Collaborate on Documents

Microsoft Word 2010

Introduction

• Word 2010 makes it easy for groups of people to edit one document.

• You can easily edit documents without losing track of the original text.

• You can also comment, ask questions and respond to comments left by others easily.

Coauthoring Documents

• You can save documents on the Windows SkyDrive and share them with other people from there. All you need is a Windows Live ID.

• Save to the SkyDrive by selecting “Save To Web” from the “Save & Send” section of the Backstage View.

Sending Documents Directly from Word

• You can send documents through email from Word 2010.

• Go to the Backstage View Save & Send – Send as Attachment: Opens up an email message

with the file as an attachment. Just add the email address.

– Send as PDF or Send as XPS– Send as Fax (requires a Fax service provider)

What are Comments?

• When reviewing a document, you can add comments to:– Ask questions– Make suggestions– Explain edits

Adding and Reviewing Comments

• Select the text to which the comment refers, press the New Comment button in the Comments group on the Review tab.

• Point to the text or the balloon to see the reviewer's name and the date and time the comment was added.

• Point and click on the balloon to edit the comment.• If you only want to see one reviewer’s comments,

click “Show Markup” “Reviewers” and select the name of the reviewer that you want to see.

Tracking and Managing Document Changes

• When multiple people collaborate on a document, there is an “owner” and other people can review it.

• You can turn on “Track Changes” to record revisions without the original text being lost.– Review Tab Tracking Group Track Changes

button

Comparing and Merging Documents

• You can easily compare multiple versions of a document and merge the changes into one document.

• In the new, merged document, you can view all the changes or just the changes from one reviewer.

Password Protecting Documents

• If you want to control who can open and change a document, you can password protect it.

• Word offers two levels of password protection:– Unencrypted - The document is saved in such a way

that only people who know the password can open it, make changes, and save the file. People who don’t know the password can open a read-only version.

– Encrypted - The document is saved in such as way that people who do not know the password cannot open it at all.

Controlling Changes

• You can specify changes that are allowed in a document in the “Restrict Formatting and Editing” task pane.– Avoid inconsistent formatting by

restricting formatting.– Allow people only to fill in forms

or add comments.– Require that people track their

changes.

Key Points

• You can send a document for review via e-mail. When you receive the reviewed versions, you can merge them so that all the changes are recorded in one document.

• You can insert comments in a document to ask questions or explain suggested edits.

• When you collaborate on a document, you can record the revisions you make to the document without losing the original text.

• If only specific people should work on a document, you can protect it with a password. You can also restrict what people can do to it.