Learners must be confident using a mouse and keyboard and have knowledge and skills of Word at an intermediate level.
What You Will Learn
In particular you will be able to:
Collaborate on documents
Add reference marks and notes
Simplify and manage long documents
Secure a document
About This Course: This course is intended for learners who create and work with lengthy documents, collaborate with others on documents, and create forms in Microsoft Word. It covers how to collaborate on more complicated documents and to control how the documents are accessed and distributed. Advanced features of Word enable you to revise, manage, and secure your business documents.
Collaborating on Documents
Most of the Word files that you work with you created and you are the only person making changes to the document. Other times, you will need to share work where others will provide feedback and document changes. Let’s say you take over the work that someone else started, you need to interact with other users to collaborate on a document. As you work with others on a document, you don’t have to hunt for each change yourself as Word can quickly indicate where the modifications are. In this lesson, you will use Word features that make this shared work more efficient in a collaborative environment.
Modify User Information
In this topic, you will include user information in Word. Each time you create a Word document, key file properties are automatically saved with that file.These properties are unique and enable you to identify, organize, and search for a document. Some properties are editable, and others are recorded as you work with the file. You will find out how to edit them and how to add custom properties to the file to capture other data.You will learn how to modify a document before you send it out for review.
Share a Document
Your document is now ready and you want to send it out for review. Instead of printing a copy of the document, you could email the file. The reviewer can make changes in the document and send it back to you. Since the revised document already contains the modifications, you won’t need to retype them for the final version.
Compare Document Changes
Manually comparing two versions of the same document can be a time-consuming task. Word has several features that enable you to quickly identify all of the changes between two or more documents.The Compare feature compares two documents simultaneously. It can help you to find out who made a change or to double-check the information.
Review a Document
When more people work on the same document, it can lead to confusion.Just by looking at a document, you have no idea where the changes have been made.This is why you want to keep track of the changes in the document or explain why something has been modified. In this topic you will discover how to use Word in order to find out where any changes have been made. If you worked on a document a week ago, you might not remember where you modified the text. One way to show any changes made by you or the others is the Track Changes feature. When this feature is turned on, any changes will be marked in colour.Your team can use Track Changes not only to show the changes but also to identify who made them. It also eliminates the possibility of missing out suggestions provided by reviewers.
Merge Document Changes
When working in a team, you might have to combine the changes from several people into one document. If the reviewers used Track Changes, your job just became easier. You can combine several documents into one and then view all changes from all reviewers.In this topic, you will merge changes from multiple documents. Entering all changes made by multiple reviewers into the original document manually would take several hours of uninterrupted work. With Word, you can quickly merge all changes into a document, enabling you to begin reviewing the changes immediately.
Review Tracked Changes
In the process of reviewing the suggested changes, it might help to hide the changes from a particular reviewer or display the document as it would look in the final copy. You can adjust which reviewers and types of changes are displayed. As you work with the document, you can toggle between the marked-up copy and what the final document would look like with all the changes accepted. Reviewing the tracked changes enables you to consider each suggestion and gives you the ability to accept or reject the suggested changes. This systematic approach also helps to ensure that you don’t accidentally miss any markups no matter how small they are.
In this topic, you will simultaneously work on a document with your reviewer and edit documents over the web. You will learn to save document to your SkyDrive account or a SharePoint Server and give other users access to the file online. This will save you from emailing the document to other people and then review all of the separate documents you receive back from them. You and anyone to whom you gave access to the file can simultaneously access the file to open it and edit it.
Adding Reference Marks and Notes
When you look at a long document you scan it quickly searching for the text that interests you. The same applies to the readers of long documents submitted by you. How to help your readers to find the exact text or section of the document to read or work on is the subject of this lesson. The key is to add reference marks and notes. In this way you can mark specific locations in the document to make it easy to find the exact text. As your document is getting more complex by including different sources you may consider to include information on your sources alongside content. References in a document provide supplemental information to enhance the reader’s understanding of the subject.
A caption is a phrase that describes a visual object, such as a picture, table, or equation. Newspapers and magazines always include a caption for every illustration that supports the text. If there are several graphical items in your document, numbering them will make it easier to refer to them in the text. You could manually type your own captions, but when a graphic is inserted or removed, you would need to update all of the caption numbers too. This topic will expand your knowledge about captions and Word’s ability to automatically number captions for figures, tables, or equations that update as items are added or deleted.
When presenting your reports you may chose more details but with a minimum page count. You may want to refer to certain charts and tables to add clarity to the text, but at the same time you do not want increase the page count. In this topic you will learn how to use cross-references to add clarity to the text and help the reader to locate the proper graphic that accompanies the text while still maintaining your desired page count.
In this topic you will discover how to avoid scrolling through a lengthy document looking for information, especially if you often need to return to the same sections of text.The answer is simple – try bookmarks. They will enable you to quickly navigate to a section in the document where you want to reference a context. Adding a reference to that section using a bookmark makes navigating through a long document easier and less frustrating.
