Workgroup editing is becoming more prevalent in today's office environment.
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It is quite common for more than one person to work on the preparation of a single document.
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For example, a document could be prepared by a writer or team of writers, passed to an editor for review, and passed on again to a project manager for approval.
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Networking technologies make workgroup editing simpler.
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Connecting people's computers to a network and enabling them to share files and folders mean that efficiency and accuracy are improved.
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With Word 97 you can do group editing and revision on documents with relative ease.
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You can place your document in a shared folder on your network.
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Or you can use electronic mail to send your document to co-workers for editing and review.
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You can choose to route a document in Word.
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Routing a document gives you more control over who gets the document and when they get it.
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You can prepare a document for workgroup editing in such a way that it is protected against permanent changes being made by others.
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One way to do this is to prepare the document so that others cannot change the text, but can add comments.
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It is useful to use Word's highlighting feature in this context.
You can highlight text that you would welcome comments on.
And a reviewer can highlight text that has been commented on.
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Comments appear in a separate pane and are identified by the initials of the person who has made them.
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You can protect your document in such a way that other people can make changes or revisions, but these changes are tracked.
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They are clearly marked and not automatically incorporated into the document.
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You can identify when the revisions were made and by whom because Word uses a different color to mark each person's revisions.
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Then you can decide to accept or reject the revisions.
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You can attach a password to a document for extra protection.
If you do this, nobody can unprotect the document and make changes that are not tracked.
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Handling large documents can often be quite difficult, especially if the document will be revised and edited by a group.
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Depending on the size of memory and the speed of computers, large documents can be slow to load, save, and work with.
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Word 97 offers a number of options for working with sizeable documents.
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You can break the document into individual files and work on each file separately.
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You can rejoin files when you have finished working on them.
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This option is most appropriate if the document is significantly more than 20 pages in length.
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Word offers you the option of creating a master document containing subdocuments.
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You can modify or edit the subdocuments and pass on the changes to the master document.
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There are several ways to create a master document in Word 97:
ò using an existing document
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ò combining several subdocuments
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ò using an outlined document
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The format of master documents allows for simultaneous editing.
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This means that different people can work on different subdocuments at the same time.
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This can speed up the group editing and reviewing process significantly.
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Now we are going to take a look at how to create a master document from an outline document.
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This master document will eventually be worked on by a group of people.
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Vicky Jones has prepared a list of the main sections of the CTI Annual Report and now wants to create a master document from this list.
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She chooses ^UMaster^u ^UDocument^u from the ^UView^u menu.
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Now Word is in Master Document view and the Master Document and Outlining toolbars appear at the top of the screen.
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Vicky clicks the down-pointing arrow in the Style field to see which heading styles are available.
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She decides that the Heading 2 style will mark the beginning of each subdocument.
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Vicky highlights "Quarterly Reports".
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And applies the Heading 2 style.
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She repeats this process for all the other lines of text that will mark the beginning of individual subdocuments.
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Vicky now selects all the text underneath the CTI Annual Report title.
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This selection will be divided into subdocuments.
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You must ensure that the first heading in your selection is formatted with the heading style you want to use to mark the beginning of each subdocument.
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Vicky clicks the ^UCreate Subdocument^u button on the Master Document toolbar.
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The master document is now displayed with all the subdocuments clearly differentiated.
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If you revert to Normal view after creating your master document, all the subdocuments are also displayed.
You can click any one of the subdocuments to open it and work on it.
You can also print your master document file in Normal view like any other document.
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Vicky chooses ^USave As^u from the ^UFile^u menu.
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The Save As dialog box opens.
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Vicky clicks the ^UCreate New Folder^u button.
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She creates a subfolder called "Master Document" for her master document.
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Creating a subfolder within an existing folder is also known as creating a subdirectory.
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And clicks ^UOK^u.
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Vicky double-clicks this new subfolder and it is entered in the Save in field in the dialog box.
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She types ^RAnnual Report Master ^rin the File name field, and clicks the ^USave^u button.
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Then she closes her master document.
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To create a master document from a normal document, you simply open the document and select ^UMaster Document^u from the ^UView^u menu.
