4. Collaborate on documents

In this chapter

Mark up documents

Display and review document markup

Compare and merge documents

Control content changes

Coauthor documents

Practice files

For this chapter, use the practice files from the Office2016SBSCh04 folder. For practice file download instructions, see the introduction.

It’s not unusual for several people to collaborate on the development of a document. Collaboration is simplest when contributors review electronic documents in files on a computer screen rather than paper printouts. On-screen review is very efficient; you can provide legible feedback, implement specific changes, and save trees at the same time.

One way to gather feedback from multiple reviewers is to send a file to each reviewer and then merge the reviewed versions into one file that displays all the changes for your review. If you save a file in a shared location, multiple people can review and edit the document at the same time. This highly efficient method of collaboration is called coauthoring.

Word 2016 has many tools that simplify document collaboration processes. You can make changes without deleting the original content, provide feedback in comments, and respond to comments and queries from other reviewers. To protect a document from unwanted changes, you can restrict the editing options so that Word tracks all changes, allows only certain types of changes, or doesn’t allow changes at all.

This chapter guides you through procedures related to marking up and reviewing documents, comparing and merging document versions, restricting the changes that people can make to documents that you share with them, and coauthoring documents.

Each comment is inside a container that is visible only when the comment is active (when you point to or click it). Comment containers are referred to as balloons. Balloons can be used for the display of various types of markup.

When comments are hidden, the hidden comments are indicated by conversation bubble icons.

You can insert comments for many reasons, such as to ask questions, make suggestions, provide reference information, or explain edits. You insert and work with comments by using the commands in the Comments group on the Review tab.

Multiple people can insert comments in a document. Word assigns a color to each person’s comments and uses that color for the markup associated with comments, insertions, deletions, and formatting changes. (The color is assigned by user name, so if two people have the same user name their markup will be the same color.)

If you prefer to select specific colors and effects for comments and various types of markup, you can do so.

Word uses standard colors to mark moved content and changes to table cells but doesn’t track the editor, time, or date of the change. It is possible to customize these markup colors, but there really isn’t any point to doing so because the custom colors won’t travel with the document.

To insert a comment

1. Select the text or object you want to anchor the comment to.

2. On the Review tab, in the Comments group, click the New Comment button.

3. In the comment balloon that appears in the right margin or in the Revisions pane, enter or paste your comment.

To specify the color of comments that you insert in any document

1. On the Review tab, click the Tracking dialog box launcher to open the Track Changes Options dialog box.

2. Click the Advanced Options button to open the Advanced Track Changes Options dialog box.

3. Click the arrow to the right of the Comments list to display a list of colors.

4. In the Comments list, click the color you want to use for all the comments you insert in Word documents on the current computer.

5. Click OK in each open dialog box to close them and save your change.

Word tracks insertions, deletions, movement, and formatting of content. When you display a document in All Markup view, tracked changes are indicated by different font colors and formatting. The default formatting is as follows:

Insertions are underlined and in the color assigned to the reviewer.

Deletions are crossed out and in the color assigned to the reviewer.

Formatting changes appear in balloons in the markup area.

Moves are double-underlined and green.

All changes are marked in the left margin by a vertical line.

As with comments, multiple people can track changes in a document. Word assigns a color to each person’s changes and uses that color to format inserted and deleted text. If you prefer to select a color for your own changes, you can do so. You can also modify the formatting that indicates each type of change—for example, you could have Word indicate inserted text by formatting it as bold, italic, or with a double underline, but that change would be valid only for your profile on the computer you make the change on and would not affect the change formatting on other computers.

If you want to ensure that other reviewers track their changes to a document, you can turn on and lock the change-tracking feature and (optionally) require that reviewers enter a password to turn off change tracking.

To turn change tracking on or off

1. Do either of the following:

• On the Review tab, in the Tracking group, click the Track Changes button (not its arrow).

• Press Ctrl+Shift+E.

To track changes without displaying them on the screen

1. On the Review tab, in the Tracking group, click the Display for Review arrow.

2. In the Display for Review list, click Simple Markup or No Markup.

To specify the color of the changes you track in any document

1. On the Review tab, click the Tracking dialog box launcher to open the Track Changes Options dialog box.

2. Click the Advanced Options button to open the Advanced Track Changes Options dialog box.

3. In the Color lists adjacent to Insertions, Deletions, and Formatting, click the color you want to use for that type of change in Word documents on the current computer.

