Chapter 8

Using Document Collaboration, Integration,

and Charting Tools

Microsoft

Word 2013

• Insert, edit, view, and delete comments

• Track changes

• Review tracked changes

• Compare documents

• Combine documents

• Link an Excel worksheet to a Word document

• Break a link

Using Document Collaboration, Integration, and Charting Tools 2

Objectives

• Create a chart in Word

• Format a Word chart

• View and scroll through side-by-side documents

• Create a new document for a blog post

• Insert a quick table

• Publish a blog post

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Objectives

Using Document Collaboration, Integration, and Charting Tools 4

Project – Memo with Chart

• Insert comments and track changes in the memo with the table

• Review the comments and tracked changes

• Link an Excel worksheet to a word document

• Chart a Word table using Word’s CHART TOOLS tab

• Create and publish a blog post

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Roadmap

• Position the insertion point at the location where the comment should be located

• If the ‘Display for Review’ box (REVIEW tab | Tracking group) does not show All Markup, tap or click the ‘Display for Review’ arrow (REVIEW tab | Tracking group) and then tap or click All Markup on the Display for Review menu to instruct Word to display the document with all proposed edits shown as markup

• Tap or click the ‘Insert a Comment’ button (REVIEW tab | Comments group) to display a comment balloon in the markup area in the document window and place comment marks around the commented text in the document

• Window• Type the desired comment in the comment balloon

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Inserting a Comment

Using Document Collaboration, Integration, and Charting Tools 7

Inserting a Comment

• If necessary, tap or click the comment to which you wish to reply so that the comment is selected

• Tap or click the Reply button in the selected comment to display a reply comment for the selected comment

• Type the desired text in the new indented comment

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To Reply to a Comment

Using Document Collaboration, Integration, and Charting Tools 9

To Reply to a Comment

• If the status bar does not show a desired item, press and hold or right-click anywhere on the status bar to display the Customize Status Bar menu

• Tap or click the item on the Customize Status Bar menu that you want to show to place a check mark beside the item, which also immediately may show as an indicator on the status bar

• Tap or click anywhere outside of the Customize Status Bar menu or press the ESC key to remove the menu from the screen

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Customizing the Status Bar

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Customizing the Status Bar

• If the TRACK CHANGES indicator on the status bar shows that the track changes feature is off, tap or click the Track Changes indicator on the status bar to enable the track changes feature

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Enabling Tracked Changing

• Make the desired changes to the document with the Track Changes feature enabled

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Tracking Changes

• Tap or click the Reviewing Pane arrow (REVIEW tab | Tracking group) to display the Reviewing Pane menu

• Tap or click ‘Reviewing Pane Vertical’ on the Reviewing Pane menu to display the Reviewing task pane on the left side of the Word window

• Tap or click the Show Markup button (REVIEW tab | Tracking group) to display the Show Markup menu

• Tap or point to Balloons on the Show Markup menu to display the Balloons submenu

• Tap or click ‘Show All Revisions Inline’ on the Balloons submenu to remove the markup area from the Word window and place all markups inline

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Using the Reviewing Pane

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Using the Reviewing Pane

• Tap or click the ‘Display for Review’ arrow (REVIEW tab | Tracking group) to display the Display for Review menu

• Tap or click Simple Markup on the Display for Review menu to show a simple markup instead of all markups in the document window

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Displaying Tracked Changes

and Comments as Simple Markup

Using Document Collaboration, Integration, and Charting Tools 17

Displaying Tracked Changes

and Comments as Simple Markup

• Position the insertion point at the beginning of the document, so that Word begins searching for comments from the top of the document

• Tap or click the Next Comment button (Review tab | Comments group), which causes Word to locate and select the first comment in the document

• Tap or click the Delete Comment button (REVIEW tab | Comments group) to remove the comment balloon from the markup area

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Viewing Comments

and Deleting a Comment

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Viewing Comments

and Deleting a Comment

• Tap or click the Delete Comment arrow (REVIEW tab | Comments group) to display the Delete Comment menu

• Tap or click ‘Delete All Comments in Document’ on the Delete Comment menu to remove all comments from the document, which also closes the markup area

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Deleting All Comments

• Position the insertion point at the beginning of the document, so that Word begins the review of tracked changes from the top of the document

• Tap or click the Next Change button (REVIEW tab | Changes group), which causes Word to locate and select the first markup in the document

• Tap or click the desired button on the ribbon corresponding to how you wish to handle the change

