Microsoft® Word 2000 At a Glance

Author Jerry Joyce and Marianne Moon Pages 352 Disk N/A Level Beg/Int Published 05/07/1999 ISBN 9781572319400 ISBN-10 1-57231-940-2 Price(USD) $19.99 To see this book's discounted price, select a reseller below.	More Information About the Book Table of Contents Sample Chapter Related Series Related Books About the Author Support: Book & CD Rate this book

Chapter 11: Working on a Network

• Working on a Network
• Reading a Document On Line
• Creating an Online Word Document
• Creating a Background
• Formatting an Online Document
• Sharing an Online Document
• Limiting Access to a Document
• Creating a Hyperlink to a File
• Creating a Hyperlink to a Specific Part of a Document
• Creating a Hyperlink to Part of a Microsoft Excel Document
• Converting Text into Hyperlinks
• Making Text Stand Out
• Highlighting Text
• Using Word in Outlook E-Mail
• Sending E-Mail from Word
• Sending a Document as E-Mail
• Sending a Document Out for Comments or Edits
• Routing a Document for Review
• Reviewing a Document
• Reviewing Reviews
• Combining Reviews
• Comparing Documents

Working on a Network

Although printed documents are still an important part of most offices, many companies, from giant corporations to mom-and-pop operations, are doing more of their business on line. Working on a network reduces the clutter, expense, and time spent on paperwork, with the added benefit of saving some trees.

Microsoft Word provides an abundance of features that are designed to make your online work simple, efficient, and even enjoyable. There's a special view that scales a document to the size of your monitor for easy reading on line; you can use color schemes and special effects to add impact to your online documents and communications; and it's a snap to create active hyperlinks, or jumps, that move you instantly from place to place within a document or to designated spots in other documents.

Working on a network also simplifies collaboration with coworkers: you can circulate or route a document for comments or editing and then review the returned documents and accept or reject the proposed changes. We discuss one collaboration method-circulating a Word document on line with Word's tools and formatting available-in this section. The other way, which we discuss in the next section, is to work with Web documents so that anyone with a Web browser can review a document.

Reading a Document On Line

Most of us still feel that a printed document is easier on the eye than its screen version. However, Word's Web Layout view improves onscreen readability so much that it just might bring us closer to the day when the promise of the paperless office becomes a reality. Web Layout view makes your document look and act just like a Web page-it changes line breaks so that the document's text fits horizontally; sets the page length to one screenful; and can bring your document to life with animation, videos, sounds, brilliant colors, and jumps to other locations. However, Web Layout view has the same limitations as a Web page, so you'll find that you don't have as much control of the layout as you do in Print Layout view.

View a Document On Line

1. Click the Web Layout View button at the bottom left of the window.
2. Click the Document Map button on the Standard toolbar to display the Document Map if it's not already displayed.
3. Click the section you want to read to jump to that section.
4. Review the document.
5. Do any of the following:
   • Click a plus or minus sign in the Document Map to expand or collapse the listing of topics.
   • Close the Document Map to view the full width of the document.
   • Click a hyperlink to jump to another location or another document.
   • Edit the document or add comments.
   • Use the Web toolbar to navigate to other documents or to return to the original document.

Creating an Online Word Document

A Word document becomes an effective online document when you format it with elements that are designed for online use. Word provides all the features you need to create an attention-getting online document.

For information about adding a background, see "Creating a Background" on page 226.

For information about themes, see "Formatting an Online Document" on page 227.

For information about protecting a document, see "Limiting Access to a Document" on page 229.

For information about adding hyperlinks, see "Creating a Hyperlink to a File" on page 230 and "Creating a Hyperlink to a Specific Part of a Document" on page 232.

Create a Document

1. Switch to Web Layout view.
2. Apply a theme or add a background to the page.
3. Add your content.
4. Add special online elements:
   • Hyperlinks for jumps within the document, to other documents, or to Web pages
   • Sound or video clips
   • Pictures or other colorful items
5. If you want to protect the document so that no one can make unauthorized changes to it, choose Options from the Tools menu, and, on the Save tab, enter a password in the Password To Modify box. Click OK.
6. Save the completed document as a Word document in a shared folder, and close it.
7. Create hyperlinks to your document from other documents or from an e-mail message.

