Collaborating with Others

Core Training for Microsoft Word 2002

Tracking Changes in a Document

1	To display the Reviewing toolbar, click the View menu, point to Toolbars, and then click Reviewing.
2	To have Word track any changes you make, on the Reviewing toolbar, click the Track Changes button.
3	To change the date of the memo, where you see the date 5/15/2003, click to the left of 15 and press the DELETE key twice.
4	Notice the revision balloon at the right, which describes the type and content of your change. To complete your change, type 19.
5	To scroll down the page, click once beneath the scroll box on the vertical scroll bar.
6	To change a price, click to the right of the new price 20.17 (for the decorative bench), press the BACKSPACE key twice, and then type 99.
7	To revise another price, click to the right of the new price 15.29 (for the garden hose), press BACKSPACE twice, and then type 99.
8	To change the header row in this list to bold, point to the left of Item Name, hold down the left mouse button, drag to the right of Code #, release the mouse button, and then on the Formatting toolbar, click the Bold button.
9	To deselect the changed text and view the revision balloon that describes it, click to the right of Code # and then in the horizontal scroll bar, click once to the right of the scroll box.
10	To see a ScreenTip that tells you who made the change, when the change was made, and the type of change that was made, hold the mouse pointer over the text Code # until you see a ScreenTip appear.
11	To move the insertion point back to the top of the page, hold down the CTRL key and press the HOME key on your keyboard.
12	To review each of the changes that have been made, on the Reviewing toolbar, click the Next button (with the right-facing arrow).
13	To accept the change that is highlighted, on the Reviewing toolbar, click the Accept Change button (with the check mark).
14	Notice that the deleted text balloon is gone but that the inserted text, 19, is still shown as a revision. To accept this change as well, click the Accept Change button again.
15	To review the next few changes, on the Reviewing toolbar, click the Next button four times.
16	To reject the changed price of 15.99, on the Reviewing toolbar, click the Reject Change/Delete Comment button (with the X) and then click the Reject Change/Delete Comment button again.
17	To prevent changes to formatting from showing as changes, on the Reviewing toolbar, click the Show down arrow and then click Formatting.
18	To see how the changed document looks without any revision marks, on the Reviewing toolbar, click the Display for Review down arrow (the box that currently contains Final Showing Markup) and click Final.
19	To show revision marks again, click the Display for Review down arrow and click Final Showing Markup.
20	To check for earlier versions of this document, click the File menu and click Versions.
21	To save your changes as a separate version of this document, click Save Now.
22	In the Save Now dialog box, in the Comments on version box, type New price for decorative bench and then click OK.
23	To open the Versions in TrackChange dialog box again, at the right end of the status bar (at the bottom of the document window), double-click the Versions icon.
24	Notice that the new version appears in the Existing versions area. To close the dialog box, click the Close button.

Comparing and Merging Documents

1	To compare and merge this document (Prices1) with two additional documents (Prices2 and Prices3), click the Tools menu and then click Compare and Merge Documents.
2	In the Compare and Merge Documents dialog box, double-click the Memos folder and then click the Prices2 file.
3	To merge the changes in Prices2 into the current document, click the Merge down arrow and then click Merge into current document.
4	In the message box that alerts you to conflicting formatting changes, click Continue with Merge.
5	To merge a third document with the current document, click the Tools menu and then click Compare and Merge Documents.
6	In the Compare and Merge Documents dialog box, click the Prices3 file, click the Merge down arrow, and click Merge into current document.
7	In the message box that alerts you to conflicting formatting changes, click Continue with Merge.
8	To scroll down to the product price list, click once beneath the scroll box on the vertical scroll bar.
9	To hide revisions made by one of the reviewers, on the Reviewing toolbar, click the Show down arrow, point to Reviewers, and then click Eli Bowen.
10	To view the revisions made by all reviewers again, on the Reviewing toolbar, click the Show down arrow, point to Reviewers, and then click All Reviewers.
11	To scroll down again, click once beneath the scroll box on the vertical scroll bar.
12	To enter numbers into the right column of the last three rows in this list, at the right end of the row containing Silk plants (large),click to place the insertion point, type 132, and then press the DOWN ARROW key.
13	Type 139, press the DOWN ARROW key, and then type 167.
14	To view the document's title, click twice above the scroll box on the vertical scroll bar.
15	To select the entire paragraph containing the word Memorandum, triple-click the text Memorandum.
16	To delete this title and leave only the longer title from one of the merged documents, press the DELETE key.
17	To move to the next revision in the document, click once beneath the scroll box on the vertical scroll bar and then click to place the insertion point between Next and Sales in the phrase for Next Sales Period.
18	To accept the added phrase for Next Sales Period and move to the next revision, on the Reviewing toolbar, click the Accept Change button and then click the Next button.
19	To remove the added sentence from this paragraph, on the Reviewing toolbar, click the Reject Change/Delete Comment button.
20	To display the document with all the current changes and without the revision marks, on the Reviewing toolbar, click the Display for Review down arrow and click Final.
21	To display the revision marks again, on the Reviewing toolbar, click the Display for Review down arrow and then click Final Showing Markup.
22	To accept all current changes in the document, on the Reviewing toolbar, click the Accept Change down arrow and then click Accept All Changes in Document.