• Repeat the previous two steps for each change in the document

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Reviewing Tracked Changes

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Reviewing Tracked Changes

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Changing Tracking Options

• Tap or click the Compare button (REVIEW tab | Compare group) to display the Compare menu

• Tap or click Compare on the Compare menu to display the Compare Documents dialog box

• Tap or click the Original document arrow and then tap or click the first file to compare

• Tap or click the Revised document arrow and then tap or click the second file to compare

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Comparing Documents

• If a More button appears in the dialog box, tap or click it to expand the dialog box, which changes the More button to a Less button

• If necessary, in the Show changes in area, tap or click New document so that tracked changes are marked in a new document

• Tap or click the OK button to open a new document window and display the differences between the two documents as tracked changes in a new document window

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Comparing Documents

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Comparing Documents

• Tap or click the Compare button (REVIEW tab | Compare group) to display the Compare menu

• Tap or click Combine on the Compare menu to display the Combine Documents dialog box

• Tap or click the Original document arrow and then click the first file to combine

• Tap or click the Revised document arrow and then click the second file to combine

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Combining Revisions

from Multiple Authors

• If a More button appears in the dialog box, tap or click it to expand the dialog box, which changes the More button to a Less button

• In the Show changes in area, if necessary, tap or click Original document so that tracked changes are marked in the original document

• Tap or click the OK button to combine the documents and display the differences between the two documents as tracked changes in the original document

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Combining Revisions

from Multiple Authors

Using Document Collaboration, Integration, and Charting Tools 29

Combining Revisions

from Multiple Authors

• Tap or click the Show Markup button (REVIEW tab | Tracking group) to display the Show Markup menu and then tap or point to Specific People on the Show Markup menu to display the Specific People submenu

• Tap or click the name of the reviewer on the Reviewers submenu to hide the selected reviewer’s markups and leave other markups on the screen

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Showing Tracked Changes and

Comments by a Single Reviewer

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Showing Tracked Changes and

Comments by a Single Reviewer

• Drag through the cells in the Excel worksheet to copy• In the Excel window, if you are using a touch screen, tap the

Copy button (HOME tab | Clipboard group) and then tap Copy on the Copy menu; if you are using a mouse, click the Copy button (HOME tab | Clipboard group) to copy the selected cells to the Clipboard

• Position the insertion point in the Word document where you wish to insert the cells

• In Word, tap or click the Paste arrow (HOME tab | Clipboard group) to display the Paste gallery

• If you are using a mouse, point to the ‘Link & Keep Source Formatting’ button in the Paste gallery to display a live preview of that paste option

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Linking an Excel Worksheet

in a Word Document

• Tap or click the ‘Link & Keep Source Formatting’ button in the Paste gallery to paste and link the object at the location of the insertion point in the document

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Linking an Excel Worksheet

in a Word Document

• If you are using a touch screen, press and hold the linked object and then tap the ‘Show Context Menu’ button on the mini toolbar; if you are using a mouse, right-click the linked object (the linked Excel worksheet, in this case) to display a shortcut menu

• Tap or point to ‘Linked Worksheet Object’ on the shortcut menu to display the Linked Worksheet Object submenu

• Tap or click Links on the Linked Worksheet Object submenu to display the Links dialog box

• If necessary, tap or click the source file listed in the dialog box to select it

• Tap or click the Break Link button, which displays a dialog box asking if you are sure you want to break the selected links

• Tap or click the Yes button in the dialog box to remove the source file from the list

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Breaking a Link

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Breaking a Link

• Tap or click the ‘Add a Chart’ button (INSERT tab | Illustrations group) to display the Insert Chart dialog box

• Tap or click the desired category in the left pane

• Tap or click the desired chart type in the right pane

• Tap or click the OK button so that Word creates a default chart at the location of the insertion point

• In the Word document, select the table to be charted

• Tap or click the Copy button (HOME tab | Clipboard group) to copy the selected table to the Clipboard

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Charting a Table

• In the chart spreadsheet window, tap or click the Select All button (upper-left corner of worksheet) to select the entire worksheet

• Press and hold or right-click the selected worksheet to display a mini toolbar or shortcut menu

• In the chart spreadsheet window, tap the Paste button or click the ‘Keep Source Formatting’ button to paste the contents of the Clipboard starting in the upper-left corner of the worksheet

• When Word displays a dialog box indicating that the pasted contents are a different size from the selection, tap or click the OK button