4. Click OK in each open dialog box to close them and save your changes.

To prevent reviewers from turning off change tracking

1. On the Review tab, in the Tracking group, click the Track Changes arrow, and then click Lock Tracking.

2. In the Lock Tracking dialog box, enter and reenter a password to prevent other people from turning off this feature.

3. In the Lock Tracking dialog box, click OK.

To unlock change tracking

1. On the Review tab, in the Tracking group, click the Track Changes arrow, and then click Lock Tracking.

2. In the Unlock Tracking dialog box, enter the password you assigned when you enabled this feature, and then click OK.

Word 2016 has four basic Display For Review options that govern the display of tracked changes in a document. The settings are:

Simple Markup This default markup view displays a red vertical line in the left margin adjacent to each tracked change. Markup is hidden.

All Markup This view displays a gray vertical line in the left margin adjacent to each tracked change, and formats inserted, deleted, and moved content as configured in the Advanced Track Changes Options dialog box.

No Markup This view hides comments and displays the current document content as though all changes have been accepted. Changes that you make in this view are tracked (if change tracking is turned on) and visible when markup is shown.

Original This view displays the original document content without any markup.

Depending on your view settings, comments are shown in the following ways:

In balloons in the right margin

Hidden and indicated by a comment icon in the right margin

Hidden and indicated by highlighting in the text

You can click the comment icon or point to the highlight to display the comment text.

After you select a Display For Review option, you can additionally filter the display of markup in these ways:

You can individually control the display of comments, insertions and deletions, and formatting.

You can show all markup inline or in balloons, or keep comments in balloons and insertions, deletions, and moves inline.

You can display or hide markup by reviewer.

If you prefer to display all the comments and tracked changes in a document at one time, you can do so in the Revisions pane. By default, this pane opens to the left of the document text (and to the right of the Navigation pane, if that is open) at the same height as the document content area. If you want to, you can dock it to the right side of the window instead.

From the ribbon, you can also display the Revisions pane horizontally. By default, the horizontal pane stretches across the bottom of the Word app window. If you want to, you can drag it to the top of the window.

When the Revisions pane is docked, the document content display area becomes narrower or shorter to make space for the pane. You can undock the pane so that it floats independently of the app window and doesn’t decrease the content pane size. The floating pane has a vertical format, but you can change its height and width to fit wherever it’s convenient.

The best display location depends on the amount of space you have available on your device screen.

To change the display of markup in a document

1. On the Review tab, in the Tracking group, click the Display for Review arrow.

2. In the Display for Review list, click Simple Markup, All Markup, No Markup, or Original.

Or

1. To switch between Simple Markup view and All Markup view, click the red or gray vertical line in the margin to the left of any tracked change.

To display specific types of markup in balloons

1. In the Display for Review list, click All Markup.

2. In the Show Markup list, click Balloons, and then click Show Revisions in Balloons, Show All Revisions Inline, or Show Only Comments and Formatting in Balloons.

To hide or display all markup of a specific type

1. On the Review tab, in the Tracking group, click the Show Markup button, and then click Comments, Ink, Insertions and Deletions, or Formatting.

To display only markup by a specific person

1. On the Review tab, in the Tracking group, click the Show Markup button.

2. In the Show Markup list, click Specific People, and then click the name of any reviewer whose comments you don’t want to display.

To display individual comments in Simple Markup view

1. Do any of the following:

• Click a comment icon to display the comments on that line in comment balloons.

• Point to a comment icon to highlight the comments on that line in the colors associated with the comments’ authors.

• Right-click highlighted, commented text, and then click Edit Comment to display only that comment in a comment balloon.

To display the Revisions pane

1. On the Review tab, in the Tracking group, click the Reviewing Pane button.

Or

1. In the Tracking group, click the Reviewing Pane arrow.

2. In the Reviewing Pane list, do either of the following:

• Click Reviewing Pane Vertical to display the pane to the left or right of the document.

• Click Reviewing Pane Horizontal to display the pane below the ribbon or above the status bar.