Creating a Background

When you're creating a document that's going to be viewed using Web Layout view, you can add an interesting background to enhance your text: colors, gradients, patterns that come with Word, or even an existing picture.

Add a Solid Background

1. In Web Layout view, point to Background on the Format menu.
2. Choose a color.
3. If you don't like any of the available colors, click More Colors, select a color, and click OK.

Add a More Interesting Background

1. Point to Background on the Format menu.
2. Choose Fill Effects from the submenu.
3. Click the appropriate tab, and select the type of background you want.
4. Click OK.
5. If necessary, format your text so that it's visible on top of the background.

Formatting an Online Document

An online document can be as simple as a text document with black text on a white background, but you can energize it with font colors, bullets, lines, and a background. Word provides many themes, which are coordinated sets of these elements. Try them out, and see how they transform your online documents!

Use a Theme

1. Start a new document or open an existing one that you want to use on line.
2. Chose Theme from the Format menu.
3. Select a theme.
4. Select the options to be included in the theme:
   • Vivid Colors to use more intense colors in the theme
   • Active Graphics to include animated graphics, such as motion clips from the Clip Gallery-but be aware that the graphics are active only when they're viewed in a Web browser
   • Background Image to include an image as the background
5. Click OK.

Sharing an Online Document

One of the reasons you put your documents on line might be so that other people can work on them. But what do you do when you're ready to work on a document and someone else is using it? Let Word handle it! Word can coordinate the usage of a document so that you can read the document that's currently in use and then be notified when it's available for editing.

Open the Document

1. Open the document you want to use.
2. If Word tells you that the document is in use, click Notify to open the document as a read-only document.
3. Review the document. Any changes you make to the document appear only in your copy, not in the main document.
4. When Word notifies you that the document is available for editing, click Read-Write.
5. If you made changes to the read-only document, do either of the following:
   • Click Discard to discard any changes you made and open the original document for editing.
   • Click Save As to save your copy of the document with your changes, using a different filename, and then open the original document for editing.

Limiting Access to a Document

If your document is posted in an area where others can access it, but you want to limit who can open it and who can make changes to it, you can use a password to control access.

Set the Access

1. Choose Options from the Tools menu, and click the Save tab.
2. Do any of the following:
   • Type and confirm a password to limit who can open the document.
   • Type and confirm a password to limit who can save changes to the document. People without the password can open the document as a read-only document.
   • Turn on the Read-Only Recommended check box to display a message box recommending that the document be opened as a read-only document each time it's opened.
3. Click OK.
4. Save the document.

Creating a Hyperlink to a File

In an online document, you can create a hyperlink to refer to another document, and by clicking the reference you can jump to that document. You can also jump to different types of files-sound or video files, for example.

For information about creating hyperlinks from text, see "Converting Text into Hyperlinks" on page 234.

Create a Hyperlink

1. Type and select the text to be used for the hyperlink.
2. Save the document.
3. Click the Insert Hyperlink button on the Standard toolbar.
4. Verify that the hyperlink text is correct.
5. Select the Existing File Or Web Page option.
6. Do any of the following:
   • Type the address of the Web page or the name of the file, including the entire path.
   • Scroll through a list of files, Web pages, or previously inserted links, and click the file or the page you want to link to.
   • Use the File button or the Web Page button to locate the file or the Web page you want to use, and click OK.
7. Click OK.

Jump Around

1. Display the Web toolbar if it's not already displayed.
2. Point to the hyperlink and use the ScreenTip to verify that this is the file you want to jump to. If the ScreenTip doesn't appear, choose Options from the Tools menu, turn on the ScreenTips check box on the View tab, and click OK.
3. Click the hyperlink.
4. Read the material.
5. Click the Back button to return to the original document.

Creating a Hyperlink to a Specific Part of a Document

You don't always want to jump to the beginning of a different document. Sometimes you want to jump to a different location within the current document or to a specific location in a related document.

For information about inserting bookmarks, see "Tag a Page Range" on page 151.

For information about specifying a file as the destination of a hyperlink, see "Creating a Hyperlink to a File" on page 230.

Create a Hyperlink

1. In a document, type and select the text to be used for the hyperlink.
2. Click the Insert Hyperlink button on the Standard toolbar.
3. If you're creating a hyperlink to a different document, locate or specify the document.
4. Click Bookmark.
5. Do either of the following:
   • Select the name of the heading you want to jump to if the jump is within the same document.
   • Select the bookmark that marks the location you want to jump to.
6. Click OK.
7. Verify that the display text is correct, and add text for a ScreenTip if you want one.
8. Click OK.

