COURSE TRANSCRIPT

Course Transcript

Microsoft® Word 2010: Level 21. Welcome to this course on Microsoft® Word 2010 Level 2.

2. Course Player Instruction: The following instructions will help you to navigate through this online course. Please watch and listen to this short tutorial. First, notice the play button. You can move through the course by using the controls at the bottom of the screen. When the progress bar reaches the end of the track, you have reached the end of the slide. To advance to the next slide, click the right arrow. To go back to the previous slide, click the left arrow. To pause, click the pause button. Click the play button again to continue. You can also use the course outline at the left to navigate through the course by clicking an item in the Course Outline. In some courses, additional features such as Search and Notes may appear as tabs next to the Outline tab at the top of the Course Outline. Click the volume icon at the bottom of the screen to adjust the volume. Move the slider up to increase the volume, or down to decrease the volume. Some courses contain activities that require you to interact with the screen. Many activities require you to click the Submit button at the bottom right to submit your answers. If the course contains attachments, they can be accessed by clicking Attachments at the top right of the screen. Clicking Attachments opens the Attachments windows. To read or download an attachment, click the link for the attachment. Close the Attachments window by clicking the OK button at the bottom right of the Attachments window. If the course contains a final exam, you can access it after you advance through the course to the final slide. To take the exam, click the “Take the Exam” button on the final slide. This will close the course player window and take you to the exam. To exit the course at any time, click Exit at the top right of the screen and then click the “Exit Now” button. To resume the course later, visit your Inbox and locate the course you wish to resume. Then click the start button to the left of the course title. When asked, “Would you like to resume the course where you left off?,” click Yes. You will then be able to continue the course. This concludes the Course Instructions tutorial. We hope that this introduction helps you move through the course more easily. You may now click the right arrow to continue this course.

3. Course Introduction:

This is the second of our two-part tutorial on Microsoft® Word 2010, another of the many applications associated with the suite of Microsoft® Office 2010 products. We will continue to investigate Word 2010’s wide array of tools specially designed to

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meet the word processing needs of both professional and student alike. This course will discuss the processes necessary to facilitate a document flow within a multi-user environment. This includes, the tools required to allow team collaboration, review and editing of a single file within a design flow. As well, this course outlines how Word 2010 deals with data that is linked across various platforms along with users who must compare and contrast more than one document on a single system. Finally, we investigate how you can apply appropriate document protection to your work and how to modify your data security.

4. Course Objectives:

After completing this course, participants should be able to:

Identify the benefits of activating Tracking Change when posting a document.

Understand the best methods for viewing multiple pages.

Discuss the importance of formatting marks and their use in Word 2010.

Explore the purpose of bookmarking locations within your document.

Utilize the appropriate steps for securing their document type.

5. Tracking Changes:

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6. Activate Track Changes:

In professional environments, development of a specific document is often a joint effort. You often seek the collaboration of various team members on the topics, editorial review for accuracy and then sign-off by management. It would certainly be efficient to identify specific updates or modifications when they occur as the document is passed around. Fortunately, Word 2010 has us covered with its intuitive Tracking functionality.

Word provides a strategic tracking mechanism that will identify any deletions, insertions and formats of a document’s data or its structure. This function is also efficient during collaboration projects whereby all users are working on a single, living document that is accessible via a common database. Each person’s revisions are identifiable. A common term for this type of activity is redlining, which refers to a common action of editors to manually strike through words with a red pen.

When Bill, across the hall, sends you a 40-page study on the latest medical trend requiring your feedback on it, he should first activate Track Changes before sending it on. By doing this, any modification you make will be identified clearly.

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Let’s look at activating this manual function.

From the Ribbon, choose the Review tab. Select Track Changes. The button will turn orange to indicate it is currently active on this document. A shortcut to activating this function is Ctrl + Shift +E. Save the document. Now, anyone changes to this document will be tracked.

Remember: You should only activate this function when you are done with your portion of the document’s creation, otherwise it will consider your work as changes.

7. Benefits of Tracking Function:

Whether your document is only a rough draft, in development or actually in the final stages of review, activating Track Changes functionality can be beneficial on several levels. Let us review the benefits of the Tracking Function:

It preserves the initial structure and information of the document.

