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Microsoft Office Word 2003
Tutorial 7 – Collaborating With Others and
Creating Web Pages
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Compare and merge documents
• Sometimes documents with related information need to be
merged together. You can do this in Word.
• Various options can be selected to control the merging process.
• Word allows you to denote changes to the original document by
the merge process, which can then be examined and edited as
required.
• If multiple documents need to be merged, it must be done using
two documents at a time, then merging a third document with
the merged document from the first merge, then a fourth
document can be merged, etc. until all documents have been
merged with the first document.
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The Compare and Merge dialog box
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Use revision marks and
the Reviewing toolbar
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• Revision marks can be used to track the changes
to a document via the merge process.
• You can use the Reviewing toolbar to accept or
reject changes that occurred to the original
document as a result of the merge.
• Additional documents can then be merged with the
edited document without affecting the original
documents, yet still adding revision marks for the
changes incurred by the new merge process in the
merged document.
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An example of revision marks
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Embed and modify
an Excel workbook
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• Embedding is a method of inserting a copy of one object
into a destination document.
• For example, an Excel workbook can be copied into a
Word document.
• The embedded object can then be edited using the toolbar
buttons and menus of the source program.
• Embed an object by clicking Object on the Insert menu,
and then locating the object file in the dialog box.
• Once the object is in the Word document, use Excel tools
and menus to modify the workbook by double-clicking on
the object.
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The embedding process
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Embedding considerations
• When an object is embedded into a Word
document, only a copy of the object is embedded.
• Any modifications made to the embedded object
are not reflected in the original source file.
• When you open the Object dialog box, you can
choose to create an embedded object from an
existing file, or create a new object.
• The “Link to file” box must NOT be checked
when embedding an object.
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The Object dialog box
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An embedded Excel table
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Link an Excel chart
• In addition to embedding an object, you can also link an
object in a Word document.
• Whereas embedding an object creates a copy of the object,
linking an object creates a two-way connection with the
object's source file and the destination file.
• Any changes made to the object in the Word document will
affect the original source file for the object.
• If an Excel workbook is linked in a Word document,
editing the workbook from the Word document will change
the Excel document as well.
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Use the Object dialog box
to link an object
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Modify and update a linked chart
• Linking an Excel chart has an advantages and
potential drawbacks.
– Anyone with access to the Word file can update the
chart source file
– Great care must be taken when linking an object as it
does open up the source file for the object to potential
modification from outside the file
– When a linked object is updated in its source
application, the link may need to be manually updated
in the Word document to reflect the changes made in
the source program
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Linking considerations
• When a linked chart is updated in the source program and if the Word
document is open when the changes are made, the link must be
updated manually in the Word document to reflect the changes made in
Excel.
• If the Word file was closed when the chart was updated in the source
program, the link will be updated the next time the Word document is
opened.
• When the chart is updated from the Word document, the changes are
also made in the source file, but the link is updated automatically.
• To update the link, click the Edit menu, and then click Links.
• The Links dialog box will open. Click the desired link to select it, and
then click the Update Now button.
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The Links dialog box
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Modify a document for
online distribution
• Word documents can be prepared for online viewing in one
of two ways.
• The document can be e-mailed to people for viewing on
their screen, or it can be made available as a Web page.
• Viewing a document online is different than reading it in
printed form.
– If a document is only to be read online, different fonts and colors
can be used that would not normally be used for a document
intended for printing
• An online document may also have hyperlinks inserted to
aid in navigating the document.
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Online document options
• Some of the things you can add to an online document that
would normally not be applied to a printed document
include adding animated text or background effects.
– Animated text is text that moves, or blinks, or sparkles, or has
some motion characteristics applied to it
• Some background effects that are common in online
documents include gradients, textures, and patterns.
• Background effects can be applied from the Fill Effects
dialog box.
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The Fill Effects dialog box
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Use Web Layout view
• Web Layout view differs from Word document view in several ways.
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Text appears larger
Text wraps to the window
Documents can be displayed with different background effects
Page setup elements, including footers and headers, are not displayed
• Web Layout view enables you to see where graphics and text will shift
when the document is saved as a Web page.
• Note that it doesn't show you exactly how a document will look as a
Web page.
• Some items visible in Web Layout view, including animations,
disappear when the document is saved as a Web page.
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An example of Web Layout view
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Insert and edit hyperlinks
• Hyperlinks can be created in Word to jump to a
Web page, open an e-mail, or to send e-mail.
• Hyperlinks can be used to jump from one Word
document to some other document, or to another
location within the same document.
• Hyperlinks can be added or modified or to correct
problems with navigation.
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The Insert Hyperlinks dialog box
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Create bookmarks and
external hyperlinks
• You can use bookmarks to navigate a Word document.
• To create a hyperlink to another location in a document,
you must first create a bookmark that assigns a unique
name to a location.
• You can then create a hyperlink using the bookmark name
as a target location.
• You can also create hyperlinks to external documents.
– The process is very similar, except you specify a file name and
path as the target instead of a bookmark
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A document with a bookmark
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Save a Word document as a Web page
• Web browsers only read documents formatted in HTML
(Hypertext Markup Language).
• HTML tells the browser how to display the document.
Word inserts HTML codes when you save a document as a
Web page.
• When a file is saved as a Web page, the document size is
larger than a Word document.
• However, some Word formatting will not look as good on
the screen as it does on the printed page.
• Also, Web pages can be improved by special formatting,
such as color and animation, that won't translate well
between the printed page and the Web page.
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Save a document
as a Web page
• To convert a Word document to a Web page:
– Select Save As Web Page from the File menu
– Select Web page as the file type
• Word will automatically add the correct file
extension when it saves the file.
• Word might display a warning message if some of
the features in the document aren't supported by
Web browsers.
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Web page warning message
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Format a Web document
• You can format and edit a Web page with the same Word
tools you use to format and edit a normal Word document.
• Use the tools to correct changes that occurred when the
document was saved as a Web page.
• This might include repositioning and/or resizing graphic
images or embedded objects such as charts or graphs.
• It might include the addition of horizontal lines to break up
sections of text.
• Changing text size and color might also improve the
appearance of the Web page.
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Add horizontal lines
• Many Web pages use horizontal lines to separate
sections of the document or for decorative accent.
• To add a horizontal line, select Borders and
Shading from the Format menu, click the Borders
tab, and click the Horizontal Line button.
• You can then select a line from the Horizontal
Line dialog box.
• You can also accent text with color and size,
creating a unique look for your Web page.
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The Horizontal Line dialog box
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View a Web document in
a Web browser
• When creating a Web page from a Word
document, it is always a good idea to view the
page in a Web browser.
• This will ensure the HTML tags created by Word
cause the page to look as it is intended to look.
• It is also a good idea to test the hyperlinks to make
certain all of the links point to the correct target.
• It is also a chance to view the graphic images on
the page and be sure that they display properly.
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A Word document viewed as a Web
page in a Web browser
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