To change the location of the Revisions pane

1. Drag the pane by its header to any of the following locations:

• Dock the pane vertically to the left or right side of the app window or against any other vertical pane,

• Dock the pane horizontally below the ribbon or above the status bar.

• Drag the pane inside or outside the app window to float it independently.

To change the width or height of the Revisions pane

1. Point to the right or top border of the pane.

2. When the pointer changes to a double-headed arrow, drag the border.

To display a breakdown of revision types

1. In the Revisions pane, to the left of the total number of revisions, click the Expand button (the caret symbol).

To close the Revisions pane

1. Do either of the following:

• In the upper-right corner of the pane, click the Close button.

• On the Review tab, in the Tracking group, click the Reviewing Pane button.

When reviewing comments, you can take the following actions:

Respond to individual comments to provide further information or request clarification.

Mark individual comments as Done to indicate that you’ve processed them, and retain them for later reference.

Delete individual comments that you no longer require.

Filter the comments by author and then delete all visible comments at the same time.

Delete all comments in the document at the same time.

The purpose of each of these options is fairly clear. The ability to mark comments as Done was introduced in Word 2013 and is a useful feature, particularly if everyone on your review team is running Word 2013 or Word 2016. Marking a comment as Done leaves the comment intact but minimizes and recolors the comment elements so that it doesn’t distract from the document content in the way that an active comment would.

To move among only comments

1. Do any of the following:

• On the Review tab, in the Comments group, click the Next or Previous button to jump from balloon to balloon.

• In the Revisions pane, click any comment to move to that comment in the document.

• Scroll through the document to visually locate comment balloons.

To activate a comment for editing

1. Click the comment balloon.

2. Right-click the commented text, and then click Edit Comment.

To respond to a comment

1. In the upper-right corner of the comment balloon, click the Reply to Comment icon to create an indented response marked with your name and the time and date.

Or

Right-click the comment, and then click Reply to Comment.

2. Enter your additional comments, and then click away from the comment balloon to finish.

To mark a comment as Done or reactivate a Done comment

1. Right-click the comment highlight (in the text) or balloon (in the margin), and then click Mark Comment Done.

To delete a comment

1. Do any of the following:

• Click the comment balloon, and then click the Delete button in the Comments group.

• Right-click the comment balloon, and then click Delete Comment.

• Right-click the comment highlight (in the text), and then click Delete Comment.

Here are the typical scenarios for reviewing and processing changes that you might consider:

Display a document in Simple Markup view or No Markup view so you’re viewing the final content. If you are happy with the document content in that view, accept all the changes at the same time.

Display a document in All Markup view. Scan the individual changes visually. Individually reject any change that doesn’t meet your requirements. As you complete the review of a section that meets your requirements, select the content of that section and approve all the changes within your selection.

Display a document in All Markup view. Move to the first change. Accept or reject the change and move to the next. (You can perform both actions with one click.)

When reviewing tracked changes, you can take the following actions:

Accept or reject individual changes.

Select a section of content and accept or reject all changes therein at the same time.

Filter the changes and then accept or reject all visible changes at the same time.

Accept or reject all changes in the document at the same time.

To move among tracked changes and comments

1. Do either of the following:

• On the Review tab, in the Changes group, click the Next or Previous button.

• In the Revisions pane, click any comment to move to that comment in the document.

To display the time and author of a tracked change

1. Point to any revision in the text to display a ScreenTip identifying the name of the reviewer who made a specific change, and when the change was made.

To incorporate a selected change into the document and move to the next change

1. On the Review tab, in the Changes group, click the Accept button.

Or

1. On the Review tab, in the Changes group, click the Accept arrow.

2. In the Accept list, click Accept and Move to Next.

To incorporate a selected change into the document and remain in the same location

1. Do either of the following:

• Right-click the change, and then click Accept Deletion or Accept Insertion.

• On the Review tab, in the Accept list, click Accept This Change.

To remove the selected change, restore the original text, and move to the next change

1. Do either of the following:

• On the Review tab, in the Changes group, click the Reject button.

• On the Review tab, in the Reject list, click Reject and Move to Next.

To remove the selected change, restore the original text, and remain in the same location

1. On the Review tab, in the Reject list, click Reject This Change.

To accept or reject all the changes in a section of text

1. Select the text.

2. Do either of the following:

• On the Review tab, in the Changes group, click the Accept button or the Reject button.

