Microsoft Office
Microsoft
Office
Word 2013 Expert
Word 2013 Expert
Courseware # 3251
Lesson 1: Reviewing
Documents
Microsoft Office
Word 2013 Expert
Lesson Objectives
• combine multiple
versions
• delete document draft
versions
• remove personal
information (metadata)
• mark a document as final
• protect a document with
a password
set tracking options
limit authors
restrict editing
track changes and
manage comments
• resolve multi-document
style conflicts
•
•
•
•
Microsoft Office
Word 2013 Expert
Managing Documents
• Working within team refers to:
– comparing different versions of a document to see where
changes were made
– sharing documents with others for their comments
• Use revision marks to make changes directly in a document
– Show where text has been added, deleted, or moved
– Are marked with reviewer’s initials and reviewed date and time
• Even if document’s changes not tracked through revision
marks, they can be added by comparing document to its
original
• Tracked changes appear in Markup Area
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Word 2013 Expert
Setting Tracking Options
• By default, any additions shown in red, and deletions
shown in blue
– Can customize these colors, which options to display, and
where or how they appear in document
– On Review tab, click Change Tracking Options dialog box
launcher in Tracking group
Show
Choose which options to display in tracked document.
Balloons in All
Markup view
show
Similar to callouts; choose which items appear in the
balloons.
Reviewing Pane
By default pane is turned off, but can display in vertical or
horizontal view.
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Word 2013 Expert
Setting Tracking Options
• Advanced Options
– Customize tracking options
Microsoft Office
Word 2013 Expert
Setting Tracking Options
•
Markup
–
–
•
Moves
–
•
Tracks any changes made to table, including inserting or deleting cells, and merging or
splitting cells
Formatting
–
•
Specify to track text moved in document
Table cell highlighting
–
•
Set how changes marked using default colors for first author
Different color combinations for other users
Track any formatting changes to text or document
Balloons
–
–
Use for text or formatting changes; when editing, set size and positioning of balloons
Can determine if document prints in portrait or landscape orientation
•
–
Preserve field prints document in portrait orientation and shrinks contents to fit on each page
When comparing documents, first set of colors used to mark changes, regardless number of
reviewers
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Word 2013 Expert
Setting Tracking Options
• Change User Name
– Change name of current user and other options as if
accessed from Options command in Backstage
– Useful whenever you want document to show specific
name as Author
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Word 2013 Expert
Setting Tracking Options
• Once Track Changes activated and change made,
balloons appear as well as changes marked according to
set options
• Review tab then displays more options to work with
tracking document
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Word 2013 Expert
Tracking Changes or Comments
• To retain control over final changes in document reviewed by others,
distribute copies to others with Track Changes feature turned on
– Identifies all text added, replaced, deleted, moved or reformatted
– Can track own changes when building document
• To turn on tracking feature:
– On Review tab, in Tracking group, click Track Changes, or
– Press CTRL+SHIFT+E
• Inserted items appear in underlined color known as “redlining,”
whereas deletions appear with dashes through text or “blacklining”
• Each reviewer’s changes or comments marked with different color
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Word 2013 Expert
Tracking Changes or Comments
• To insert comment at specific
location, select text or ensure
cursor positioned at location, on Review tab, in Comments
area, click New Comment
– Use icon at top right of comment to reply;
purple arrow at lower left is visual reminder of reply
– Replies appear in tiered format to follow flow of comments
• Lock document if sending to others to prevent changes from
being made
– On Review tab, in Changes group, click arrow for Track Changes
and click Lock Tracking
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Word 2013 Expert
Reviewing a Document from Others
• When you receive document reviewed by others,
comments or changes made by each author shown in
different color
• To accept or reject change:
– on Review tab, in Changes group, click appropriate
command, or
– click arrow for Accept or Reject to select appropriate
command, or
– right-click change and then select appropriate command
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Word 2013 Expert
Reviewing a Document from Others
• Use Display for Review to show document in
different views
– Helpful if a lot of changes and to see how text
appears if you accept all changes, or to see original version of
