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Figure 11-8: The Track Changes dialog box.
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Table 11-1
The Track Changes Dialog Box
Option Function
Insertions Lets you choose how inserted text should be marked: under
lined, shown only with a color, bold, italic, double-underlined, or
shown with a strikethrough. You can also select the color to be
used for the insertion. By default it™s set to By Author, meaning
Word selects a different color for each reviewer.

Deletions Lets you choose how deleted text should be marked. In addition
to the methods explained earlier, you can also have Word hide
the text or replace the text with a # or ^ symbol.

Formatting Lets you choose how Formatting changes should be indicated.

Changed Lines Enables you to tell Word where to place the vertical line
indicating a change ” on the left border, the right border, or the
outside border . . . or to omit them altogether.

Comments Color Enables you to define how Word should color comments ”
different colors for each person entering comments or a specific
color for all of them.

Use Balloons Mode Enables you to define the manner in which balloons are
handled ” whether or not to use them at all and whether to
display them for insertions and deletions.

Preferred Width Lets you define the width of the balloons. Remember that
balloons take up room in the margin, and Word has to “squeeze”
the document to make room.

Measure In Lets you choose the units used for measuring the balloon width.

Margin Lets you choose which margin Word should place the balloons in.

Show Lines Lets you choose to have lines drawn from the balloons to
Connecting to Text the point in the text that they relate to.

Paper Orientation Affects how the document prints with balloons displayed. You
can force Word to print the document in landscape orientation,
to print in the mode for which the document is set up, or to
automatically select the most appropriate. (Note that this doesn™t
affect how the document appears in Print Preview, only how it
prints.)

Comparing and merging documents
Here™s a neat trick. Suppose you received a document that has been revised, but without
tracking turned on. Or perhaps you didn™t protect the document, and a reviewer turned
off tracking.
Chapter 11 ¦ Comments and Reviewing Functions in Word 271

Well, you can add revision marks to a revised version of a document that was edited with
the change tracking feature not enabled. When you use this feature, the original document
is not changed. The revised document is marked for your review instead. Text that appears
in the original document but not in the revised version is marked for deletion, and text that
appears for the first time in the revised document is marked for insertion.
You can use this comparison feature a couple of different ways:
¦ You can use it to compare two documents, and see a new document showing the
differences between the two.
¦ You can use it to merge documents together, adding changes made to a copy ” or
multiple copies ” back into the original.

Comparing documents
First take a look at how to compare documents. You open a document, select another
document to compare to it, and then Word creates a third document that shows you the
changes. This can be a little confusing at times because it™s hard to figure out where all the
changes came from. Think of it this way: You are creating a new document that shows you
the revisions you would have to make to the second document in order to turn it into the
first document you opened. Here is what you see in the third document that Word creates:
¦ Text that is in the first document but not the second is marked with revision marks
and shown as an addition
¦ Text that is in the second document but not in the first is marked as a deletion
The system, it seems, is designed for comparing a revised document with the original. That
is, you open the revision and then select the original to compare with the revision.
However, you can open in any order you prefer.
To compare two versions of a document, follow these steps:
1. Open a document.
2. Choose Tools_Compare and Merge Documents. Select the document to compare
with.
3. Make sure the Legal Blackline check box is selected ” when it is, the button to the
right will show the label Compare.
4. Click the Compare button.
5. If either of the documents has content that is already marked with revision marks,
Word tells you that if you continue it™s going to carry out the process under the
assumption that revision marks should be accepted. Click the Yes button to continue.
6. Word now creates a new document, a copy of the first one you opened, and marks
the differences between the two. Depending on the size of the document, this could
take some time.
7. After you have marked a document using this technique, you can follow the
procedures described earlier for accepting or rejecting the changes.
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What is Legal Blackline? The wrong label! The way this is set up really doesn™t make
sense. If you want to compare documents, you have to select Legal Blackline. If you
want to merge documents, you have to clear the Legal Blackline check box. Legal
Blackline is simply the term given by Microsoft to the compare process, breaking two
basic rules of software development: don™t use multiple terms for the same function or
component, and don™t use ambiguous terms. Why are they using this term? Perhaps
because WordPerfect was, for a long time, the word processor of choice for law firms,
and Microsoft has had a long-term strategy of competing with WordPerfect. In the legal
business, blacklining (not blackline) is the process of marking one document to show
how it differs from another.
Notice also the Find Formatting check box. This check box tells Word to look for not only
content additions and deletions, but changes in formatting. If selected, Word will place a
bar indicating a change next to lines that contain formatting changes. For instance, if a
word is normal text in one version, and bold in another, Word marks it with the revision
bar in the margin.