It provides the owner with the option of accepting the changes or declining them.

All work is credited appropriately to its creator.

The concept of a living document is beneficial for stimulating conversation and building team skills. The easy insertion of comments provides each person a forum for equal feedback.

8. Tracking Set-up:

Now that you have applied Track Changes to your document, you can forward it on to other users or save the file in an accessible folder. You can expect to see these tracking notations:

Data added to the document will show in color.

Data removed from the document will show as a strike-through.

A balloon will be displayed in the right margin displaying comments or formatting adjustments.

Each user will have a uniquely assigned color to their tracking so you can differentiate the edits.

Hovering over a balloon will also provide details such as time, date and editor name.

Instead of balloons, you can have all changes placed in a list. This is done through the Review tab. On the ribbon, under the Tracking group, click the Reviewing Pane

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drop-down arrow. This provides you the choice of a Horizontal or Vertical list. That specific list will appear and reflect modifications sorted by category going forward.

Further specialization to your update tracking is done under the Track Changes Option located on this drop down arrow. The window that opens provides you a myriad of formatting choices to set forth for future edit tracking. These options will allow you to coordinate colors to specific changes or specific users.

Another important option is the Show Markup button here. As you can see, this allows you to select or deselect the various edit types. You could choose to show only things removed from your document or all the edits made by just your manager. By default all editing will be opted as on for all editors of your documentation.

9. Using Track Changes:

As I post my portion of a collaborative document to an internal location, with Track Changes active all revisions to the document will exist in a temporary format. Even my ongoing editing will be tracked by this tool. At this point, the system considers these modifications as recommended additions.

Microsoft® Word 2010 is designed to promote communication between collaborative users. As we saw earlier, any user can insert a comment referencing any portion of the document, from the header to the Works Cited page. To do this, highlight the text to which you are commenting then click New Comment from the ribbon. If you have a Reviewing Pane active, the comments appear in the list. Otherwise, a balloon is created. Either area will be available to enter comments.

Notice that the top option in the Tracking Group shows Final: Show Markup. This means the document is revealing all edits and comments to all users. To temporarily view the document without this collaborative tracking, change this to either Original or Final.

When all available users or editors have applied their revisions, these marks should be validated or dismissed. Along the ribbon under the Review tab, you will find Accept and Reject buttons in the Changes Group. One by one you should review each color-coded change and make a decision on it using these buttons. If you accept it, the change will be incorporated into the document, removing the colors and formatting. Rejecting it will delete the edit. You can also accept or reject all changes in the document via the last option in the drop-down fields.

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You may be wondering what stops other people from accepting or rejecting changes themselves without you knowing about it. Unless your document is secured it is not protected from this activity. Review our section on security for more information.

Finally, click on the Reviewing Pane if it’s not already open. This will provide a summary of tracking changes that were posted on your document that still require a decision. Always check this before assuming all tracked changes have been validated.

10. Full Screen Reading View

Under the View tab you will find the Document View section. To this point we have been working mainly in the Print Layout which you will see is the default option for creating Word documents. However, when you are actually reviewing a document, an excellent option is the Full Screen Reading View.

Also called Reading Layout view, you will find our text placed into two columns like a book. The pagination and layout of the document has been made more user-friendly. While it wouldn’t be perfect for judging the document’s structure or overall page beauty because of these changes, it is much easier to read, highlight and place comments upon. You cannot make changes to the data itself however.

You’ll also find along the top are the Next and Previous screen indicators. Selecting the Screen option to move anywhere within the length of the document or specific heading location.

On the right is View Options, which will open a menu listing several important Word functions useful when reading a document. These items give you control over the appearance of this view.

To the left is the Tools menu offering immediate access to tools for reviewing and making notes.

11. Handling Multiple Documents:

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12. Merging Data:

Your Word files act as electronic documentation. While it is an effort to type the information in, the digital format does offer multiple short cuts when it comes to moving and duplicating the information.

One process that you will encounter is the need to merge data from two separate Word files. If you need some or all of the data from one file to be added to another

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file, it certainly seems redundant to retype it. Fortunately, we have the function named merge which allows you to keep the entire document intact and combine it with another.

First, open the document that should receive the other document data. Place your cursor at the appropriate insertion point for the incoming data.