Creating a Hyperlink to Part of a Microsoft Excel Document

Microsoft Excel is often used in conjunction with Word to present technical information. You can create a hyperlink to a specific part of an Excel document to display only the information you want. If the section to be used as a hyperlink is large, copy only the first cell in the worksheet. When the hyperlink is in place, click it to jump to that part of the document.

Create a Hyperlink

1. Open the document that contains the item you want to jump to.
2. Select the area you want to jump to.
3. Click the Copy button.
4. Switch to your Word document, and click where you want to insert the hyperlink.
5. Choose Paste As Hyperlink from the Edit menu.

Change the Hyperlink Text

1. Click in the table just at the end of the hyperlink.
2. Point to Convert on the Table menu, and choose Table To Text. With Paragraph Marks selected, click OK.With the hyperlink text selected, type new descriptive text for the jump.

Converting Text into Hyperlinks

You can change the cryptic names, or paths, of network or Internet locations and e-mail addresses into easy-to-use hyperlinks, and then you can jump to a location by clicking the hyperlink. You convert text into a hyperlink using Word's AutoFormat and AutoFormat As You Type features.

Change Text into a Hyperlink

1. Open the document with the network or Internet location or e-mail address included as text.
2. Choose AutoFormat from the Format menu to display the AutoFormat dialog box.
3. Click the Options button.
4. Turn on the Internet And Network Paths With Hyperlinks check box if it's not already turned on.
5. Click OK.
6. Click OK.

Type a Hyperlink

1. Choose AutoCorrect from the Tools menu, and, in the AutoCorrect dialog box, click the AutoFormat As You Type tab.
2. Turn on the Internet And Network Paths With Hyperlinks check box if it's not already turned on, and click OK.
3. Type the network path and filename, the Internet location, or the e-mail address.
4. Press the Spacebar to end the address and apply the AutoFormatting.
5. Click the link to verify that it's correct.

Examples of AutoFormat Hyperlinks

When you type this text	Word creates this hyperlink
http://www.microsoft.com	http://www.microsoft.com
\\Server\My folder\My Doc.doc<	\\Server\My folder\My Doc.doc
DuskyC@MorganWildlife.com	DuskyC@MorganWildlife.com

Making Text Stand Out

When you're creating a document on line, you can draw your readers' attention to specific parts of the document by adding special effects to the text. Some of these effects will be printed if you decide to print the document, but text effects are designed primarily to stand out on your screen, especially when you've added a background to the document or shading to the text.

For information about adding a border to an entire page, see "Placing a Line Border Around a Page" on page 199.

For information about adding a background, see "Creating a Background" on page 226.

For information about highlighting text, see "Highlighting Text" on page 238.

Add Text Effects

1. Select the text that will have the special effect.
2. Choose Font from the Format menu, and click the Font tab.
3. Select an effect.
4. Click OK.

Add Animated Effects

1. Select the text that will have the special effect.
2. Choose Font from the Format menu, and click the Text Effects tab.
3. Select an animation effect.
4. Click OK.

Apply Text Color, Borders, or Shading

1. Display the Formatting toolbar and the Tables And Borders toolbar if they're not already displayed.
2. Select the text you want to change.
3. Do any of the following:
   • On the Formatting toolbar, click the down arrow next to the Font Color button, and choose a color.
   • On the Tables And Borders toolbar, select a border line style, line weight, and color, and then use the Borders button to select and apply a border.
   • On the Tables And Borders toolbar, click the down arrow next to the Shading Color button, and select a shading color.

Highlighting Text

When you're reviewing a document on line, you can highlight text in a variety of colors to call attention to certain information. Then, when you're looking through the document at a later date, you can use the Find command to stop at every instance of highlighted text. It's so much faster than having to scroll through the entire document searching for the material yourself.

Highlight Text

1. Select the text to be highlighted.
2. Click the down arrow next to the Highlight button to display the available colors.
3. Select a highlight color.
4. Select the next text to be highlighted.
5. Click the Highlight button to apply the same color highlight, or select a different color.