• If necessary, resize the chart as necessary

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Charting a Table

Using Document Collaboration, Integration, and Charting Tools 38

Charting a Table

• Drag the sizing handle in the chart spreadsheet so that only the desired data series is selected

• Close the chart spreadsheet window by tapping or clicking its Close button

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Removing a Data Series from the Chart

• Tap or click the chart to select it

• Tap or click the desired style in the Chart Styles gallery (CHART TOOLS DESIGN tab | Chart Styles group)

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Applying a Chart Style

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Applying a Chart Style

• With the chart selected, tap or click the ‘Chart Quick Colors’ button (CHART TOOLS DESIGN tab | Chart Styles group) to display the Chart Quick Colors gallery

• Tap or click the desired color to apply it to the chart in the document

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Changing Colors of a Chart

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Changing Colors of a Chart

• With the chart selected, tap or click the ‘Add Chart Element’ button (CHART TOOLS DESIGN tab | Chart Layouts group) to display the Add Chart Element gallery and then tap or point to the desired element type

• Tap or click the desired element to add to the chart

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Adding a Chart Element

Using Document Collaboration, Integration, and Charting Tools 45

Adding a Chart Element

• With the chart selected, tap or click the Chart Elements arrow (CHART TOOLS FORMAT tab | Current Selection group) to display the Chart Elements list

• Tap or click the desired element to edit

• Type the desired text

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Selecting a Chart Element and Editing It

Using Document Collaboration, Integration, and Charting Tools 47

Selecting a Chart Element and Editing It

• With the chart selected, tap or click the Chart Elements arrow (CHART TOOLS FORMAT tab | Current Selection group) to display the Chart Elements list and then tap or click the element to format

• Make the necessary changes in the task pane

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Formatting Chart Elements

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Formatting Chart Elements

• Tap or click the ‘Change Chart Type’ button (CHART TOOLS DESIGN tab | Type group) to display the Change Chart Type dialog box

• Tap or click the desired chart category and chart type

• Tap or click the OK button to change the chart type

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Changing a Chart Type

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Changing a Chart Type

• Open the documents to view side by side• Tap or click the ‘View Side by Side’ button (VIEW tab

| Window group) to display each open window side by side

• Scroll to the bottom of one of the windows and notice how both windows (documents) scroll together

• In either window, tap or click the ‘View Side by Side’ button (VIEW tab | Window group) to turn off side-by-side viewing and display each window in the full screen

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Viewing and Scrolling through

Documents Side by Side

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Viewing and Scrolling through

Documents Side by Side

• Open the Backstage view

• Tap or click the New tab in the Backstage view to display the New gallery

• Tap or click the Blog post thumbnail to select the template and display it in a preview window

• Tap or click the Create button in the preview window to create a new blank document for a blog post

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Creating a Blank Document

for a Blog Post

Using Document Collaboration, Integration, and Charting Tools 55

Creating a Blank Document

for a Blog Post

• With the insertion point positioned where you wish to insert the Quick Table, tap or click the ‘Add a Table’ button (INSERT tab | Tables group) to display the Add a Table gallery

• Tap or point to Quick Tables in the Add a Table gallery to display the Quick Tables gallery

• Tap or click the desired Quick Table to insert the selected Quick Table in the document at the location of the insertion point

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Inserting a Quick Table

Using Document Collaboration, Integration, and Charting Tools 57

Inserting a Quick Table

• Tap or click the Publish button (BLOG POST tab | Blog group), which causes Word to display a brief message that it is contacting the blog provider and then display a message on the screen that the post was published

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Publishing a Blog Post

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Publishing a Blog Post

• Tap or click the Home Page button (BLOG POST tab | Blog group), which runs the default browser and displays the webpage associated with the registered blog account in the browser window. You may need to tap or click the Refresh button in your browser window to display the most current webpage contents

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Displaying a Blog Webpage

in a Browser Window

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Displaying a Blog Webpage

in a Browser Window

• Insert, edit, view, and delete comments

• Track changes

• Review tracked changes

• Compare documents

• Combine documents

• Link an Excel worksheet to a Word document

• Break a link

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Chapter Summary

• Create a chart in Word

• Format a Word chart

• View and scroll through side-by-side documents

• Create a new document for a blog post

• Insert a quick table

• Publish a blog post

Using Document Collaboration, Integration, and Charting Tools 63

Chapter Summary

Chapter 8 Complete

Microsoft

Word 2013