Microsoft Office 2003 Super Bible phần 5 docx

If you want to send a document containing linked objects to someoneelse, you also have to send the source document for those objects — and make sure that therecipient stores the source d

By default, the Create New tab is selected Choose the type of object you want to insertfrom the Object type list Check the Display as icon box if you want to indicate the objectwith an icon (which users must double-click in order to view the object) When you’vemade your selection, click OK, and a new object of the type specified is embedded in yourOffice document.

Clicking the Create from File tab changes the look of the dialog box to that shown inFigure 9-3

Figure 9-3: Use these tools in your Office application to create an embedded or linkedobject that already exists as a separate file elsewhere

Click Browse to locate the file you want to insert as a new object By default, this will create

an embedded object, but you can make it a linked object by checking the Link to file box.Although Paste Special and Insert Object can be used to accomplish the same ends, InsertObject has the advantage of being able to create new objects of specific types as well ascreate objects from existing files without your having to first open those files and copy theircontents, as Paste Special requires

Working with Embedded Objects

Once you’ve inserted an embedded object into an Office document, it appears to be part ofthe document But there’s a big difference: If you click the object once, you can move itaround and possibly resize it, but you can’t edit it To do that, you have to double-click it.When you do, the menus and controls of the current application change to those of theapplication that created the object, so you can use the controls of the object’s nativeapplication to edit it

Figure 9-4 and 9-5 illustrate this concept Figure 9-4 shows an embedded object, part of an

Excel worksheet, as it looks embedded in a Word document; Figure 9-5 shows what it lookslike when you double-click the embedded worksheet to edit it

Figure 9-4: This embedded Excel spreadsheet looks pretty much like an ordinary

Word table

Figure 9-5: but double-clicking it reveals its Excel roots — and Excel controls.

Working with Linked Objects

Linked objects, like embedded objects, look like they’re part of your Office document — butthey really aren’t They’re simply displayed in it They really still live somewhere else,associated with the program that created them (They’re a bit like graphics displayed on aWeb page in that regard; what you really see is a graphic that’s been called up from a differentlocation, not something that’s an integral part of the Web page, which, after all, is really only

a text file marked with HTML tags.)

If you’re working with dynamic data that changes all the time, linked objects are great,because it doesn’t matter if someone changes some figures in the Excel spreadsheet you’velinked to on page three of your report — the link, which, by default, is updated every timeyou open the document, ensures that your report reflects those changes

Linked objects require two documents in two different files — the source document and thedestination document If you want to send a document containing linked objects to someoneelse, you also have to send the source document for those objects — and make sure that therecipient stores the source document in exactly the same drive and file folder as you had itstored If the source document isn’t where the destination document expects it to be, the linkwon’t work

Note

Moving and resizing linked objects

You can move or resize a linked object just as you can move or resize an embedded object.You can also edit it in its source application by double-clicking it, with one difference: Whenyou double-click an embedded object, the menus and toolbars of the originating program aredisplayed in the destination document’s application Double-clicking a linked object opens

the source document in the originating application: In the case of the previous example, it

would open the source document in Excel in a new window

Editing and updating links

If you have a lot of linked objects in the same document, the easiest way to work with them is

to choose Edit_Links This opens a dialog box similar to the one shown in Figure 9-6 (Itsappearance varies slightly among the various Office applications.)

Figure 9-6: Edit your links using these controls.

The list box includes all the linked objects in the current document (in this case, only one)

Down the right side are additional controls:

✦Update Now updates the linked object in the destination document to match the

source

✦Open Source opens the source file in its originating application

✦Change Source lets you browse your computer for a different source file Obviously,

changing source files is likely to completely change the appearance of your current

document You can also use Change Source to find a source file that has been

relocated, thus repairing the severed link

✦Break Link turns the linked object into a picture, severing its connection with the

source file

You can also choose to either automatically update the linked object whenever you open thedestination document or whenever the source file changes, or you can choose to update thelinked object only when you click Update Now

