Gl13 m5-c4-presentation
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This document provides instructions for finalizing and sharing documents in Microsoft Word 2013. It covers 6 skills: 1) turning on and locking review features, 2) sending a document via email, 3) making changes and adding comments, 4) accepting or rejecting changes and comments, 5) creating a PDF document, and 6) getting social by saving to the cloud using SkyDrive, posting to social networks, and publishing as a blog post. Each skill includes steps and screenshots to illustrate the instructions. Checkpoint questions are included to test the reader's understanding.
Gl13 m5-c4-presentation
- 1. MODULE 5 SKILLS Microsoft Word 2013 Creating Documents Formatting Documents Working with Tables and Objects Finalizing and Sharing Documents © Paradigm Publishing, Inc. 1
- 2. SKILLS© Paradigm Publishing, Inc. 2 Finalizing and Sharing Documents
- 3. SKILLS Skills You Learn 1. Turn on and lock review features 2. Send a document via email 3. Make changes and add comments 4. Accept or reject changes and review comments 5. Create a PDF document 6. Get social © Paradigm Publishing, Inc. 3
- 4. SKILLS Skill 1 Steps: Turn On and Lock Review Features 1. Click the REVIEW tab 2. Click the Track Changes button arrow in the Tracking group and then click the Lock Tracking option 3. Click the Cancel button to close the dialog box without setting Lock Tracking 4. Click the Track Changes button (not the arrow) in the Tracking group © Paradigm Publishing, Inc. 4
- 5. SKILLS Skill 1 Steps…continued 5. In the Tracking group, click the Display for Review option box arrow and then click Simple Markup 6. Select and then delete a word 7. In the Tracking group, click the Display for Review option box arrow and then click All Markup 8. Click the Undo button on the Quick Access toolbar to undo the deletion © Paradigm Publishing, Inc. 5
- 6. SKILLS Skill 1 Visual: Turn On and Lock Review Features © Paradigm Publishing, Inc. 6 Click the Track Changes button in the Tracking group on the REVIEW tab.
- 7. SKILLS© Paradigm Publishing, Inc. 7 Using Read Mode Use Read mode from the VIEW tab to swipe through pages horizontally as if reading a book Right click to zoom on a particular section
- 8. SKILLS© Paradigm Publishing, Inc. 8 Comparing Documents The Compare feature on the REVIEW tab is useful if you want to compare two versions of a document but have not turned on Track Changes To view the changes made to the original document, click the Compare button You can then select two documents to compare, review the differences between them, and incorporate or reject those changes
- 9. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 9 To turn on Review features in Word, click this button on the REVIEW tab. a. Show Markup b. Reviewing Pane c. Track Changes d. Review 1
- 10. SKILLS Skill 2 Steps: Send a Document via Email 1. Click the FILE tab 2. Click the Share option 3. Click the Email option in the Share section 4. Click the Send as Attachment button in the Email section 5. Enter your own email address in the To field 6. Type a message in the body of the email 7. Click the Send button © Paradigm Publishing, Inc. 10
- 11. SKILLS Skill 2 Visual: Send a Document via Email © Paradigm Publishing, Inc. 11 Click the Send as Attachment button in the Email section.
- 12. SKILLS© Paradigm Publishing, Inc. 12 Controlling the Review of the Files Option 1: route a single version of the document from person to person with the direction to have the last person in the chain return the document to you Option 2: post one version on an online document-sharing space such as Google Drive, Dropbox, or KeepandShare.com Option 3: save the file to your SkyDrive account and send each reviewer a link to the document
- 13. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 13 Word’s Send as Email option is set up to send an attachment via email using a. Internet Explorer. b. Yahoo! Mail. c. Outlook. d. OneNote. 2
- 14. SKILLS Skill 3 Steps: Make Changes and Add Comments 1. Click the REVIEW tab and then click the Track Changes button in the Tracking group 2. Click the Display for Review option box arrow and then click All Markup in the drop-down list 3. Select a paragraph and press the Delete key 4. Select text and change the font to a different font 5. Click the REVIEW tab 6. Click the New Comment button in the Comments group and type a comment in the comment balloon © Paradigm Publishing, Inc. 14
- 15. SKILLS Skill 3 Visual: Make Changes and Add Comments © Paradigm Publishing, Inc. 15 Click the New Comment button in the Comments group on the REVIEW tab. Type a comment in the comment balloon.