There may be times when you want to present detailed reports or long documents to your clients or managers and want them to be able to find the information quickly without increasing the page count unnecessarily. There is a quick way to access related content within and outside a document by inserting hyperlinks. The link is always represented by words or an image and can be added into documents, web pages, text, figures, or tables. Once you placed them in your report, they will enable users to navigate to the desired content rather than providing textual references to the related document.
Insert Footnotes and Endnotes
When you intend to use ideas presented by other authors or some published article as source for your work, it is mandatory for you to credit the source. If you tend to neglect it and use someone else’s work without giving them credit, you could find yourself in serious legal trouble. You need to properly cite the source in a footnote or an endnote to avoid such situations. A footnote is a citation or note inserted at the bottom of a page and endnotes are similar to footnotes but they are inserted at the end of a section or the document. After mastering this topic you will know how to insert footnotes and endnotes to reffer to borrowed content.
Add Citations and a Bibliography
In this topic, you will add citations and a bibliography to lend authority to your work. You now know how to provide cross-references for content that is in another part of the document. Next addition to your document might be information or a quotation from another source. A source is any reference material that contains information you use in your documents. For instance, reference materials might include text, a website, graphics, pictures, or tables. The credibility of your document is dependent on the references that you provide. Word simplifies this process by enabling you to enter citations throughout a document, which will allow for the creation of a bibliography just using a single command. This topic will show you how to do that.
Simplifying and Managing Long Documents
So far you have seen how to insert document features that help the reader navigate through and work with a long document that they view on a computer. In this lesson, you will learn how to work with long documents and provide the reader with guides to finding information by using reference tables and list the location of important information in a table like a contents or index, which enable the reader to quickly jump to that material. It can be tedious to search a printed document for a key word or important item such as a table. Reference tables listing important objects, terms, and graphics with their location can be handy and provide the reader a method of quickly locating figures, tables, and other content in the document. In this lesson, you will learn to generate and assemble reference lists in a document in no time.
Insert Blank and Cover Pages
If you want to give your document a professional look and make it more appealing, the best way is to design an attractive cover page. A cover page and well-placed blank pages add a professional touch. Word offers a range of built-in choices to help you create and format your cover pages. In this topic you will locate Word’s range of built-in choices to help you create and format your cover pages. You will search a Cover Page gallery with diverse selection of built-in cover pages and insert it at the beginning of the document before the first page. You can also insert blank pages quickly to break up the monotony of lengthy text or to differentiate major sections.
Insert an Index
As an Advanced Word user you have seen that different Word features that saved you time, made your documents look proffesional and visually appealing. If you want to provide a detailed listing of the important terms and concepts in the document along with their page numbers to help the reader locate information instead of paging through the document looking for specific material, you need to learn to generate and insert an index. An index enables the reader to locate entries you have marked in a document. When you use Word to create the index, the index automatically updates whenever the document text or pagination changes.
Insert a Table of Contents
Another helpful reference table you commonly see in documents is a table of contents. The table of contents (TOC) is a list of headings with corresponding page numbers. Most readers don’t have time to read every book or report cover to cover. The table of contents helps them quickly find the topics they want without leafing through the whole document. It can also give the reader an idea of what major topics are covered in the text. Like other reference tables in Word, the table of contents remains up-to-date whenever the document’s text or pagination changes.
Insert an Ancillary Table
By including a table of contents and an index, you make looking up content in the document easier, especially when it is printed. Other reference lists are ancillary tables such as a table of figures and a table of authorities. A table of figures is a list of captions associated with pictures, graphics, and other illustrations with their corresponding page numbers. A table of authorities is a list of references in a legal document with their page numbers.This is another way to help the reader find specific information quickly and without having to scroll or page through the printed copy. Word makes it easy to generate ancillary tables -a helpful list of references and their corresponding page numbers.
The best way to begin a report or complex document is to outline the major topics or sections that you want to include. Setting up the general structure ensures that the content is organized in a logical manner. Once the major sections are arranged, it is simply of matter of adding content to individual topics to complete the document. You have seen how Word can create lists easily based on Heading styles in a document. These headings can also be used to create an outline for that document. By viewing just the headings, you make sure the topics you need to cover are included.Learn to use the headings to adjust the general organization of the document.
Create a Master Document
The longer a document becomes, the harder it is to work with, especially when you are collaborating with others. It might be more efficient to break the content into smaller subdocuments and combine them later. Word can help you handle all of those files through a special type of document called a master document that contains links to those subdocuments.Instead of loading the entire document, you can bring up only the part you want to work on. Then when it’s time to print the document, you can use a master document to combine, format, and print all of the subdocuments from one place.
Securing a Document
After you finalize your document by adding reference tables and other features that give your document polish, you may want to distribute it to others. Before you do that, you need to know that any sensitive information has not been saved with the file, and take measures to prevent unauthorized access or changes to the contents of the document. In this lesson, you will secure the document. If you have been working with restricted content, such as a report on legal cases involving your company,confidential reports or salary information,you need to know that only authorized people have access to it. You also need to consider that there might be unseen confidential data saved with the file. The security features in Microsoft® Word enable you to protect a document and its contents. In this lesson, you will learn how Word can help you with this task: to better protect your documents from unauthorized access and changes, to remove any hidden and confidential file information and add a digital signature and password to a document. You will use one or more of these security methods to protect your own documents.