Using the Locked and Save picture options

Some applications include two additional options in this dialog box: Locked and Save Picture

in Document If Locked is available, you can select it to deactivate the Update Now buttonand prevent the linked object from being updated automatically You might do this to freezethe data in your document at a particular point in time

Save picture in document is normally checked If you uncheck it, you can save a graphic as alinked object instead of inserting it into your document This can save disk space

Other Methods of Sharing Data

The four main Office applications (Word, Excel, PowerPoint, and Access) offeradditional ways to share data You’ll look at collaborating on a network (including theInternet) in a separate chapter, but there are several other ways in which Officeapplications work together

For a full explanation of how you can collaborate on a network with Office applications, seeChapter 16 of this Super Bible eBook

Sending a Word document to PowerPoint

Word lets you send the currently active document to PowerPoint as the basis of a newpresentation It automatically turns each paragraph of the document into a new PowerPointslide (see Figures 9-7 and 9-8), which you can then edit and format as you wish in

PowerPoint To send a document to PowerPoint, choose File_Send To_MicrosoftPowerPoint

You can reduce the amount of formatting you’ll have to do in PowerPoint by using styles.PowerPoint will interpret each Heading 1 style as a title slide, each Heading 2 style as thenext level of text, and so on For that reason, a Word outline actually makes a betterPowerPoint presentation than a Word document consisting of long paragraphs of text

Cross-Reference

Figure 9-7: This ordinary Word document can be sent to PowerPoint

Figure 9-8: where it becomes a presentation in which each paragraph forms a newslide (although obviously some formatting work is needed!)

Analyzing Access data in Excel

Access is a great application for storing and retrieving, but when you want to analyze data,Excel wins out For that reason, Office makes it easy to analyze Access databases in Excel

To do so, open the Access table you want to analyze, and then choose Tools_OfficeLinks_Analyze it with MS Excel Excel opens the table and converts it into a spreadsheet,where you can play with the data to your heart’s content

Publishing Access reports with Word

Access has a disadvantage when it comes to designing reports for its data: Its tools can seemawkward if you aren’t thoroughly familiar with it But one advantage of Office’s integration

is that you can usually use data from any application in another application with which you’remore comfortable For that reason, Access also makes it easy to publish reports in Word.Open the report you want to publish in Word in Access, and then choose Tools_OfficeLinks_Publish it with MS Word Access opens Word and converts the report into a newdocument in RTF format

Merging Access data in Word

Access also lets you easily merge data from a database table with a Word document

To do so:

1 In Access, open the table you want to merge, and then choose Tools_OfficeLinks_Merge it with Microsoft Word This opens the wizard shown in Figure 9-9

Figure 9-9: Use this wizard to merge Access data in Word.

2 Choose either to link your data to an existing Microsoft Word document — a formletter, for instance — or to create a new document and then link the data to it If youchoose to use an existing document, you’ll be asked to select it

3 Access opens Word and either displays the existing document you chose or a blank

document that you can create and format You can’t see it, but the Word document

and the Access document are linked

4 From here on, the process of using the Access data is the same as creating any other

mail-merged document in Word

Sending a PowerPoint presentation to Word

Just as you can turn a Word document into the basis of a PowerPoint presentation, you can

turn a presentation into a Word document which you can then edit and format This can be agreat way to create a hard-copy version of it

To do so, open the presentation you want to turn into a Word document, and choose

File_Send To_Microsoft Word This opens the dialog box shown in Figure 9-10

Figure 9-10: Turn your PowerPoint presentation into a Word document, laid out just the

way you like it

Choose how you want to lay out the pages (you can position slides two to a page, with notes

or blank lines beside them; one to a page, with notes or blank lines below them; or send theoutline only, without any slide images), and whether you want to paste (embed) the

presentation into Word or paste it as a linked object

Click OK PowerPoint creates a new document in Word and pastes the presentation into it

Sharing Data with XML

As has been pointed out several times already in this book, Office 2003 offers XML(eXtensible Markup Language) as a native file format — meaning you can save your files asXML files instead of as Office files

