Collaborating with Others

Advanced Training for Microsoft Office Word 2003

Tracking and Managing Document Changes

1	To view the Reviewing toolbar, click the View menu, point to Toolbars, and then click Reviewing.
2	To track any changes you make from now on, on the Reviewing toolbar, click the Track Changes button, as indicated.
3	To view the product information, click once below the scroll box.
4	To begin changing the price of the decorative bench, click to the right of the indicated price, 20.17, and press BACKSPACE twice.
5	Notice that a balloon displays, identifying the text that has been deleted. To enter the new price, for the purposes of this exercise, press SPACEBAR to have the text typed for you.
6	Notice that the price has changed, with 99 in a different color. To begin changing the price of the garden hose, click to the right of the indicated price, 15.29, and press BACKSPACE twice.
7	Notice that a second balloon displays, identifying the text that has been deleted. To enter the new price, press SPACEBAR to have the text typed for you.
8	To view the document before accepting changes, on the Reviewing toolbar, click the Display for Review list arrow, as indicated, and then click Original Showing Markup.
9	To revert to the default setting, on the Reviewing toolbar, click the Display for Review list arrow, and then click Final Showing Markup.
10	To move to the beginning of the document, hold down the CTRL key and then press HOME.
11	To view the first change in the document, on the Reviewing toolbar, click the Next button, as indicated.
12	Notice that 99, which is the first change in the document, has been selected. To accept the change, on the Reviewing toolbar, click the Accept Change button, as indicated.
13	To deselect the price, click to the right of 99.
14	Notice that the price now displays without revision marks. To view the next change in the document, on the Reviewing toolbar, click the Next button twice.
15	To begin rejecting the change for the garden hose, click to the left of 99, as indicated.
16	To reject the value 99 that you entered, on the Reviewing toolbar, click the Reject Change/Delete Comment button, as indicated.
17	To reject the deletion of 29, on the Reviewing toolbar, click the Reject Change/Delete Comment button again.
18	To view the document as if all the changes were accepted, on the Reviewing toolbar, click the Display for Review list arrow and then click Final.
19	Notice that the revision marks are hidden. Click the Close button on the Reviewing toolbar.
20	To begin saving a different version of the document, click the File menu and then click Versions.
21	In the Versions in New Price List dialog box, in the Existing versions area, notice that the version information is displayed. To save the current version, in the New versions area, click Save Now.
22	To add comments for this version of the document, press SPACEBAR to have the text typed for you in the Comments on version box, and then click OK.
23	Word has saved the current version of the document. To view the details you entered for the version that you saved, click the File menu and then click Versions.
24	Notice that Karen Berg and New price for decorative bench are displayed in the Saved by and Comments columns respectively. Click the Close button to close the Versions in New Price List dialog box.
25	To save the changes made to the document, on the Standard toolbar, click the Save button.

Adding and Managing Comments

1	Click the View menu and notice that the icon to the left of Markup is orange. To display the Reviewing toolbar, point to Toolbars, and then click Reviewing.
2	To display the first comment in the document, on the Reviewing toolbar, click the Next button, as indicated.
3	To view the next change in the document, on the Reviewing toolbar, click the Next button.
4	To select the text Garden hose, click to the left of the indicated item name, and drag to select Garden hose.
5	To begin inserting a comment, on the Reviewing toolbar, click the Insert Comment button, as indicated.
6	To insert a comment regarding the price of the Garden hose, for the purposes of this exercise, press SPACEBAR to have the text typed for you in the comment balloon.
7	To begin deleting a comment, click the Left scroll arrow once, and then click to the left of the indicated item name, Iron plant stand.
8	To delete the comment, on the Reviewing toolbar, click the Reject Change/Delete Comment button, as indicated.
9	Notice that the comment balloon has been deleted. On the Reviewing toolbar, click the Reviewing Pane button, as indicated.
10	To change the Reviewing Pane size, point to the top border of the Reviewing Pane, and when the pointer changes to a double-headed arrow, click and drag the border upward to the indicated area.
11	In the Reviewing Pane, click to the right of the sentence that ends with the word intact, which is in the second comment.
12	To add a note, press SPACEBAR to have the text typed for you.
13	On the Reviewing toolbar, click the Reviewing Pane button to close it.
14	To begin responding to the comment, click to the left of the indicated item name, Clay pots (small) and on the Reviewing toolbar, click the Toolbar Options button, as indicated.
15	To add the Edit Comment button onto the Reviewing toolbar, point to Add or Remove Buttons, point to Reviewing and then click Edit Comment.
16	Notice that the Edit Comment button displays on the Reviewing toolbar. To edit the comment, click the Edit Comment button, as indicated.
17	To insert a response to the comment, on the Reviewing toolbar, click the Insert Comment button, as indicated.
18	Notice that a new comment balloon displays. To respond to this comment, press SPACEBAR to have the text typed for you.
19	To view the code number for the Decorative bench, click once above the vertical scroll box, and then click the Left scroll arrow once.
20	Click to the left of the indicated code number, and drag to select it.
21	To begin inserting a comment for this code number, on the Reviewing toolbar, click the Insert Comment button.
22	Notice that a new comment balloon displays. To insert the comment, press SPACEBAR to have the text typed for you.
23	To begin viewing only those comments that you have inserted, on the Reviewing toolbar, click the Show list arrow, as indicated.
24	To hide the comments inserted by David Ortiz, point to Reviewers, and then click David Ortiz.
25	To view the comments inserted by all the reviewers, on the Reviewing toolbar, click the Show list arrow, point to Reviewers, and then click All Reviewers.
26	Click the Close button on the Reviewing toolbar. To save the changes you made to the document, on the Standard toolbar, click the Save button.