Then you assign headings to your text and click the ^UCreate Subdocument^u button on the Master Document toolbar.
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Vicky now wants to work on one of the subdocuments in her master document, so she chooses ^UOpen^u from the ^UFile^u menu.
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The Open dialog box appears with the new "Master Document" folder displayed in the Look in field.
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Each of the subdocuments is listed in the main window.
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Vicky selects the ^UAppointments and Promotions^u subdocument and clicks ^UOpen^u.
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The title appears in Heading 2 style.
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The section break marker displayed underneath the title indicates to Vicky that this is a subdocument that is part of a larger master document.
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Word automatically displays a section break marker in any subdocument that is part of a master document.
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Vicky types some of the text for this subdocument.
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Then she saves the document and closes it.
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Vicky now wants to insert a new subdocument into her master document, so she opens it again.
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The contents of the master document are displayed and Vicky clicks the ^UExpand^u ^USubdocuments^u button.
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<f>This reveals the contents of the subdocuments.
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Vicky moves the insertion point to where she wants to insert a new subdocument.
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She clicks the ^UInsert Subdocument^u button on the Master Document toolbar.
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The Insert Subdocument dialog box opens and Vicky selects the Future Projections for CTI file.
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Then she clicks ^UOpen^u.
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The new subdocument has been successfully inserted into Vicky's master document.
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Now it's time to create your own master document.
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A master document has been created with the Personnel subdocument inserted.
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Vicky Jones wants to prepare parts of the master document for group review.
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She selects the ^UAppointments and Promotions^u subdocument from the list in the Master Document folder.
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And clicks ^UOpen^u.
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The document opens, but before making any changes to it, Vicky chooses ^UTrack Changes^u from the ^UTools^u menu.
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To mark revisions in an active document, you can also use the Reviewing toolbar.
To do this, you choose ^UToolbars^u from the ^UView^u menu, select the ^UReviewing^u option, and click the ^UTrack changes^u icon on the toolbar.
Or you can click the ^UTRK^u button in the status bar.
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A submenu is displayed, giving Vicky three options to choose from.
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Vicky chooses the ^UHighlight Changes^u option.
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The Highlight Changes dialog box is displayed.
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Vicky selects the ^UTrack changes while editing^u checkbox.
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She clears the ^UHighlight changes in printed document^u option because she doesn't want her changes to appear on paper.
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And clicks the ^UOptions^u button.
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The options selected for marking changes to the text are all to Vicky's satisfaction, so she clicks ^UOK^u.
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You can customize the way tracked changes are marked in a document using the Track Changes dialog box.
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And clicks ^UOK^u again to close the Highlight Changes dialog box.
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Vicky selects some text in the document that she wants to delete and presses the ^UDelete^u button.
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The selected text is not actually deleted, but is marked with a strikethrough line.
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A vertical line also appears in the left-hand margin to mark the suggested change.
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Vicky wants to add a comment to the Appointments and Promotions subdocument, so she selects the text she wishes to comment on.
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She chooses ^UToolbars^u from the ^UView^u menu and selects the ^UReviewing^u option from the submenu.
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The Reviewing toolbar is displayed.
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Vicky clicks the ^UInsert^u ^UComment^u button.
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To insert a comment, you can also choose ^UComment^u from the ^UInsert^u menu.
Or you can press ^UAlt+Ctrl+M^u to insert a comment mark at your selection and open the comments pane.
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A comments pane is opened.
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And a comment marker appears beside the selected text.
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A comment marker displays a reviewer's initials and a number.
The initials are derived from whatever name was used when Word was first started.
Initials can be checked by choosing ^UTools -^u ^UOptions^u and clicking the ^UUser information^u tab.
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Vicky selects her own name from the Comments drop-down list.
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And then types her comment into the comments pane.
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Vicky could change the formatting of her comment, but she chooses not to, so she clicks the ^UClose^u button.
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A vertical line appears in the left-hand margin beside the text Vicky commented on.
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A vertical line appears because Track changes is turned on.
Normally a vertical line is not displayed in the margin when comments are added to a document.
