Computer Literacy Lesson 14

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Lesson 14Sharing Documents

Computer Literacy

BASICS: A

Comprehensive Guide

to IC3, 3rd Edition

Morrison / Wells

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Morrison / Wells CLB: A Comp Guide to IC3 3E222

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 e-mail or fax.

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Vocabulary

comment

document

management server

document

workspace

duplex printing

encryption

hard copy

markup

metadata

Portable Document

Format (PDF)

read-only document

print queue

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Vocabulary (continued)

soft copy

XML Paper

Specification (XPS)

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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.

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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.

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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.

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Tracking Changes (cont):

Revision marks identify who made the changes

and when the changes were made.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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Preparing a Document for Printing (continued)

Showing the Print Queue:

The print queue shows information about

documents that are waiting to print.

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Preparing a Document for Printing (continued)

Troubleshooting

Common Printing

Problems:

There are times

when the print

results do not meet

expectations.

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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.

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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.

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Preparing

Documents for

Electronic

Distribution

(cont):

The Document

Inspector allows you

to remove personal

information.

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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.

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Sending and Publishing Documents:

When distributing electronic copies of a document,

you can choose to send the content in an e-mail

message or in a fax message, or you can send the

file as an attachment to an e-mail 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.

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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.

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Summary

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.

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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.

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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.

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Education

Computer Literacy Lesson 14