Working with Macros and Finalizing the Document

1. Working with Macros and Finalizing the Document 9 Chapter

2. 9 9.1 Using Track Changes 9.2 Adding Comments 9.3 Accepting and Rejecting Changes in a Document 9.4 Hiding and Showing Changes in a Document 9.5 Locking Track Changes 9.6 Combining Documents 9.7 Comparing Documents 9.8 Viewing Documents Side by Side 9.9 Recording a Macro Working with Macros and Finalizing the Document

3. 9 9.10 Running a Macro 9.11 Editing a Macro Using VBA 9.12 Exporting a Document as a PDF 9.13 Sharing Documents using SkyDrive 9.14 Creating a Template 9.15 Restricting Editing in a Document 9.16 Encrypting a Document with a Password 9.17 Inspecting Your Document 9.18 Checking for Compatibility with Previous Versions of Word 9.19 Marking a Document as Final Working with Macros and Finalizing the Document

4. Using Track Changes To track changes to a document: • Click the Review tab. • In the Tracking group, click the Track Changes button. • When changes are made to the document, they display either in-line (for insertions and deletions) or in the margin (for comments and formatting changes). • Click the Track Changes button again to turn the feature off.

5. Adding Comments To insert a comment: • Place the cursor where you want to add the comment. • Click the Review tab. • In the Comments group, click the New Comment button. • The comment balloon appears in the margin of the document. The cursor appears in the comment. • Type your comment. • Click outside the balloon to deselect the comment and continue working.

6. Adding Comments To Delete a comment: • To delete a comment, select the comment you want to delete. • In the Comments group on the Review tab, click the Delete Comment button. • If your document has multiple comments, click the Next Comment and Previous Comment buttons to move between comments in a document.

7. Accepting and Rejecting Changes in a Document Accept or Reject Change and Move to Next:Accepts or rejects the change and automatically moves to the next change in the document. Accept or Reject Change: Accepts or rejects the change and does not move to the next change in the document. Accept or Reject All Changes Shown: Accepts or rejects only the currently displayed changes. Accept or Reject All Changes in Document: Accepts or rejects both visible and hidden changes in the document. Skill 1.5

8. Accepting and Rejecting Changes in a Document To accept or reject changes in a document: • Click the Review tab. • In the Changes group, click the Next Change button to navigate to the first change in the document. • To accept the selected change and move to the next change, click the Accept and Move to Next button. • To reject the selected change and move on to the next change, click the Reject and Move to Next button. Skill 1.5

9. Hiding and Showing Changes in a Document To show and hide the different types of tracked changes in a document: • Click the Review tab. • In the Tracking group, click the Show Markup button. • If a change type appears with a check mark next to it, then it is currently displayed in the document. If a change type appears without a check mark next to it, then it is currently hidden in the document. • Click an option on the menu to hide that type of change in the document. • Click the same option again to display the hidden changes.

10. Hiding and Showing Changes in a Document To change the display of tracked changes in a document: • On the Review tab, in the Tracking group, click the Display for Review drop down arrow. • Select a display option.

11. Locking Track Changes To lock Track Changes: • Click the Review tab. • In the Tracking group, click the bottom half of the Track Changes button. • Select Lock Tracking. • In the Lock Tracking dialog, type a password that will be required to be entered to unlock Track Changes in the Enter Password (optional) box. • Retype the password in the Reenter to confirm box. • Click OK.

12. Locking Track Changes To unlock Track Changes: • In the Tracking group, click the bottom half of the Track Changes button again and select Lock Tracking. • In the Unlock Tracking dialog, type the password in the Password box. • Click OK.

13. Combining Documents To combine documents into a single document: • Click the Review tab. • In the Compare group, click the Compare button and select Combine... from the menu. • In the Combine Documents dialog, click the Original document drop-down arrow, and select a document. • Click the Revised document drop-down arrow, and select another version of the document. • Click OK. • Word creates a third document with the differences marked as tracked changes. • Repeat these steps to continue combining versions of the same document. Skill 1.5

14. Combining Documents Point to the Show Source Documents option on the Compare menu to select which documents to display along with the new document – the original, the revised, both versions, or none of the documents. Skill 1.5

