Microsoft. Word Microsoft Office Specialist 2010 Series EXAM COURSEWARE Achieve more. For Evaluation Only

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1 Microsoft Word 2010 Microsoft Office Specialist 2010 Series COURSEWARE EXAM Achieve more

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3 Microsoft Office Specialist 2010 Series Microsoft Word 2010 Expert Certification Lesson 3: Tracking and Reviewing Lesson Objectives Documents In this lesson you will look at tools you can use to track changes or review content in preparation to finalize and share documents. You will look at how to use the Track Changes option, show source references used in your document, and generate an index to help others find information in the document. On successful completion of this lesson, you should be familiar with the following: tracking revisions, accepting or rejecting changes made in a document by one or more people comparing and merging documents showing source references such as citations or bibliographies creating and generating an index v1.00 CCI Learning Solutions Inc. 49

4 Lesson 3 Tracking and Reviewing Documents 3.1 Reviewing Documents Working within a team often necessitates incorporating input from many sources. Sometimes this entails comparing different versions of a document to see where changes were made, or sharing documents with others for their comments. If you want to make changes directly in a document, use revision marks. Revision marks show where text has been added, deleted, or moved and are marked with the reviewer s initials and the reviewed date and time. Even if a document s changes were not tracked through revision marks, they can be added by comparing the document to the original. Tracked changes appear in a shaded area at the right of the document called the Markup Area. Setting Tracking Options By default, any additions made into the document (either text or formatting) will be shown in red, and any deletions will be shown in blue. You can customize these colors. On the Review tab, in the Tracking group, click the arrow for Track Changes and then click Change Tracking Options. Markup Moves Table cell highlighting Formatting Set up how changes will be marked (shown) in the document. By default, red and blue are used for the first author with different color combinations for other users making changes. Specify to track any text that has been moved within the document. Specify to track any changes made to a table, including inserting or deleting cells, and merging or splitting cells. Specify whether you want to track any formatting changes to the text or document v1.00 CCI Learning Solutions Inc.

5 Tracking and Reviewing Documents Lesson 3 Balloons Specify whether you want to use balloons for text or formatting changes. If using balloons, you can then also set the size and positioning of the balloons. You can also determine whether the document prints with the balloons in portrait or landscape orientation. If you leave this field with Preserve, the document prints in portrait orientation, but will shrink the contents to fit on each page. You can also adjust where the balloons appear using Balloons in the Tracking group on the Review tab. When comparing documents, only the first set of colors is used to mark the changes, regardless of how many people made changes to the second document. This feature presumes you are comparing the contents of the second document to the first, and then merging the changes found in the comparison into the first. Once the merge has occurred, you will see the balloons in the document and the Review tab displays with further options for handling this document. Tracking Changes When a document is to be reviewed by others in your workgroup and you want to retain control over the final changes, distribute copies to the others with the Track Changes feature turned on. By tracking changes, the text that has been added, replaced, deleted, moved or reformatted is easily identified. Alternatively, you can track your own changes as a reference when building a document, e.g., writing policy documents or revising a web page. To turn on the tracking feature, use one of the following methods: If the document has balloons in it, you can On the Review tab, in the Tracking group, click Track Changes, or also right-click a press + +. When Track Changes is on, Word uses revision marks, also known as redlining or blacklining, to indicate any changes. Each reviewer s changes are marked with a different color and the revision marks color and formatting can be customized. You can also use Display for Review to show the document in different views, i.e., original document, original with markup, final showing markup, or final. Reviewing a Document from Others balloon and then click Track Changes in the shortcut menu. When you receive a document that has been reviewed by others, the comments or changes made by each author will be shown in a different color. This is helpful when making the final changes and understanding why the change may have been made initially. It also enables others to insert comments or reminders for items that need to be considered for the document. To accept or reject a change, on the Review tab, in the Changes group, click the appropriate command: v1.00 CCI Learning Solutions Inc. 51