XML is described in greater detail elsewhere, but it’s worth reiterating what is likely theclearest definition of differences between HTML (the markup language used to create Webpages) and XML: XML was designed to describe data, focusing on what data is, whereasHTML was designed to display data, focusing on how data looks

That makes XML an ideal format in which to exchange data between applications,especially between Office and non-Office applications (provided they, too, support XML tothe extent Office does)

However, because Office applications do a fine job of interacting with each other with theirstandard file formats, there’s no particular reason to use XML instead when sharing databetween them — unless you’re also planning to share that data with non-Office applications

In which case you’ll find the techniques for inserting linked and embedded files work withOffice documents saved in XML format just as they do for Office documents saved in theirstandard formats

Summary

In this chapter, you learned ways to build documents using more than one Office application

at a time Key points included the following:

✦There’s more than one way to insert an object from one application into another.You can copy it and select Paste Special, choose Insert_Object from the menu, or,

in some applications, use built-in tools

✦When you use Paste Special, you can choose to insert an object in a number offormats, which vary depending on what kind of object you copied Typical optionsinclude inserting the object as text, as a picture, as a linked or embedded object, or

✦You can edit all the linked objects in your document by choosing Edit_Links Youcan choose to update links automatically or manually

✦Other ways to share data in Office include sending Word documents to PowerPoint

presentations (and vice versa) and sending Access data to Excel for analysis or to

Word for publication or mail merging

✦You can integrate Office documents saved in XML format exactly the same way as

those saved in standard Office formats — useful if you need to keep your

documents in XML format for sharing with non-Office users

10

In This Chapter

Integrating Outlookwith Office

Creating a mail mergeSending an e-mailfrom an applicationImporting andexporting data

Computers are wonderful and complex tools Unlike a simple

tool such as a hammer, a computer is intended to handle

many very different tasks This versatility is the result of the broad

range of software that is available for modern computers

In all likelihood, your copy of Outlook came as a part of Microsoft

Office But even if it did not, you probably have software that

provides word processing functions, other software that manages

database information, and software that handles calculations You

probably have many other applications on your computer, too All

these different pieces of software may seem totally independent of

each other, but as you learn in this chapter, you may want to use

some of them to complement each other You might, for example,

want to use the contact information that you have in Outlook to

help you create perfectly addressed letters using your word

processor You might also want to send a spreadsheet file that

you’re working on as an e-mail message These are just a few of

the benefits you can gain from integrating Outlook with some of

the other applications on your computer

Integrating Outlook with Office

As you would probably expect, Outlook works very well with the

other applications that are a part of Microsoft Office If you want

to use your Outlook Contacts list to create a mail merge in

Microsoft, you’ll find a command right on the Outlook menu to

begin the process (Tools _ Mail Merge) In fact, if you want to share information betweenapplications, Outlook is ready both to provide information to other programs and to useinformation that is provided by other programs.

Much of this two-way data sharing can be thought of as common to many differentprograms It’s often quite easy to share data between programs provided by differentsoftware manufacturers You don’t have to use Word, Excel, or Access to share informationwith Outlook Of course, because Microsoft would like you to use their products, they’vemade it just a bit easier to share information between the programs of Microsoft Office thanwith other programs

One way to share information between programs is to use linking or embedding to place anobject from one program into a document in another program Linking places a link in yourdocument so that changes in the original object are reflected in your document Embeddingplaces a static copy of the object into your document Linking offers the advantage of smallerdocument size and always up-to-date content, but embedding offers the advantage of havingeverything combined into a single package

You might include a chart from an Excel worksheet in an e-mail message to show your teammembers how expenses have really increased over the past year Or you might use aMicrosoft Visio image to illustrate an important point about how your new building proposalwill fit in with the existing structures in the neighborhood

Here’s a quick example of how you might place an Excel chart into an e-mail message:

1 Create the chart in an Excel worksheet

2 Select the object that you want to use in your e-mail message In this case, select thechart of monthly expense

3 Select Edit _ Copy to copy the object to the Office Clipboard

4 Switch back to Outlook If the taskbar is visible, you can click the Outlook icon onthe taskbar, or you can use Alt+Tab to switch between applications

5 Click the Mail Button Bar icon and then click the New Mail Message button todisplay a new Message form

6 Choose Format _ Rich Text

7 Enter the addresses and subject line

8 Type your message

9 Select Edit _ Paste Special to display the Paste Special dialog box You couldsimply choose Edit _ Paste, but this won’t enable you to choose the link option

A link option sends only a link, not actual data

10 Choose Paste to embed the object

Note

11 After you have selected how you want to paste the object, you may be able to select

the object type Generally the types shown at the top of the list will remain the

closest to the object’s original appearance

12 Click OK to paste the object as shown in Figure 10-1

Figure 10-1: Inserted objects become a part of your document

13 Click Send to send the e-mail message

Don’t use plain text as the message format if you want to place objects into the message Youcan only paste text into a plain text message

As you use Outlook and the other applications on your computer, it’s a good idea to think

about how you might share information between different applications Don’t make the all

too common mistake of thinking that information can only be used in documents created inthe application where the data resides As you see in other examples in this chapter, you canalmost always find a way to reuse data without going through the work of reentering it in anew program

Note

Creating a Mail Merge

A mail merge is the process of creating form letters, mailing labels, envelopes, or a catalogfrom a set of related information There are several ways to create a mail merge document.You can either use your Outlook Contacts list to create these documents, or you can createthem from lists of information that you have in other applications

Choosing the source for your data can affect what you can do with mail merge:

✦If you have all the names and addresses in Contacts, Outlook will be the easiestprogram to use because you won’t have to export the information to anotherapplication

✦Outlook, however, doesn’t offer some advanced capabilities that you’ll find in otherOffice programs If you need to do things like automatically separating the mailmerge documents into individual zip codes to take advantage of special mailingrates, you may want to use Excel or Access to do the mail merge

✦If you need to produce a very large set of mail merge documents, such as thousands

of form letters, you may want to use Access This would be especially true if youhave a huge database and need to be able to select a subset of the records for aparticular need

Getting names from contacts

If you already have the names that you want to use for your mail merge in your OutlookContacts folder, creating a mail merge directly from Outlook is a simple process Before youbegin, however, you should put a little thought into what information the mail merge will use.When you perform a mail merge, Outlook provides you with two options You can create amail merge using only the selected records, or you can create one from all the contact recordsthat are shown in the current view Unless you have applied a filter to the current view,Outlook includes all your contact records in the view Although you may want to create aform letter to send to each of your contacts, it’s more likely that you’ll want to use a subset ofthe contact records Suppose, for example, that you have assigned categories to each of yourcontacts If you want to send a form letter to your relatives, you could create a view thatshows only those contacts in the family category You can learn more about filtering your

contacts in Chapter 9 of Wiley’s Outlook 2003 Bible.

To create a mail merge using records in your Contacts list, follow these steps:

1 Open the Contacts folder

2 If you want to use a subset of the records in the mail merge, do one of the following:

• Open a view that filters the records so that only the subset of records is shown

• Select the records that you want to use Hold down Ctrl as you select each record

to add it to the selection

3 Select Tools _ Mail Merge to display the Mail Merge Contacts dialog box, shown

in Figure 10-2

Figure 10-2: Use the Mail Merge Contacts dialog box to produce a mail merge

from contact records

4 Select which records to merge:

• Choose All contacts in current view if you have applied a filter to select a subset

of records or if you want to use all your contacts

• Choose Only selected contacts if you selected the subset of records manually

before beginning the mail merge

5 Select which fields to include:

• Choose All contact fields if you want the mail merge to include all of the contactinformation

• Choose Contact fields in current view if you want the mail merge to include onlythose fields that are displayed in the current view