- 16. SKILLS© Paradigm Publishing, Inc. 16 Changing Your User Name To change the author name associated with a document: 1. click the Change Tracking Options dialog box launcher 2. click the Change User Name button 3. enter a new user name 4. click to insert a check mark in the Always use these values regardless of sign in to Office check box in the Word Options dialog box
- 17. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 17 With Track Changes turned on, Word indicates the author of each comment and edit by a. using different colors and commenter initials. b. saving the comments in separate files. c. using different font sizes. d. using the Emphasis style. 3
- 18. SKILLS Skill 4 Steps: Accept or Reject Changes and Review Comments 1. Click the REVIEW tab and set the Display for Review option to All Markup 2. Click the Reviewing Pane button in the Tracking group 3. Click anywhere in the change listed under a heading in the Revisions pane 4. Click the Accept button or Reject button in the Changes group, or click the Delete button in the Comments group 5. Click the Reviewing Pane button in the Tracking group to close the Revisions pane © Paradigm Publishing, Inc. 18
- 19. SKILLS Skill 4 Visual: Accept or Reject Changes and Review Comments © Paradigm Publishing, Inc. 19 Click the Reviewing Pane button in the Tracking group on the REVIEW tab. Revisions pane
- 20. SKILLS© Paradigm Publishing, Inc. 20 Protecting Files The Protect group on the REVIEW tab provides two tools for limiting what reviewers can do when looking over your documents: 1. click the Restrict Editing button and then choose Comments from the drop-down list if you do not want reviewers to directly change your text, but do want them to make comments so that you can decide what changes to make 2. click the Block Authors button if you want some reviewers to edit the document and you want to keep other reviewers from making any changes
- 21. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 21 If the document has been edited with Track Changes turned on, you can review the edits and use the buttons in the Changes group on the REVIEW tab to either accept or _______ them. a. highlight b. bold c. reject d. refuse 4
- 22. SKILLS Skill 5 Steps: Create a PDF Document 1. Click the FILE tab 2. Click the Save as option 3. Locate the folder where you would like to save the file 4. Click the Save as type option box arrow and then select PDF (*.pdf) from the drop-down list 5. Click the Open file after publishing check box to insert a check mark. 6. Click the Save button 7. Close the new PDF and the student data file © Paradigm Publishing, Inc. 22
- 23. SKILLS Skill 5 Visual: Create a PDF Document © Paradigm Publishing, Inc. 23 Click the Save as type option box arrow and then click PDF (*.pdf).
- 24. SKILLS© Paradigm Publishing, Inc. 24 Viewing and Editing PDFs Reader allows you to read a document in PDF format, while Acrobat allows you to edit PDF files, add comments to them, and more For those who have Word 2013, Reader is sufficient, since Word 2013 allows you to edit PDF files To edit a PDF in Word 2013, you must first convert the PDF to a Word document
- 25. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 25 Which of the following is not true of a PDF file created from a Word document? a. A program that allows you to view the PDF file is free. b. The PDF file is typically larger in size than the original Word document. c. The PDF file can be opened and viewed on different computers. d. The PDF file can be opened in Word. 5
- 26. SKILLS Skill 6 Steps: Get Social Save to the Cloud Using SkyDrive 1. Using the SkyDrive feature of Word, you can share your documents after you have set up a Microsoft account 2. Once your account is established, you can upload a document file by following this command sequence: FILE tab, Save As, Add a Place, SkyDrive 3. You then sign into your Microsoft account, save your document to SkyDrive, and are ready to share a link to the document with others © Paradigm Publishing, Inc. 26
- 27. SKILLS Skill 6 Visual: Get Social © Paradigm Publishing, Inc. 27 Once you have added SkyDrive as a place to save, it will appear in the Save As options.
- 28. SKILLS Skill 6 Steps…continued Post to Social Networks 1. If your Microsoft account is not connected to the social network you wish to use (such as Facebook), click the Click here to connect social networks link 2. Once you have the social network connected to your Microsoft account, save to your SkyDrive account the file you wish to post 3. With the file still open, click the FILE tab, Share, and Post to Social Networks 4. Click the social network © Paradigm Publishing, Inc. 28
- 29. SKILLS Skill 6 Visual…continued © Paradigm Publishing, Inc. 29 Click Post to Social Networks.