6 Lesson 3 Tracking and Reviewing Documents You can also click the arrow for Accept or Reject for further options: Depending on the document content and the types of changes, you can choose to accept/reject all changes. When using this option, make sure that you really want Word to accept/reject all the changes, especially if you have not carefully reviewed them. It is recommended that you review the changes using the Reviewing Pane before proceeding with accepting/rejecting individual or all changes. You may also want to save the file with a different name, leaving the document with the tracked changes intact for reference purposes. You can view the revisions in the document directly, or use the Reviewing Pane for viewing all the changes at one time. For instance, if the majority of changes were formatting changes and you do not need to be focused on these at this moment, you could scroll through the list to find only new or deleted text. The Reviewing Pane can be turned on or off. On the Review tab, in the Tracking pane, click Reviewing Pane. Alternatively, you can click the arrow to display the pane vertically or horizontally. The Reviewing Pane is useful to see all the changes in one location, enabling you to scroll through the Pane to find a specific change or to review what changes were made. When you close the Reviewing Pane, the changes then display in the compared document or in a balloon outlining the change made in this location. To close the reviewing pane, use one of the following methods: On the Review tab, in the Tracking group, click Reviewing Pane, or click Close at the right of the Reviewing Pane title bar. Learn the Skill In this exercise, you will learn how to accept or reject changes made by someone else to a document. You will be changing the user name in this exercise to demonstrate how a document will appear when more than one person has reviewed it. 1 Open Newsletter Vol 8 and save as Newsletter Vol 8 with reviews Student. 2 Click the Review tab and, in the Tracking group, click Track Changes. 3 Select the title and bold it. 4 Select Edinburgh Castle and apply bold, italics, and an Olive Green, Accent 3 text color. 5 Repeat the formatting in step 4 with Glamis Castle, Miramachi and Downtown Toronto. 6 Delete the word new in the first paragraph below the Haunted Sites Tours heading. 7 In the next paragraph, change Hollyrood to Hollywood. 8 In the last sentence before the Restaurant Explorations heading, delete the words sites where and type: tours. 9 In the same sentence, delete the word tours after the word arrange. 10 Save and close the document. 11 Click File, click Options and then change the User name to your own name. Also change the initials to your initials. 12 Open the document again v1.00 CCI Learning Solutions Inc.

7 Tracking and Reviewing Documents Lesson 3 13 If necessary, click the Review tab. In the Changes group, click Accept twice to accept the formatting applied to the title. 14 Accept the deletion in the next tracked change. 15 Accept the formatting for Edinburgh Castle. 16 On the Review tab, in the Changes group, click Reject for the change to Hollywood. 17 Accept the formatting for Glamis Castle and Miramachi. 18 Also accept the text changes for the last paragraph in this section. 19 Reject the formatting change for Downtown Toronto. 20 Click OK when all changes are done. 21 Save and close the document. Comparing or Combining Documents Occasionally you may find that you have two or more documents that look the same, but the dates are different for when they were saved and/or created, or the files were modified by different people at different times. Rather than trying to manually determine what is different, use Word to compare the documents, or combine the differences into one document for review. Comparing Documents Use Compare when you want to mark the combined documents using the legal blackline format. This means all changes appear in underline to show what the changes are. To compare documents, on the Review tab, in the Compare group, click the arrow for Compare. Both options display the following dialog box when selected: You can then select which file is the original document (or the latest one modified) and which file will be used to compare against the original document. To customize what Word should find, compare and mark for you to review, click More v1.00 CCI Learning Solutions Inc. 53

8 Lesson 3 Tracking and Reviewing Documents Using this option to compare the changes between documents enables you to see the differences in one document instead of scrolling through each document individually. You can also select which options you want to have Word compare for you as well as where these changes should occur. The steps demonstrated here apply to documents that have similar text with some minor changes (usually as a result of different users using the same document). These documents have not had any changes tracked. Once the documents have been merged, you can then select the same options as if the original document had tracked the changes. 1 Click the Review tab, in the Compare group, click Compare and then click Compare. 2 In the Original document area, click Browse. Navigate to the student data files and select Company Policies In the Revised document area, click Browse. Navigate to the student data files and select Company Policies Proposal for Click OK. Learn the Skill In this exercise, you will learn how to compare two documents and then merge the differences v1.00 CCI Learning Solutions Inc.