Merging comments and revisions from multiple reviewers
Chapter 28 of Wiley™s Word 2003 Bible discusses how you can route documents to multiple
reviewers ” you can send a single document, passing from one to another ” but you can
also send a copy of the document to all the reviewers at once. Word provides a way for you
to merge multiple documents into one, so you can see all the revisions in a single
document. To merge comments and tracked changes, do the following:
1. Open a copy of the original document to which you want to merge the changes.

Make sure that all the revised documents that you want to merge have been marked for
Note
revisions. If changes were not tracked for any document, open that document and com-
pare it to the original. Save the document with the revision marks included, and then
merge it into the original.

2. Choose Tools_Compare and Merge Documents.
3. Select one of the shared documents that has changes you want to merge with the
original file.
4. Clear the Legal Blackline check box. In effect, you are telling Word that you want to
Merge documents, not compare. The button to the right now says Merge.
5. Click the triangle on the right side of the button, and a little menu opens.
6. Select one of the following:
• Merge: Word marks up the second document, showing additions and deletions as
if they had been made directly in the second document; you might think of this as
merging the original document into the new document.
• Merge into Current Document: Word adds the revisions to the original.
Chapter 11 ¦ Comments and Reviewing Functions in Word 273

• Merge into New Document: Word creates a new document showing the
revisions. Why would you do this? After all, if you compare the original with a
single modified document, the new document will exactly match the modified
document. But you could merge one revised document into the original,
compare the modified original with another revised document, and end up with
a new document showing the changes between the modified original and the
second revision.
7. Repeat steps 2 through 6 for each revised version of the original document.
Any comments or revisions that were already in the original document remain. Word
uses different colors to distinguish the merged comments and revisions for each of as
many as eight reviewers.
After merging the reviewed copies of the document, you can examine all the comments and
proposed changes and either accept or reject them as discussed before.

Comparing side by side
Word provides another way to compare documents, a tool that helps you visually compare.
Open the two documents you want to compare, and then select Window_Compare Side by
Side With. You should see a list of the documents you have open. Select the one you want
to compare with, and click OK.
Word opens a small toolbar with these three buttons:
¦ Synchronous Scrolling: Click this button to turn synchronous-scrolling mode on
and off.
¦ Reset Window Position: Click this button to place the two documents side by side
on your screen, if they are not in such a position already.
¦ Break Side by Side: Click this button when you™re finished to turn off the Compare
Side by Side mode.
The two documents will probably be placed on your screen side by side ” but maybe not. If
not, click the Reset Window Position button. You can switch between different modes as
often as you like. Click one document™s Maximize button (on the window™s title bar) to open
it up; then click Reset Window Position to bring it back to the side-by-side position.
With Synchronous Scrolling mode turned on, you can scroll in one document and the other
document scrolls down, too. So if you have two versions of the same document ” an
original and a revised version ” you can scroll through the two documents at once, and
view the changes.


Reading Layout View
Word 2003 has a variety of features intended to help users read documents. Microsoft has
been gradually developing a variety of e-book tools and features ” such as Microsoft
Reader ” over the last few years, and some of these have found their way into Word.
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These changes are in recognition of the fact that people spend a lot of time using Word to
read documents, not just create them. Corporate users often e-mail each other documents,
which recipients may read on-screen. In many cases, however, recipients print the
documents before reading them because reading on-screen is not very comfortable. The e-
book tools Microsoft has created are intended to make reading on-screen easier and more
pleasant, making the wasteful practice of printing before reading unnecessary in many cases.
This is all part of a larger strategy of introducing the concept of e-books to the world. For
example, in November 2002 Microsoft released Windows XP Tablet PC Edition, an
operating system designed for use with the new Tablet PCs released by most major PC
manufacturers at the same time.