Find the Text group on the Ribbon under the Insert tab. Locate the Object command and click the drop-down arrow.

Select Text from File.

The dialogue box will open allowing you to locate the file. Double-click on the file from which you want all data imported. The document’s data will appear at the insert point.

Save the new document. The file you selected remains intact.

13. Viewing Multiple Pages:

There are times when it will be necessary to view more than one Microsoft® Word document at a time. You may have the need to compare and contrast specific pages or, in a teaching scenario, use one as a master version to grade another. Word provides us the ability to view two files at a time.

To start with, open up both Word files that you wish to view.

On the ribbon, jump to the View tab.

From here you can flip back and forth from one file to the other by clicking the Switch Window button. When you first select it, you can see it lists all the open documents on your system. The file you are currently viewing is shown with a check mark. To view different documents simply click on the file’s name from the list.

To see two documents on one screen, go back to the ribbon and click View Side by Side. The screen should fill with both documents, one of the right and one of the left. You can scroll each one individually. By choosing the Synchronous Scrolling option on the ribbon, you can cause the documents to scroll together.

As you manage multiple documents, remember that each one contains its own functions and commands as though two Word 2010 applications were open separately. When you are done viewing one, you can close that document to have the screen expand fully again.

14. Contrasting Two Versions:

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Susan and John have been tasked with completing their psychological case study on a student. They both took the rough draft and made their own tweaks and edits to it as they were unable to collaborate on a mutually accessible document version. Now, days later, they have both submitted their own completed final draft. First, we’ll examine the edits made by Susan. Under the Review tab along the ribbon, choose the drop-down arrow on Compare.

Select the original document from the drop-down list.

Select the Susan’s version and click OK. Word will immediately begin comparing the two documents, top to bottom. We receive a display listing every change, along with viewable versions of both documents, similar to the Tracking Change tool. We can go through each edit and accept or deny them.

If you don’t see this, look under Compare and Select Show Source Documents, then Show Both. This forces the original documents and the new document to be viewable.

Let’s try it again. Because in our case, we have two new versions of the same document and we need to check out all the edits performed to determine what to keep and what to remove.

Let’s click Combine under the Review tab. We don’t need to see the original documents this time so make sure Show Source Documents states to Hide them.

In the two fields we will merge Susan’s version and John’s version. By clicking OK we end up with a document reflecting all the changes performed by both associates. Now we can accept or deny each edit to reach a final version. All revision marks are kept in both copies and remain attributed to the original reviewers.

15. Development Tools:

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16. Formatting Marks:

As you construct your document and begin to use many of the tools you have available, the structure of your page can often become unbalanced. Everything you do, from adding characters to adjusting indents to moving tabs, each action creates data on the page. These spaces are often invisible which means once they exist they are touch to remove. Excess spaces result in an unorganized page.

Fortunately, Word provides symbola That’s probably because it is. Behind the scenes, your document is managed through a series of marks that define ever row, space, paragraph and tab. They are called formatting marks and gaining access to

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them can similar to providing someone the answers to a puzzle. It may not be something you want active at all times but it is a good idea to understand how to use them.

On your ribbon under Home, select the Show/Hide button that looks like a Pi symbol. This will activate your formatting marks. As you scroll through your document, you will notice all sorts of symbols, each representing a different format action performed on the page. As you identify them, you can locate missing, additional or misplaced marks and make the correction. Let’s review the various types.

17. Formatting Marks (Continued)

18. Tab Stops:

As we discussed in Microsoft ® Word 2010 Level 1, the tab key was one of the more important keys used on the typewriter and still plays valid role in word processing. It allows you to advance the insertion point to automatically placed spots along a row and is very important when handling multicolumn lists. These spots are called Tab Stops and are set every half inch but you can also manually replace or supplement them.

You can create various types of tab stops via the tab selector at the top of your vertical ruler. Scroll through it to select the appropriate one and then click the horizontal ruler to place it. By default there are no tab stops on the ruler of a blank document. You will find a couple additional options of the tab selector, they are indents.

The different tab stops are as follows:

A Left Tab Stop sets the start position of text that will then run to the right as you type.

A Center Tab Stop sets the position of the middle of the text. The text centers on this position as you type.