9 Tracking and Reviewing Documents Lesson 3 Word now displays three documents with headings to identify each. You will also see the Reviewing Pane that displays the differences between the two documents. 5 Scroll through the items in the Reviewing Pane to see what the differences are. 6 Scroll through the compared document. You should see the changes marked with legal blacklining in the compared document. 7 Close all documents without saving. Combining Documents This process is similar to the Compare feature except that this option combines all the differences in the two documents directly into one document. All changes appear as tracked changes v1.00 CCI Learning Solutions Inc. 55

10 Lesson 3 Tracking and Reviewing Documents Learn the Skill In this exercise, you will learn how to combine two documents. 1 On the Review tab, in the Compare group, click Compare and then click Combine. 2 In the Original document area, click Browse. Navigate to the student data and select Company Policies In the Revised document area, click Browse. Navigate to the student data and select Company Policies Proposal for Click OK. This looks similar to compared documents except that the combined document shows all the changes in the two documents using the Track Changes format. 5 Scroll up in the combined documents to see the changes v1.00 CCI Learning Solutions Inc.

11 Tracking and Reviewing Documents Lesson Notice how the changes are marked and show you what was deleted, inserted, or changed in the two documents. 6 Close all documents without saving. Referencing Information Sources Word offers features to include more information and references in documents. Use the References tab to insert the different types of information used in your document, or to assist the viewer in finding information in your document. Inserting Citation Sources Citations are reference sources used or cited in your document. Word includes a number of commonly accepted ways to describe sources, such as APA, MLA, and Chicago. Following is a list of citation styles available: APA American Psychological Association; used primarily for information regarding psychology, education, or social sciences. Chicago Used in the publishing industry for all subjects published as books, magazines, newspapers, or other non-scholarly publications. GB7714 Chinese National Standards for referencing bibliographies or citations. GOST ISO 690 MLA SIST02 Turabian Standards used by Europe and Asia for referencing technical information. A standard set up by the International Standards Organization for referencing technical identification and description of resources. Modern Language Association; used primarily for referencing literature, arts or humanities publications. Standards for Information of Science & Technology. Similar to the APA style; primarily used by college students for all subjects. To add a citation, on the References tab, in the Citations & Bibliography group, click Insert Citation and then click Add New Source. If you know you want to add a citation but may not have the information for this source, you can click Add New Placeholder to mark this location for entry later. Learn the Skill In this exercise you will add some references to a document created for the proposal of a new tour and note where the information was sourced for the proposal. 1 Open Haunted Sites Proposal and save as Haunted Sites Proposal Student. 2 Click at the end of the Borley Rectory point. Click the References tab, in the Citations & Bibliography group, click the arrow for Style and then click Chicago Fifteenth Edition. 3 On the References tab, in the Citations & Bibliography group, click Insert Citation and then click Add New Source v1.00 CCI Learning Solutions Inc. 57

12 Lesson 3 Tracking and Reviewing Documents Hint: Use Show All Bibliography Fields to display all fields that help to identify this reference source instead of just the most commonly used fields. Once active, a red asterisk * appears next to each field as a guide to information that should be filled in, whenever possible, although these are not mandatory. 4 Click the arrow for Type of Source and change this to Web site. 5 Type the following information into the fields: 6 Click OK. The n.d. reference means we did not enter a date for this report. In real life, you would continue to add citations for each of the items in your document. For the purpose of this exercise, we will only insert one for demonstration purposes. 7 Save the document v1.00 CCI Learning Solutions Inc.

