1. Lesson 9 Sharing Documents
Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition
Morrison / Wells

2. Objectives Track changes and add comments.
Protect documents by restricting access and by restricting revisions and comments.
Modify printer settings.
Pause and cancel print jobs.
Troubleshoot printing problems.
Prepare documents for electronic distribution.
Send documents via or fax. 2 2

3. Vocabulary comment document management server document workspace
duplex printing
encryption
hard copy
markup
metadata
Portable Document Format (PDF)
read-only document
print queue 3 3

4. Vocabulary (continued)
soft copy
XML Paper Specification (XPS) 4 4

5. Introduction
The development of a document may involve multiple team members.
Collaboration features in Word can help individuals contribute effectively to the development of a document. 5 5

6. Revising Documents
Tracking changes with revision marks makes it easy to identify edits from team members.
Adding comments is another useful feature.
Revision marks and annotations that appear in a document are referred to as markup. 6 6

7. Revising Documents (continued)
Tracking Changes:
When the Track Changes feature is toggled on, all insertions, deletions, and format changes are indicated with revision marks such as font color, underlines, and balloons in the margins. 7 7

8. Revising Documents (continued)
Tracking Changes (cont):
Revision marks identify who made the changes and when the changes were made.
Step-by-step 9.1 8 8

9. Quick Quiz: True or False:
Tracking changes with revision marks makes it easy to identify who made the changes and when the changes were made.
True
To track changes you toggle on the track changes feature on the in ________ group from the review tab.
tracking

10. Revising Documents (continued)
Adding Comments:
Use the Insert Comment button to insert a comment, which is a note that the author or a reviewer adds to the document. 10 10

11. Revising Documents (continued)
Adding Comments (cont):
You can choose how the comments will appear in the document and whether or not the comments will be included when you print.
Step-by-step 9.2 11 11

12. Quick Quiz: Matching: Write the correct name for each button:
Insert Comment
Delete Comment
Previous Comment
Next Comment

13. Revising Documents (continued)
Showing Markup:
You can choose from several options to show the markup. For example, you can choose to show only the edits from a specific reviewer, or you can choose to view only the comments added to the document.
Step-by-step 9.3 13 13

14. Quick Quiz: True of false
You can choose the markup that you want to appear on the screen and when the document is printed.
True
Discuss how you can choose the markup that you want to print?

15. Revising Documents (continued)
Accepting/Rejecting Changes:
After changes and comments are added, the edited document is passed to a person who decides whether to accept or reject the changes and can also remove the comments.
Step-by-step 9.4 15 15

16. Quick Quiz: Write the function of each button
Accept the change and move to the next change.
Reject and move to the next change, the text is changed to its original form
Move the insertion point to the previous revision
Move the insertion point to the next revision

17. Quick Quiz:
The revision marks and annotations that appear in a document are referred to as ____.
Answer: markup
True or False? The Track Changes button is a toggle button.
Answer: True.

18. Quick Quiz: True or False? You can print comments. Answer: True.
True or False? You cannot hide markup.
Answer: False. To see what the final document will look like, you can hide all of the markup.
True or False? You can accept all the changes in a document at once.

19. Protecting Documents
Word enables you to control sensitive information and collaborate in confidence.
Restricting Access:
Saving a document as read-only allows others to open it, but they can’t make changes to it.
Encryption is a standard method for encoding data. A password is assigned, and then all users must enter the password to open the document.
Step-by-step 9.5 19 19

20. Protecting Documents (continued)
Restricting Formatting and Edits:
The Protect Document button on the Review tab opens a task pane you can use to be selective about who is allowed to make edits as well as the types of edits they can make.
Step-by-step 9.6 20 20

21. Quick Quiz:
1) True or False? Read-only documents can be opened and edited by all users.
Answer: False. Read-only documents can be opened and viewed, but not edited.
2) ____ is a standard method for encoding data.
Answer: Encryption
3) Which button allows you to apply editing restrictions?
Answer: Protect Document button.

22. Preparing a Document for Printing
A hard copy is a printed copy of a document.
Your system may have two or more printers available with various options.
Selecting Print Options:
Most printers have settings for adjusting the printing speed and print quality.
Some printers provide special features like duplex printing, which is printing on both sides of the page.
Another option is to collate, which arranges the pages in proper order. 22 22

23. Preparing a Document for Printing (continued)
Showing the Print Queue:
The print queue shows information about documents that are waiting to print. 23 23 23

24. Preparing a Document for Printing (continued)
Troubleshooting Common Printing Problems:
There are times when the print results do not meet expectations. 24 24 24

25. Quick Quiz:
1) The ____ shows information about documents that are waiting to print.
Answer: print queue
2) Where can you cancel a print job?

26. Sharing Electronic Files
Instead of producing a hard copy of a document, it is now common practice to share a soft copy, or digital copy of data.
Preparing Documents for Electronic Distribution:
You may want to control metadata, or data that describes other data.
If others are working with an older version of Word, you may choose to save the document in a previous Word format. 26 26 26

27. Sharing Electronic Files (continued)
Preparing Documents for Electronic Distribution (cont):
You can update information about the author, title, subject matter, and keywords in the Document Information Panel. 27 27 27

28. Sharing Electronic Files (continued)
Preparing Documents for Electronic Distribution (cont):
The Document Inspector allows you to remove personal information. 28 28 28

29. Sharing Electronic Files (continued)
Saving the Document in a PDF or XPS Format:
The Portable Document Format (PDF) was created by Adobe Systems in 1993.
Microsoft included the XML Paper Specification (XPS) format in the Office 2007 applications.
Both formats are designed to preserve the visual appearance and layout of each page, and they enable fast viewing and printing. 29 29 29

30. Sharing Electronic Files (continued)
Sending and Publishing Documents:
When distributing electronic copies of a document, you can choose to send the content in an message or in a fax message, or you can send the file as an attachment to an message.
Another way to distribute a document is to publish the document to a document management server, which is a central location for storing, managing and tracking files. 30 30 30

31. Sharing Electronic Files (continued)
Sending and Publishing Documents (cont):
A document workspace is a Windows SharePoint Services Web site that provides tools for sharing and updating files and keeping colleagues informed about document status. 31 31 31

32. Quick Quiz: 1) True or False? A soft copy can be shared via e-mail.
Answer: True.
2) How do you access the Document Inspector?
Answer: Click the Office Button, point to Prepare, and then click Inspect.
3) Which file format was created by Adobe Systems?
Answer: PDF.

33. Summary 33 33 In this lesson, you learned:
Tracking changes with revision marks makes it easy to identify who made the changes and when the changes were made.
Reviewers can provide feedback without changing the content by adding comments to the document.
You can choose the markup that you want to appear on the screen and when the document is printed. 33 33

34. Summary (continued)
Revisions can be accepted or rejected, and comments can easily be removed from the document.
You can protect documents by restricting access and by restricting revisions and comments.
You can change your default printer and printer settings using the Print command.
You can view, pause, and cancel print jobs waiting in the print queue. 34 34

35. Summary (continued)
When sharing documents with others, you need to choose the appropriate document format.
Before distributing a soft copy of a document, you may want to remove metadata. 35 35