Publishing, Inc. 9 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.

© Paradigm Publishing, Inc. 10 Objectives Edit Comments - continued  The Comments group on the REVIEW tab contains a Show Comments button.  Click this button and comments display at the right side of the document.  The Show Comments button is available only when the Display for Review button in the Tracking group is set to Simple Markup.

© Paradigm Publishing, Inc. 11 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).

© Paradigm Publishing, Inc. 12 Objectives Edit Comments - continued To change the user name and initials: 1. Click the FILE tab. 2. Click Options. 3. Type the desired name in the User name text box. 4. Type the desired initials in the Initials text box. Change user name and initials.

© Paradigm Publishing, Inc. 13 Objectives Reply to Comments To reply to a comment: 1. Open the comment balloon. 2. Hover the mouse over the comment text. 3. Click the Reply button. 4. Type the reply in the reply window. Reply button

© Paradigm Publishing, Inc. 14 Objectives Print Comments To print a document with comments: 1. Click the FILE tab. 2. Click the Print option. 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.

© Paradigm Publishing, Inc. 15 Objectives Print Comments - continued To print a document without comments: 1. Click the FILE tab. 2. Click the Print option. 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.

© Paradigm Publishing, Inc. 16 Objectives Print Comments - continued To print only comments: 1. Click the FILE tab. 2. Click the Print option. 3. Click the first gallery in the Settings category. 4. Click the List of Markup option at the drop-down list. 5. Click the Print button. List of Markup option

© Paradigm Publishing, Inc. 17 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

Objectives © Paradigm Publishing, Inc. 18 CHECKPOINT 1 1)To insert a comment, click the New Comment button on this tab. a.HOME b.INSERT c.REVIEW d.PAGE LAYOUT 1)To insert a comment, click the New Comment button on 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 accessed on 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 accessed on 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 backstage area. 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 backstage area. a.Pages b.Settings c.Layout d.Page Setup Next Question Next Slide Answer

© Paradigm Publishing, Inc. 19 Objectives Track Changes  If more than one person in a workgroup 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, and formatting change made to a document.

© Paradigm Publishing, Inc. 20 Objectives Track Changes - continued To turn on Track Changes: 1. Click the REVIEW tab. 2. Click the Track Changes button in the Tracking group. Track Changes button

© Paradigm Publishing, Inc. 21 Objectives Track Changes - continued  The Display for Review button in the Tracking group on the REVIEW tab has a default setting of Simple Markup.  At this setting, any changes you make to the document display in the document and Word inserts a line near the left margin where the change was made.  If you want to see the changes, click the Display for Review button and then click the All Markup option.  If you have used Track Changes to revise a document, you can see what the final document will look like with the changes made by clicking the Display for Review button and then clicking No Markup at the drop-down list.

© Paradigm Publishing, Inc. 22 Objectives Track Changes - continued To show markup: 1. Click the REVIEW tab. 2. Click the Show Markup button in the Tracking group. 3. Point to Balloons. 4. Click Show Revisions in Balloons at the side menu. Show Markup button

© Paradigm Publishing, Inc. 23 Objectives Track Changes - continued  Display information about a revision that was made by positioning the mouse pointer on a change.  After approximately one second, a box displays above the change noting the author of the change, the date and time the change was made, and the type of change (for example, a deletion or insertion).  You can also review information about tracked changes by displaying the Reviewing pane.  Each change is listed separately in the pane.

© Paradigm Publishing, Inc. 24 Objectives Track Changes - continued  Word uses a different color (up to eight) for each person who makes changes to a document.  That way, anyone looking at the document can identify which users made which changes.

© Paradigm Publishing, Inc. 25 Objectives Track Changes - continued To lock track changes: 1. Click the REVIEW tab. 2. Click the Track Changes button arrow. 3. Click Lock Tracking at the drop-down list. 4. Type a password. 5. Press the Tab key. 6. Type the password again. 7. Click OK. Lock Tracking options

© Paradigm Publishing, Inc. 26 Objectives Track Changes - continued  Customize which changes display in a document with options at the Show Markup button drop-down list.  If you want to show only one type of change, remove the check marks before all of the options except the desired one. Show Markup button

© Paradigm Publishing, Inc. 27 Objectives Track Changes - continued  In addition to using the Show Markup button drop-down list, you can customize which changes display with options at the Track Changes Options dialog box. Track Changes Options dialog box

© Paradigm Publishing, Inc. 28 Objectives Track Changes - continued To change the display for showing markup: 1. Click the REVIEW tab. 2. Click the Show Markup button in the Tracking group. 3. Point to the Specific People option. 4. Click the All Reviewers check box to remove the check mark. 5. Click the Show Markup button. 6. Point to the Specific People option. 7. Click the check box of the desired reviewer. All Reviewers check box

© Paradigm Publishing, Inc. 29 Objectives Track Changes - continued  Default settings determine how tracked changes display in a document.  For example, with all markup showing, inserted text displays in red and is underlined and deleted text displays in red with strikethrough characters.  Moved text displays in the original location in green with double-strikethrough characters and the text in the new location displays in green with a double-underline below it.

