Joint preparation of documents, Use of external sources...

Joint preparation of documents

Much attention should be paid to the possibility of collective processing of documents.

Word Processor has tools that allow you to edit documents for multiple users and then combine the corrections made in the source document. These tools include actions combined in the Review tab (Figure 7.8).

Review tab

Fig. 7.8. Review tab

One of the means of teamwork with the document are notes made by different participants in the compilation of the document. Notes are initialed and numbered comments that are recorded and displayed in a special annotation window and do not affect the text of the document. Before inserting a note, it makes sense to select a piece of text that should be commented on. In this case, when you view the note, the text to which it applies will be highlighted.

To insert notes into the text of a document, on the Review tab, click the Create note button in the Notes group, then type the note text in the callout or scope of verification.

To delete an individual note, you should call the context menu by selecting the appropriate mouse cursor, and then click Delete note .

To delete all notes in a document, select any of them, then on the Review tab in the Notes group, open the Delete drop-down menu, and then select the option Delete all notes in the document (Figure 7.9).

The Word word processor allows you to delete the notes of an individual reviewer. To do this, on the Review tab in the Patch Records section, open

Deleting all notes in the document

Fig. 7.9. Deleting all notes in the document

Deleting notes for a particular reviewer

Fig. 7.10. Deleting notes for a specific reviewer

the drop-down menu for Show fixes , select the Reviewers command, and note the name of the referee whose notes you want to delete, or all reviewers (Figure 7.10).

In addition to adding notes to the document text, reviewers can make corrections to the document.

To track notes and fixes, the word processor suggests you use the Show fixes button in the Patch Records section of the Review tab. Here you can specify which changes are to be tracked in the text (Figure 7.11).

It is possible to observe all the fixes in the document at the moment, as well as the total number of patches and the number of fixes for each type. You can see this summary by displaying the Verification Scope window from the Recording Patch section of the Reviews -

Viewing fixes and notes

Fig. 7.11. View corrections and notes

Validation area

Fig. 7.12. Scope of verification

. And the user has the opportunity to arrange this area vertically or horizontally. In Fig. Figure 7.12 shows the horizontally located scan area.

While viewing the corrections and notes, you can accept or reject any of them. Until all corrections and notes made in the document are accepted or rejected, even hidden changes will appear in the documents displayed or sent. Actions for accepting or rejecting changes are combined in the Changes group on the Review tab.

The fix is ​​marked by the full name of its author, the date and time of creation. As you work with the document, you can change the name of the reviewer. To do this, on the Review tab in the Patch Records section, open the drop-down menu under Fixes and select the Change User ( (see Figure 7.13).

After these steps, the user enters Word Options and in the Personal Settings , specifies the new name that will appear in the notes (see Figure 7.14). The entered name or initials will be used in all

Change the name of the reviewer

Fig. 7.13. Change the name of the reviewer

Personal settings in MS Office

Fig. 7.14. Personal settings in MS Office

Microsoft Office applications. Any change to these parameters will be reflected in the remaining applications of the package.

Changes to the username or initials that will be used for its comments will only be applied to the comments made after the changes are made. Comments already made in the document before the username and initials are changed will not be updated.

If several users participate in document editing, then it is possible to pair documents together in pairs, until all editors' corrections are consolidated into a single document. To do this, open the Compare drop-down menu in the Compare group on the Review tab. Two items will be presented to users: Compare and Merge . In both cases, you need to specify two documents - the original and the modified. As the source file, you specify the document in which you want to combine the fixes. Corrections made in the document can not be combined if they were not marked.

To prevent reviewers from making random changes to the document, you can limit the ability to format and modify the file. For these purposes, the Review tab contains the Protection entry. When you open the drop-down menu for this item and choose Limit editing , a panel will appear with Formatting Restrictions , Edit Restrictions , and Enable Protection . In these sections, the user has the ability to configure the formatting and editing restrictions.

Using external sources when preparing documents

A merge function, , which allows you to create emails for a large number of recipients, is one of the functions related to collective processing of documents, their correction and transfer to common access. This refers to the creation of letters or sample forms with the same content, which must be sent to different addresses. To implement the merge function in Word 2010, you need to access the Newsletters tab.

To perform this task, you must have a document template ( main document ) , , which includes various elements ( data source ) , It is also necessary to create a database of the text, tables, graphics, pictures, drawings, in which the variable information (address, surname, phone, etc.) of each destination is stored.

The main document can have the form of a letterhead, a postal sticker, an envelope, a catalog, etc.

Data sources can be of virtually any type, including a Word table, a Microsoft Outlook contact list, an Excel spreadsheet, a Microsoft Access database, an ASCII text file.

When creating a data source, the structure of records is determined, i.e. the composition of fields that contain data that changes when documents merge, for example, the address, surname, phone number of each recipient.

If you use a Word or Excel table as the data source, the necessary requirement for them is the presence of field headers in the top row of the table.

The data source can be selected from predefined ones or created during the process of generating documents to be sent ( Mailing lists /group Merge start /command Select recipients ).

As a result of merging the main document with the data source, documents ( letterheads, postal stickers, envelopes , etc.) are generated, the number of which corresponds to the number of records in the data source.

The process of creating documents for distribution consists of three stages:

• Creating the main document;

• creating a data source;

• Merge.

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