A Right Tab Stop sets the right end of the text. As you type, the text moves to the left.

A Decimal Tab Stop aligns numbers around a decimal point.

A Bar Tab Stop doesn't position text. It inserts a vertical bar at the tab position.

19. Building Blocks:

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It is rare that you will be creating a totally unique document everytime you work in Microsoft® Word 2010. Whether it’s the same opening closing sentences, template or graphical items, reusing certain data types is common. It would be great to maintain a library of these reusable items.

You’ll be happy to know this does exist in the form of Building Blocks. You have built-in blocks of data at your disposal for formatted areas like headers, footers and cover pages. As well, you can create your own Building Blocks as you go along.

As you go along, identify the word, phrase or item you want to save for later use. Confirm it is spelled and formatted properly. Under Insert on the ribbon, select Quick Parts to open your gallery. At the bottom of the window, choose Save Selection to Quick Parts Gallery.

The window will open to allow you to define the Building Block. First define the name appropriately. On the Gallery drop-down, choose Autotext. I will show you why in a moment.

Next, create the category or create a new one.

Choose the folder to place this Building Block.

Finally, under Options, select how the Building Block will appear when chosen. Insert Content Only will have it appear right where the Insert Point is located. Click OK.

Now in the future when I want to reuse this item, I can locate the gallery by choosing Quick Parts and hovering over Autotext. All my Building Blocks will be selectable here to be inserted at my insertion point.

20. File Types:

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21. File Format Versatility

By now you’ve uncovered just how incredibly versatile Microsoft® Word 2010 is as a word processing device. However, not every project you create is bound and reliant on textual data. Often, you will need to include various data formats offering statistical or pictorial input that were generated by both Office and non-Office applications. Fortunately, Word is very versatile when working with other file types often allowing you to imbed the visual data right into the document. This prevents users from the need to rely on outside sources or other programs to access your data type.

Some of the most prevalent data types are:

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Graphic and Picture Files

Tables

Smart Art

22. Graphic and Picture Files

Inserting a graphic or image file can be as easy as jumping to the Insert tab on the ribbon and choosing Picture. It will open your directory so you can locate the appropriate file. The image will be placed at your current insertion point.

In addition, while the image is selected, Word provides you a special ribbon tab called Format which contains specific controls for applying various effects and formatting functionality. An important option titled Wrap Text will aid in positioning the picture appropriately in line with the text.

As you gather images for your documentation, you will find that there are various file types. For instance, the GIF is great for computer generated images that were created with a limited color palette while the JPG is much better in displaying photographs. The size of the file doesn’t necessarily dictate the quality of the image. Nonetheless, the file format is the standard by which the information on each pixel is recorded.

The technical differences in these file types consist of color depth and compression. Just like a table, graphic images at their most basic level are simply grids of tiny colored pixels. Color depth, also called bit depth, is the number of bits required to uniquely describe each possible color a pixel can be. The larger the graphic file, the more broadly defined the color of the image.

Compression is an algorithm that shrinks a file size by storing pixel color more compactly. While some file formats don’t support compression, others support either lossless or lossy compression.

23. Tables and Charts

Just like an Excel spreadsheet, a table is a series of cells aligned in a grid of rows and columns. Each cell acts like a text box housing information that is better understood when it is grouped in a table. For example, organizing sets of information is best accomplished in a table format.

To insert a table, choose Insert from the ribbon and select Table. Drag across the grid to select the number of rows and columns necessary for your data group. The size of the table will auto-fit to the page but can be easily adjusted by right-clicking anywhere on the table and using the appropriate function.

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24. Smart Art

SmartArt replaces and improves upon the Diagram feature which was used in earlier versions of Microsoft® Word. SmartArt empowers you to design a variety of stylish diagram concepts using professional and creative visual displays. There are eight categories available to choose from including lists, cycles, process flows and hierarchy diagrams.

Simply select SmartArt from your ribbon under the Insert tab. You can review the vast quantity of diagrams available by reading the description and seeing a visual example. Click on the desired diagram layout and then click OK.

A text pane will appear to the left of the empty diagram layout allowing you to input the data reserved for each position of the diagram. Once your data is entered, click OK. While the diagram is now set, you still have options and adjustments to make. Using the Layout tab, you can rotate through various shapes, colors and even other diagram formats to locate the most effective diagram for your data.