6 Choose whether you want to create a new document or use an existing one To use

an existing document, you can locate the document via the Browse button

7 Select the Permanent file check box and specify a filename if you want to save the

mail merge data for future use You might want to choose this option to provide a

permanent record of the contacts that you used for this mail merge Normally,

though, you’ll want to perform a new mail merge each time you need the tion so that you don’t accidentally use outdated information.

informa-8 Select the type of mail merge document from the drop-down Document typelist box:

• Form letters are documents that include merged information along with additionaltext that you specify

• Mailing labels are documents that contain multiple labels on each sheet These aregenerally printed on peel-off label stock in standard sizes

• Envelopes are similar to mailing labels, except that the addresses are printeddirectly on standard-size envelopes

• Catalogs are similar to mailing labels, except that they are usually printed on plainpaper and are intended for uses such as membership lists

9 Choose the destination from the drop-down Merge to list box, shown in Figure 10-3:

• New Document produces a document file that you can further edit as neededbefore printing

• Printer sends the merged document directly to the default system printer

• E-mail creates e-mail messages and places them in your Outbox

Figure 10-3: Choose the correct destination for the merged documents.

10 If your current view includes any distribution lists, they will not be incorporated in

the mail merge Click OK to confirm the message regarding this if it appears

11 After Word opens, click the Insert Merge Field button to display the Insert Merge

Field dialog box as shown in Figure 10-4 Double-click to add fields to the

docu-ment If you need to add spaces between fields, click Close, add a space, and reopen

the Insert Merge Field dialog box

Figure 10-4: Add merge fields to your document

12 Enter any additional text as necessary to complete your document

13 Click the Merge to New Document button to display the Merge to New Document

dialog box, shown in Figure 10-5

Figure 10-5: Select the number of records you want to use in your merge.

14 Click All, Current Record, or specify the range of contacts you want included in themail merge

15 Click OK to complete your mail merge Figure 10-6 shows an example of a pleted form letter with the contact information substituted for the merge fields Ifyou chose to merge to the printer, fax, or e-mail, the completed mail merge docu-ments will be directed to the correct destination rather than to documents

com-Figure 10-6: Your completed mail merge replaces the merge fields with theinformation from your Contacts list

16 Print and save your mail merge documents as necessary.

Mail merge documents often contain nasty surprises such as missing or misplaced information.It’s a good idea to practice using mail merge in advance to make certain that your mail mergeworks as you expect In addition, it’s always a good idea to take a quick look through themerged documents before you print and mail them You may find that you need to do someadditional tune-up of the master mail merge document before it is really ready to produce thedocuments that you want

Sending an E-mail from an Application

Outlook’s messaging capabilities make it easy for you to open Outlook and create a new

e-mail message Although this is certainly not a difficult task, switching between applicationscan be a distraction — especially if you’re deep into a project and discover something

important that you need to send out immediately You’ve probably experienced this; you’reworking on a spreadsheet or a report and decide that you should send off a copy to someoneelse So you switch over to Outlook and click the New Mail Message button, address the

message, and begin to type your message You then click the Insert File button and realize

that you can’t remember the correct filename And even if you can remember the name of thefile that you want to send, you aren’t absolutely certain that you saved your latest revisions tothe file You switch back to the original program, click the Save button, note the filename,

and switch back to your e-mail message You complete the message and send it off, but

you’re frustrated by all the time that you’ve wasted

Even if you’ve never thought about it before, you’re probably starting to realize that it might

be just a bit easier if you could send a document as an e-mail message without all that

switching back and forth Not only would it be less distracting to your train of thought, but

you wouldn’t have to try to remember the name of the file that you want to send, nor just

exactly where you saved it

You can send an e-mail message directly from any Office application as well as from manyother Windows programs The process is similar in most applications, so the following

example shows you how to send an Excel worksheet from within Excel

To send a document directly from an application, follow these steps:

1 Open the document that you want to send In some programs, you must name the

document by saving it before you can send it as an e-mail message

2 Select File _ Send To to display the Send To menu, shown in Figure 10-7 Different

applications may have different sets of options on the Send To menu, but most will

include a Mail Recipient option

Note

Figure 10-7: You can send a document from within the application that created it.

