Exploring Microsoft
Office Word 2007
Chapter 4:
Share, Compare and Document
Robert Grauer, Keith Mulbery, Michelle Hulett
Committed to Shaping the Next Generation of IT Experts.
Comments: Check User Name


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
Before adding or modifying comments, verify the user
name
Choose Change User Name under Track Changes
Opens Word Options/Personalize
Verify the user name under Personalize Your Copy of
Office
Copyright © 2008 Pearson Prentice Hall. All rights reserved.
2
Comments in a Document
Review ribbon
Comment balloon
Extra space on page
when balloons
are present

A comment is a note or annotation
regarding the content of a document
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3
Comments: Viewing Comments


On Review ribbon, choose Show Markup
Choose types of comments and reviewers to
view
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Comments: Reviewing Pane


Choose Reviewing Pane for a list of the
comments in a document
Comments will display in full
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Tracking Changes
This is a tracked change
ribbon
This is a comment


Track Changes shows additions, deletions
and formatting changes
Will insert marks and balloons to track the
changes
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Comments: Modifying a Comment


To modify a comment simply click inside of
the comment balloon and make changes
Use formatting options like bold or italics to
highlight information
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Adding a Comment


Highlight the text associated with the
comment
Click New Comment in Comments Group
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Comments: Deleting

Select a comment to delete and choose
Delete in the Comments group
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9
Markup Views
Line through deleted text
Inserted text in balloons
Deleted text in balloons
Inserted text in the body


Original Showing Markup
Final Showing Markup
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Accepting and Rejecting Changes




Click on a comment
Choose Accept to apply a change
Choose Reject to delete a change and keep
the original text
Previous and Next moves from comment to
comment
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11
Customizing Track Changes



Change Tracking
Options… will open the
Track Changes dialog box
Choose changes to track
Choose reviewer colors
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12
View Documents Side by Side
Two different files

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
View two documents side by side
Synchronous scrolling moves both
documents at the same time
Synchronous scrolling toggles on and off
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Compare Documents
Document containing
combined changes
Notice, both versions
appear on this document
Select Show Source
Documents
First document
with changes
Second document
with changes


When changes have been made to multiple files,
Compare Documents compares them
Combined changes show in the Compared
Document window
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14
Combine Documents
Select arrow and
choose Combine


Combine…incorporates all changes from two
or more documents
Combine into a new document to preserve
older versions
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Master Documents and
Subdocuments
Master document
Subdocument


Master documents act as a binder of
subdocuments
Each subdocument is a separate file
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Master and Subdocuments


On the View ribbon, choose the Outline View
A new Outlining ribbon will be shown
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Master and Subdocuments: Style
Headings
This is a
collapsed view

Level 2 headings
Create separate subdocuments within the
document by applying style headings to those
sections
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Master Documents: Collapsed
Structure
Button toggles
expand and collapse

Collapsed view displays at a glance the
subdocuments that make up a master
document
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Master Documents: Expanded
Structure
Button toggles
expand and collapse

View and edit subdocuments in the
Expanded View
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Master Documents: Printing

Print a Master document in two ways:


Collapsed view prints the list of subdocuments as
they appear onscreen
Expanded Subdocuments prints the entire Master
Document
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Navigation
Thumbnails

Document Map
Bookmarks
Navigate documents easily using the
Thumbnails, Document Map, and Bookmarks
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Navigation: Thumbnails
Click the Thumbnail
to move the insertion
point to that page


Checkmark toggles
the Thumbnails
Thumbnails show small versions of each
page
Scroll through pages to find the different
areas
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Navigation: Document Map
Select area on
Document Map
and the
document moves
to the same point


Checkmark toggles
the Document Map
Can be used with any document setup using
the style feature to format headings
Master Documents must be expanded to use
this feature
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Navigation: Inserting Bookmarks
Bookmark names
may not start
with a number and
may not contain a
space or hyphen


Add a bookmark at the insertion point
Bookmarks are electronic markers to make it
easy to move to a location in a document
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Navigation: Using Bookmarks


In a document containing Bookmarks, simply
use the Go To tab in the Find and Replace
dialog box
Ctrl+F opens the Find and Replace dialog
box easily
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References

Provide supplemental information and
citations using different references
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References: Cite Sources
Choose source type
Source information
area

Add Citation Sources to the document before
creating footnotes, endnotes or bibliographies
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Reference: Current vs. Master Lists


The current document contains the entered
citation sources in the Current List
All citations entered on the computer are
compiled into a Master List and will be made
available to any other document on the
computer
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Source Manager
Copy the source to
the current document
Find outside
source lists
Sources available on
the computer

Sources used in
this document
Use the Source Manager to add and edit
sources in the document
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References: Using Outside Master
Lists

As outside resources create Citation Source
lists, they may be imported into the
computer’s Master List
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References: Bibliographies


Insert a bibliography using the current
document’s sources
Choose the writing style of the bibliography
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References: Writing Styles

Commonly used writing styles are available in
Word and will be automatically applied to the
bibliography
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References: Footnotes
Footnotes


Reference number
Citations that appear at the bottom of the page
Place the insertion point where the footnote is to
be referenced
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34
References: Endnotes


Citations that appear at the end of a document
Place the insertion point where the endnote is to
be referenced
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References: Modifying Footnotes and
Endnotes

In Print Layout view, scroll to the footnote or
endnote and click inside it to make changes
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References: Relocating Footnotes
and Endnotes
Select the reference
to move


Select the reference and cut and paste it to the
new location
The footnote will move to the new page
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References: Make a Caption
Type the caption
Choose labeling
Choose position

A caption is a description of an equation,
figure or table
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References: AutoCaption
Click AutoCaption

Automatically add captions to figures,
equations or tables
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References: Table of Figures
Preview
Page number options
Choose leader


After entering captions produce a table of
figures
Placed after the table of contents
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References: Table of Authorities

A Table of Authorities is used in legal
documents
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References: Mark Citations

Before producing a Table of Authorities,
mark the legal citations
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Insert the Table of Authorities

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
Insert table of authorities after marking the
citations
Display the fields using Show/Hide button
To modify an entry, edit the text in the
quotation marks in the field
Delete an entry by deleting the entire entry
field
Copyright © 2008 Pearson Prentice Hall. All rights reserved.
43
References: Cross-references
Choose reference
type
Choose the reference

A note in the text referring the reader to
another place in the text for more information
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44
Document Properties
Document Information
Panel
Document Properties
dialog box

Document Properties stores information
about the document such as author,
document summary, etc.
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Customize Document Properties
Add new properties

Add new properties and assign a value to
them
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