13 Tracking and Reviewing Documents Lesson 3 Working with Captions Occasionally you may want to put a statement or caption below a picture, table, or figure as a reference to text in the document or for the audience s information i.e. Figure 1 - Lithograph #3 by John Smith, Table Product Sales, or Equation 6 - Chemical Formula for Salt Molecules. This is useful if the picture, table, or figure does not immediately follow the text reference. To insert a caption, position the cursor on the location for the caption and then on the References tab, in the Captions group, click Insert Caption. Caption Label Position Exclude label from caption New Label Delete Label Numbering AutoCaption Display the currently selected caption label with the cursor at the end of the line for further data entry, usually the description of the item being captioned. Select one of the existing labels of Equation, Figure, or Label as the labels for the caption. You can also create your own labels. Select whether the caption should display above or below the item. Turn this feature off if you don t want the label to be shown with the caption description, e.g., Lithograph by John Smith versus Figure 1 - Lithograph by John Smith. Use this to create a different label than those provided in Word. Delete one of the labels. Determine the numbering style to be used with the captions. Set up which items Word will automatically mark to have a caption added, e.g., Excel worksheet, Word table, media clip, etc. 1 Ensure Haunted Sites proposal Student is active. Then click the picture at the right of the Borley Rectory point. 2 On the References tab, in the Captions group, click Insert Caption. 3 In the Caption field, after Figure 1, press and then type: Rear View of Borley Rectory. 4 Click OK. Learn the Skill In this exercise, you will insert a caption for a picture in the document v1.00 CCI Learning Solutions Inc. 59

14 Lesson 3 Tracking and Reviewing Documents 5 Click the second picture in the document under Celebrity Burial Sites. On the References tab, in the Captions group, click Insert Caption. 6 In the Caption field, after Figure 2, press and then type: Forest Lawns, Hollywood Hills. Click OK. 7 Select the third part and add the caption: Figure 3 Dracula s Castle. Your document should then appear similar to: 8 Save the document. Listing Your Sources Once you decide to use citations or captions in your document, you will want to have a table or list that shows what the sources are and where the reader can find these. Word provides a variety of tables for the sources that can include page numbers, links, and formatting options. Creating a Table of Figures Before you can create a table of figures or tables, the document will need to have the captions applied to the figures or tables appropriately. Then you can generate the table in a similar manner to creating an index or table of contents v1.00 CCI Learning Solutions Inc.

15 Tracking and Reviewing Documents Lesson 3 To create a table of figures, on the References tab, in the Captions group, click Insert Table of Figures. Print Preview Show page numbers Right align page numbers Tab leader General Include label and number Use hyperlinks instead of page numbers Options Modify Displays a preview of how the table of figures will appear when it is generated with options selected here. Select this if you want page numbers for the table of figures entries. Select this if you want the page numbers aligned at the right margin. Select the leader option from the table of figures entry to the page number. Select the format or layout style to be used with the table of figures. You can also select which caption type you want to use in generating the table of figures. Select this if you want both the label and the number to appear in the table of figures. Use if you want the table of figures entries to appear as hyperlinks instead of page numbers. This is useful for shared documents when you want the users to be able to jump to the figure or table instead of looking for the page number. Select which styles to use to find the table of figures entries. For instance, if you created your own styles for the captions, you may want to select these instead of the default Caption style provided in Word. Select which styles to use for the table of figures entries or to modify the formatting attributes set for these styles. If you have a combination of figures and tables (or equations) in the document, you will need to generate a separate table for each item. Creating a Table of Authorities A table of authorities is a list of references for a legal document that can include items such as cases, statutes, rules, regulations, treatises, or constitutional provisions. A Table of Authorities is generated from the citations marked in the document v1.00 CCI Learning Solutions Inc. 61

16 Lesson 3 Tracking and Reviewing Documents Before generating a table of authorities, you can mark citations in the document using one of the following methods: On the References tab, in the Table of Authorities group, click Mark Citation, or press + +. To include all occurrences of a citation, click Mark All. To create or generate a table of authorities, on the References tab, in the Table of Authorities group, click Insert Table of Authorities. Print Preview Use passim Keep original formatting Tab leader Formats Mark Citation Modify Display a preview of how the table of authorities will appear once it is generated with options selected here. Passim is shown when the same source is referenced on several pages throughout the document. Maintain the original formatting used for the citations in the table of authorities. Add a leader to the tab. Select from a list of templates to use for the appearance of the table of authorities. Add a new selection of text as a new entry or citation into the table of authorities. You can also use the Mark Citation command for each citation entry. Change the styles or formatting for the listed styles to be used in the table of authorities v1.00 CCI Learning Solutions Inc.

