In the following sections, you'll learn several additional Word techniques that are useful when working in workgroups.
You might want to distribute a document—or copies of a document—to other members of your workgroup so that they can review, edit, or make additions to the document. Before you do so, however, you can protect the document to limit the kinds of changes reviewers can make, thereby ensuring the document's integrity. To protect a document, do the following:
Note that the protection you choose will apply to you as well as to other users.
If you have routed a single copy of the document among the members of your workgroup, when you receive the document back, you'll probably want to remove the protection. You can do so by choosing Unprotect Document from the Tools menu. (When the document is protected, Unprotect Document replaces the Protect Document command.) If you entered a password when you protected the document, Word will prompt you for it.
If you have distributed a separate copy of the document to each member of the workgroup, when these documents are returned to you, you can merge the changes they contain into the original document, as explained in "Merging Tracked Changes".
You can also protect a document against unauthorized changes by selecting file-sharing options, as follows:
Figure 12-7. The Save tab of the Options dialog box.
You can turn off file-sharing protection (assuming that the document is open in the normal read-write mode) by displaying the Save tab again and then deleting the password or deselecting the Read-Only Recommended option.
Note that you can open any document in the read-only mode—even one that's not protected—by choosing Open from the File menu, clicking the down arrow to the right of the Open button, and choosing the Open Read-Only option on the drop-down menu:
When you open a document in read-only mode, you can freely make changes to its contents. You can't, however, save the modified document under the same name (that is, you can't overwrite the original document version with the changed version), although you can save a copy of the modified document under a different name by choosing Save As from the File menu.
If you have distributed a separate copy of a document to each member of a workgroup, when you receive these copies back, you can merge into the original document all the changes that have been tracked within the document copies. After you do this, the original document will contain all the changes made by the other members of your workgroup; you can then review, accept, or reject each change, as described previously (in the section "Reviewing Changes").
The following is the procedure for merging changes:
Ensure That All Changes Are Tracked in Document Copies
To successfully merge modifications from a copy of a document into the original document, the copy must not contain any untracked changes. To ensure that change tracking is enabled when the copy is edited, before you distribute the copy you might open it and select the Tracked Changes option in the Protect Document dialog box, as discussed previously (at the beginning of the section "Protecting Documents").
You can use the Word Highlight tool to permanently mark blocks of text in a document, in much the same way you would use a yellow marker pen to highlight text on a printed page. The text you mark is highlighted both on the screen and on the printed copy of the document.
To highlight a block of text, do the following:
You can rapidly highlight several blocks of text as follows:
You can remove highlighting by doing the following:
You can temporarily hide all highlighting on the screen by choosing Options from the Tools menu, opening the View tab, and deselecting the Highlight option in the Show area. You can make highlighting reappear by selecting this same option. Also, highlighting will automatically become visible if you add new highlighting to a document.
You can quickly remove highlighting from several blocks of text using the same technique described for highlighting several blocks. In step 1, simply click the None item on the palette.
If you print a document containing highlighting on a monochrome printer, the highlight color will be converted to a shade of gray. For best results on a monochrome printer, choose a light highlighting color (such as yellow).
One problem that you might encounter when you work in a workgroup is that a co-worker might not be able to view or print a particular font that you have assigned to text in a document. To avoid this problem, you should make sure that your document uses only TrueType fonts. A TrueType font can be viewed or printed when you use almost any computer on which the font is installed. The common TrueType fonts (such as Times New Roman, Arial, and Courier New) are installed on virtually every computer that runs Windows.
If, however, you use one or more TrueType fonts that might not be installed on a co-worker's computer, you can embed TrueType fonts in your document so that your co-worker can view and print them even on a machine that doesn't have them installed. (Doing so, however, will increase the size of the document.)
For a description of TrueType fonts, see "Using the Font Dialog Box".
To embed TrueType fonts, do the following:
To create Word documents, you can work together with other people on the Internet or on a company intranet by using the commands on the Online Collaboration submenu of the Word Tools menu:
Choosing the Web Discussions command lets you connect to a Web discussion server, where you can read and post comments about the document that's currently opened in Word. (The document must be stored somewhere where other users can open it—for example, on the Internet or on an intranet.) You could, for example, save a Word document on a Web server (using the new Web Folders feature of Microsoft Office). And then you could open that document in Word and use the Web Discussions command to conduct an online discussion about the document with other people on the Internet. For a description of Microsoft NetMeeting, Web discussions, and Web Folders, see "Using Online Collaboration".