text before any changes were suggested
• Can choose to accept or reject all changes
– Be careful with this, especially if you have not carefully reviewed
them
– Recommend you review changes in Reviewing Pane before
proceeding with accepting or rejecting any changes
• May also want to save file with different name to leave document with
tracked changes intact for reference purposes
Microsoft Office
Word 2013 Expert
Reviewing a Document from Others
• Reviewing Pane
– See all changes in one location, scrolling
through to find specific change or review
what changes were made
– If not displayed, changes display in
compared document or in balloon
outlining change made in this location
– On Review tab, in Tracking group, click
Reviewing Pane and click to display pane
vertically or horizontally
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Word 2013 Expert
Reviewing a Document from Others
– Click arrow at left of # Revisions to display number of each
type of revision made
– Use to refresh list of revisions after accepting or rejecting
number of changes
– To close Reviewing Pane:
• On Review tab, in Tracking group, click Reviewing Pane, or
• click Close at right of Reviewing Pane title bar
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Word 2013 Expert
Reviewing a Document from Others
• Show Markup
– Helpful to focus on comments made by each reviewer, or
to set every change to appear in balloon
– Can use Specific People option to show all or specific
reviewers
• Click checkbox to show items only from one or more reviewers
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Word 2013 Expert
Reviewing a Document from Others
– List of reviewers appear in the same color but will appear
in separate colors in document
– Can specify limitations on certain actions that authors can
do when reviewing a document
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Word 2013 Expert
Comparing or Combining Documents
• When two or more documents look the same, but file
dates, authors, or locations different, use Word to
compare documents or combine differences into one
document for review
– Use Compare to compare changes in two documents
– Use Combine for all differences combined directly into one
document
• To compare or combine documents, on
Review tab, in Compare group, click
arrow for Compare
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Word 2013 Expert
Comparing or Combining Documents
• Select which file is original document (or latest one
modified) and which file will be used to compare
against original document
• To customize what Word should find and mark to
review, click More
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Word 2013 Expert
Comparing or Combining Documents
• Select which options for Word to compare and where
changes should occur
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Word 2013 Expert
Deleting Draft Versions of Documents
• Word keeps copies of documents using AutoSave
feature, creating versions to recover document
– Draft versions only contain contents prior to last time
document saved (or when AutoSave feature created
version based on its settings)
• To set AutoSave/
AutoRecover option, click
File, click Options and in
Save category, make
appropriate settings
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Word 2013 Expert
Deleting Draft Versions of Documents
• Can change length of time when Word makes copy of
draft document so you may recover this file
– The longer you work on document, more versions there
will be if you do not save document occasionally
• To recover or delete unsaved document, click Manage
Versions and click required command
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Word 2013 Expert
Resolving Multi-document Style Conflicts
• When combining documents into merged document, Word
notifies if styles vary
– Message result of documents using
templates that contain styles with
similar names but different
formatting attributes
• Choosing specific set of styles does not delete styles from
original document unless you save all changes into existing
document
– Recommend you save combined document with new name to
keep original document intact
– Original document can be deleted later when no longer needed
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Word 2013 Expert
Resolving Multi-document Style Conflicts
• Conflicts When Copying and Pasting
– Can encounter conflicts in document styles when you copy
text from one document to another, where both
documents share styles with same names
– After pasting text into source document, Paste
Options button appears with for options to handle
formatting conflicts
Keep Source Formatting (K) Keep formatting for this item as it was in original document.
Merge Formatting (M)
Merge formatting for this item with formatting set in this document.
Use Destination Styles (S)
Use style that exists for this document on pasted item.
Keep Text Only (T)
Remove any formatting that existed with original item and keep text only.
Set Default Paste
Set how you want all pasted items of this type to appear.