17 Tracking and Reviewing Documents Lesson 3 Learn the Skill In this exercise, you will generate a table of figures and tables for a document. 1 Ensure Haunted Sites Proposal Student is active and move to the end of the document. 2 On the References tab, in the Captions group, click Insert Table of Figures. 3 Keep everything as is and click OK. Now add a table of authorities to list all the citations in the document. 4 Press twice, type: Table of Authorities as the title and press. 5 Move back to the top of the document and select the Borley Rectory citation. 6 On the References tab, in the Table of Authorities group, click Mark Citation. 7 Click Mark to accept all the settings in this dialog box and then click Close. Notice how Word automatically displays the codes used to mark a citation so you can view this entry and make any changes. As noted previously, you would now mark all other citations in the document to be included in the table of authorities. As you only inserted one citation for this demonstration, you can generate the table of authorities now. 8 Turn off the non-formatting characters. Scroll to the end of the document again and position the cursor after the Table of Authorities heading you typed. On the References tab, in the Table of Authorities group, click Insert Table of Authorities. Click OK to accept all settings. 9 Save the document. Inserting a Bibliography A bibliography is a list containing the sources used in a document, including any books, magazine articles, journals, or Web sites where information was gathered for the contents of the document. A bibliography usually appears at the end of a document. You can insert the sources for your document and then generate the bibliography based on these entries. To generate the bibliography, on the References tab, in the Citations & Bibliography group, click Bibliography v1.00 CCI Learning Solutions Inc. 63

18 Lesson 3 Tracking and Reviewing Documents 1 Ensure Haunted Sites Proposal Student is active and move to the end of the document. Create a new page. 2 On the References tab, in the Citations & Bibliography group, click Bibliography. 3 In the gallery, click Works Cited. 4 Save the document. Learn the Skill In this exercise, you will enter sources for the document and then generate a bibliography. Managing Your Sources You can make a change to a citation or other type of source using the Manage Sources option, in the Citations & Bibliography group, on the References tab. The sources display in a list for selection v1.00 CCI Learning Solutions Inc.

19 Tracking and Reviewing Documents Lesson 3 Notice how Word gives you the option to copy, delete, edit, or create a new source from this dialog box. A preview of the source is also available for quick reference. If you select a citation for editing, a screen appears that is similar to the one used when you created the citation. You can then make the changes needed. 1 Ensure Haunted Sites Proposal Student is active. 2 On the References tab, in the Citations & Bibliography group, click Manage Sources. 3 Click Borley Rectory from Current List and then click Edit. 4 Click Show All Bibliography Fields. 5 Scroll to the bottom of the list until you see the Comments field. Type: This shows a picture of the former building which no longer exists. in the field, and click OK. 6 Click Close. Learn the Skill In this exercise, you will make a change to an existing citation source. 7 Save and close the document. Using Cross References Cross-references provide your readers with quick access to related information on the topic being discussed. The cross-reference refers to information in another part of the document. Cross-references generally contain two types of text: the text you type and the cross-reference information that Word inserts. This leads to two steps for creating a cross-reference: 1. Type in the introductory or accompanying text (e.g., See Page X for details), and 2. Select the appropriate information from the Cross-reference dialog box. The cross-reference can also be inserted as a hyperlink to jump the reader to the location of the referenced information. Word enables you to create different types of cross-references such as headings, bookmarks, footnotes and endnotes. To cross-reference headings, they must be formatted with Word s built-in heading styles (e.g., Heading 1 through Heading 9). To help move between headings to decide which items are to be cross-referenced, turn on the Document Map to display a list of the headings in a pane at the left (on the View tab, in the Show/Hide group, click Document Map). Click the appropriate heading to move quickly to that location in the document. To create a cross-reference, on the Insert tab, in the Links group, click Cross-reference v1.00 CCI Learning Solutions Inc. 65

20 Lesson 3 Tracking and Reviewing Documents 1 Open Tolano Employee Handbook and save as Tolano Employee Handbook with cross references Student. 2 Go to page 8, and click at the end of the words, IT department, in the second line of the first paragraph for IT Requirements. 3 Press and then type: (see in the Appendix). Insert two spaces between the words see and in for 4 Click between the two spaces after the word, see. the crossreference. 5 Click the Insert tab, and in the Links group, click Cross-reference. Then click the arrow for Reference type. 6 Click Heading. Learn the Skill In this exercise, you will insert a cross-reference into a policies and procedures manual that all Tolano Adventure employees receive v1.00 CCI Learning Solutions Inc.