In today’s competitive business environment, preventing proprietary or personal data from becoming public is essential for any company. Once you circulate a document, you have little control over where that electronic document ends up. You might not even be aware that confidential data is in the document. Word has several methods you can use to feel confident that your document is secure from unauthorized readers, and that any classified content is protected.Dealing with sensitive information can be handled in a couple of ways and both will be covered in this topic.
Set Formatting and Editing Restrictions
When you share a document with others, you may want them to focus on the contents of the document and not the formatting. You also may not want some of them to edit the document. Before sending the document for review, you can limit the ability of specific users to format and edit the document. This way, you prevent them from trying to modify the contents and keep them focused on the task at hand. It also ensures that you won’t have to undo any formatting changes they might make.After this topic you will be familiar with specifying formatting and editing restrictions for a given document.
Add a Digital Signature to a Document
Another security concern is verifying the source of a document and checking whether it contains the original contents. If a document is electronically signed, then it is a valid document. Changes in a digital signature can be detected electronically, helping ensure that the document is free from forgery and false information. In this topic, you will add a digital signature to a document. When you attach a digital signature to a document, the document is considered to be signed. Once signed, the document cannot be modified without removing the digital signature. Also, the author cannot deny creating and sending the document. Word locks documents that are digitally signed, and any attempt to tamper with the documents will make the signature invalid.
Restrict Document Access
You have seen how to prevent information from being modified in a document. As a further measure of security, you can prevent unauthorized users from even opening a document. In this topic, you will set a password for a document to restrict access to it. There is always a chance that documents with sensitive information can be sent to unauthorized users. You can protect yourself and the document information from this mistake by password protecting your document. Without knowing the password, a user can’t access the information in the document.
Suppose you have several new employees in your department and they all need business cards. Instead of collecting handwritten notes with the relevant information for each person, you could create an electronic form that they fill out. Not only will you gather all of the necessary information, but also you won’t have to try to decrypt anyone’s handwriting. Using Microsoft® Word, you can create forms to consistently capture standard information. In this lesson, you will create an electronic form in Word. You can make it easy for users to enter text or make selections from lists by using content controls in your form. By designing your form logically, you’ll be sure to collect all the information you need to do your work.
When you are collecting a standard set of information from a large group of people, trying to question them from memory or noting down the answers in a document might lead to inconsistencies or loss of important details. A form containing fields to enter all of those necessary details helps you to ask for the required information and capture it in an organized format. Both paper-based and electronic forms contain text such as the form title, labels, and fields. Users can enter information in these fields but they are not able to alter the form.
You have started setting up a form in Word with different types of content controls and have protected it from unintentional (or intentional) changes with a password. But you might not get it right the first time. You can easily modify your form by adding and removing fields as needed. As the form designer, you know how the form is supposed to work. But when the user opens the form, they want it to be straightforward to use. As you roll out the form to users, you might receive feedback that the order of the fields is awkward or that you are missing a field. This is where the knowledge from this topic will help you.
Managing Document Versions
During your work day, you may review changes and comments in a document that were tracked in Microsoft® Word. You may wish to update the document with the changes and also retain the original version. Saving your modified document with a different file name can lead to confusion and errors. Microsoft® Office SharePoint® Server, a collaboration and content management server, enables you to manage versions in one document and even restore an earlier version of the document.
Create a New Document Version
As you have reviewed changes and comments in a document that were tracked in Microsoft® Word, you may wish to update the document with the changes and also retain the original version. Saving your modified document with a different file name can lead to confusion and errors. Microsoft® Office SharePoint® Server, a collaboration and content management server, enables you to manage versions in one document and even restore an earlier version of the document.
Compare Document Versions
As you work with versions of a document, you will need to identify how the latest version of the document differs in relation to the original document. If others have edited the document without tracking changes, you’ll have a hard time identifying those changes. Printing and comparing the documents manually is a painstaking and unreliable process. Word provides an efficient method for comparing document versions.
Merge Document Versions
After you have compared versions and identified the differences in the document, you may need to combine them into a single document so that you can review them. When a document has been through several rounds of review, consolidating a list of comments and other grammatical changes from all reviewers would be time-consuming. This is why you need to learn how Word provides you with an efficient option to merge changes made in different versions of a document into one file.
Working with Legacy Form Fields
When creating forms in Word, you can use one of two types of form fields: content control and legacy form fields. Content controls have a more graphical user interface than form fields but they both have their uses. There are only four legacy form fields available but they can be configured to collect a variety of data types. One issue that may determine whether you use content controls or legacy form fields is the ability to extract just the data from a filled form. This appendix describes how to adjust legacy form field properties, and how to extract form data and save it in a text file.
Modify Legacy Form Field Properties
In this topic you will become familiar with legacy form fields and how these can be used to collect and display various types of data.
Form Data Conversion
The advantage of using legacy form fields is the ability to save just the data in a delimited text file. Instead of retyping the data from the field into a workbook or database, you can extract the data as plain text.
Microsoft Word Advanced was last modified: February 2nd, 2017 by darrell