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And the comment marker is at the end of the sentence.
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Another way to add comments to a document is to choose ^UFile - Properties^u and click the ^USummary^u tab.
You can then enter your comments in the Comments field.
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To make it clear which sentence her comment refers to, Vicky selects the text again.
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And clicks the down-pointing arrow on the ^UHighlight^u button on the Formatting toolbar.
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She chooses the yellow option.
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And the sentence is now highlighted in the document.
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Vicky wants to protect this subdocument before sending it to other reviewers in CTI.
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Vicky chooses ^UProtect Document^u from the ^UTools^u menu.
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The Protect Document dialog box opens.
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The ^UTracked changes^u option is selected by default, and this is the option that Vicky wants.
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If you select the ^UComments^u option, the document can only be commented on, and no direct changes can be made by a reviewer.
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She enters a password to ensure that nobody but herself can unprotect the document.
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It is important to keep a note of the password you enter.
Otherwise, you will be unable to accept or reject changes to the document in the future.
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And clicks ^UOK^u.
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A Confirm Password dialog box opens and Vicky re-enters her password.
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And clicks ^UOK^u again.
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To unprotect a document, you choose ^UTools - Unprotect Document^u.
If you entered a password while protecting your document, you will be prompted for this password before Word unprotects the document.
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Vicky will be making changes to this document based on group reviews, so she chooses ^UFile - Save As^u.
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She then clicks the ^USave Version^u button in the Save As dialog box.
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The Save Version dialog box opens with Vicky's name and the date and time already entered.
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Vicky types a comment on this version into the comments pane, so that she can distinguish it from later versions of the document.
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And clicks ^UOK^u.
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Vicky wants to ensure that the action she has just performed has worked.
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So she chooses ^UVersions^u from the ^UFile^u menu.
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A dialog box called Versions in Appointments and Promotions opens, with the data that Vicky entered when creating the version of the document.
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Vicky selects the ^UAutomatically save^u ^Ua version on close^u checkbox.
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And then closes the dialog box.
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When you create multiple versions of a document, Word opens the latest version first.
You can open previous versions by selecting the version you want to look at and clicking the ^UOpen^u button in the Versions dialog box.
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You can circulate a document to members of a workgroup by
ò putting a copy of the document in
a shared folder on your network
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ò e-mailing a copy of the document
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ò routing a copy of the document
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Vicky Jones is now going to route a copy of the open document to some of her co-workers in CTI.
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Vicky chooses ^UFile - Send To - Routing^u ^URecipient^u.
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If the Choose Profile dialog box is displayed, choose the relevant profile and click ^UOK^u.
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The Routing Slip dialog box is displayed.
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Vicky clicks the ^UAddress^u button to display the Outlook Address Book dialog box.
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She selects ^UCTI Contacts^u from the Show Names list.
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A list of names appears and Vicky selects ^UTonya Chavis^u from this list.
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And clicks the ^UTo^u button.
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She also selects ^UKate Lee^u and ^UJade Marlowe^u from the list and clicks the ^UTo^u button after each selection.
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Vicky clicks ^UOK^u to close the Address Book dialog box.
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The names she selected have been entered into the routing slip in the To field.
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Vicky wants Tonya to receive this document after everyone else has reviewed it, so she selects her name in the To field.
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And clicks the down-pointing ^UMove^u button until Tonya Chavis is at the end of the list.
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The ^UOne after another^u radio button is selected by default in the Route to Recipients field.
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Vicky selects the ^UReturn when done^u checkbox so that each recipient will return a copy of the document when they have reviewed it.
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To send the document to the list of recipients immediately, Vicky clicks the ^URoute^u button.
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You can click the ^UAdd Slip^u button if you want to attach a routing slip to your document, but don't want to send it straight away.
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To send a document that already has a routing slip attached, you choose ^UFile - Send To - Next Routing^u ^URecipient^u to display the Send dialog box.
Then simply choose ^UOK^u to route the document.
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Now let's highlight some text, add a comment, to a document and protect it for comments.
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The selected text has been highlighted, a comment has been added, and the document is protected for comments only.