21 Tracking and Reviewing Documents Lesson 3 7 Scroll in the list, click Standard Forms and then click Insert. This text now appears in your paragraph of text. 8 Click anywhere in the heading name just inserted as a cross-reference. 3.4 Notice how Word identifies this in a shaded box to indicate this is a special feature. Now try inserting a cross-reference that uses a page number for the reference information. 9 Go to page 3 and click at the end of the word, better, at the end of the second paragraph. 10 Press and then type: (see page for a full list of locations). 11 Click between the two spaces after the word page and then on the Insert tab, in the Links group, click Cross-reference. Notice how Word displays options selected for the last cross-reference inserted. 12 Click the arrow for Insert reference to and then click Page number. 13 Click the List of Employees heading under the Tolano Adventures heading and click Insert. Click Close. Word has now inserted the page number as reference for this heading. If the content of this report changes, causing the page number references to change, this cross-reference will update automatically to show the correct page number where this heading is located. 14 Save and close the document. Creating an Index An index is an alphabetic listing of topics and terms that appears at the end of a long document (e.g., a book). A reader uses the index to locate specific topics and the corresponding page numbers. You can create an index by manually marking the text you want to include in the index or have Word automatically mark all instances of selected text for inclusion in the index. The latter option may seem easier, but you must be sure that you want to list all occurrences of the selected text, regardless of how many times it may appear on the same page. You can also set up a concordance file to help create an index for a document although this option requires a manual review of all items marked to ensure all entries were marked and required. The topic of concordance files is not discussed in this courseware. To create an index, you must work through three basic steps: 1. Specify the text you want to index. 2. Define the format. 3. Compile the index. When determining which text you want to include in an index, consider the following as likely items for inclusion: special terms, abbreviations, acronyms and synonyms, citations; the main ideas found in the document and in individual chapters; heading and subheading variations v1.00 CCI Learning Solutions Inc. 67

22 Lesson 3 Tracking and Reviewing Documents Marking Index Entries The first step in creating an index is to mark the text to be indexed. This marked text becomes known as the Index Entry. The text can be marked manually or with the AutoMark feature. To access the Index feature to mark text for the index or to generate the index, on the References tab, in the Index group, click Insert Index. Print Preview Type Columns Language Right align page numbers Tab leader Formats Mark Entry AutoMark Modify Display a preview of the generated index based settings you select in this dialog box. Select whether the subentries for the index should be indented or in a run-in (all subentries follow the main index entry with semi-colons separating the subentries) format when the index is generated. Indented Run-in Set the number of columns for the entries when the index is generated. Set the language for the index entries. The default will always show what language is installed on your system. Turn this feature on to have the numbers aligned at the right margin, similar to a table of contents format, i.e., dot leaders from the index entry to the page number. Include a leader for the page numbers. Select which format you want to use for the layout of the index when it is generated. Mark this selected text as an index entry. Automatically mark all entries found in the document that match the entries placed in a concordance file. Modify options for which styles will be used with the index entries as well as the formatting attributes associated with each style v1.00 CCI Learning Solutions Inc.

23 Tracking and Reviewing Documents Lesson 3 To mark a selection of text as an index entry, use one of the following methods: On the References tab, in the Index group, click Insert Index and then click Mark Entry, or on the References tab, in the Index group, click Mark Entry, or press + +. Index Options Page number format Mark Mark All Enter the text to be included in the index. Use Main entry for the heading or main index entry, and the Subentry for an index entry that is related to the main entry, similar to: Styles, 182 Creating, 182 Deleting, 186 Modifying, 184 Templates, 130, 165 Creating, 165 Deleting, 170 Modifying, 167 Normal, 165, 167, 170 Set up how the index entry will be recognized and then inserted into the Index feature, e.g., the default is to have index entries associated with page numbers although you can also set it up as a cross-reference. Select to add bold or italic to the page number. Mark this occurrence (selection of text) as an index entry. Mark all occurrences of this selection in the document. Upper and lower case are treated as distinct, so each variation of the text must be marked separately (e.g., interface, Interface, etc.) so that all occurrences of the phrase are indexed. Generating an Index Main Index Entry Subentries Once you have specified the index entries in your document, the next steps are to choose the format for the index, and then to compile or generate the information. When the index is generated, it appears in a grey highlight to indicate it was automatically processed as an index entry in Word v1.00 CCI Learning Solutions Inc. 69

