Comparing documents
If you edit a document without the Track Changes enabled, it's still possible to use reviewing features on the document such as Accept and Reject. You can also do or achieve this by comparing two versions of the same document. All you need is to achieve this is the original document and the revised document. Both documents must be saved with different names for a proper and thorough analysis and review.
To compare two documents:
To compare two word documents, from the Review tab, click the Compare command, and then select Compare from the drop-down menu of Microsoft word as seen below.
A dialog box will appear as illustrated below. Choose your Original document by clicking the drop-down arrow and selecting the document from the list. You can click on Browse and locate the document if it did not appear on the list.
Choose the Revised document, and then click OK to start.
Microsoft Word will compare the both files to determine what was changed and then create a new document. The changes will appear as colored markups, just like Track Changes on the new documents, leaving the two compared document untouched.. You can then use the Accept and Reject commands to finalize the document.
Inspecting and Protecting documents.
Microsoft word has several tools and options to help protect and also inspect or check for personal information on a file before sharing with people. Prior to file sharing, you may want to make sure it doesn’t include any information you want to keep private
Document Inspector
In Microsoft word, you can use the Document Inspector to remove ant personal information from the document before sharing. Whenever a new document is created, editing an existing document, certain personal information may be added to the file automatically; for example, information about the document's author.
Document Inspector can create permanent changes, as such; it is advisable to use Save As to create a different copy of the document before using Document Inspector.
To use Document Inspector:
Click the File tab to go to Backstage view on the open word document
From the Info pane, click Check for Issues, then select Inspect Document from the drop-down menu as seen below.
Check or uncheck the boxes on the Document Inspector menu that will appear depending on the content to be reviewed, and then click Inspect to start. In our illustration, we'll leave everything selected.
Any category where a potential sensitive data is found will be highlighted with the show of an exclamation mark. It will also have a Remove All button for each of the highlighted categories. Click Remove All to remove the highlighted data
Click Close when you're done.
Protecting your document
There are several ways to protect a Microsoft word document, depending on your needs. Microsoft word by default, grants anyone access to your document. Such accesses include but not limited to open, copy, and edit its content unless you protect it.
To protect your document:
From your currently working document, click the File tab to go to Backstage view.
From the Info pane, click the Protect Document command.
Choose the option that best suits your needs from the drop-down menu. In our illustration, we'll select Mark as Final. Marking your document as final is a good way to discourage others from editing the file, while other options give you more control if you need it.
Click on OK on the dialog box that will appear.
Another dialog box will appear. Click OK.
The current document will be marked as final. Whenever others open the file, a bar will appear at the top to discourage them from editing the document.
Marking a document or project as final will not prevent others from editing it, it can still be edited by simply clicking on Edit Anyway that will be displayed. If you want to prevent people from editing the document, you can use the Restrict Access option instead.
Practical Exercise
Open our practice document. If you opened our practice document in order to follow along with the lesson, be sure to download a fresh copy by clicking the link again.
Use Document Inspector to check and remove any hidden information.
Protect the document by marking it as final.
When you're finished, the top of your page should look like below image.
CHAPTER SIX
Doing More with Word 2016
SmartArt Graphics
SmartArt in Microsoft word allows you to communicate information with graphics instead of just using text. There are a variety of styles to choose from, which you can use to illustrate many different types of ideas.
To insert a SmartArt graphic:
Place the insertion point or mouse console on the Microsoft word document where you want the SmartArt graphic to appear.
From the Insert tab on your Home menu, select the SmartArt command in the Illustrations group as seen below.
Select a category on the left, choose the desired SmartArt graphic, and then click OK to activate or enable on the dialog box that will appear.
The SmartArt graphic will appear in your document as seen in below illustration.
To Add a text to a SmartArt graphic:
To add a text to a SmartArt graphic, select the SmartArt graphic. A text pane will appear to the left as seen below.
Enter or key in any text next to each bullet in the text pane. The entered text will appear in the corresponding shape. The newly added text will be resized to fit inside the shape.
You can also add text or words to the pane or shapes by clicking the desired shape and then typing into it. This works well in Microsoft word, if you only need to add text to a few shapes. It is also know that for some complex SmartArt graphics, working in the text pane in the Smart graphic menu is often quicker and easier.
To reorder, add, and delete shapes:
Microsoft work has simplified adding new shapes, change their order, and even delete shapes from your SmartArt graphic. You can do all of this in the text pane of SmartArt graphic, and it's a lot like creating an outline with a multilevel list. For more information on multilevel lists, you may want to review our Lists lesson.
To demote a shape in Microsoft word, select the desired bullet, then press the Tab key on your keyboard. The bullet points will move to the right hand side while the shape will move down one level as seen below.