Protecting and Managing Security for a Document

1	To begin protecting the document, click the Tools menu, and then click Options. To display the security options, in the Options dialog box, click the Security tab.
2	In the File sharing options for this document area, click in the Password to modify text box. For the purposes of this exercise, press SPACEBAR to have the password typed for you.
3	Notice that when the password is typed, dots display instead of characters to keep the password confidential. Next, click OK.
4	To confirm the password that you have just typed, press SPACEBAR to have the password typed for you in the Reenter password to modify text box.
5	To set the password, click OK.
6	To save the changes that you made to the document, on the Standard toolbar, click the Save button.
7	Click the Close button of the New Price List DO document to close it.
8	To begin opening the document that you just saved, on the Standard toolbar, click the Open button.
9	In the Open dialog box, click the Garden Company folder, and then click Open.
10	To open the file that you just saved, double-click the Letters folder, and then double-click the New Price List DO file.
11	Notice that the Password dialog box displays. To test the security of the document, press SPACEBAR to have an incorrect password typed for you in the Password text box, and click OK.
12	Notice that a message box displays, indicating that an incorrect password has been typed. In the message box, click OK.
13	To open the document as a read-only file, in the Password dialog box, click Read Only.
14	Click the Close button of the New Price List document to close it. To begin opening the document again, on the Standard toolbar, click the Open button.
15	In the Open dialog box, double-click the New Price List DO file.
16	Press SPACEBAR to have the password typed for you in the Password text box, and then click OK.
17	To begin removing the password for the document, click the Tools menu, and then click Options.
18	To remove the document’s password protection, in the Password to modify text box, click to the left of the password and drag to select it.
19	To delete the password, press DELETE, and then click OK.
20	To save the document, on the Standard toolbar, click the Save button.

Preventing Editing or Formatting Changes

1	To begin setting formatting restrictions, click the Tools menu, and then click Protect Document.
2	In the Formatting restrictions area of the Protect Document task pane, select the Limit formatting to a selection of styles check box, and then click Settings.
3	To implement a restricted set of styles, in the Formatting Restrictions dialog box, click Recommended Minimum, and then click OK.
4	Notice that Word displays a message stating that the document might contain formatting that is not allowed. To remove the formatting from the document, click Yes.
5	To begin setting editing restrictions for the document, in the Editing restrictions area of the task pane, select the Allow only this type of editing in the document check box.
6	To permit only edits in the form of tracked changes, click the Allow only this type of editing in the document list arrow, and then click Tracked changes.
7	To start enforcing protection in the document, in the Start enforcement area, click Yes, Start Enforcing Protection.
8	To enter a password in the Protection method area, for the purposes of this exercise, press SPACEBAR to have tmb2 typed in the Enter new password (optional) box.
9	To reenter the password and to enforce protection, press SPACEBAR to have the password typed for you in the Reenter password to confirm box, and then click OK.
10	Notice that some buttons on the Formatting toolbar appear dimmed, indicating that they are unavailable. To view the styles that are available, in the Protect Document task pane, click Available styles.

Comparing and Merging Documents

1	To open a document to compare with the active document, on the Standard toolbar, click the Open button, and in the Open dialog box, double-click KA_Price List.
2	To compare the two open documents, click the Window menu, and then click Compare Side by Side with Price List.
3	To scroll through both documents at the same time, click below the scroll box on the vertical scroll bar of the right window.
4	To turn off synchronized scrolling, on the Compare Side by Side toolbar, click the Synchronous Scrolling button, as indicated.
5	To scroll through only one document, click above the scroll box on the vertical scroll bar of the right window.
6	To see the active document in full screen view, on the Compare Side by Side toolbar, click the Close Side by Side button.
7	To start merging reviewed document versions into the active document, click the Tools menu, and then click Compare and Merge Documents.
8	To transfer changes from an edited version to the active document, in the Compare and Merge Documents dialog box, click KA_Price List, click the Merge arrow, and then click Merge into current document.
9	To transfer changes from a third version of the Price List document, click the Tools menu, click Compare and Merge Documents, click KB_Price List, click the Merge arrow, and then click Merge into current document.
10	To hide the revisions of a specified reviewer, on the Reviewing toolbar, click the Show arrow, point to Reviewers, and then click David Ortiz.
11	To display all reviewers' revisions, on the Reviewing toolbar, click the Show arrow, point to Reviewers, and then click All Reviewers.
12	To see how the document looks with all changes implemented, on the Reviewing toolbar, click the Display for Review arrow, as indicated, and click Final.
13	To show the revision marks again, on the Reviewing toolbar, click the Display for Review arrow, and then click Final Showing Markup.
14	To accept all changes, click the Accept Change arrow, and then click Accept All Changes in Document.