25. Data Sharing

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26. Data-Sharing Functions

It is often easy to forget that Word 2010 is similar in many ways to the Windows operating system as they are both Microsoft products. Just like the broad scope of connectability offered Windows, Word has an expanded repertoire of data-sharing features providing easy transfer or linkage of information from one application to another.

At the most basic level is Cut, Copy and Paste which we examined previously in Netsmart University’s Microsoft® Word 2010 Course Level 1. These functions use the Clipboard to store data as it is added and moved from one location to another.

Unfortunately, this type of transfer is limited. There is no connection created between the locations. A change to the original information does not create a change to the new copy leading to inaccuracies and multiple versions. Fortunately, Word does provide information sharing functions that are built on active connections between the source and the destination. They are:

Bookmarking – The creation of an invisible marker allowing a link to that location rather than the document as a whole.

Hyperlinking - This is a text-based link to the original source document, causing a jump to the original document.

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Object Linking – T+

he creation of a link between a pasted copy and the file with the original object causing an accurate update of information.

Object Embedding - Allows insertion of multiple content types without conversion to Word format. This allows embedding in its native program later.

Insertion with Field Codes – Uses InsertText and InsertPicture field codes to link external files to a Word document.

27. Use of Bookmarks:

When you put down your paperback novel, its commonplace to insert a bookmark to indicate where you left off. Likewise, Microsoft® Word 2010 provides users an electronic bookmark tool that has various uses. Just like a physical placeholder for your book, the bookmark tool in Word allows you to signify a specific location within a given document. Once this is set up, it acts as a digital identifier to that location.

Let’s review the setup.

As we scan through our document, we’ll locate a spot that you would be appropriate for a bookmark. Usually, this would be a spot representative of a normal starting spot, like a new chapter or a reference point. Use the mouse to place the insertion point there.

From the Insert tab, select Bookmark.

A list of any existing bookmarks for this document will appear. Input the one-word name of your new bookmark. Use the underscore to merge multiple words as the name. Click Add.

This book has been added to the full list of bookmarks for your document. With the Format Marks option selected, you can identify any existing bookmarks within the document. Coming up, we’ll see how hyperlinks are applied in conjunction with the bookmarks.

Once you have set up a bookmark, you now have the option to perform various functions. For example, you can identify specific locations in your document to which you can return. You can create cross-reference links using bookmarked locations within one or multiple documents. Plus, you can create a structured Table of Contents with clickable links using all the assigned bookmarked locations.

28. Hyperlinks:

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Hyperlinks provide us the opportunity to create an automatic jump point from any place in our document to a designated location. This link can send the user to a predefined bookmark location, to a website or even to an entirely different file. By default, Word will convert both web and email addresses automatically to a live hyperlink.

You can recognize a hyperlink as the wording will be blue and underlined. To follow a hyperlink is to activate the link so we are sent to the location or viewing the data. The default method for following a hyperlink is to hold CTRL and click on the now colored, underlined wording. The exact color of the link will depend upon your established theme. You can alter this activation method and deactivate the automatic creation of hyperlinks from within the Backstage View.

Benefits of a hyperlink include:

Instructions and description of the link so the user is informed prior to linking.

Creation or a user-friendly link rather than the confusing URL or summarized bookmark online.

Access to the linked information without exiting the existing document.

Can be used to link web addresses, files and bookmarks

29. Hyperlinks (continued)

To create a hyperlink, confirm the target location is accessible for that user. That is, that the bookmark has been created or that the website or file is accessible by a target user.

Next, we’ll select the text to be activated as a hyperlink or the location to place it. For example, I want people to be able to select this word and be redirected to my bookmarked link.

On the ribbon, from the Insert tab, select Hyperlink. The dialog box will open requiring us to define specific information about the potential link.

To create a hyperlink to a web address, choose Existing File or Web Page. Then input the URL for the site in the bottom field. At the top, enter what the link should show on the document. If you simply type a URL or an email address into your document, Word should recognize it and change it to a hyperlink.

For a bookmark, choose Place in this Document. The list of existing bookmarks should appear for you to select the appropriate one.

