Collaborate on Documents

1. Collaborate on Documents Microsoft Word 2010

2. 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.

3. 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.

4. 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)

5. What are Comments? • When reviewing a document, you can add comments to: • Ask questions • Make suggestions • Explain edits

6. 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.

7. 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

8. 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.

9. 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.

10. 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.

11. 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.