15. Comparing Documents To create a new document that displays the changes between two documents: • Click the Review tab. • In the Compare group, click the Compare button and select Compare... from the menu. • In the Compare Documents dialog click the Original document drop-down arrow, and select a document. • Click the Revised document drop-down arrow, and select another version of the document. • Click OK. • Figure WD 9.14 Figure WD 9.14 • Word creates a third document with the differences marked as tracked changes. • Accept or reject any changes and save the document. Skill 1.5

16. Comparing Documents Point to the Show Source Documents option on the Compare menu to select which documents to display along with the new document – the original, the revised, both versions, or none of the documents. Skill 1.5

17. Viewing Documents Side by Side To view two documents side by side: • Open the documents you want to view side by side and click the View tab. • In the Window group, click the View Side by Side button. • The two documents are displayed next to each other. Scroll the active window to scroll both documents at once. • Click the Synchronous Scrolling button to turn the feature off and scroll each document separately. • Click the View Side by Side button again to turn this feature off.

18. Recording a Macro Macro: A custom set of programming commands written in the Visual Basic for Applications (VBA) language. To record a macro: • On the View tab, in the Macros group, click the Macros button arrow, and select Record Macro. • In the Record Macro dialog, enter a name for the macro in the Macro name box. • Click the Store macro in drop-down arrow and select where to store the macro. In the current document or a template. • In the Description box, enter a description of the tasks the macro will perform and the circumstances under which the macro should be used. • Click the Keyboard button to create a keyboard shortcut for the macro. Skill 9.9

19. Recording a Macro To record a macro: • In the Customize Keyboard dialog, type the keystroke combination for the macro in the Press new shortcut key box. • Click Assign to assign the keyboard shortcut. • Click Close to begin recording the macro. • The cursor changes to an image of a cassette with an arrow. Word is now recording your typing and mouse clicks to create the macro. Perform all the actions you want the macro to perform. If you make minor mistakes, you can correct them in the VBA code later. • When you are finished, click the Macros button arrow again and select Stop Recording. Skill 9.9

20. Recording a Macro Macros can only be saved in macro-enabled documents To save the macro with the document: • Click No in the message box. • The Save As dialog opens. Expand the Save as type list and select Word Macro-Enabled Document (* .docm). • Click Save. Skill 9.9

21. Running a Macro To run a macro: • If necessary, click the Enable Content button in the Message Bar to enable macros in the current document. • On the View tab, in the Macros group, click the top half of the Macros button to open the Macro dialog. • In the Macro dialog, click the name of the macro you want to run. Notice that a description of the purpose of the macro appears near the bottom of the dialog. • Click the Run button. Skill 9.10

22. Editing a Macro Using VBA If you need to make a simple change to a macro, there is no need to rerecord it. Instead, you can edit the underlying VBA code in the Visual Basic Editor (VBE). Each Word file has its own set of VBA code called a project. Projects are listed in the VBE Project Explorer window. Projects are made up of modules and objects that contain groups of code called procedures. Skill 9.11

23. Editing a Macro Using VBA • Procedures that perform actions but do not return a value are called subroutines. The code for a subroutine procedure begins with the word Sub followed by the name of procedure (or macro) and a set of empty parentheses: • Sub TableTotalRow() • Every programming instruction in a procedure begins on a new line. This makes it easy to find the specific instruction you want to edit. • The last line in a subroutine tells Word that the procedure is finished and to stop executing code: • End Sub Skill 9.11

24. Editing a Macro Using VBA Skill 9.11

25. Editing a Macro Using VBA To edit a macro: • On the View tab, in the Macros group, click the top half of the Macros button to open the Macro dialog. • Select the macro you want to edit and then click the Edit button. • The Visual Basic Editor opens in a new window with the macro code displayed in the code window. Make the changes you want in the code. • When you are finished with your changes, click the Save button in the VBE toolbar, and then close the VBE window and return to Word. Skill 9.11

26. Exporting a Document as a PDF To save a document as a PDF: • Click the File tab. • Click Export. • Under Export, verify Create PDF/XPS Document is selected. • Under Create a PDF/XPS Document, click the Create PDF/XPS button. • In the Publish as PDF or XPS dialog, navigate to where you want to save the file. • Click in the File name box and type a file name. • Verify the Open file after publishing checkbox is selected if you want to open the file in Adobe Reader. • Click the Publish button. • Word saves the file and opens it in Adobe Reader. Skill 1.5