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To link to a file on your hard disk, choose Existing File or Web Page. Use the folder list found via the Look In box to browse and click on the file. At the top, input the name of the file as shown on your document.

A ScreenTip can be added to assist your users on how to access the hyperlink. It can be viewed by simply hovering over the hyperlink with the mouse. Select and input your directions in the ScreenTip button and click OK. If you do not set up a ScreenTip, the hyperlink’s address will be defaulted as the ScreenTip.

When you are finished, click OK. The color change and an underline will confirm a hyperlink’s activity.

To deactivate a hyperlink, right click on it and choose Remove Hyperlink from the menu.

30. Advanced Hyperlinking

Hyperlinking provides you the opportunity to connect your document with an indefinite amount of other files and document types, creating a web of information sources. Word offers you a great deal of flexibility in this endeavor. Let us touch on some of the more complex, but no less important, functions involved in hyperlinking.

If a picture says a thousand words, why shouldn’t we use it in the document when appropriate? Graphical items themselves can be used as a hyperlink device and often make more sense in certain situations.

Here’s my .jpg file I recently inserted into the document. I want users to be able to click the picture to act as the hyperlink. After highlighting it, from the Insert tab, select Hyperlink on the ribbon.

When the Insert Hyperlink dialog box appears, type the address or insert the link into the Address box.

Create a custom ScreenTip by inserting the appropriate text and clicking OK.

Click OK to finish. The picture will not change but you can confirm the hyperlink activity by hovering over the picture to view the ScreenTip.

31. Email Hyperlinks

You can also create a link that will engage the user’s email editor and begin a new email message with the recipient’s name completed. This is normally used when you wish to make it easy to promote feedback exchange from the user.

To create an email hyperlink, highlight the text or image to act as the hyperlink. You can use the actual email address or something that refers to it.

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Click Hyperlink to open the Insert Hyperlink dialog box. In the lower-left corner, click Email Address.

Input the email address to be used in the hyperlink. This is where the message will be sent. You can also input a subject line that will auto-populated.

Finally, you can alter the wording to display as needed. Click OK to activate the hyperlink.

32. Embedding Data:

To make additional file data accessible to a document user, you have option to embed the file. This creates a complete copy of the file within the Word document, which obviously increases its own size bit-wise. This function would allow you to display any portion or the entire embedded file at any time within the Word document.

To embed a file, place your insertion point where you want the object to show up.

On the Insert tab, click Object. The Object dialog box opens.

On the Create from File tab, click Browse.

Locate and select the file to embed and click Insert. Its path will appear in the File Name box. Review the two choices available.

Display as Icon – This will create an icon at the insertion point that represents the file. This can be selected by the user to open the file.

Link to File – This creates a link for the user to jump to the file that has not been embedded.

If you select neither of these, the file will be pasted at the insertion point.

At any time, the embedded object can be accessed directly by a double-click. This will cause the object to open in its native application for editing. Office applications will have the appropriate ribbons supplied as well. Unsupported applications will open in a separate window for that application.

You can resize the activated file by dragging the bottom-right handle. Excel worksheets can be selected via the appropriate tabs along the bottom.

To close the native application window, click outside the object. For unsupported files, open the File menu of that application and choose “Return to”.

33. Cross-References:

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As you produce your professional document, directing your readers’ attention to a specific item somewhere else within your project is often necessary. You can generate clickable links that will have the user snap to that directed item by inserting a cross-reference.

A few examples of objects to which you can create a cross-reference:

List item

Footnote

Figure/Equation

To place a cross-reference, first type the introductory data. This is the sentence or wording that will link to the object, such as “See Figure 1A”. However, you won’t type out the words “Figure 1A”, the application will create this. Place your cursor where this object description should appear.

Under Reference tab on the ribbon, select Cross-reference. The Cross-reference dialog box should appear. You’ll notice that bookmarks are also available to be linked.

At the drop down, choose the appropriate reference type. That is, what you are linking to. On the right and bottom, choose exactly what you will be referencing and any specific section. When you click Insert at the bottom, a field will be created at the insertion point providing a link to the defined reference point. Note that change to the reference point data or location could damage the link. To update the link, select the field and press F9.

34. Security and Protection

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35. Setting Passwords

Obviously, depending upon the type of data you are dealing with in your project, some or all of the documentation may be considered off-limits to specific users who have access to the drive upon which it is stored.