Reviewing Comments in a Document

1	To display the document as it will appear in a Web browser and show comments in balloons, click the View menu and then click Web Layout.
2	To show comments and changes and to display the Reviewing toolbar, click the View menu and then click Markup.
3	To move to the first comment in the document, on the Reviewing toolbar, click the Next button.
4	Notice the brackets that appear around the text Iron plant stand, showing where the comment was inserted. To move to the next comment, on the Reviewing toolbar, click the Next button.
5	To view a ScreenTip that tells you who inserted this comment and when, hold the mouse pointer over the text Clay pots (small).
6	To select text where you would like to insert a new comment, point to the left of the text Garden hose, hold down the left mouse button, drag to the right of this text to select it, and release the mouse button.
7	On the Reviewing toolbar, click the New Comment button.
8	In the comment balloon, type Preferred customers get an extra 10% discount on hoses.
9	To deselect the comment, click to the immediate right of Garden hose.
10	To delete a comment, click at the end of the text in the Iron plant stand comment balloon and then on the Reviewing toolbar, click the Reject Change/Delete Comment button.
11	To display the remaining comments in a Reviewing pane at the bottom of the Word window, on the right end of the Reviewing toolbar, click the Reviewing Pane button.
12	To enlarge the Reviewing pane, point to its top edge until the pointer changes to a two-headed arrow (resize pointer), hold down the left mouse button, drag to the top of the text Decorative bench, and release the mouse button.
13	To scroll down in the document in order to see the commented text, click once beneath the scroll box on the vertical scroll bar of the document window.
14	To hide the balloon comments, on the Reviewing toolbar, click the Show down arrow and then click Comments.
15	To add your initials and a reply to the Nancy Anderson comment, in the Reviewing pane, click twice to the right of the last word, intact, press the SPACEBAR, type EB: (Eli Bowen's initials), and press the SPACEBAR again.
16	Type I'm not sure if there is enough shelf space.
17	To close the Reviewing pane, on the Reviewing toolbar, click the Reviewing Pane button.
18	To show comments in balloons again, on the Reviewing toolbar, click the Show down arrow and click Comments.
19	To edit a comment, click between the words Clay and pots in the text Clay pots (small), then on the Reviewing toolbar, click the New Comment down arrow, and click Edit Comment.
20	Point to the left of the text I'm not sure..., hold down the left mouse button, drag to the right until you have selected I'm not sure if there is, release the mouse button, and type There isn't.
21	To create a new comment balloon in response to this comment, on the Reviewing toolbar, click the New Comment button.
22	Type New shipment arrives Monday.
23	To add another new comment, three columns to the right of Decorative bench, double-click 3992, and then on the Reviewing toolbar, click the New Comment button.
24	Type Nancy, is this code correct?

Protecting a Document

1	To review security options for this document, click the Tools menu and click Options.
2	In the Options dialog box, click the Security tab.
3	To insert a password that prevents users from modifying this document, click in the Password to modify box and type tgc3.
4	To close the Options dialog box, click OK.
5	In the Confirm Password dialog box, in the Reenter password to modify box, type tgc3 and click OK.
6	To save the document before closing it, on the Standard toolbar, click the Save button and then in the upper-right corner of the document window, click the Close Window button (the black X).
7	To open the document again, on the Standard toolbar, click the Open button.
8	In the Open dialog box, double-click the Memos folder, click the Prices1 file, and click Open.
9	In the Password dialog box, in the Password box, type abc3 (the wrong password) and click OK.
10	In the error message box, click OK.
11	To open the protected document as a read-only document (so that you can view it but not modify it), in the Password dialog box, click Read Only.
12	Notice that (Read-Only) now appears in the title bar at the top of the Word window. To close the document, click the Close Window button in the upper-right corner of the document window.
13	To reopen the document using the correct password, on the Standard toolbar, click the Open button.
14	In the Open dialog box, double-click the Prices1 file.
15	In the Password dialog box, type tgc3 and then click OK.
16	To remove password protection from this document, click the Tools menu and click Options.
17	On the Security tab of the Options dialog box, double-click the contents of the Password to modify box, press the DELETE key, and then click OK.

