1 CA201 Word Application Collaborating with Others Week # 8 By Tariq Ibn Aziz Dammam Community college

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CA201Word Application

Collaborating with Others

Week # 8

ByTariq Ibn Aziz

Dammam Community college

Tariq Aziz, Dammam Community College

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Objectives

• In this chapter you will learn to:– Track and manage document changes.– Add and review comments.– Protect a document with a password.– Prevent editing and formatting changes.– Use e-mail to send a document for review.– Compare and merge documents.


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Tracking and Managing Document Changes

• When two or more people collaborate on a document– one person usually creates and “owns” the

document– and the others review it, suggesting changes

to make it more accurate, logical, or readable.– Reviewers can turn on the Track Changes

feature – To turn on change tracking, you can click

Track Changes on the Tools menu.


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Tracking and Managing Document Changes

• Word shows changed text in a different color

• Word uses revision marks, such as underlines, to distinguish the revised text

• In Print Layout view– Word identifies the change

and its type, such as a deletion, in a comment balloon

– Word displays a vertical line in the margin to the left of any changed text.


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Show/Hide Revision Marks

• If revision marks are distracting, you can track changes without showing them on the screen.

• To hide revision marks, click the down arrow to the right of the Display for Review box, and then click Final.

• To display the changes again, click the down arrow again, and click Final Showing Markup.

• When revisions are visible in the document, you can click the down arrow to the right of the Show button to specify that only certain types of revisions be displayed.


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Document Versions

• If you want a record of changes made to a document, you can save different versions of it.

• Saving versions saves disk space• Word saves only the differences between

versions, not an entire copy of each document.• Word save a version of your document each

time the document is closed• Version tells you who made changes and when,

as in the case of a legal document.• To save version click File Versions command


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Protecting a Document with a Password

• Sometimes, you will want only certain people to be able to open a document.

• To protect a document, you can click Options on the Tools menu and display the Security tab of the Options dialog box.

• To set a password, enter it in the “Password to open” box and click OK.

• To open a protected document, you need to enter the password exactly as it was set

• If you lose or forget the password for a protected document, you will not be able to open it.


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Protecting a Document for Read Only

• If you want other people to be able to read or copy the document but not change it

• You can select the “Read-only recommended” check box on the Security tab of the Options dialog box.


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Information Rights Management

• If your company or organization has implemented the Information Rights Management feature, you can restrict who can change, print, or copy a document, and you can limit these permissions for a specific period of time.

• To set the permissions for the open document:– Click the Permission button on the Standard toolbar.– Select the Restrict permission to this document

check box to activate the other features in the dialog box.


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• Click on Permission button


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Information Rights ManagementClick on Read

Contact will appear

Select user for read or change permission


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Preventing Editing or Formatting Changes

• Sometimes you will want people to be able to open and view a document but not make changes to it.

• Sometimes you will want to allow changes, but only if you know about them.

• You can specify that only comments can be inserted in the document or you can require that changes must be made using change tracking.


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• To prevent anyone from introducing inconsistent formatting into a document, you can specify a Control revision and selection of styles that must be used.

• To protect a document from unauthorized changes, you click Protect Document on the Tools menu to display the Protect Document task pane.


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• In the Formatting restrictions area of the task pane, select the Limit formatting to a selection of styles check box, and then click Settings.


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• Click the Yes, Start Enforcing Protection button.


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Using E-Mail to Send a Document for Review

• You can send document via e-mail to another person for review from within Word.

• Point to Send To on the File menu. • Click Mail Recipient (for Review) or Click Mail

Recipient (as Attachment) commands.• If you click Mail Recipient (for Review), the

message Please review the attached document accompanies the attachment.


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Attaching a digital Signature

• When you create a document that will be circulated to other people via e-mail or the Web, you might want to consider attaching a digital signature, which is an electronic stamp of authentication.

• The digital signature confirms the origin of the document and that no one has tampered with it since it was signed.


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Where to get the digital Certificate

• You can obtain a digital certificate from a commercial certification authority, such as – VeriSign, Inc., or – From your internal security administrator or– Information Technology (IT) professional. Or,– You can create a digital signature yourself

using the following tool.

C:\Program Files\Microsoft Office\OFFICE11\SelfCert.exe


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• To add a digital signature to a Word document:– click Options on the Tools menu, and click the

Security tab.– Click Digital Signatures, and in the Digital

Signature dialog box, click Add.– In the Select Certificate dialog box, click a certificate

in the list, and click OK.– Click OK twice to close the Digital Signature and

Options dialog boxes.– On the Standard toolbar, click the Save button to

save the document.


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• To view the digital signatures attached to a signed document:– Click Options on the Tools menu, and click

the Security tab.– Click Digital Signatures to open the Digital

Signature dialog box, where you can view a list of signers and see who issued their digital IDs.

– Click OK twice to close the Digital Signature and Options dialog boxes.


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Comparing and Merging document

• Sometimes you might want to compare several versions of the same document.

• compare an earlier version of a document with the current version.

• Use compare and merge documents, and Word shows the differences as tracked changes

• If several reviewers return their changes and comments in separate documents, you can merge all their changes into a single document so that you can review them in one document.


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Chapter Key Points• When you collaborate on a document, you can turn on the

Track Changes feature so that the revisions you make to the document are recorded without the original text being lost.

• You can insert comments in a document to ask questions or explain suggested edits.

• You can protect a document with a password so that only certain people can open it.

• You can restrict who can make editing and formatting changes to a document.

• You can also specify that only comments can be inserted in the document.

• You can send a document for review via e-mail• When you receive the reviewed versions, you can merge

them so that all the changes are recorded in one document.

Documents

1 CA201 Word Application Collaborating with Others Week # 8 By Tariq Ibn Aziz Dammam Community college