Your first question should be to understand the level of privacy you wish to attain. Do you want to restrict access to opening the document or limit a person(s) ability to modify the document?

Microsoft provides us the ability to restrict users at a high level or all the way down to an individual level. We’ll start with high level security options first.

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You can place two separate passwords on a Word file, one is designed to restrict the access to open the file and one is to restrict the access to amend it. This allows you to provide passwords to different people depending upon what work they are allowed to perform.

Under the File tab, we’ll jump to the area known as Backstage. Choose Save As. The Save As dialog box should appear. Along the bottom, next the Save button, find the Tools option and select it. From the list, choose General Options. You should see this window, providing you two fields for passwords.

Here is where you can stipulate access levels. If you will have people who should and should be able to perform these actions, designate a unique password for both fields. When anyone tries to open thIS file, they will be prompted to input the password you placed in the first field. When someone attempts to modify the file data, they would need to supply the password from the second field.

Click Protect Document. You will be prompted to retype the passwords to complete the security steps.

Obviously these two passwords are considered very important so don’t lose them. You can change or remove the passwords at the same location in Word.

36. User Restrictions

Providing a password to a user to allow modification of a file is a useful action but not all user needs are that cut and dried. Sometimes, it is necessary to allow only specific types of changes or allow changes only in a certain area. To apply a varying degree of access or limitation to a user, this can be done through the Review tab by locating Restrict Editing along the ribbon.

The Restrict Formatting and Editing pane will open along the right providing you several options to assist in restricting modification of the document.

The first check box is Limit Formatting to a selection of styles. Choosing this will limit users to only be able to choose from the styles you have defined if they intend to modify the document. The Settings link will open a window providing a list of styles to assign.

The next check box is more defined, which is Allow only this type of editing in the document. From the drop down box, you must choose the editing that can be performed. For example, you can restrict editing to Comments Only or Form Fill-In Only from the user.

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You can even select a region of the document that can be edited and choose specific users who can perform the action under the Exceptions section. You have the choice of “Everyone” or pick each user from the “More Users” link.

When you have made all the selections, click Yes, Start Enforcing Protection. A dialog box will appear requesting you to generate a password for the security setting. Input it twice and click OK.

Going forward, users will be confronted with a window notifying them of the restriction and providing them with any regions they are allowed to edit.

37. Protected View:

Even word processing documents have the capability to harbor viruses or masquerade as malware. The most common of these used to be macro viruses which would travel with the document and infect the Normal.dot template, resulting in chaos within a program.

But that is just one example of a virus attack caused by an infected document containing active content, such as Macros or ActiveX controls. These are types motion displays or automated activities that you can incorporate into your document that could be exploited by a hacker to gain entry to your computer.

Fortunately, Microsoft® Office 2010 offers a new safety feature called Protected View, which allows you to set your view to read only access. This locks a document down so it is unable to launch any active content.

To activate or amend your Protected View settings, jump to the Backstage Area and choose Options.

Click Trust Center. Choose Trust Center Settings.

From the Trust center dialog box, click on Protected View. Here you can mark or clear check boxes to control what types of documents open in Protected View by default. When you are done, click OK.

Protected View will secure your system from specific file types. Documents that would be opened in protected view include:

Files downloaded through the Internet

Attachments within Microsoft® Outlook 2010

Files located in the Internet browser’s cache

Along with a protected view, you will recognize deactivated content as it will display a security warning on the message bar such as this.

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COURSE TRANSCRIPT

If you trust the source, click Enable Content. To learn more about the content, go to the Backstage View and select Info. Here you can investigate the data, review your Trust Center Settings or explore Microsoft’s information on this type of content.

This file will be saved in a trusted-document folder. Depending upon the type of content, it should not prompt you to Enable Content when you open it in the future.

38. Summary:

We studied how multiple users can effectively work on a single document.

We identified developer tools useful in project structure and efficiency.

We reviewed additional data types that complement word processing styles.

We studied the various methods for generating links to relevant information within a data project.

We discussed proper steps for securing data at multiple levels of effectiveness.

39. Take the Survey:

Thank you for joining us for this course on Microsoft® Word 2010 Level 2. Please click the button to go to the course

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