Lecture Notes: Class 14
Collaborating and Sharing Documents
Objective:
Master collaboration tools in Microsoft Word to effectively work on team
projects and share documents for real-time collaboration.
1. Introduction to Collaboration in Microsoft Word
Microsoft Word provides several tools to facilitate collaboration
on documents. These tools help team members to track changes, add comments, and
work together in real-time, improving the efficiency of document editing and
review processes.
2. Tracking Changes and Comments
A. Tracking Changes
1. Enable Track Changes:
o Go to the Review Tab:
§ Click on the Review tab
in the Ribbon.
o Turn on Track Changes:
§ In the Tracking group,
click Track Changes to activate it. This will record all
changes made to the document.
o Make Changes:
§ As you make edits (e.g.,
insertions, deletions, formatting changes), Word will highlight these changes
in the document.
o Review Changes:
§ To review changes, go to
the Review tab and use the Previous and Next buttons
to navigate through the changes.
2. Accepting or Rejecting
Changes:
o Review Changes:
§ In the Review tab,
click Accept or Reject in the Changes group
to accept or reject changes made by collaborators.
o Accept All Changes:
§ Click Accept All
Changes to finalize all changes at once.
o Reject All Changes:
§ Click Reject All
Changes to discard all changes made during the tracking session.
B. Adding Comments
1. Insert Comments:
o Select Text:
§ Highlight the text or
area where you want to add a comment.
o Add Comment:
§ In the Review tab,
click New Comment. A comment balloon will appear in the margin.
o Type Comment:
§ Enter your comments or
suggestions in the balloon.
2. Review and Manage
Comments:
o Navigate Comments:
§ Use the Previous and Next buttons
in the Review tab to navigate through comments.
o Delete Comments:
§ Click on the comment
balloon and select Delete or Delete All Comments in
Document to remove comments.
3. Sharing Documents for Real-Time Collaboration
A. Sharing via OneDrive
1. Save Document to
OneDrive:
o Save As:
§ Go to File > Save
As > OneDrive.
o Choose Location:
§ Select the folder in
OneDrive where you want to save the document and click Save.
2. Share Document:
o Share:
§ Go to File > Share > Share.
o Invite People:
§ Enter the email
addresses of the people you want to share the document with.
§ Choose permissions
(e.g., can edit, can view).
o Send Invitation:
§ Click Send to
share the document.
B. Sharing via SharePoint
1. Save Document to
SharePoint:
o Save As:
§ Go to File > Save
As > SharePoint.
o Choose Location:
§ Select the SharePoint
site and folder where you want to save the document and click Save.
2. Share Document:
o Share:
§ Go to File > Share > Share.
o Invite People:
§ Enter the email
addresses of the people with whom you want to share the document.
§ Set permissions (e.g.,
can edit, can view).
o Send Invitation:
§ Click Send to
share the document.
4. Real-Time Collaboration
A. Co-Authoring:
- Open Document:
- When a document is saved to
OneDrive or SharePoint, multiple users can open and edit it
simultaneously.
- View Changes:
- See the changes made by others
in real-time and view their presence in the document.
- Communicate:
- Use comments and chat features
(if available) to communicate with collaborators directly within the
document.
B. Syncing Changes:
- Automatic Updates:
- Changes made by collaborators
are automatically synced and reflected in your document.
- Resolve Conflicts:
- If multiple users make
conflicting changes, Word may prompt you to resolve conflicts before
saving.
Summary
In this class, you learned how to use Microsoft Word’s
collaboration tools to work efficiently on team projects. You explored how to
track changes, add and manage comments, and share documents via OneDrive and SharePoint
for real-time collaboration. Mastery of these tools enhances your ability to
work collaboratively and manage document reviews effectively.