To promote a shape, select the desired bullet, then press the Backspace key on your keyboard (or Shift+Tab). The bullet will move to the left, and the shape will move up one level as shown below.
You can also add a new shape by placing the insertion point or mouse pointer after the desired bullet, and then press Enter. A new bullet will appear on the text pane while a new shape appearson the graphic pane.
Removing a Shape is also simplified. This can be done by pressing Backspace until the bullet is deleted. The shape will then be removed. In our illustration below, we'll delete all of the shapes without text.
Organizing SmartArt from the Design tab
You can use the commands on the Design tab in the Create Graphic group if you preferred or do not like using the text pane to organize your SmartArt. Just select the shape you want to modify, and then choose the desired command.
Promote and Demote: These commands are usually used to move a shape up or down between levels.
Move Up and Move Down: Use these commands to change the order of shapes on the same level.
Add Shape: To use this command and add a new shape to your graphic on your Microsoft word document of project. Clicking the drop-down menu will also offer more placement options in the document or project as illustrated below.
In our illustration, we've been organizing a graphic with a hierarchical layout. Not all SmartArt graphics use this type of layout.
Customizing SmartArt
After inserting SmartArt, you may want to further customize its appearance to suit your needs or requirements. It is easy to further cus
tomize or edit the style and layouts of a SmartArt graphic from the Design and Format tab that appears at the right hand side of the Ribbon.
Microsoft word offers several SmartArt styles, which allow you to quickly modify the look and feel of your SmartArt. To change the style, select the desired style from the SmartArt styles group.
Word also offers a variety of color schemes to use with SmartArt. To change the colors, click the Change Colors command and choose the desired option from the drop-down menu.
You can also further customize each shape independently by select any shape in the graphic, and then choose the desired option from the Format tab of Microsoft word.
To change the SmartArt layout:
Word gives you the option of changing the layout of your data, information or text within your SmartArt graphic if you do not like the organization.
From the Design tab, click the More drop-down arrow in the Layouts group as shown below.
Choose the desired layout, or click More Layouts to see even more options.
The selected layout will appear as shown below.
Before deciding on a new layout, check carefully to make sure no important information will be lost. If the new layout is too different from the original, some of your text may not appear.
Practical Exercise
Open a blank document in Microsoft word.
Insert a Basic Cycle SmartArt graphic from the Cycle category.
Insert the following text in clockwise order: Condensation, Evaporation, Infiltration, Precipitation, Collection.
Delete the shape in the document or project containing the word Infiltration.
Select the shape containing Evaporation, and click the Move Down command twice to move the shape between Collection and Condensation.
Change the SmartArt Layout to Block Cycle.
Change the colors of the SmartArt to a range of your choice from the color option.
Change the SmartArt Style to Intense Effect.
When you're finished, your SmartArt should look like below image
Applying and Modifying Styles
A style in Microsoft word is a predefined combination of font style, size and color that can be applied to any text in your document. Styles in Microsoft word document or project can help your documents achieve a more professional look and feel. You can also use it to change several things in your document or project at the same time.
To apply a style:
Select the text you want to format by highlighting, or place your cursor at the beginning of the line.
Click the More drop-down arrow located on the Styles group on the Home tab.
Select the desired style from the drop-down menu as shown below.
The text will appear in the selected style as shown below.
To apply a style set:
Style sets include a combination of title, paragraph styles and heading. Style sets in Microsoft word allow you to format all elements in your Microsoft word document or projects at once as against separate element modification or formatting.
From the Design tab on your Home tab, click the More drop-down arrow in the Document Formatting group.
Choose the desired style set from the drop-down menu that will appear as seen below.
The above selected style set will be applied to your entire document as illustrated below.
To modify a style:
Point and right-click the style you want to change in the Styles group on the Home tab, then select Modify from the drop-down menu as shown below.
A dialog box will appear as been in below illustration. Make the desired formatting changes, such as font style, color, and size. If you want, you can also change the name of the style. Click OK to save your changes and exit.
The selected style will be modified.
When you modify a style in Microsoft word, you're changing every instance of that style in the document. In the illustration below, we've modified the Normal style to use a larger font size. Because both paragraphs in the document use the Normal style, they've been updated automatically to use the new size as seen in below image.
To create a new style:
Click the arrow in the bottom-right corner of the Styles group.
The Styles task pane will appear. Select the New Style button at the bottom of the task pane.
A dialog box will appear as seen below. Enter a name for the style, determine and select the desired text formatting, then click OK to save and exit.
The new style will be applied to the currently selected text. It will also appear in the Styles group and will be available for selection.
You can also use styles to create a table of contents for your document or projects. To learn how, review our previous chapter on Creation of Table of Contents in Microsoft Word.
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Advanced Microsoft Word 2016: Word Essentials Book 2 (MSword) Page 5
