chapter 15. copyright 2032, paradigm publishing inc. chapter 15 backnextend 15-2 links to...

Chapter 15

Copyright 2032, Paradigm Publishing Inc.

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OBJECTIVES• Create Comments• View Comments• Edit Comments• Print Comments• Delete Comments• Track Changes• Accept and Reject

Changes• Compare and Merge• Send a Document as

an E-Mail• Commands Review

SHARING DOCUMENTS

Signature: Microsoft Word 2003Signature: Microsoft Word 2003


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Performance ObjectivesPerformance Objectives

• Create, view, edit, print, and delete comments

• Track, accept, and reject changes in a document

• Compare and merge documents• Send a document as an e-mail


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Workgroup ConceptsWorkgroup Concepts

workgroupworkgroup- networked collection of computers that share

files printers other resources

access tooriginal

access toa copy

route tomembers


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Reviewing ToolbarReviewing Toolbar

Display for ReviewShow

PreviousNext

Accept Change

Insert CommentInsert Voice

Track ChangesReviewing Pane

Reject Change/Delete Comment

Highlight


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Creating a CommentCreating a Comment

Insert, Comment OROR

To insert a comment rather than make editing To insert a comment rather than make editing changeschanges

- more than one person can insert comments - more than one person can insert comments (identifies multiple users in different colors)(identifies multiple users in different colors)

Insert Comment button

Word distinguishes comments Word distinguishes comments from users by color.from users by color.


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Viewing a CommentViewing a Comment

Print Layout viewPrint Layout view type desired comment inthe Comment balloon

Normal viewNormal view type desired comment inthe Reviewing pane


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Editing a CommentEditing a Comment

Print Layout viewPrint Layout view click in the Comment balloonand make desired changes

Normal viewNormal view turn on the display of theReviewing toolbar, click in

text and make desired changes


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Printing a CommentPrinting a Comment

document andcomments

File, Print

contents ofReviewing pane


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Deleting a CommentDeleting a Comment

click arrowdelete comment

delete allcomments

OROR

in Print Layout view,right-click comment

click


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Tracking Changes to a DocumentTracking Changes to a DocumentEach deletion, insertion, or formatting change Each deletion, insertion, or formatting change

mademadeto the document is tracked.to the document is tracked.

Tools, Track ChangesOROR

Ctrl + Shift + E

Track Changes button

When tracking is on, the letters When tracking is on, the letters TRKTRK display in black on the display in black on the

Status bar.Status bar.


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Reviewing ChangesReviewing Changes

position mouse pointeron a change

box displays withinformation

You can also display information on You can also display information on tracking changes by displaying the tracking changes by displaying the

Reviewing pane.Reviewing pane.


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Changing User InformationChanging User Information

Tools, Options

change userinformation

If changes are made toIf changes are made tothe document by anotherthe document by another

person with differentperson with differentUser Information, theUser Information, thechanges display in achanges display in a

different color.different color.


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Moving to the Next/Previous ChangeMoving to the Next/Previous Change

use the Previous and Next buttonsto move the insertion point

to a change in the document

NextPrevious


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Accepting/Rejecting ChangesAccepting/Rejecting Changes

use Accept Change andReject Change/Delete Comment

buttons to accept or reject changes

Reject Change/Delete CommentAccept Change


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Comparing and Merging DocumentsComparing and Merging Documents

To compare two documents and display the To compare two documents and display the differences as tracked changes. Useful where differences as tracked changes. Useful where

multiple individuals make changes to separate multiple individuals make changes to separate copies.copies.

Tools, Compare and Merge Documents

select fileclick arrowto selecthow to

display theresults


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Sending a Document in an E-MailSending a Document in an E-Mail

must have an e-mail must have an e-mail programprogram

select how to send OROR

E-mail button


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Routing a DocumentRouting a DocumentFirst recipient makes comments or changes, and First recipient makes comments or changes, and

thenthenit is sent to the next person on the list.it is sent to the next person on the list.

- same document edited by several people rather - same document edited by several people rather thanthan

several people editing versions of the same several people editing versions of the same documentdocument

select Address button inRouting Slip dialog box

to add recipients(in proper order)

and add desired message


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Commands ReviewCommands ReviewHow do you insert a comment?

Insert, Comment OROR

Insert Comment button


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Commands ReviewCommands ReviewHow do you delete a comment?

click arrowdelete comment


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Commands ReviewCommands ReviewHow do you turn on tracking?

Tools, Track ChangesOROR

Ctrl + Shift + E

Track Changes button


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Commands ReviewCommands ReviewHow do you display the Options dialog box?

Tools, Options


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Commands ReviewCommands ReviewHow do you display the Compare and Merge Documents dialog box?

Tools, Compare and Merge Documents


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Commands ReviewCommands ReviewHow do you display an e-mail header?

select how to send OROR

E-mail button


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Commands ReviewCommands ReviewHow do you display the Routing Slip dialog box?


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Coming NextComing Next

CREATING FOOTNOTES AND ENDNOTES