Lesson 14
Sharing Documents
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 3rd Edition
1
Morrison / Wells
Objectives


Lesson 14





2
Track changes and add comments.
Protect documents by restricting access and by
restricting revisions and comments.
Modify printer settings.
Pause and cancel print jobs.
Troubleshoot printing problems.
Prepare documents for electronic distribution.
Send documents via e-mail or fax.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Vocabulary

Lesson 14




3
comment
document
management server
document
workspace
duplex printing
encryption
Morrison / Wells






hard copy
markup
metadata
Portable Document
Format (PDF)
read-only document
print queue
CLB: A Comp Guide to IC3 3E
Vocabulary (continued)

Lesson 14

soft copy
XML Paper
Specification (XPS)
4
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Introduction

Lesson 14

5
The development of a document may involve
multiple team members.
Collaboration features in Word can help
individuals contribute effectively to the
development of a document.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Revising Documents

Lesson 14

6

Tracking changes with revision marks makes
it easy to identify edits from team members.
Adding comments is another useful feature.
Revision marks and annotations that appear
in a document are referred to as markup.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Revising Documents (continued)

Lesson 14

7
Tracking Changes:
When the Track Changes feature is toggled on, all
insertions, deletions, and format changes are
indicated with revision marks such as font color,
underlines, and balloons in the margins.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Revising Documents (continued)

Lesson 14

Tracking Changes (cont):
Revision marks identify who made the changes
and when the changes were made.
8
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Revising Documents (continued)

Lesson 14

9
Adding Comments:
Use the Insert Comment button to insert a
comment, which is a note that the author or
a reviewer adds to the document.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Revising Documents (continued)

Lesson 14

Adding Comments (cont):
You can choose how the comments will appear in
the document and whether or not the comments will
be included when you print.
10
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Revising Documents (continued)

Lesson 14

11
Showing Markup:
You can choose from several options to show the
markup. For example, you can choose to show only the
edits from a specific reviewer, or you can choose to view
only the comments added to the document.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Revising Documents (continued)

Lesson 14

12
Accepting/Rejecting Changes:
After changes and comments are added, the
edited document is passed to a person who
decides whether to accept or reject the
changes and can also remove the
comments.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Protecting Documents

Lesson 14

13


Word enables you to control sensitive
information and collaborate in confidence.
Restricting Access:
Saving a document as read-only allows others to
open it, but they can’t make changes to it.
Encryption is a standard method for encoding
data. A password is assigned, and then all users
must enter the password to open the document.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Protecting Documents (continued)

Lesson 14

14
Restricting Formatting and
Edits:
The Protect Document
button on the Review tab
opens a task pane you can
use to be selective about
who is allowed to make edits
as well as the types of edits
they can make.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Preparing a Document for Printing


Lesson 14




15
A hard copy is a printed copy of a document.
Your system may have two or more printers available
with various options.
Selecting Print Options:
Most printers have settings for adjusting the printing
speed and print quality.
Some printers provide special features like duplex
printing, which is printing on both sides of the page.
Another option is to collate, which arranges the pages
in proper order.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Preparing a Document for Printing
(continued)

Lesson 14

Showing the Print Queue:
The print queue shows information about
documents that are waiting to print.
16
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Preparing a Document for Printing
(continued)
Lesson 14

17

Troubleshooting
Common Printing
Problems:
There are times
when the print
results do not meet
expectations.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Sharing Electronic Files

Lesson 14

18


Instead of producing a hard copy of a document, it is
now common practice to share a soft copy, or digital
copy of data.
Preparing Documents for Electronic Distribution:
You may want to control metadata, or data that
describes other data.
If others are working with an older version of Word,
you may choose to save the document in a previous
Word format.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Sharing Electronic Files
(continued)

Lesson 14

19
Preparing Documents for Electronic
Distribution (cont):
You can update information about the author,
title, subject matter, and keywords in the
Document Information Panel.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Lesson 14
Sharing Electronic Files
(continued)
20

Preparing
Documents for
Electronic
Distribution
(cont):

The Document
Inspector allows you
to remove personal
information.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Lesson 14
Sharing Electronic Files
(continued)
21

Saving the Document in a PDF or XPS
Format:

The Portable Document Format (PDF) was created
by Adobe Systems in 1993.
Microsoft included the XML Paper Specification
(XPS) format in the Office 2007 applications.
Both formats are designed to preserve the visual
appearance and layout of each page, and they
enable fast viewing and printing.


Morrison / Wells
CLB: A Comp Guide to IC3 3E
Lesson 14
Sharing Electronic Files
(continued)
22

Sending and Publishing Documents:

When distributing electronic copies of a document,
you can choose to send the content in an e-mail
message or in a fax message, or you can send the
file as an attachment to an e-mail message.
Another way to distribute a document is to publish the
document to a document management server, which
is a central location for storing, managing and
tracking files.

Morrison / Wells
CLB: A Comp Guide to IC3 3E
Sharing Electronic Files
(continued)

Lesson 14

23
Sending and Publishing Documents
(cont):
A document workspace is a Windows
SharePoint Services Web site that provides
tools for sharing and updating files and
keeping colleagues informed about document
status.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Lesson 14
Summary
24
In this lesson, you learned:
 Tracking changes with revision marks makes it easy
to identify who made the changes and when the
changes were made.
 Reviewers can provide feedback without changing
the content by adding comments to the document.
 You can choose the markup that you want to appear
on the screen and when the document is printed.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Summary (continued)

Lesson 14



25
Revisions can be accepted or rejected, and
comments can easily be removed from the
document.
You can protect documents by restricting access
and by restricting revisions and comments.
You can change your default printer and printer
settings using the Print command.
You can view, pause, and cancel print jobs
waiting in the print queue.
Morrison / Wells
CLB: A Comp Guide to IC3 3E
Summary (continued)
Lesson 14

26

When sharing documents with others, you
need to choose the appropriate document
format.
Before distributing a soft copy of a document,
you may want to remove metadata.
Morrison / Wells
CLB: A Comp Guide to IC3 3E