27. Sharing Documents using OneDrive To share a document using OneDrive: • Click the File tab and select Share. • Verify the Invite People option is selected. • If the file has already been saved to your OneDrive you should see a screen similar • Type the e-mail address of the person you want to share the document with in the Type name or e-mail addresses box. • Click the drop-down arrow to the left of the box and select whether the recipient(s) can edit or only view the document. • Click in the message box below and type a message to the recipient(s). • Click the Share button. Skill 1.5

28. Creating a Template To Save a Template: • Click the File tab. • Click Save As. • On the left side of the page, click Computer to save the file to a local drive. • Word displays a list of recent folders. Since you will be saving the document as a template, click the Browse button to open the Save As dialog. • Click the Save as type arrow and select Word Template. • Notice Word automatically navigates to the Custom Office Templates folder. • Click in the File name box and type a file name for the template. • Click the Save button. Skill 9.14

29. Creating a Template To create a new document based on the template you created: • Click the File tab to open Backstage view. • Click New. Word displays a page of featured templates. Click Personal next to Featured to display the templates you have saved to your computer. • Click a template thumbnail to create a new document based on the template you saved. Skill 9.14

30. Restricting Editing in a Document • Track Changes:Forces Track Changes on and only allows readers to make changes that are tracked. • Comments: Allows readers to enter comments and not make changes to the document. • Filling in forms:Allows readers to fill in form objects in a document. • No changes (read only):Restricts readers to viewing the document and not making any changes. To restrict editing in a document: • Click the File tab. • The Info section in Backstage view opens automatically. Click the Protect Document button and select Restrict Editing. Skill 1.5

31. Restricting Editing in a Document To restrict editing in a document: • The Restrict Editing task pane displays. • Under Formatting Restrictions, click the Limit formatting to a select of styles check box to limit the styles in the document that can be modified and used. • Under Editing Restrictions, click the Allow only this type of editing in this document check box, click the drop-down list, and select an option. • Click the Yes, Start Enforcing Protection button. • The Restrict Editing dialog opens. • Enter a password that readers will need to enter to remove the editing restrictions in the Enter new password (optional) box. Retype the password in the Reenter password to confirm box. • Click OK to begin restricting the editing in the document.

32. Encrypting a Document with a Password To add a password to a document: • Click the File tab. • The Info section in Backstage view opens automatically. Click the Protect Document button and select Encrypt with Password. • In the Encrypt Document dialog, type a password in the Password box. Click OK. • Type the password again in the Reenter password box. Click OK. Skill 1.5

33. Inspecting Your Document To inspect your document for hidden data or personal information: • Click the File tab. • The Info section in Backstage view opens automatically. Click the Check for Issues button, and select Inspect Document.

34. Inspecting Your Document To inspect your document for hidden data or personal information: • In the Document Inspector dialog, select the items you want to check. • Click the Inspect button. • Click the Remove All button next to the items you want to remove from your document.

35. Checking for Compatibility with Previous Versions of Word To check your document to see if it contains elements that are not compatible with earlier versions of Word: • Click the File tab. • The Info section in Backstage view opens automatically. Click the Check for Issues button, and then click Check Compatibility.

36. Checking for Compatibility with Previous Versions of Word To check your document to see if it contains elements that are not compatible with earlier versions of Word: • The Microsoft Word Compatibility Checker dialog opens. The Compatibility Checker lists the items in your document that may be lost or downgraded if you save the document in an earlier Microsoft Word format. For each item, the dialog lists the number of times the issue occurs in the document (occurrences). • Review the compatibility issues, and then click OK to close the Compatibility Checker.

37. Selecting Recipients To mark a document as final: • Click the File tab. • The Info section in Backstage view opens automatically. Click the Protect Document button, and then click Mark as Final. • A message box appears telling you the document will be marked as final and saved. Click OK to mark the document as final.

38. Key Terms Track Changes Reviewing pane Comment Lock Tracking Combine Compare View Side by Side Synchronous Scrolling Macro Visual Basic for Applications (VBA) Visual Basic Editor (VBE) Project Explorer Modules Objects Procedures PDF XPS (XML Paper Specification) OneDrive Template Restrict Editing task pane Password Inspect Document Microsoft Word Compatibility Checker