• Right-click the selected text, and then click Accept Deletion or Reject Deletion.

To accept or reject all the changes in a document

1. Do either of the following:

• On the Review tab, in the Accept list, click Accept All Changes.

• On the Review tab, in the Reject list, click Reject All Changes.

To accept or reject all the changes of a certain type or from a certain reviewer

1. Configure the review display settings to display only the changes you want to accept or reject.

2. Do either of the following:

• On the Review tab, in the Accept list, click Accept All Changes Shown.

• On the Review tab, in the Reject list, click Reject All Changes Shown.

Comparing a document to a separate copy of the document

Comparing a document to a previous version of the same document

Instead of comparing multiple open documents visually, you can tell Word to compare the documents and merge the changes into one document. From within that one document, you can view all the changes from all the reviewers or view only those from a specific reviewer.

When you compare documents, Word generates a composite document in the center pane and displays the two original documents on the right. Differences between the documents, and changes that were tracked in either original document, are shown as tracked changes in the composite document and in the Revisions pane.

You can compare any two documents. To compare multiple edited documents to one original, combine all the edited documents and then compare them with the original.

To compare or combine two documents and annotate changes

1. Start from a blank document or any existing document.

2. On the Review tab, in the Compare group, click Compare to track changes from only one document or Combine to track changes from both documents.

3. In the Compare Documents or Combine Documents dialog box, under Original document, click the arrow to expand the list. The list contains files you’ve recently worked with listed in alphabetical order.

4. If the document you want to designate as the first document appears in the list, click it. If not, click Browse (the first item in the list) to display the Open dialog box. In the dialog box, navigate to the document you want, click it, and then click Open.

5. Use the same technique in the Revised document area to select the document you want to designate as the second document.

6. In the Label changes with box or boxes, enter the name or names you want Word to assign as the reviewer when marking differences between the documents.

7. If the dialog box doesn’t include the Comparison settings and Show changes areas, click the More button to display them.

8. In the Comparison settings area of the dialog box, select the check boxes of the content differences you want to annotate.

9. In the Compare Documents or Combine Documents dialog box, click OK to create the combined document and display the combined and original documents.

To display a previous version of a document

1. On the Info page of the Backstage view, in the Manage Document list, click the version you want to display.

To compare a document to a previous version

1. Display the previous version of the document.

2. On the information bar at the top of the previous version, click the Compare button.

To roll back to a previous version of a document

1. Display the previous version of the document.

2. On the information bar at the top of the previous version, click the Revert button.

To change how often Word automatically saves document recovery versions

1. Display the Save page of the Word Options dialog box.

2. In the Save AutoRecover information every box, enter the number of minutes Word should allow to pass before saving a recovery version of the document.

3. Click OK to close the dialog box.

Restrict formatting You can limit formatting changes to a specific list of styles that you select, or to the “recommended minimum” style set, which consists of all the styles needed by Word for features such as tables of contents. (The recommended minimum set doesn’t necessarily include all the styles used in the document.) Restricting formatting prevents anyone from adding or applying styles that you don’t want to have in your document.

Restrict editing You can limit changes to comments, tracked changes, or form field content, or you can permit no changes at all.

You can implement these types of restrictions from the Restrict Editing pane.

When restrictions are turned on, the Restrict Editing pane provides information about the actions you can perform in the document. Ribbon buttons that apply restricted formats are unavailable (grayed out).

To display the Restrict Editing pane

1. Do either of the following:

• On the Info page of the Backstage view, click the Protect Document button, and then click Restrict Editing.

• On the Review tab or Developer tab, in the Protect group, click the Restrict Editing button.

To restrict the styles permitted in a document

1. Display the Restrict Editing pane.

2. In the Formatting restrictions area of the Restrict Editing pane, select the Limit formatting to a selection of styles check box, and then click Settings to display the Formatting Restrictions dialog box.

3. Select the permitted styles by doing one of the following:

• To allow only the recommended minimum style set, click the Recommended Minimum button.

• To allow only specific styles, click the None button and then, in the Checked styles are currently allowed list box, select the check boxes of the styles you want to allow.

• To allow all styles and restrict only formatting, click the All button.