Find Highlighted Text

1. Choose Find from the Edit menu.
2. Click the More button if it's displayed.
3. Click the Format button, and choose Highlight.
4. Click Find Next.
5. Close the Find And Replace dialog box and review the text, or click Find Next to locate the next instance of highlighted text.

Using Word in Outlook E-Mail

Microsoft Outlook is a powerful messaging program, but it lacks the editing and formatting power of Word. You can combine the power of both programs by using Word as your editor for Outlook messages. You can also specify the format in which your messages will be sent: HTML, formatted text, or plain text.

Turn on WordMail

1. In Word, set up your e-mail signature and stationery if you want to include either or both in your messages.
2. In Outlook, choose Options from the Tools menu, and click the Mail Format tab.
3. Select the file format you want to use to send messages:
   • HTML to include themes, formatting, and pictures
   • Microsoft Outlook Rich Text to use formatted text
   • Plain Text for the greatest compatibility with other mail systems
4. Turn on the option to use Word as your e-mail editor.
5. Click OK.
6. Click the New Mail Message button on Outlook's Standard toolbar, compose your message using Word's tools, and send the message.

Sending E-Mail from Word

Just as you can use Word as the editor for Outlook, you can use Outlook as the messaging service for Word. You can compose your e-mail message directly in Word, using all of Word's powerful features-formatting, spelling and grammar checking, AutoText, and so on-and then send the message out in HTML format. You can even personalize your message with a colorful theme and an automatically inserted signature.

Personalize Your Message

1. In any Word document, choose Options from the Tools menu, and, on the General tab, click the E-Mail Options button.
2. On the E-Mail Signature tab, type a name to identify the signature.
3. Type and format your signature, including any additional descriptive text, a picture, or a hyperlink.
4. Click Add. Repeat steps 2 and 3 and click Add if you want alternative signatures.
5. Specify your default signatures.
6. On the Personal Stationery tab, do either of the following:
   • Click the Theme button and choose a theme.
   • Select fonts for new messages and for replies and forwarded messages.
7. Specify any text that you want to precede your comments.
8. Click OK; click OK again to close the Options dialog box.

For information about adding scrolling text and other HTML features to your messages, see "Creating a Web Page" on page 258.

Create a Message

1. Choose New from the File menu, and, on the General tab, double-click E-Mail Message.
2. Click the To button. In the Select Recipients dialog box, select a name or names, click the CC or BCC button to designate other recipients, and click OK.
3. Type the subject.
4. Type the content of your message as you would in any Word document.
5. If you want to change your signature, right-click it, and choose a different signature from the list.
6. Click the Send button when the message is complete.

Sending a Document as E-Mail

To send copies of a document out for others to read, you can send the document itself instead of attaching it to an e-mail message. Word works with Outlook to send the document as an HTML e-mail message, complete with all your formatting.

Address Your Mail

1. Open the document if it's not already open.
2. Save the document if you've made any changes.
3. Click the E-Mail button on the Standard toolbar.
4. Click the To button, select a name or names, click the CC or BCC button to designate other recipients, and click OK.
5. Click Send A Copy.
6. Close the document.
7. When prompted to save the changes, click Yes if you want to save the e-mail addresses with the document, or click No if you don't want to save the e-mail information.

Sending a Document Out for Comments or Edits

When you send a document out to be reviewed, you can "protect" the document so that any changes will be marked or so that only comments can be added. When the document is returned, you can accept or reject the marked changes, or you can read the comments and consider the suggestions.

Prepare the Document

1. Open, or create and save, the document to be reviewed.
2. Choose Protect Document from the Tools menu.
3. Choose either of the following:
   • Tracked Changes to allow edits to be added and marked
   • Comments to allow only comments to be added
4. Enter a password, and click OK.
5. Reenter the password, and click OK.
6. Save the document.
7. Distribute the document via e-mail or post it in a shared mail or network folder.

Routing a Document for Review

If you want a document to be reviewed by several people, you can set up a distribution list and route the document via e-mail either sequentially to each reviewer or to all the reviewers at once. When each copy of the document is returned, you can combine it with your original copy to gather all the comments in one place.

Distribute the Document

1. Protect the document to allow only comments or marked editing, and save it.
2. Point to Send To on the File menu, and choose Routing Recipient from the submenu.
3. Add the recipients' names. Use the Move arrows if you want to change the order of the recipients.
4. Type a subject line.
5. Type a message to be included with the document.
6. Specify whether you want the document to be routed sequentially or sent to all reviewers at once.
7. Click Route to send the document immediately or Add Slip to send it when you close the document.
8. Save and close the document.