What™s a Tablet PC? It™s a laptop-sized computer with a touch screen that works with a
pen (stylus) to give you the flexibility of pen and paper for note taking and similar tasks.
Note
Some Tablet PCs look just like laptops . . . until you spin the screen and close it so that
the screen is on the outside. Others don™t even include a keyboard. You can™t open
them, they™re simply rectangular blocks with a screen on one side.

You™ll find the new Reading Layout view a much easier way to read documents than any of
the other views, even the Print Layout view. It™s a great way for someone revising a
document to read through the document on-screen. And the good news is that the reviewer
can still make revisions to the document in Reading Layout view.
The Reading Layout view isn™t intended to match Print Layout view. The purpose isn™t to
show you what the page would look like on paper, so page breaks will be different in
Reading Layout view than what you see if you print the document.
To get to Reading Layout view, click the Read button (on the Standard toolbar), or choose
View_Reading Layout. The Word window changes to display your document in two
pages. Most of the tools around the window are removed ” the status bar, the Document
Map and task pane, if they™re open, most of the toolbars, and so on. You are left with a
special Reading Mode toolbar, and a Reading Mode Markup toolbar (which is the same as
the Reviewing toolbar covered earlier). You can replace components if you wish. For
example, click the Document Map button to display the Map again (see Figure 11-9). And
if you prefer, you can view two pages at a time. Simply click the Allow Multiple Pages
button button near the right end of the toolbar.
Chapter 11 ¦ Comments and Reviewing Functions in Word 275




Figure 11-9: Viewing a document in Reading Layout view.


Note When you switch a multi-column document to Reading Layout view, you lose the col-
umns ” Word displays it in a single-column layout.


Moving around in Reading Layout view
You have a variety of ways to move around in Reading Layout view. Table 11-2 describes
these methods.
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Table 11-2
Moving Around in Reading Layout View
Button or Key Name Action
Up and Down Arrow keys
Page Up and Page Dn keys Moves you through the document a screen at a time.

Start of Document button The last button on the Reading Layout toolbar; this displays
the document™s first page.

The scroll bar Use as normal to move around ” of course, in Reading
view you™ll move page by page, not line by line.

Thumbnails button Click this to display thumbnail images of your pages. Use
the scroll bar to move through these images, and click on
an image to go to that page.

Document Map button Click to display the document map; use as usual. Note that
you can use the Document Map or the Thumbnails, but not
both at the same time.

Find button Use as usual; you can search for text, go to a specific page
number, and so on.

Changing text size
Reading layout is all about legibility, so if you wish, you can change the text size to make
the document easier to read. Simply click Increase Text Size and Decrease Text Size buttons
on the toolbar. As you do so the text gets bigger or smaller, and Word reformats the
paragraphs on the pages (or screens, as Word refers to them). The bigger the text, the less
text appears on the page, but the page doesn™t actually change size.

Note You cannot zoom into the document in this layout; the View_Full Screen and View_Zoom
commands are disabled.


Editing in Reading Layout view
You can actually edit in the Reading Layout view, but it™s a little inconvenient. When you
first open Reading Layout view, the cursor is nowhere in the document. The arrow keys
move pages, not the cursor, after all. If you want to edit text, double-click in the text you
want to work with. The cursor is now placed in the text, so you can edit as normal. You can
even use the View menu to add the toolbars you™ll need, if you wish.
To get out of Edit mode and back into normal Reading mode, press the Esc key, or simply
go to another page.
If you do make changes while in Reading Layout view, you may want to look at the effect;
click the Actual Page button near the end of the toolbar to temporarily take you out of
Chapter 11 ¦ Comments and Reviewing Functions in Word 277

Reading Layout view. While the window controls remain unchanged ” you don™t actually
go back to the previous window settings, with all your toolbars, status bar, and so on ” the
page is displayed as it would appear on paper. Click the button again to return to full
Reading Layout view.

If you have Wrap to Window turned on while working in Normal view, switch to Reading
Layout, and then switch back to Normal. Wrap to Window is automatically turned off.
Note
You can find Wrap to Window under the View tab of the Options dialog box. The Wrap to
Window option tells Word to make the text use the entire width of the screen in Normal
view.