3 Choose the option you prefer:

• Mail Recipient generally sends the document as a file attachment, but in Office

2003 applications, you can choose to send the document as an HTML page

• Mail Recipient (for Review) specifies that you want to send this file out for others

to insert comments for review

• Mail Recipient (as Attachment) specifies that you wish to send the document as afile attachment to a text message

• Routing Recipient sends the file to a specified group of people and returns it toyou when everyone has finished adding changes

• Exchange Folder sends the file to an Exchange Server folder, where it will beavailable to all authorized users of that folder

• Online Meeting Participant sends the file to someone who is participating with

you in an online meeting using NetMeeting

• Fax Service enables you to send the document as a fax using a fax driver or faxservice (such as via the Internet)

4 If you selected Mail Recipient in an Office 2003 application, you’ll next see a

message similar to the one shown in Figure 10-8 Choose the format that best suits

your needs and then click OK

Figure 10-8: Choose the proper document format

5 Select the message recipients

6 Enter any additional text and set any message options as necessary Figure 10-9

shows the message ready to send

Figure 10-9: Complete the message just as you would if you were sending it fromOutlook.

7 Click the Send button to send your message

What happens after you click the Send button may depend on several factors If Outlook isrunning, the message should be sent to your Outbox If Outlook is not running, the messagemay be sent immediately using Outlook Express, or you may be prompted to select amessaging profile — depending on the application that you used to create the e-mail message

To prevent confusion, it’s usually best to make certain Outlook is running before you decide

to send an e-mail message

Importing and Exporting Data

Your computer is probably worth a fraction of what the data it contains is worth to you If youthink about all the time and effort that you’ve put into entering information into variousprograms, documents, and databases, it’s easy to see how valuable that information may be

As important as that data may be, it’s not useful if you can’t use the information the way youneed to

Outlook handles many different types of data You may have several sources of data that youwould like to use in Outlook, and you may have a number of places where your Outlook datamight also be useful The key to making all of this data more useful is to import and exportthe information so that you can use it where you need it

Outlook can import more types of data than it can export If you need to use data from anotherprogram in Outlook, or use Outlook data in another program, you may encounter situationswhere neither program seems to support the other’s format If so, look for another format thatboth programs support such as dBase, comma-separated values, or even tab-separated val-ues If you cannot find a common format, you may be able to use Word, Excel, or Access tohandle the format conversion

Note

Importing information into Outlook

There are several types of information that you may want to import into Outlook Typically,though, these fall into a few categories:

✦Contact information such as e-mail addresses

✦vCard electronic business cards

✦iCalendar scheduling information

✦Messages stored in Personal Folder files

✦Internet mail account settings, such as from other e-mail programs (Eudora Pro for

example)

✦Internet mail and addresses, such as from Eudora Pro

To import data into Outlook, follow these steps:

1 Select File _ Import and Export to display the Import and Export Wizard.If you

have the Microsoft Outlook Business Contact Manager installed, you will need to

select File _ Import and Export _ Outlook

2 Select the type of information that you want to import If you aren’t sure which

option to choose, select each option and read the description in the lower part of the

dialog box

3 Click Next to continue

4 Choose the type of file you wish to import The choices will vary according to your

selection in step 2

5 Click Next to continue

6 Select the name of the file that you want to import

7 Choose any options for the import These will vary according to the type of file that

you are importing

8 Click Next to continue

9 If you are importing from a Personal Folder file, choose which folders you want to

import If you are importing data from other types of sources, you probably won’t

have to make this selection

10 If you want to set up custom field mappings, click the Map Custom Fields button to

display the Map Custom Fields dialog box Drag values from the left list to the right

list to map the fields as necessary

11 Click OK

12 Click the Finish button to import the data

Other types of data sources will involve different sequences of steps, but the import processwill be similar in all cases You must choose the type of data, the source file, and how to

handle duplicates

Exporting information from Outlook

Just as you can import data into Outlook from several different formats, you can also exportOutlook data into a number of formats Sometimes, though, the way that Outlook exportsdata may leave something to be desired Fortunately, there are alternatives that may workbetter in some cases

