Word Lesson 13 Sharing Documents Microsoft Office 2010 Advanced Cable / Morrison 1

Word Lesson 13Sharing Documents

Microsoft Office 2010 Advanced

Cable / Morrison1

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Cable / Morrison Microsoft Office 2010 Advanced2

Objectives

Track changes and add comments. Merge revisions from multiple documents. Review and accept or reject changes. Compare documents. Restrict access to a document.

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Cable / Morrison Microsoft Office 2010 Advanced

Objectives (continued)

Inspect documents to prepare for electronic distribution.

Attach a digital signature to a document. Upload files to the Web.

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Vocabulary

case-sensitive comment digital signature document

workspace site encryption markup

metadata Portable Document

Format (PDF) read-only document revision bar XML Paper

Specification (XPS)

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Revising Documents

Team members commonly collaborate to develop a document.– They edit content, add new content, change

formats, and share their thoughts Word offers many features that make it easy

for workgroups to track changes, add comments, and compare revisions.

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Revising Documents (continued)

Tracking Changes in a Document Track Changes feature enables you to review

suggested changes and feedback. Revision marks and annotations that Word

places in a document are called markup.

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Tracking Changes in a Document (continued)

A revision bar appears in the left margin and indicates a tracked change or comment related to the paragraph.

Word assigns a different markup color for up to eight reviewers.

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Adding Comments to a Document A comment is an annotation that is added

within a document by the author or reviewer.– Provides an easy way for reviewers to share

ideas and suggestions without changing content of the document

Reviewing Pane offers an alternate way to show markup and provides a summary of tracked changes.

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Adding Comments to a Document (continued)

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Reviewing Pane

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Showing and Hiding Markup You can choose from several options to

control the markup that is shown in the document.

The markup remains in the document until you accept or reject the changes.

If you want the document to print without the markup, you must first hide the markup.

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11Show Markup options with the names of the reviewers

Showing and Hiding Markup (continued)

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Combining Revisions from Multiple Documents

Sometimes reviewers will make changes to their own copy of the same document, creating different versions of the document.

You can merge all the changes into the original document, or you can create a new document to show the combined revisions.

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Reviewing Revisions Review revisions and decide whether to

accept or reject the proposed changes. You can accept or reject the changes

individually, or several or all changes at once.

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Comparing Documents The Compare feature offers a simple way to

identify the differences in two versions of a document.– Nothing will change in either of the documents

you are comparing.– The differences in the two documents will appear

as tracked changes in a new third document.

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Preparing Documents for Electronic Distribution

You can save a document as a read-only document.

You can protect a document by setting controls to restrict access and edits.

You can ensure that a document is compatible with other platforms and Word versions.

You can personalize a document by adding your signature in a digital format.

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Preparing Documents for Electronic Distribution (continued)

Restricting Access You can assign a password to a document. You can encrypt the document so that it is

unreadable without a password. Encryption is a standard method for

encoding data.

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Restricting Access (continued)

Passwords are case-sensitive.

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General Options dialog box

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Restricting Formatting and Editing When sharing documents, you might want to

restrict the areas in a document that others can change.

You can designate certain parts of the document to be unrestricted but grant permission for specific individuals only to modify other restricted sections.

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Inspecting the Document Metadata—data that describes other data—

is stored in the files that you create.– Some of the metadata contains personal

information that you might not want others to see Inspect Document command checks the file

for personal information, such as names and dates.

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Document Inspector dialog box

Inspecting the Document (continued)

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Attaching a Digital Signature A digital signature is an attachment to a file

or e-mail message that certifies that the information in the file is authentic and safe.

You can create a self-signed digital certificate, which does not verify your identity

For an authenticated certificate, you must secure a service from a third-party vendor.

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Creating a Signature Line

The signature line specifies information about the intended signer.– You can also provide

instructions for the signer.

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Signature Setup dialog box

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Sending Documents You can send the document via e-mail or in a

fax message, or publish it to a blog. If you’re not sure what applications,

platforms, or operating systems the recipient is using, consider saving the document in PDF or XPS format.

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Sending Documents (continued) Portable Document Format (PDF) and XML

Paper Specification (XPS) formats are designed to:– Preserve the visual appearance and layout of

each page– Enable fast viewing and printing

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Storing, Accessing, and Sharing Documents

Word enables you to upload and access documents online so that you can share files with others.

A workspace site is a Web site that provides a central location for storing and sharing files.

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Summary

In this lesson, you learned: Tracked changes can appear in up to eight

different colors, which helps distinguish changes made by multiple reviewers.

Reviewers can provide feedback on a document without changing the content by adding comments.

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Summary (continued)

You can control the markup that shows on the screen or prints in a document.

Comments can be edited in the markup balloons or in the Reviewing Pane.

Revisions from multiple documents can be combined into a single document.

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Summary (continued)

You can accept or reject changes individually in documents, or you can accept or reject some or all changes at the same time.

To compare documents, you can view them side by side, or you can use the Compare feature, which enables you to show the differences between the two documents using tracked changes in a new document.

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Summary (continued)

Access to a document can be restricted by assigning a password.

Before sharing a document, it is good practice to inspect it so that you can control what others see.

Word offers several options for distributing documents electronically, including e-mail, blogs, and document workspaces.

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