4. Select the permitted formatting by doing any of the following:

• To permit Word to automatically format elements such as hyperlinks, bulleted lists, and numbered lists that aren’t specified by a style, select the Allow AutoFormat to override formatting restrictions check box.

• To permit only the current document theme, theme colors, and theme fonts, select the Block Theme or Scheme switching check box.

• To permit only the current style set, select the Block Quick Style Set switching check box.

5. Click OK to implement the restricted set of styles. Word displays a message warning you that restricted styles will be removed.

6. In the message box, click Yes to remove any restricted formatting and revert restricted styles to Normal.

7. In the Start enforcement area of the Restrict Editing pane, click Yes, Start Enforcing Protection to open the Start Enforcing Protection dialog box.

8. If you want to require a password to turn off the restrictions, enter the password in the Enter new password and Reenter password to confirm boxes. Otherwise, leave the boxes blank.

9. In the Start Enforcing Protection dialog box, click OK to turn on the restrictions.

To restrict the editing permitted in a document

1. Display the Restrict Editing pane.

2. In the Editing restrictions area of the pane, select the Allow only this type of editing in the document check box.

3. In the Allow only this type of editing in the document list, click one of the following:

• Tracked changes

• Comments

• Filling in forms

• No changes (Read only)

4. In the Start enforcement area of the Restrict Editing pane, click the Yes, Start Enforcing Protection button to open the Start Enforcing Protection dialog box.

5. If you want to require a password to turn off the restrictions, enter the password in the Enter new password and Reenter password to confirm boxes. Otherwise, leave the boxes blank.

6. In the Start Enforcing Protection dialog box, click OK to turn on the restrictions.

To remove restrictions for specific people

1. Display the Restrict Editing pane.

2. In the Editing restrictions area of the pane, select the Allow only this type of editing in the document check box and then select the type of editing you want to permit for all users.

3. In the document, select the content that you want to permit a specific person or specific people to freely edit.

4. In the Exceptions area, if the Groups or Individuals box does NOT list the people or person you want to permit to edit the selection, do the following:

a. Click the More users link to display the Add Users dialog box.

b. Enter the user credentials of the person or people you want to allow to freely edit the selection.

c. In the Add Users dialog box, click OK.

5. In the Exceptions area, select the check box that precedes each group or person you want to permit to edit the selection.

6. If you want to permit the editing of additional sections of content, repeat steps 3 through 5.

7. In the Start enforcement area of the Restrict Editing pane, click the Yes, Start Enforcing Protection button to open the Start Enforcing Protection dialog box shown in the earlier procedure to restrict the styles permitted in a document.

8. In the Start Enforcing Protection dialog box, click User authentication, and then click OK to turn on the restrictions.

To remove editing and formatting restrictions

1. Display the Restrict Editing pane.

2. At the bottom of the pane, click the Stop Protection button.

3. The Unprotect Document dialog box opens regardless of whether a password is required.

4. In the Unprotect Document dialog box, enter a password in the Password box if one is required. Otherwise, leave the Password box blank. Then click OK to remove the restrictions.

You can assign a password to a document while working in the document or when saving the document. Word offers two levels of password protection:

Encrypted The document is saved in such a way that people who do not know the password cannot open it at all.

Unencrypted The document is saved in such a way that only people who know the password can open it, make changes, and save the file. People who don’t know the password can open a read-only version. If they make changes and want to save them, they have to save the document with a different name or in a different location, preserving the original.

To recommend against changes to a document

1. Display the Save As page of the Backstage view.

2. Using locations in the Places list, the current folder, or recent folders as a starting point, navigate to the folder you want to save the document in. If necessary, click Browse to display the Save As dialog box.

3. If you want to protect a copy of the document instead of the original, enter a name for the copy in the File name box.

4. Near the lower-right corner of the Save As dialog box, click the Tools button. Then in the Tools list, click General Options.

5. In the General Options dialog box, select the Read-only recommended check box, and then click OK.

To prevent unauthorized changes by setting a password

1. On the Save As page of the Backstage view, navigate to the folder you want to save the password-protected document in. If necessary, click Browse to display the Save As dialog box.

2. If you want to protect a copy of the document instead of the original, enter a name for the copy in the File name box.

