word 2010 ® business and personal communication how can microsoft word 2010 help you work with...
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1Word 2010® Business andPersonal Communication
How can Microsoft Word 2010 help you work with others?
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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:
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1In Word 2010, you can send documents for review via e-mail.
Lesson 6: Collaborate with Others
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.
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1To mark changes as you make them, use Track Changes.
Lesson 6: Collaborate with Others
Track Changes is a reviewing tool that keeps track of the changes you make to a document.
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1 Lesson 6: Collaborate with Others
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.
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1To make a note in a document, insert a comment.
Lesson 6: Collaborate with Others
When you insert acomment, it is labeled with your user initials and the comment’snumber.
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1In Print Layout View, deletions and comments are shown in balloons on the screen.
Lesson 6: Collaborate with Others
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.
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1When two or more people have made changes to two different copies of the same document, you can combine the documents.
Lesson 6: Collaborate with Others
Compare and Combine a document to create one final document that contains every comment and suggestion.
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1 Lesson 6: Collaborate with Others
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.
Lesson 6: Collaborate with Others
You can also delete comments that you have read and no longer need.
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1You can accept, reject and delete changes and comments one at a time.
Lesson 6: Collaborate with Others
Or, you can accept or reject all of the changes or delete all the comments in a document at one time.
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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.
Lesson 6: Collaborate with Others
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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.
Lesson 6: Collaborate with Others
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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.
Lesson 6: Collaborate with Others
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1You can use Word 2010 to create a Web page.
Lesson 6: Collaborate with Others
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.
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1To apply a background color to a Web page, click the Page Color button on the Page Layout tab.
Lesson 6: Collaborate with Others
Use the Fill Effects dialog box to change the background’s gradient, texture, pattern, or picture.
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1Hypertext Markup Language (HTML) is the code used to create Web pages.
Lesson 6: Collaborate with Others
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.
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1Perform a mail merge to create a large mailing, such as personalized form letters, a special announcement, or a newsletter.
Lesson 6: Collaborate with Others
Mail merge creates multiple copies of the same letter, envelope, or label and inserts personalized data.
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1The data source, or file that contains the information for the mail merge, can be...
Lesson 6: Collaborate with Others
a Word table, an Excel spreadsheet, or an Access database.
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1To perform a mail merge, use the Mail Merge Wizard.
Lesson 6: Collaborate with Others
To select the data source for the mail merge, use the Mail Merge Recipients dialog box.
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1Proofread and edit your document before you complete the mail merge.
Lesson 6: Collaborate with Others
If you wait until after you have completed the mail merge, you will have to make edits to each letter.
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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.
Lesson 6: Collaborate with Others
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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.
Lesson 6: Collaborate with Others
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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.
Lesson 6: Collaborate with Others
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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.
Lesson 6: Collaborate with Others
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1Track Changes
A feature that keeps track of thechanges you make to a document.
Vocabulary ReviewVocabulary Review
Lesson 6: Collaborate with Others
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1comment
A note added to a document orpresentation without making any changes to the text itself.
Vocabulary ReviewVocabulary Review
Lesson 6: Collaborate with Others
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1Web page
A document containing text and graphics that can be accessed through a Web browser on the Internet.
Vocabulary ReviewVocabulary Review
Lesson 6: Collaborate with Others
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1Web Layout View
A view that allows you to see howyour document will look as a Web page.
Vocabulary ReviewVocabulary Review
Lesson 6: Collaborate with Others
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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.
Vocabulary ReviewVocabulary Review
Lesson 6: Collaborate with Others
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1mail merge
The tool in Word that creates multiple copies of the same letter, envelope, or label and insertspersonalized data.
Vocabulary ReviewVocabulary Review
Lesson 6: Collaborate with Others
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1data source
A file that contains the information for a mail merge.
Vocabulary ReviewVocabulary Review
Lesson 6: Collaborate with Others