For information about combining and comparing copies of a document that wasn't routed, see "Comparing Documents" on page 250.

Combine the Reviews

1. When the document is returned in a mail message, open the attachment to open the document in Word.
2. When Word asks you if you want to merge documents, click OK.
3. Select the original document, and click the Open button.
4. Save and close the merged document.
5. Close the returned document.
6. Repeat steps 1 through 5 for each returned review until all the reviews have been incorporated.
7. If the document is protected, choose Unprotect Document from the Tools menu. Supply the password if necessary.
8. Review the comments and any changes to the document, adding or deleting comments and accepting or rejecting changes.

Reviewing a Document

When you're asked to review a document, the kinds of changes you can make to the document depend on whether the document was protected by the original sender and, if so, what level of protection was specified. If you're not allowed to make any changes to the document, the editing tools and menu commands are disabled.

Add Comments

1. Open the document if it's not already open.
2. Display the Reviewing toolbar.
3. Select the text you want to comment on.
4. Click the Insert Comment button. Word highlights the selected text, adds a comment marker, and opens the Comments area.
5. Type your comment.
6. Click Close.
7. Do any of the following:
   • Repeat steps 2 through 5 to add new comments.
   • Click a comment, and click the Edit Comment button to change the comment.
   • Click a comment, and click the Delete Comment button to remove the comment.

Make Changes

1. If the document allows editing, edit the text as you would edit any document. Note the following:
   • Additions appear in color and are underlined.
   • Deleted text remains visible but appears in color and with a strikethrough font.
   • Any line that contains a change displays a vertical line marker at the side of the page.
   • If you delete one of your own additions, the text disappears instead of being marked as deleted.
2. Save the document when you've finished.
3. If the document was routed to you, click Next Routing Recipient to forward the document. If the document was sent as an e-mail attachment but was not routed, create a new e-mail message, and attach the modified document.

Reviewing Reviews

When a document that you sent out for review has been returned to you, you can easily review the comments and changes that have been added by the reviewers. As you review, you can add new comments or delete inappropriate ones, and you can accept or reject the changes that were made by the reviewers.

Review the Document

1. Open the document and display the Reviewing toolbar.
2. If the document is protected, choose Unprotect Document from the Tools menu. Supply the password if necessary.
3. Do any of the following:
   • Click Next Comment to locate and review a comment.
   • Place the mouse pointer on a comment and review the comment.
   • Use the buttons on the toolbar to insert a new comment or to edit or delete a selected comment.
   • Click Next Change to locate an edit.
   • Place the mouse pointer on an edit to see who made it.
   • Use the Accept Change or Reject Change button to accept or reject a selected edit.
4. Repeat step 3 to review the entire document.
5. Save the document.

Combining Reviews

After you've sent a document out to several reviewers and each reviewer has returned a separate copy of the document that contains marked changes or comments, you can combine, or merge, all the documents into a single document.

Combine the Documents

1. Open the original document.
2. Choose Merge Documents from the Tools menu.
3. In the Select File To Merge Into Current Document dialog box, select the revised document, and click Open.
4. Repeat steps 2 and 3 for all the reviewed documents you want to combine.
5. If the document is protected, choose Unprotect Document from the Tools menu. Supply the password if necessary.
6. Review the comments and changes, adding or deleting comments and accepting or rejecting changes.
7. Save the document.

Comparing Documents

When you edit or rewrite a document, you don't always track and mark the changes. Sometimes you wish you had! However, if you saved the original document and the revised document with different filenames or in different locations and you want to take a look at the edits, you can compare the revised document with the original, and you can have all the changes marked for your review.

Compare the Documents

1. Open the revised document and display the Reviewing toolbar.
2. On the Tools menu, point to Track Changes, and choose Compare Documents from the submenu.
3. In the Select File To Compare With Current Document dialog box, select the original document, and click Open.
4. Click the Next Change button to locate a change in the document.
5. Do either of the following:
   • Click Accept Change to use the change from the revised document.
   • Click Reject Change to use the text from the original document.
6. Repeat steps 4 and 5 to review the entire document.
7. Save the document. Use a different filename if you want to preserve the revisions for future review.