3. Near the lower-right corner of the Save As dialog box, click the Tools button. Then in the Tools list, click General Options.

4. In the General Options dialog box, enter the password you want to assign to the document in the Password to modify box. Then click OK to display the Confirm Password dialog box.

5. Enter the same password in the Reenter password to modify box, and then click OK to set the password.

6. In the Save As dialog box, click Save. If Word prompts you to overwrite the original document, click Yes.

To test the security of a password-protected document

1. Open the document and verify that Word displays the Password dialog box.

2. Enter an incorrect password, click OK, and verify that Word denies you access to the document.

To open a password-protected document for reading

1. Open the document.

2. In the Password dialog box, click the Read Only button to open a read-only version of the document.

To open a password-protected document for editing

1. Open the document.

2. In the Password dialog box, enter the password that you assigned to the document, and then click OK to open a read/write version of the document.

To remove password protection from an unencrypted document

1. On the Save As page of the Backstage view, in the Current Folder area, click the current folder.

2. At the bottom of the Save As dialog box, in the Tools list, click General Options.

3. In the General Options dialog box, select the contents of the Password to modify box, press Delete, and then click OK.

4. In the Save As dialog box, click Save.

To prevent document access by setting a password

1. Display the Info page of the Backstage view.

2. Click the Protect Document button, and then click Encrypt with Password.

3. In the Encrypt Document dialog box, enter the password you want to assign in the Password box, and then click OK.

4. In the Confirm Password dialog box, enter the same password in the Password box, and then click OK.

5. Close the document and save your changes.

Or

1. On the Save As page of the Backstage view, navigate to the folder you want to save the password-protected document in. If necessary, click Browse to display the Save As dialog box.

2. If you want to make a password-protected copy of the document, enter a name for the copy in the File name box.

3. Near the lower-right corner of the Save As dialog box, click the Tools button. Then in the Tools list, click General Options.

4. In the General Options dialog box, enter the password you want to assign to the document in the Password to open box. Then click OK to display the Confirm Password dialog box.

5. Enter the same password in the Reenter password to modify box, and then click OK to set the password.

6. In the Save As dialog box, click Save. If Word prompts you to overwrite the original document, click Yes.

To remove password encryption from a document

1. Open the document and enter the correct password.

2. On the Info page of the Backstage view, in the Protect Document list, click Encrypt with Password.

3. In the Encrypt Document dialog box, delete the password from the Password box, and then click OK.

After you save a document to a shared location, you can open and edit the document that is stored on the site just as you would if it were stored on your computer. Other people can also open and edit the document either by browsing to it or from an invitation that you send. This facilitates efficient collaboration between people regardless of location, schedule, or time zone.

When other people open a shared file for editing, Word alerts you by updating the Share button label on the ribbon and in the Share pane.

Word keeps track of the content that people are editing and locks paragraphs until the changes are shared to other editors. You can choose to automatically share your changes, or share them only when you save the document.

If each person working in the document tracks his or her changes, the tracked changes remain available so that the document owner can accept or reject changes when the team has finished working on the document.

To make a document available for coauthoring

1. Save the document to a SharePoint document library or OneDrive folder.

To begin coauthoring a document

1. If the document is stored in a SharePoint document library, do NOT check it out.

2. Open the document directly from the document library or OneDrive folder.

3. Edit the document as you would normally.

To display the Share pane

1. Do either of the following:

• Click the Share button located at the right end of the ribbon.

• On the Share page of the Backstage view, click the Share with People button.

To invite other people to edit a shared document

1. Display the Share pane.

2. In the Invite people box, enter the names or email addresses of the people you want to send a document link to.

3. In the message box, enter any specific message you want to include in the sharing invitation.

4. Click the Share button to send an email message that contains a link to the document.

To identify areas locked by other reviewers

1. Display the Navigation pane.

2. Scan the Navigation pane for icons.

Or

1. Scan the left margin of the document for nametags and paragraph selection brackets.

To display changes made by coauthors

1. Do either of the following:

• Save the document.

• On the status bar, click the Updates Available button.