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Resolving Multi-document Style Conflicts
• Customize how options appear using Options command
• Click File, Options and, in Advanced category, scroll to
the Cut, copy and paste area
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Resolving Multi-document Style Conflicts
• Can further customize paste options using Settings
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Protecting Documents
• Using Passwords
– Can contain any combination of letters, numbers, spaces,
and symbols
– Do not use your name or the name of your
spouse/companion, children, or pets
– Do not use nicknames for yourself or others close to you
– Mix of text and numbers is good strategy, but refrain from
passwords such as Jan01, Feb02, or Sep2012
– Are case sensitive so be careful when using mix of upper
and lower case characters
– The longer the password, the less chance someone will be
able to guess
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Protecting Documents
• If you sharing password for sensitive document, change
password when no need to share document
• Write down passwords and keep in safe place
– If lose password, cannot open or access file
• To add password, click File, Save
As, click Tools in Save dialog box,
and click General Options
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Word 2013 Expert
Protecting Documents
Password to
Open
Password to
modify
Read-only
recommended
Protect
Document
User must enter correct password to open document.
User must enter correct password to edit document.
User can open and modify document, but must save it with different
name, leaving original document intact.
Displays Restrict Editing pane for alternative options to
protect document; password can be added with this
restriction as well.
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Word 2013 Expert
Protecting Documents
Protect
Document
Formatting restrictions
Prevents others from making formatting changes, or specific types of
formatting using Settings link.
Editing restrictions
Limits others from making changes to document for tracked changes,
comments, or fill-in forms, or sets up exceptions for those who may have
access to this shared document.
Macro
Security
Yes, Start Enforcing Protection
Becomes active only after one of previous restriction types selected.
Displays window to adjust the level
of security to apply when opening
any files that may contain macros.
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Word 2013 Expert
Protecting Documents
• To remove or change password for restricted document,
in Restrict Editing pane, click Stop Enforcement
• If enter password incorrectly, Word prompts with:
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Protecting Documents
• Using the Document Inspector
– Looks for certain types of data stored in documents and
reports them to you
• To activate, click File, with Info
category active, click Check for
Issues and click Inspect
Document
– Select options to check and
mark if they exist in document
before you distribute to
others, then click Inspect
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Word 2013 Expert
Protecting Documents
• Click Remove All on items you
want to remove completely
– Process is one of the last steps
you apply to document before
distributing it
• Following prompt reminds you to
consider saving copy of original
document before clicking Yes to
complete feature
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Word 2013 Expert
Protecting Documents
• Marking a Document as Final
– Use this to send document to others and prevent them
from accidentally making changes
• When final status turned on, all typing, editing, and proofing
commands turned off and file set to read-only
– To mark document as final, click File, ensure Info category
selected, click Protect Document, and click Mark as Final
– Not meant as security feature
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Word 2013 Expert
Protecting Documents
– When document marked as final, status bar shows
and information bar appears across top of document
– Protect Document feature appears with
– To reverse this status, select Mark as Final again
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Word 2013 Expert
Lesson Summary
• combine multiple
versions
• delete document draft
versions
• remove personal
information (metadata)
• mark a document as final
• protect a document with
a password
set tracking options
limit authors
restrict editing
track changes and
manage comments
• resolve multi-document
style conflicts
•
•
•
•
Microsoft Office
Word 2013 Expert
Review Questions
1. Where would you go to change the type of content the
reviewing balloons should show?
2. How does Word display changes or comments made by
multiple reviewers?
3. Why would you not use the Accept All Changes
automatically with a reviewed document?
4. Why might you need to do a comparison of documents?
5. How does Word create draft versions of a document?
6. Why might you want to compare two documents instead
of automatically combining them?
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Word 2013 Expert
Review Questions
7. Why might you see a message indicating a possible
conflict with styles?
8. Which of the following would be considered the most
secure password?
a. January 2013
b. Jan_2013
c.
d.
13_JaNuaRy
J_2013
9. When might you want to use the Document Inspector
before distributing a document?
10. Can a document that has been marked as final be
modified by others?