24 Lesson 3 Tracking and Reviewing Documents Learn the Skill In this exercise, you will learn how to mark index entries manually and insert an index into a document. 1 Open Tolano Employee Handbook and save as Tolano Employee Handbook Student. 2 Move to page 3 and select the words Corporate Profile. 3 Click the References tab, in the Index group, click Mark Entry. 4 Click Mark. Notice how the Mark index Entry dialog box remains on the screen to help you mark other index entries in the document. 5 Move to page 6 and place the cursor at the end of the List of Employees text. In the Main entry field, type: Employee List, and in the Subentry field, type: Tolano Adventures. Click Mark. Word enables you to mark index entries where the text is not the same as the text in the document. This gives you the option to customize the index entries to help the reader find specific information in the document. 6 Mark the remaining text as index entries: Page Text to Select Text for Main entry Text for Subentry 8 Policies Policies 8 Network Access Network Access 8 Business Expenses Business Expenses 8 IT Requirements IT Requirements 9 Vacation Days Vacation Days Years 9 Vacation Request Vacation Request 9 Vacation Request Vacation Days Vacation Request form 9 Time-Off Days Time-Off Days 9 Sick Days Sick Days 10 Bereavement Leave Bereavement Leave 11 Health Benefits Health Benefits 11 Medical Medical Benefits 11 Dental Dental Benefits 11 Long Term Disability Long Term Disability 11 Life Insurance Life Insurance v1.00 CCI Learning Solutions Inc.

25 Tracking and Reviewing Documents Lesson 3 7 Save the document. 8 Navigate back to page 8 and place the cursor at the end of the Network Access heading. 9 Click in the Mark Index Entry dialog box. In the Main entry field, type: Policies and in the Subentry field, type: Network access. Press to mark this entry. 10 Select the code and copy it. 11 Click at the end of the line for the next heading, Business Expenses, and paste the code in. Change the words Network access in the code to Business expenses. 12 Paste the code in for each of the remaining headings except for Health Benefits, and change the index entry to match the heading, similar to the following: 13 Using the concept shown in steps 10 and 11, create an additional index entry where there is an index entry for every other health benefit. The main entry should be Health Benefits and the subentry should match each of the subheadings for this topic v1.00 CCI Learning Solutions Inc. 71

26 Lesson 3 Tracking and Reviewing Documents 14 Save the document, and then move to the end of the document. Create a new page, type: Index as the title and press. 15 On the References tab, in the Index group, click Insert Index. 16 Change the number of columns to be 3 and then click OK. 17 Save the document. Updating and Editing an Index Word marks each index entry by inserting a field immediately after the entry text. To change index entries, you must modify the text in the index entry fields using one of the following methods: To edit or format an index entry, change the text inside the quotation marks, or to delete an index entry, select the entire index entry field (including the braces {}), and then press. Modifications to the index entries should be done within the document where the index entry exists. If you make changes to the index entries in the actual index, these are lost each time you rebuild the index. To update an index to include new or deleted index entries, on the References tab, in the Index group, click Update Index v1.00 CCI Learning Solutions Inc.