To export data from Outlook, follow these steps:

1 Select File _ Import and Export to display the Import and Export Wizard If youhave the Microsoft Outlook Business Contact Manager installed, you will need toselect File _ Import and Export _ Outlook

2 Select Export to a file option

3 Click Next to continue

4 Choose the type of file you want to create Most of the format options are best suitedfor exporting contact information

5 Click Next to continue If this is the first time that you have exported data to aparticular format, you may need to insert your Outlook CD-ROM so that the correctexport filter can be installed

6 Select the folder that you want to export If you choose a folder other than Contacts,you may not be pleased with the results — especially if you hope to save messages.See “Saving Outlook messages” later in this chapter for a better way to save yourmessage text

7 Click Next to continue

8 Specify a name for the exported data file

9 Click Next to continue

10 Verify the actions to be performed, and then click the Finish button to export thedata

Be sure to open the exported data file to verify the contents before you delete the data withinOutlook You may discover that the exported data is incomplete or unusable, and it is far better

to determine this while you can still recover the information in Outlook

Saving Outlook messages

If you look at data that you’ve exported from Outlook, you may be somewhat less thanthrilled with the results The reason for this is that data you export is generally saved in adatabase type of format, and this may not be what you intended — especially if you weretrying to save a message for use in another program

When you want to save a message, there’s another way to do so that will generally producebetter results than exporting the message Follow these steps to save a message as a text file:

Note

1 Select the message that you want to save.

2 Select File _ Save As to display the Save As dialog box, shown in Figure 10-10

Figure 10-10: Save a message rather than exporting it if you want the message

text to appear in a file

3 Choose the destination for the file

4 Enter a filename for the message By default, Outlook will use the message subject

as the filename

5 Click Save to save the file

When you save a message as a text file, Outlook includes the message header information atthe top of the text file This makes it easy for you to see the information such as who sent themessage, the message date, the recipients, and the subject line Following all of this, you’ll

see the message text

Saving a message as text does not save any message attachments Be sure to save anyimportant attachments separately

Summary

Outlook is a capable program, but that doesn’t mean you have to use it in isolation As youlearned in this chapter, Outlook works well with other programs You saw that Outlook

integrates with the other programs in Microsoft Office You also learned how to use

Outlook’s Contacts list to produce form letters using mail merge You saw that sending e-mailfrom within other applications is sometimes easier than switching back to Outlook, and youlearned how to share data between Outlook and other programs

Tip

In This Chapter

Adding comments todocuments

Marking documentswith revision marksComparing andmerging documentsComparing

documents side byside

Using ReadingLayout view

For many people — especially those employed in the

publishing business — Word’s reviewing tools have become

an essential part of our word-processing arsenal You might

remember a few years ago when word-processed documents

were still being marked up by hand FedEx made a lot of money

from the publishing business in those days, as editors would

make changes to printed copies of pages and ship them to

authors, who would make their changes and ship them back

These days, FedEx isn’t doing quite so well off publishers, and

the publishing business has sped up Everyone working on a file

can now make changes to an electronic version and e-mail it to

the next person It’s much easier, much quicker, and far less

hassle This chapter looks at the tools that Word provides to you

for comments and reviews, tools that enable people to add

information to your documents, yet still provide you with the

power to approve or disapprove the changes

There are two ways for people to make comments or changes to

a document in a collaborative setting You can place comments in

the document, or you can track changes with the reviewing tools.

