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					                           Lesson 14
                       Sharing Documents

                               Computer Literacy
                               BASICS: A
                               Comprehensive Guide
                               to IC3, 3rd Edition




1   Morrison / Wells
            Objectives

               Track changes and add comments.
               Protect documents by restricting access and by
                restricting revisions and comments.
               Modify printer settings.
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               Pause and cancel print jobs.
               Troubleshoot printing problems.
               Prepare documents for electronic distribution.
               Send documents via e-mail or fax.

2           Morrison / Wells               CLB: A Comp Guide to IC3 3E
            Vocabulary

               comment                hard copy
               document               markup
                management server      metadata
               document               Portable Document
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                workspace               Format (PDF)
               duplex printing        read-only document
               encryption             print queue

3           Morrison / Wells            CLB: A Comp Guide to IC3 3E
            Vocabulary (continued)

               soft copy
               XML Paper
                Specification (XPS)
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4           Morrison / Wells          CLB: A Comp Guide to IC3 3E
            Introduction

               The development of a document may involve
                multiple team members.
               Collaboration features in Word can help
                individuals contribute effectively to the
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                development of a document.




5           Morrison / Wells           CLB: A Comp Guide to IC3 3E
            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
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                in a document are referred to as markup.




6           Morrison / Wells             CLB: A Comp Guide to IC3 3E
            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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7           Morrison / Wells                 CLB: A Comp Guide to IC3 3E
            Revising Documents (continued)

               Tracking Changes (cont):
               Revision marks identify who made the changes
                and when the changes were made.
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8           Morrison / Wells              CLB: A Comp Guide to IC3 3E
            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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9           Morrison / Wells             CLB: A Comp Guide to IC3 3E
             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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10           Morrison / Wells                CLB: A Comp Guide to IC3 3E
             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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11           Morrison / Wells                     CLB: A Comp Guide to IC3 3E
             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
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                 changes and can also remove the
                 comments.



12           Morrison / Wells           CLB: A Comp Guide to IC3 3E
             Protecting Documents

                Word enables you to control sensitive
                 information and collaborate in confidence.
                Restricting Access:
                Saving a document as read-only allows others to
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                 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.

13           Morrison / Wells               CLB: A Comp Guide to IC3 3E
             Protecting Documents (continued)

                Restricting Formatting and
                 Edits:
                The Protect Document
                 button on the Review tab
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                 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.
14           Morrison / Wells                CLB: A Comp Guide to IC3 3E
             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
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                 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.

15           Morrison / Wells                     CLB: A Comp Guide to IC3 3E
             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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16           Morrison / Wells            CLB: A Comp Guide to IC3 3E
             Preparing a Document for Printing
             (continued)

                Troubleshooting
                 Common Printing
                 Problems:
                There are times
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                 when the print
                 results do not meet
                 expectations.


17           Morrison / Wells          CLB: A Comp Guide to IC3 3E
             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
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                 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.

18           Morrison / Wells                  CLB: A Comp Guide to IC3 3E
             Sharing Electronic Files
             (continued)

                Preparing Documents for Electronic
                 Distribution (cont):
                You can update information about the author,
                 title, subject matter, and keywords in the
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                 Document Information Panel.




19           Morrison / Wells             CLB: A Comp Guide to IC3 3E
             Sharing Electronic Files
             (continued)

                Preparing
                 Documents for
                 Electronic
                 Distribution
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                 (cont):
                The Document
                 Inspector allows you
                 to remove personal
                 information.
20           Morrison / Wells           CLB: A Comp Guide to IC3 3E
             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.
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                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.

21           Morrison / Wells                CLB: A Comp Guide to IC3 3E
             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.
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                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.

22           Morrison / Wells                  CLB: A Comp Guide to IC3 3E
             Sharing Electronic Files
             (continued)

                Sending and Publishing Documents
                 (cont):
                A document workspace is a Windows
                 SharePoint Services Web site that provides
 Lesson 14




                 tools for sharing and updating files and
                 keeping colleagues informed about document
                 status.


23           Morrison / Wells           CLB: A Comp Guide to IC3 3E
             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
 Lesson 14




                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.


24           Morrison / Wells               CLB: A Comp Guide to IC3 3E
             Summary (continued)

                Revisions can be accepted or rejected, and
                 comments can easily be removed from the
                 document.
                You can protect documents by restricting access
 Lesson 14




                 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.
25           Morrison / Wells               CLB: A Comp Guide to IC3 3E
             Summary (continued)

                When sharing documents with others, you
                 need to choose the appropriate document
                 format.
                Before distributing a soft copy of a document,
 Lesson 14




                 you may want to remove metadata.




26           Morrison / Wells              CLB: A Comp Guide to IC3 3E

				
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