© Paradigm Publishing, Inc. 30 Objectives Track Changes - continued To customize track changes options: 1. Click the REVIEW tab. 2. Click the Tracking group dialog box launcher. 3. Click the Advanced Options button at the Track Changes Options dialog box. 4. Make desired changes. 5. Click OK. 6. Click OK. Advanced Track Changes Options dialog box

© Paradigm Publishing, Inc. 31 Objectives Track Changes - continued  When reviewing a document, use the Next and Previous buttons in the Changes group on the Review tab to navigate among revisions.  Click the Next button to review the next revision in the document and click the Previous button to review the previous revision. Previous button Next button

© Paradigm Publishing, Inc. 32 Objectives Track Changes - continued  Tracked changes can be removed from a document only by accepting or rejecting them.  Click the Accept button in the Changes group on the REVIEW tab to accept the change and move to the next change or click the Reject button to reject the change and move to the next change. Accept button arrow

© Paradigm Publishing, Inc. 33 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

© Paradigm Publishing, Inc. 34 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.

© Paradigm Publishing, Inc. 35 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.

© Paradigm Publishing, Inc. 36 Objectives Compare Documents - continued Control the level of comparisons between the original and revised documents with options at this expanded dialog box.

© Paradigm Publishing, Inc. 37 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.  The Show changes at option in the Show changes section of the dialog box has a default setting of Word level. At this setting, Word shows changes to whole words rather than individual characters within a word.  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.

© Paradigm Publishing, Inc. 38 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

© Paradigm Publishing, Inc. 39 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.

© Paradigm Publishing, Inc. 40 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.

© Paradigm Publishing, Inc. 41 Objectives Combine Documents - continued  If text in the original document has styles applied that are different than the styles applied to text in the revised document, Word determines that a style conflict exists when you try to combine the documents and displays a message that indicates Word can store only one set of formatting changes in the final merged document.  You have the option of keeping the style formatting from the original document or applying the style formatting from the revised document.

© Paradigm Publishing, Inc. 42 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

© Paradigm Publishing, Inc. 43 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.

© Paradigm Publishing, Inc. 44 Objectives Embed and Link Objects  Microsoft Word is part of the Microsoft Office suite and one reason the suite is used extensively in business is because it allows data from one program to be seamlessly integrated into another program.  For example, a chart depicting sales projections created in Excel can easily be added to a corporate report prepared in Word.  Integration is the process of adding content from other sources to a file.  Integrating content is different than simply copying and pasting it.

© Paradigm Publishing, Inc. 45 Objectives Embed and Link Objects - continued  To eliminate the inefficiency of the copy and paste method, you can integrate objects between programs.  An object can be text in a document, data in a table, a chart, a picture, or any combination of data that you would like to share between programs.  The program that was used to create the object is called the source and the program the object is linked or embedded to is called the destination.

© Paradigm Publishing, Inc. 46 Objectives Embed and Link Objects - continued  Embedding and linking are two methods you can use to integrate data.  Embedding an object means that the object is stored independently in both the source and the destination programs.  Linking inserts a code into the destination file that connects the destination to the name and location of the source object. The object itself is not stored within the destination file.

© Paradigm Publishing, Inc. 47 Objectives Embed and Link Objects - continued To embed an object: 1. Open the source and destination programs and files. 2. Select the desired object in the source program. 3. Click the Copy button. 4. Click the Taskbar button for the destination program file. 5. Position the insertion point where desired. 6. Click the Paste button arrow. 7. Click the Paste Special option. (continues on next slide) Paste button arrow

© Paradigm Publishing, Inc. 48 Objectives Embed and Link Objects - continued 8. At the Paste Special dialog box, click the source of the object. 9. Click OK. Paste Special dialog box

© Paradigm Publishing, Inc. 49 Objectives Embed and Link Objects - continued To link an object: 1. Open the source and destination programs and files. 2. Click the desired object in the source program. 3. Click the Copy button. 4. Click the Taskbar button for the destination program file. 5. Position the insertion point where desired. 6. Click the Paste button arrow. (continues on next slide)

© Paradigm Publishing, Inc. 50 Objectives 7. Click the Paste Special option. 8. Click the source of the object. 9. Click the Paste link option. 10. Click OK. Paste link option Embed and Link Objects - continued

Objectives © Paradigm Publishing, Inc. 51 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)The Compare button is located on which tab? a.HOME b.INSERT c.PAGE LAYOUT d.REVIEW 3)The Compare button is located on which tab? a.HOME b.INSERT c.PAGE LAYOUT d.REVIEW 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 program that was used to create the object is called this. a.source b.goal c.destination d.target 4)The program that was used to create the object is called this. a.source b.goal c.destination d.target Next Question Next Slide Answer