✦Comments are great for when you don’t want to change

the text itself, you simply want to add your own

thoughts to it

✦The track changes/reviewing feature is a more advanced

feature that enables two or more people to actually

modify the document, with Word tracking who made

each change

Placing Comments in Documents

Word’s comments feature is a quick and easy way to add ancillary information to a

document You can use comments to leave reminders for yourself or notes to other people.Comments do not affect a document’s formatting, and they do not print with the document(unless you specifically tell them to) Therefore, you can insert comments anywherewithout worrying about them ending up in your final printout by mistake

To insert a comment, choose Insert_Comment Word places brackets around the word youjust typed, inserts a tag showing your initials, and either opens the Reviewing pane — ifyou are in Normal or Outline view (see Figure 11-1) — or displays a comment balloon inthe right margin if you are in any other view It also opens the Reviewing toolbar You cannow type your comment

Word assigns reviewer initials based on the information in the User Information tab ofthe Options dialog box (Tools_Options) The Reviewing pane also shows your name, inthe center of the comment’s title bar If you want to be identified differently, simply editthe User Information tab

Note

Figure 11-1: A comment placed into a document.

You can switch between the Reviewing pane — which contains both comments and

information about reviewing changes, which is covered later in this chapter — and yourdocument-editing area by clicking in either area or by pressing F6 You can adjust the size

of the Reviewing pane by dragging the split bar that separates the two panes on your

screen, and you can close it by double-clicking the split bar

You can also use the Reviewing toolbar (View_Toolbars_Reviewing) to work with

Comments This toolbar is intended mainly for use with the Reviewing features, which

you learn about later in the chapter, but it also has a few comment-related features The

toolbar includes the Insert Comment button and the Delete Comment button You click theInsert Button at the point where you want to place a comment; you click inside a commentand then click the Delete Comment button to remove a comment The Reviewing Pane

button opens and closes the Reviewing pane In Figure 11-2, the toolbar has been

expanded Not all the buttons appear by default You can add several other comment

buttons, including Previous Comment and Next Comment (used to move between

comments) and Edit Comment

To turn the display of comments on and off, you need to click the Show drop-down arrow

on the Reviewing toolbar and select Comments from the list

Tip

Figure 11-2: The Reviewing toolbar.

Working with comments

Comments can be identified in a number of ways, even while the Reviewing pane is closed.Assuming that you have turned on the display of comments in the Reviewing toolbar

(Show_Comments), comments can be seen in all views A light pink background is placedbehind the word to which the comment is attached and behind the reviewer’s initials In

addition, the word being commented on is enclosed in red brackets, and the initials are

enclosed in black brackets When you click on comment text inside the Reviewing pane,

the corresponding comment tag within the document is shown with a deeper pink and

darker, thicker red brackets

In some views (Print Layout, Web Layout, Reading Layout, and Print Preview), you see acomment balloon instead of the pink background and brackets within the text (see Figure11-3) The balloon appears in the margin to the right of the comment and has a pink

background Comment balloons are visible in the views just mentioned unless the display

of balloons has been turned off Click the Show button on the Reviewing toolbar and selectBalloons to see if Word is set to Always Show Balloons or Never Show Balloons (Note

that you can choose View_Markup to turn off the color behind the comment but leave theinitials in place.)

Figure 11-3: The comment balloon.

To reopen the Reviewing pane — in which you can read comments — double-click acomment mark in the document or click Reviewing Pane on the Reviewing toolbar If youplan to insert or edit multiple comments, you can leave the Reviewing pane open while youwork on your document

When you select a comment in the Reviewing pane, Word automatically highlights thecorresponding document text If you want the comment to refer to more than one word in thedocument, select the text before inserting the comment

Deleting comments is generally quite easy Place the cursor immediately after a comment andpress the Backspace key twice Alternatively, you can right-click inside the comment, or in thecomment text inside the Reviewing pane, and select Delete Comment

Inserting voice comments

If your computer has sound capabilities — and most do these days — you can use voicecomments to add some personality to your comments You can even combine text and voicecomments for the same reference area Just create a standard text comment using the tech-niques described earlier Then, with your insertion point directly after the comment mark inthe document window, add the voice comment

To insert a voice comment, follow these steps:

1 Position your insertion point where you want the voice comment to appear If youwant the comment to refer to a specific section, select the text before you proceed

Tip