Computer Literacy Lesson 14

1. 1
Lesson 14
Sharing Documents
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 3rd Edition
Morrison / Wells

2. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E222
Objectives
 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.

3. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E333
Vocabulary
 comment
 document
management server
 document
workspace
 duplex printing
 encryption
 hard copy
 markup
 metadata
 Portable Document
Format (PDF)
 read-only document
 print queue

4. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E444
Vocabulary (continued)
 soft copy
 XML Paper
Specification (XPS)

5. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E555
Introduction
 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.

6. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E66
Revising Documents
 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.
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7. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E77
Revising Documents (continued)
 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.
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8. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E88
Revising Documents (continued)
 Tracking Changes (cont):
 Revision marks identify who made the changes
and when the changes were made.
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9. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E99
Revising Documents (continued)
 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.
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10. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1010
Revising Documents (continued)
 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.
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11. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1111
Revising Documents (continued)
 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.
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12. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1212
Revising Documents (continued)
 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.
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13. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1313
Protecting Documents
 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.
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14. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1414
Protecting Documents (continued)
 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.
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15. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1515
Preparing a Document for Printing
 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.
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16. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1616
Preparing a Document for Printing
(continued)
 Showing the Print Queue:
 The print queue shows information about
documents that are waiting to print.
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17. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1717
Preparing a Document for Printing
(continued)
 Troubleshooting
Common Printing
Problems:
 There are times
when the print
results do not meet
expectations.
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18. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1818
Sharing Electronic Files
 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.
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19. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E1919
Sharing Electronic Files
(continued)
 Preparing Documents for Electronic
Distribution (cont):
 You can update information about the author,
title, subject matter, and keywords in the
Document Information Panel.
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20. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E2020
Sharing Electronic Files
(continued)
 Preparing
Documents for
Electronic
Distribution
(cont):
 The Document
Inspector allows you
to remove personal
information.
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21. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E2121
Sharing Electronic Files
(continued)
 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.
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22. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E2222
Sharing Electronic Files
(continued)
 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.
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23. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E2323
Sharing Electronic Files
(continued)
 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.
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24. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E2424
Summary
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.
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25. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E2525
Summary (continued)
 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.
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26. Lesson14
Morrison / Wells CLB: A Comp Guide to IC3 3E2626
Summary (continued)
 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.
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