Sending a Document in E-Mail

1	To send a copy of the current document for review in an e-mail message, click the File menu, point to Send To, and then click Mail Recipient (for Review).
2	In the message window, in the To box, type someone@example.com.
3	To attach two additional documents to this e-mail, click the Insert File button (the paper clip).
4	In the Insert File dialog box, click the Product Descriptions file, hold down the CTRL key while clicking the Sale Inventory file, and then click the Insert button.
5	To mark this message as highly important, on the Message toolbar, click the Importance: High button (with the red exclamation mark).
6	To edit the message text, click to place the insertion point to the immediate right of the message text.
7	To add an s to the last word, press the LEFT ARROW key on your keyboard (to move to the left of the period) and then type s.
8	To highlight the message text in yellow so that it stands out, on the Formatting toolbar, click the Highlight button.
9	Point to the beginning of the message text, hold down the left mouse button, drag the pointer to the end of the sentence, and release the mouse button.
10	To send the message, on the Message toolbar, click the Send button.
11	To send an additional copy of this document in e-mail but with the document as the body of the e-mail message, on the Standard toolbar, click the E-Mail button.
12	To return to the Word window without sending this message, on the Standard toolbar, click the E-Mail button again.

Creating a Web Document Containing Links

1	To adjust Word's settings for creating Web pages, click the Tools menu and then click Options.
2	Click the General tab, and then click Web Options.
3	To make your Web pages function best for The Garden Company's staff, who all use Microsoft Internet Explorer 6.0, click the down arrow for the first box, labeled People who view this Web page will be using, click Microsoft Internet Explorer 6.0 or later, and then click OK.
4	In the Options dialog box, click OK.
5	To see what this Word document will look like when converted to a Web page, click the File menu and then click Web Page Preview.
6	To expand the Internet Explorer window, in the upper-right corner of the new window, click the Maximize button.
7	To close the Internet Explorer window, click the File menu and then click Close.
8	To save this document as a Web archive so that all of the text and graphics are stored as a single Web document, click the File menu and then click Save as Web Page.
9	To specify a file location and a title for the Web page, in the Save As dialog box, double-click the Ads folder and then click Change Title.
10	In the Set Page Title dialog box, in the Page title box, type Garden Company Ads and click OK.
11	In the Save As dialog box, click Save.
12	In the message box, click Continue.
13	To view all of The Garden Company logo, in the vertical scroll bar, point to the scroll box, hold down the left mouse button, drag the scroll box down until Ad Committee Members appears at the top of the document window, and release the mouse button.
14	To give The Garden Company logo a hyperlink, click The Garden Company logo, click the Insert menu, and click Hyperlink.
15	In the Insert Hyperlink dialog box, in the list of folders and files, click the OtherLogos file.
16	To set the OtherLogos document to open in a new window when this hyperlink is clicked, click the Target Frame button, then in the Set Target Frame dialog box, click the down arrow, and click New window.
17	Click OK, and then in the Insert Hyperlink dialog box, click OK again.
18	To display a ScreenTip that shows the path of the hyperlink, hold the mouse pointer over the logo for a few seconds.
19	To follow the new hyperlink, hold down the CTRL key and then click the logo.
20	To close the new window and return to the Web document you are working on, click the Close button in the upper-right corner.
21	To scroll to the top of the document, click once above the scroll box on the scroll bar.
22	To add a hyperlink to the phrase The Garden Company's, point to the left of the word The, hold down the left mouse button, drag to the end of the phrase The Garden Company's, and release the mouse button.
23	On the Standard toolbar, click the Insert Hyperlink button.
24	To have this link connect to The Garden Company's Web address (which is www.gardenco.msn.com), in Insert Hyperlink dialog box, in the Address: box, type www.gardenco.msn.com.
25	Notice that http:// is automatically filled in for you. To insert the hyperlink, click OK.
26	To remove 's from the linked text, click to the left of the word Company's, and on the Standard toolbar, click the Insert Hyperlink button.
27	In the Edit Hyperlink dialog box, in the Text to display box, click to the right of the text.
28	Press the BACKSPACE key twice, and then click OK.