Lesson 14 by nMYFuu3

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									                              Lesson 14
                          Sharing Documents

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

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.

Vocabulary
   comment
   document management server
   document workspace
   duplex printing
   encryption
   hard copy
   markup
   metadata
   Portable Document Format (PDF)
   read-only document
   print queue
   soft copy
   XML Paper Specification (XPS)
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.

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.
   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.
   Tracking Changes (cont):
   Revision marks identify who made the changes and when the changes
    were made.
   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.
   You can choose how the comments will appear in the document and
    whether or not the comments will be included when you print.
   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.
   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.

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.
   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.

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.
   Showing the Print Queue:
   The print queue shows information about documents that are waiting to
    print.
   Troubleshooting Common Printing Problems:
   There are times when the print results do not meet expectations.


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

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.
 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.
   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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