Word 2010 ® Business and Personal Communication How can Microsoft Word 2010 help you work with others?

1Word 2010® Business andPersonal Communication

How can Microsoft Word 2010 help you work with others?

1 Lesson 6: Collaborate with Others

Tools in Microsoft Word 2010 allow you to Track Changes, create a Web page, and perform a mail merge, helping you to work collaboratively.

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• How can I send documents for review?• How can I use Track Changes to review a document?• How can I create a Web page?• Why should I perform a mail merge?• What vocabulary words should I review?

Lesson 6: Collaborate with Others

View This Presentation to Answer the Following Questions:

1In Word 2010, you can send documents for review via e-mail.


When you use Send for Review, text appears in the e-mail message asking the person to review the document. The document for review is

automatically sent as an attachment to the recipient.

1To mark changes as you make them, use Track Changes.


Track Changes is a reviewing tool that keeps track of the changes you make to a document.


Text that you add is displayed in a different color and underlined.

Text that you delete is marked with a strikethrough effect when you are in Draft View.

1To make a note in a document, insert a comment.


When you insert acomment, it is labeled with your user initials and the comment’snumber.

1In Print Layout View, deletions and comments are shown in balloons on the screen.


If you rest the insertion point over a comment balloon…

the name of the reviewer and the date and time the comment was made will be displayed.

1When two or more people have made changes to two different copies of the same document, you can combine the documents.


Compare and Combine a document to create one final document that contains every comment and suggestion.


To combine documents into a merged document, click the Compare button on the Review tab.

Choose the original and revised documents that you want to combine in the Combine Documents dialog box.

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After a document is reviewed, you can either accept or reject the suggestedchanges.


You can also delete comments that you have read and no longer need.

1You can accept, reject and delete changes and comments one at a time.


Or, you can accept or reject all of the changes or delete all the comments in a document at one time.

1Academic Skills CheckAcademic Skills Check

What are some ways members of a team can speed the process of a review?

Answers may include:Members of a team can speed the process of a review by sending documents via e-mail, using Track Changes and comments, and merging documents.


1Tech CheckTech Check

How do you e-mail a document for review?

Answer:Use the Send for Review feature to e-mail a document for review.


1Tech CheckTech Check

How do you compare and combine documents?

Answer:Click Compare on the Review tab. Choose the documents that you want to compare or combine in the Combine Documents dialog box.


1You can use Word 2010 to create a Web page.


Use Word’s Web Layout View to see how your document will look as a Web page.

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When applying a background, be aware of readability—avoid choosing a texture or pattern that will make your page difficult to read.

Lesson 6: Collaborate With Others

A background is a graphic that appears behind the information on the Web page. Backgrounds add visual interest to a document.

1To apply a background color to a Web page, click the Page Color button on the Page Layout tab.


Use the Fill Effects dialog box to change the background’s gradient, texture, pattern, or picture.

1Hypertext Markup Language (HTML) is the code used to create Web pages.


To post a Word document to a Web site, you first must save it with the extension .htm or .html so it can be opened with a Web browser.

1Perform a mail merge to create a large mailing, such as personalized form letters, a special announcement, or a newsletter.


Mail merge creates multiple copies of the same letter, envelope, or label and inserts personalized data.

1The data source, or file that contains the information for the mail merge, can be...


a Word table, an Excel spreadsheet, or an Access database.

1To perform a mail merge, use the Mail Merge Wizard.


To select the data source for the mail merge, use the Mail Merge Recipients dialog box.

1Proofread and edit your document before you complete the mail merge.


If you wait until after you have completed the mail merge, you will have to make edits to each letter.

1Academic Skills CheckAcademic Skills Check

What should you be aware of when formatting a Web page?

Answer:Be aware of readability when formatting a Web page. Avoid textured or patterned backgrounds which make text difficult to read.


1Why is it important to proofread and edit a document before you perform a mail merge?

Academic Skills CheckAcademic Skills Check

AnswerIf you wait until after you have completed a mail merge, you will have to make edits to each letter.


1How do you apply a background color to a Web page?

Tech CheckTech Check

Answer:Click the Page Color button on the Page Layout tab to apply a background to a Web page. Use Fill Effects to format the background’s gradient, texture, pattern, or picture.


1When should you perform a mail merge?

Tech CheckTech Check

Answer:Perform a mail merge when creating a large mailing, such as personalized form letters.


1Track Changes

A feature that keeps track of thechanges you make to a document.

Vocabulary ReviewVocabulary Review


1comment

A note added to a document orpresentation without making any changes to the text itself.



1Web page

A document containing text and graphics that can be accessed through a Web browser on the Internet.



1Web Layout View

A view that allows you to see howyour document will look as a Web page.



1background

A graphic that appears behind theinformation in a Web page; solid colors, patterns, or pictures that fill the page and appear behind the content.



1mail merge

The tool in Word that creates multiple copies of the same letter, envelope, or label and insertspersonalized data.



1data source

A file that contains the information for a mail merge.