- 30. SKILLS Skill 6 Steps…continued Publish as a Blog Post 1. Word 2013 is set up to save files as blog postings using several popular blogging sites – for example: WordPress, SharePoint Blog, Blogger, Windows Live spaces, Community Server, and TypePad 2. To post a document to one of these site, establish an account at the site and then use this command sequence: FILE tab, Share, Post to Blog © Paradigm Publishing, Inc. 30
- 31. SKILLS Skill 6 Visual…continued © Paradigm Publishing, Inc. 31 Click Post to Blog.
- 32. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 32 One way to store documents in the cloud is to use a. a CD. b. SkyDrive. c. Outlook. d. a USB flash drive. 6
- 33. SKILLS Tasks Summary © Paradigm Publishing, Inc. 33
Editor's Notes
- #5: When you are working on a document, you may want others to review it. Before you send the document out, you can turn on Word’s Track Changes feature to record all changes made by the reviewers. This feature strikes a line through deleted text and applies a font color to added text so you can see what changes each person has suggested. You can lock track changes so that reviewers cannot turn the feature off. When you get the reviewed document back, you can use tools on the REVIEW tab to display various versions of the document. Make sure you click the Track Changes button arrow, not the button. When Track Changes is locked, reviewers cannot turn off the feature or accept or reject changes. Notice that if you turn on Lock Tracking, you have the option of setting a password. You can also use the shortcut Ctrl + Shift + E to turn on Track Changes.
- #6: Note that the deleted text disappears and a vertical red revision line displays to the left of the line from which it was deleted. Selecting No Markup displays the document as it would look with all changes accepted. Original shows the original document with no changes. The All Markup option shows all changes to formatting, as well as all deletions and additions. Simple Markup provides a clean view of the document and an indicator showing where a change has been made. Note that the revision line changes color and the deleted text changes color and has a strikethrough mark. You can also use the shortcut Ctrl + Z to undo.
- #7: Turn on the Track Changes feature, as illustrated in this slide, to record all changes made by the reviewers you send the document to.
- #8: 7
- #9: You can also combine revisions from multiple authors into a single document using the Compare feature.
- #10: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #21: 20
- #22: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #23: When you are ready to share a copy of your final work schedule with others, it may be useful to save the file as a PDF file. PDF is a file format created by Adobe and is the standard for document sharing. Using the free Adobe Reader program, anybody can view a PDF file, whether or not they have Word installed on their computer. A PDF version of your document is in some ways like a picture because what people see is an accurate image of what you created at the moment of capture. Thus, the file, or image, won’t be compromised by being opened in different versions of Word, some of which may not support the fonts and features you used to create your document. In addition, PDF files are smaller in size than Word files, so they may be easier to send as email attachments. Another Way: Another way to save to the PDF format is to click the FILE tab and then click the Export option. In the Export dialog box, click the Create PDF/XPS Document option and then click the Create PDF/XPS button. Click the Publish button from the Publish as PDF or XPS dialog box. You can now share the PDF as an email attachment or use any of the methods described in the next skill.
- #24: The illustration in this slide displays the Save As dialog box where you can save a file as a PDF file. To get the free Adobe Reader software used to view PDF files, go to www.adobe.com.
- #25: Adobe offers both the free Reader software and a more robust software program, called Acrobat, for purchase. To convert the PDF to a Word document, open a blank Word document, click the FILE tab, click the Open option, click the location of the PDF (e.g., your computer), click the Browse button, locate the PDF and select it, and then click Open. A new Word feature called PDF Reflow will convert the contents of the PDF and display them in the Word file. Make the changes you want, and then save the document as a PDF file again. NOTE: The contents may not look exactly as they did in the PDF. For example, some fonts and art elements may not be supported by PDF Reflow. The conversion works best with documents that are mostly text.
- #26: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #27: Sharing documents on the Web is a great way to get information out to others and receive feedback. Microsoft Office products make it easy to post files to the Web. There are several ways to post a document on the Web using Word. Each requires that you have an online location to which you can save the document. This skill contains an overview of three methods you can access through the Share and Save As options in Word.
- #28: Once you have added SkyDrive as a place to save, it will appear in the Save As options as illustrated in this slide.
- #29: Another Way: Another way to access SkyDrive and share a document is to click the FILE tab, click the Share option, click Invite People, and then click the Save to Cloud button. You can then share the document.
- #30: Click the FILE tab, Share, and Post to Social Networks, as illustrated in this slide, to post the file to any social network sites that are connected to your Microsoft account.