1. WORKING WITH SHARED DOCUMENTS
Word 2002
Chapter 24
WORKING WITH SHARED DOCUMENTS

2. Performance Objectives
Track changes to a document
Accept/reject changes to a document
Create, view, delete, and print comments
Compare and merge documents
Create multiple versions of a document
Send and route documents
Set the file location for Workgroup templates
Protect and secure documents

3. Concepts

4. Reject Change/Delete Comment
Reviewing Toolbar
Display for Review
Show
Previous
Next
Accept Change
Reviewing Pane
Track Changes
New Comment
Reject Change/Delete Comment

5. Tracking Changes to a Document
Each deletion, insertion, or formatting change made
to the document is tracked.
Tools, Track Changes OR
select how
to display and
what to show
tracked
changes
status bar shows
tracking is on

6. Reviewing Changes point to change to view information OR select
Reviewing Pane
button
opens
Reviewing Pane
window

7. Changing User Information
Tools, Options
make changes
If changes are made to
the document by another
person with different
User Information, the
changes display in a
different color.

8. Working with Changes Moving use Previous and Next buttons
to move the insertion point
to a change in the document
Accepting/Rejecting
use Accept Change and
Reject Change/Delete Comment
buttons to change

9. select New Comment button edit by clicking in balloon
Inserting Comments
To insert a comment rather than make editing changes
- more than one person can insert comments (identifies multiple users in different colors)
Insert, Comment OR
select New Comment button
delete a
comment
edit by clicking in balloon
and making changes
(Print Layout view)
print showing markup (document
and comments) or list of markup
(comments and tracked changes)

10. Comparing and Merging Documents
To compare two documents and display the differences
as tracked changes.
- useful where multiple individuals make changes to separate copies
open first document then
Tools, Compare and Merge Documents
results are shown as
tracked changes
- accept/reject changes as desired
choose how to
display results

11. Creating Multiple Versions of a Document
Save multiple versions of a document in the same
document.
- saves disk space - useful where you want to maintain original and use it as a baseline to compare future versions
File, Versions
insert comments
a File Versions icon displays at
the right side of the Status bar
delete a
version
open an
earlier version
if you try to save an earlier version,
the Save As dialog box will display

12. Sending Documents Sending a document in an E-Mail
- must have program
click button
on Standard toolbar
to display header
select how to send OR

13. and add desired message
Routing Documents
First recipient makes comments or changes, and then
it is sent to the next person on the list.
- same document edited by several people rather than several people editing versions of the same document
select Address button
to add recipients
(in proper order)
and add desired message

14. Sending a Document on a Round Trip
The person receiving the document does not
need the originating application to view the
document.
saves in HTML format
When the document is returned and
opened in the originating application,
all of the formatting and functionality
of the document is retained.

15. Creating a Template By default, template documents are saved in a
Templates subfolder within Microsoft Office.
- you may want to change the location…
Tool, Options
default location
specify the
desired
folder

16. Protecting and Securing Documents
Tools, Protect Document
Tools, Options
limits the kind of changes
a reviewer can make
to a document
- specify a document as read-only - apply a password - apply a digital signature

17. Commands Review How do you turn on tracking? Tools, Track Changes OR
tracked
changes

18. Commands Review How do you display the Options dialog box?
Tools, Options

19. select New Comment button
Commands Review
How do you display the Comment balloon?
Insert, Comment OR
select New Comment button

20. Commands Review How do you display the Reviewing pane? select
button
opens
Reviewing Pane
window

21. Commands Review How do you display the Compare and Merge dialog box?
open first document then
Tools, Compare and Merge Documents
choose how to
display results

22. Commands Review How do you display the Versions in (Document Name)
dialog box? Save Version dialog box?
File, Versions

23. Commands Review How do you display the E-mail header?
click button
on Standard toolbar
to display header
select how to send OR

24. and add desired message
Commands Review
How do you Route a document?
select Address button
to add recipients
(in proper order)
and add desired message

25. limits the kind of changes
Commands Review
How do you display the Protect Document dialog box?
Tools, Protect Document
limits the kind of changes
a reviewer can make
to a document

26. Coming Next Creating Specialized Tables and Indexes
Chapter 25
Creating Specialized
Tables and Indexes