Summary
Many Word users work in conjunction with others, and Word™s collaboration tools ”
comments, reviewing tools, comparison and merge tools, and Reading Layout view ” are
truly useful. In this chapter, you learned a number of things:
¦ Place comments into documents using the Insert_Comment command.
¦ Record and place comments into documents using the Insert Voice button on the
Reviewing toolbar.
¦ Text can also be highlighted. Select the text and then click the Highlight button.
¦ Choose Tools_Track Changes to turn on reviewing mode.
¦ The Reviewing toolbar allows you to quickly review the changes made to the
document, and accept or reject those changes.
¦ Use the Tools_Compare and Merge Documents command to see how documents
differ and to merge changes from copies into an original.
¦ Choose View_Reading Layout to open Reading mode.
¦ ¦ ¦
12 CHAPTER



Sharing Excel
Data with Other
Applications . . . .

In This Chapter

Understanding data
sharing
Some Windows applications are designed to work together. The
Pasting and linking data
applications in Microsoft Office are an excellent example of this.
These programs have a common look and feel, and sharing data
Embedding objects in
among these applications is quite easy. This chapter explores
documents
some ways in which you can make use of other applications while
working with Excel as well as some ways in which you can use
Working with XML data
Excel while working with other applications.
In addition, the chapter provides an introduction to the new XML
. . . .
features introduced in Excel 2003. XML files offer another way
to share data between applications.


Understanding Data Sharing
Besides importing and exporting files, you can transfer data to and
from other Windows applications in several other ways:
¦ Copy and paste, using either the Windows Clipboard or
the Office Clipboard. Copying and pasting information
creates a static copy of the data.
¦ Create a link so that changes in the source data are
reflected in the destination document.
¦ Embed an entire object from one application into another
application™s document.
¦ Use an XML file to store the data.
This chapter discusses these techniques and shows you how to
use them.
Part II ¦ Collaborating and Integrating with Office 2003
280


Pasting and Linking Data
This section describes various ways to paste and link data.

Using the Clipboards
Whenever Windows is running, you have access to the Windows Clipboard ” an area of
your computer™s memory that acts as a shared holding area for information that you have cut
or copied from an application. The Windows Clipboard works behind the scenes, and you
usually aren™t aware of it. Whenever you select data and then choose either Edit _ Copy or
Edit _ Cut, the application places the selected data on the Windows Clipboard. Excel can
then access the Clipboard data when you choose the Edit _ Paste command (or the Edit _
Paste Special command).

If you copy or cut information while working in an Office application, the application places the
copied information on both the Windows Clipboard and the Office Clipboard. After you copy
Note
information to the Windows Clipboard, it remains on the Windows Clipboard even after you
paste it, so you can use it multiple times. However, because the Windows Clipboard can hold
only one item at a time, when you copy or cut something else, the information previously stored
on the Windows Clipboard is replaced. The Office Clipboard, unlike the Windows Clipboard,
can hold up to 24 separate selections. The Office Clipboard operates in all Office applications;
for example, you can copy two selections from Word and three from Excel and paste any or all
of them in PowerPoint.

Copying information from one Windows application to another is quite easy. The
application that contains the information that you™re copying is called the source
application, and the application to which you™re copying the information is called the
destination application.
The general steps that are required to copy from one application to another are
1. Activate the source document window that contains the information that you want to
copy.
2. Select the information by using the mouse or the keyboard.
3. Select Edit _ Copy.
4. Activate the destination application. If the program isn™t running, you can start it
without affecting the contents of the Clipboards.
5. Move to the appropriate position in the destination application (where you want to
paste the copied material).
6. Select Edit _ Paste from the menu in the destination application. If the Clipboard
contents are not appropriate for pasting, the Paste command is grayed (not avail-
able). You can sometimes select the Edit _ Paste Special command, which displays
a dialog box that presents different pasting options.
Chapter 12 ¦ 281
Sharing Excel Data with Other Applications


In Step 3 in the preceding steps, you also can select Edit _ Cut from the source application
menu. This step erases your selection from the source application after placing the selection
on the Clipboard.

If you repeat Step 3 in any Office application, the Office Clipboard task pane appears automati-
Note

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