Document Management IT Service

Ir a contenido Ir a Estudios, Gobernanza y organización
Logo UA
Realizar búsqueda
Menú
Services
Logo IT Service   IT Service
IT Service

Document Management

Aims:
  • Show or hide options of visualisation.
  • Open several documents to the same time.
  • Visualise several parts of the same document.
  • Review of documents and control of changes.

  •  

    %uFEFFShow or Hide options of visualisation

     

    Documentos1

     



    In the eyelash Seen, the block Show or Hide to visualise several options:
    - Rule
    - cuadrícula
    - Map of the document: to visualise the way diagram in the left part.
    - Sights in miniature: to visualise to way of diapositivas the complete document.

    Opening of multiple files.

     

    1. It select a document and open it.
    2. It do the same with another document.
    4. It Will observe that they open two sessions of Word (see bar of tools)

    5. Pressing in one or another open both documents.
    6. To happen of a document to another, go to the eyelash Seen, square Window and select Change windows.

     

    Documentos2

     

    Visualisation of the two documents to the same time.

     

    Stop can see both documents to the same time it is necessary to go to the eyelash Seen, square Window and select Organise All or See in parallel.. Once both in sight can displace in one and in another of independent form. This will allow him use the technicians to drag and place to copy information between both documents.

    Comparison of documents with the sight in parallel

    We can select two documents and visualise them in parallel (one beside the another) and if we selected the movement sincrónico will be able to displace us by both documents to the compass.


    Visualisation of two parts of the same document

    For this it uses the option to Create division, in the same menu Window. In this case create two windows that show two distinct parts of the same document.

    Control of Changes

    Suppose that it has to review a document before sending it to a group of employees.

    If it is precise to effect changes, will wish to do reviews that his boss can see to decide afterwards if they accept or refuse . And it is possible also that it need to write comments to explain some of the changes. Here it is where goes in in operation Control of changes and comments.

    Also it will be convenient to ensure that when it distribute the final document, this does not contain any review or comment. In this moment is when already can prescindir of the characteristic Control of changes and Comments.

     

    Documentos3

     It is reviewing a document of his boss before sending it to all the organisation. It sees changes that wishes to realise and that wishes that his boss also see. Al actuate the Control of changes, Word inserts marks that show where realise eliminations, insertions and changes of format.

    In the ficha Review, in the group Follow-up, do click in Control of changes. The bottom of the button Control of changes changes of colour, what indicates that it is actuated; any change that realise will mark like a review until desactive the Control of changes doing click again in the button.

    Actuate the control of changes and realise several actions

    Documentos4
    1. Text deleted of a globe in the margin.
    2. Text inserted underlined in the same colour that the globe of text deleted.
    3. The vertical lines of the left margin indicate changes in the lines where has deleted and inserted text.

    After actuating the Control of changes, work in Word and does it usually. When it insert or delete text, or move text or graphic, each change will appear with a marked: marks like colours and lines that indicate where is each review and of which review treat .

    Al delete the text "with our effort and the clear ideas", the text deleted place in a globe in the margin of the document. In the globe shows "Deleted" to indicate why the text is in the globe. A line of points joins the place where deleted the text with the globe, so that any one can see the place in which the text was deleted.

    It wishes to replace "twelve" by "nine". It selects "twelve" and writes "nine" on (or simply deletes "twelve" and, to continuation, writes "nine"). "Twelve", the text deleted, place in the globe in the margin of the document. "Nine", the text that finishes to insert, underline and show in the same colour that the edge that surrounds to the globe of the text deleted, what indicates that the same revisor (you) has deleted and inserted text. It Will obtain more information on the colour of marked more forward in this lesson.

    Likewise, it appears a vertical line in the left margin beside each sentence with marks of review. Treat of an additional signal that there are changes in some sentences.

    Suggestion If it prefers it, the text deleted can remain inside the text in place of in a globe in the margin of the document. It Will see how does in the practice.

    Insert a comment

    Documentos5

    It has realised some reviews, but would like him explain also why deleted "twelve" in the first sentence. There is not problem: it insert a comment , that is an anotación that can add to the document. For this, it place the cursor at the end of the text that wishes to comment, "nine" in this example. In the ficha Review, in the group Comments, do click in New comment.

    A globe of comments appears in the margin of the document. The text for which includes the comment, "nine", resalta with the colour of the review. It write the text in the globe of comments.

    It can distinguish a globe of comments of a globe of text deleted by means of:

    • The bottom of solid colour of the globe of comments. A globe of text deleted only is coloreado around his external edge.
    • It labels it "Comment" in the globe.
    • The initials of the revisor in the globe, that indicate who did the comment, together with a number at the side of the initials, that allows to know how many comments there is in the document.

    In the practice will see how modifies a comment and how answer to the comment of another person.

    Note    does not have to actuate the Control of changes to insert comments. It can add comments anytime.


    ¿What has touched each person in the document?
    Documentos6
    Llamada 1 It see who realised a comment moving the pointer of the mouse (mouse) on the comment in the document.
    Llamada 2 A colour for the comments of Pilar Pinilla (PP).
    Llamada 3 A different colour for the comments of Richard Bready (RB).

    When more than a person reviews a document, maybe wish to know which revisor realised each change. Here it will see how know who did each change.

    It move the pointer on the text inserted in the document or on the globes of text deleted in the margin of the document. For each review, will appear Information in screen that shows the name of the revisor and the type of the review, as "deleted" or "inserted." The Information in screen shows also the text deleted or inserted.

    Another way to distinguish a revisor of another is by means of the colour. Word Assign automatically to each revisor a colour of marked, that will see in what realise his first review or write his first comment. For example, his colour can be the blue and the colour of another revisor can be the green. To look for his own changes or comments, would look for the marked blue in all the document.

    As it indicated in the last section, can know who did the comments by the initials of the revisor in each globe of comments.

    Note: Perhaps it interest him know that to the desactivar the Control of changes, do not delete the marks of review (neither the comments).

    This is what occurs: all the marks of review realised until the moment remain in the document, although the Control of changes was desactivado. All the reviews that realise from then they will not mark like reviews.

    To remove the marks of review, accept them or refuse them. To remove the comments, delete them. It Will see how does to continuation.

     

    Accept and refuse the changes 

     It use the button Accept to accept the changes of one in one or secuencialmente, or to accept all the changes at the same time.
     It use the button Refuse to refuse the changes of one in one or secuencialmente, or to refuse all the changes at the same time.
     It use the Previous button to review each element until arriving at the beginning of the document.
     It use the Following button to review each element until arriving at the end of the document.

    When they have concluded the reviews, somebody has to review them and accept them or refuse them. The revisor can work with the reviews of an in one or with all at the same time, and can read the comments and afterwards delete them.


    To delete the marked, use the buttons Accept or Refuse of the ficha Review, in the group Changes, or does click with the secondary button of the mouse in the document to accept or refuse the changes and delete the comments. It Will be able to test both methods in the session of practices.

    When they accept or refuse the changes and delete the comments, the marked that indicates the changes and the comments will remove of the document. The changes accepted will happen to form part of the document when it save .