To configure Word to quickly make your changes available to coauthors

1. Display the Share pane.

2. In the Automatically share changes list, click Always.

Or

1. Display the General page of the Word Options dialog box.

2. In the Real-time collaboration options area, in the When working with others... list, click Always.

3. In the Word Options dialog box, click OK.

Mark up documents

Display and review document markup

Compare and merge documents

Control content changes

Coauthor documents

1. Turn on change tracking.

2. In the last column of the table, select the words some good, and then attach the comment They carry the new Ultra line.

3. Configure the review settings to display the All Markup view of changes and to display only comments and formatting in balloons.

4. If necessary, scroll the document to display the table. Perform these tasks in the Fabrikam row of the table:

• In the Prices column, delete the word much from the phrase Some much lower.

• In the Service column, insert but slow after the word Adequate.

5. Perform these tasks in the Northwind Traders row of the table:

• In the Quality column, replace the word Poor with Substandard.

• Point to the deleted word and then to the inserted word to display information about the changes in ScreenTips.

6. Configure the review settings to display revisions in balloons instead of inline.

7. Restore the inline revision indicators and remove the balloons.

8. Move the last sentence in the paragraph to the beginning of the paragraph.

9. Turn off change tracking.

10. Configure the review settings to display the Simple Markup view.

11. Save and close the document.

1. Configure the review settings to display the Simple Markup view of changes.

2. Display only revisions made by Mike Nash.

3. Use the Next Comment button to move to the first comment shown in the document, which is attached to the word competitors. Delete the comment.

4. Move to the second comment, which is attached to the word Adequate in the Service column of the table. Point to the word in the table to display a ScreenTip that contains the name of the person who inserted the comment and the date and time the comment was inserted. Notice that the ScreenTip displays more information than the comment bubble.

5. Click the Reply to Comment button in the second comment bubble. In the reply box, enter If you had been a real customer, would you have left?

6. Display the Revisions pane on the left side of the app window. Then drag the pane away from the side of the window so that it floats independently.

7. In the Revisions pane, expand the detailed summary of revisions and note the types of revisions in the document.

8. Configure the review settings to display revisions made by all reviewers.

9. Scroll through the revisions in the pane, and then close it.

10. Configure the review settings to display the All Markup view of changes.

11. Hide all comments in the document.

12. Move between the tracked changes in the document. Accept all the changes in the text paragraph. Process the changes in the table as follows:

• Reject the table formatting change.

• Accept the deletion of the word much.

• Reject the changes associated with the addition of the words but slow.

• Accept both of the changes associated with the replacement of Poor with Substandard.

13. Configure the review settings to display the No Markup view of changes. Then change the balloon setting to the one you like best.

14. Save and close the document.

1. Compare the MergeDocs1 and MergeDocs2 documents, by using the following settings:

• Label unmarked changes from MergeDocs2 with your name.

• Select all available comparison settings.

• Mark the differences in a separate document.

2. When Word completes the comparison, ensure that the Revisions pane is open on the left, the merged document in the center, and the two original documents on the right.

3. In the center pane, scroll through the document to review all the revisions, and then in the Revisions pane, scroll through the individual revisions.

Before changes can be accepted in the document, conflicting changes must be resolved.

4. In the Revisions pane, locate the deleted instance of March and then accept the deletion.

5. Click each change that remains in the Revisions pane to display that location in the three document panes.

6. Click the merged document in the center pane to activate it. Then accept all the changes in the document at the same time.

7. Close the Revisions pane, and then close the two windows on the right side of the screen.

8. Save the merged document as MyMergedDocument, and then close it.

1. Save a copy of the document, naming the copy MyControlChanges, and require the password P@ssw0rd1 to modify the document but no password to read the document.

2. Configure the document options to recommend that people open a read-only copy of the document.

3. Close the document, and then open a read-only version of it.

4. Attempt to make a change and verify that you can’t save the changed document.

5. Close the document, and then use the password to open an editable version of it.

6. Remove the password protection from the document.

7. Encrypt the document and require the password P@ssw0rd2 to open it.

8. Restrict the formatting in the document to only the recommended minimum styles.

9. Block users from switching schemes or style sets.

10. Turn on the restrictions and remove any formatting and styles that don’t meet the requirements you selected. Notice the changes to the document.

11. Configure the editing restrictions so that you can edit only the first paragraph of the document but other people aren’t permitted to make any changes.

12. Save and close the document.