27 Tracking and Reviewing Documents Lesson 3 You can also update an index by changing the formatting applied to the existing index. To change the format for the index, click anywhere in the existing index, and then on the References tab, in the Index group, click Insert Index. Learn the Skill In this exercise, you will add an index entry and then update the index to reflect the change. 1 Ensure Tolano Employee Handbook - Student is active. Navigate to page 11 and position the cursor after the Health Benefits index entry, then paste the index code from the previous exercise. 2 Change the Main entry text to be Policies and the Subentry to Health benefits. 3 Go to the end of the document where your index is and click anywhere in the index. 4 On the References tab, in the Index group, click Insert Index. 5 Change the Formatting option to be Classic and then click OK. When prompted, agree to replace the existing index. 6 Save and close the document v1.00 CCI Learning Solutions Inc. 73

28 Lesson 3 Tracking and Reviewing Documents Lesson Summary In this lesson you used different tools to track or review content in preparation to finalize and share documents. You also learned how to use the Track Changes option, show source references used in your document, and generate an index to help others find information in the document. You should now be familiar with the following: tracking revisions made by one or more people to a document accepting or rejecting changes made in a document Review Questions 1. When comparing documents, the same set of colors are used by all users who review the second document. a. True b. False 2. If tracked changes is active, each reviewer s changes appear in balloons of the same color; only the initials are different. a. True b. False 3. How does comparing documents differ from combining documents? 4. What are citations? 5. You can only use the Figure text as the label in a caption. a. True b. False 6. What is the difference between creating a table of figures and a table of authorities? 7. What does marking text for an index entry mean? 8. Once you generate an index, the only way to include a new entry is to type it into the index manually. a. True b. False comparing and merging documents showing source references such as citations or bibliographies creating and generating an index MMM Go online for Additional Review and Activities v1.00 CCI Learning Solutions Inc.

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30 Become Certified in Microsoft Office Specialist 2010 The Microsoft Office Specialist 2010 certification is Microsoft s only certification program for the Microsoft Office suite of products. The Microsoft Office Specialist certification is a valuable credential that recognizes the skills needed to use the full features and functionality of Office 2010 applications while improving and validating desktop computing skills. This credential provides students, information workers and job seekers with the knowledge and expertise that pave the pathway to success. Why certification is important: There is an increasing demand for Microsoft Office skills as more and more businesses begin to embrace newer technologies. Microsoft Office Specialist certification allows users to prove their skill sets while effectively preparing them for academic, professional and personal success. This distinguished credential helps individuals differentiate themselves in a competitive job market and enables hiring managers to simplify and shorten the hiring process. It allows teachers to prepare their students with desktop computing skills and expertise. Corporations get the most out of their technology investment by ensuring their employees have the desktop computing skills to tackle the toughest tasks and projects. Most importantly people who are certified are able to do their jobs better and faster than ever before. Research shows that a comprehensive level of skill proficiency, proven by certification, is directly linked to an immediate increase in on-the-job performance. Based on global industry standards, Microsoft Office Specialist 2010 certification is an important and prominent credential for all individuals. Word 2010 Exam Excel 2010 Exam PowerPoint 2010 Exam Outlook 2010 Exam Access 2010 Exam SharePoint 2010 Exam INTRODUCING MICROSOFT OFFICE SPECIALIST 2010 The new Microsoft Office Specialist (MOS) 2010 certification features a series of certification levels, providing a continuum for skills qualification and validation. They include core credentials in any one of the most popular Microsoft Office 2010 products, and Expert and Master credentialing for advanced users. Microsoft Office Specialist (Core Certification) The Microsoft Office Specialist Core certification validates skills with the Microsoft Office 2010 suite. Exams are available on these Office products: Word 2010, Excel 2010, PowerPoint 2010, Access 2010, Outlook 2010, SharePoint Microsoft Office Expert The Microsoft Office Expert certification validates advanced skills in specific Microsoft Office applications. Gaining the credential requires that a candidate pass either of these exams: Word 2010 Expert or Excel 2010 Expert. Microsoft Office Master The Microsoft Office Master Certification denotes fluency in several important Microsoft Office applications. To achieve this designation, a candidate must pass four exams: Word 2010 Expert, Excel 2010 Expert and PowerPoint 2010, and either Outlook 2010 or Access Expert Word 2010 Exam Expert Excel 2010 Exam Proven results: In a recent survey on digital skills, 93% of respondents in one study reported becoming more skilled in the Microsoft Office applications they certified in with 71% claiming moderate or great increases. In addition, six out of 10 MOS-certified respondents said they take on more complex or difficult assignments since passing their exams. 1 Learn more CCI Learning Solutions Inc