Microsoft Office 2007 Compatibility Collaboration Kasamoto UH Information Technology Services Page 1 Word 2003: Some Advanced Topics October 30, 2007 MICROSOFT OFFICE 2007 COMPATIBILITY

Jocelyn Kasamoto UH Information Technology Services Page 1

Word 2003: Some Advanced Topics October 30, 2007

MICROSOFT OFFICE 2007 COMPATIBILITY .................................................................................... 1

COLLABORATION .................................................................................................................................... 1 What is collaboration?.......................................................................................................................... 2 With Windows Server 2003................................................................................................................... 2 Without Windows Server....................................................................................................................... 2 Reviewing Toolbar ................................................................................................................................ 2 Commenting .......................................................................................................................................... 3 Track Changes ...................................................................................................................................... 4 Merging Tracked Changes.................................................................................................................... 4 Versioning............................................................................................................................................. 4 Working with Multiple Documents at the Same Time ........................................................................... 5

TABLE OF CONTENTS............................................................................................................................. 6 How to insert a table of contents .......................................................................................................... 7 How to update a Table of Contents....................................................................................................... 7 Update all references............................................................................................................................ 8

SECURITY ................................................................................................................................................... 8 How to Automatically Remove Personal Information When You Save................................................. 8 How to Manually Remove Your Name.................................................................................................. 9 How to Manually Remove Personal Summary Information.................................................................. 9 Remove Hidden Data Tool.................................................................................................................. 10 Information Rights Management (IRM).............................................................................................. 10 Using Word Encryption ...................................................................................................................... 10 Removing Password Protection from a Document ............................................................................. 11 Protect Document is not a Security Feature ....................................................................................... 11

RESOURCES.............................................................................................................................................. 12

Microsoft Office 2007 Compatibility Microsoft Office 2007 uses a different file format from previous Office 97-2003 versions. Word 2007 format is *.docx.

Download and install the Microsoft Office Compatibility Pack 2007 Office Word, Excel and PowerPoint. You will be able to read Word 2007 (*.docx) files in previous versions of Word. In Word 2007, the *.docx file may be saved in *.doc (Word 97-2003) format.

http://support.microsoft.com/kb/924074

Word 2007 document element differences in previous versions of Word:

http://office.microsoft.com/en-us/word/HA100444731033.aspx

Collaboration Collaborators on a document should use the same version of Word, if possible. It makes the collaboration process easier. We are using Word 2003 in this class.


What is collaboration? • “To work, one with another; cooperate, as on a literary work” (Webster’s

Dictionary). • To create and edit documents with another person or a group. These may be

documents created then sent out for review and comments by colleagues, your supervisor, or possibly the legal dept.

With Windows Server 2003 Microsoft has Windows Sharepoint Server (need to purchase; expensive) to facilitate file sharing and collaboration. This software is for enterprise-wide use.

Windows Sharepoint Services (free from Microsoft) is scaled for workgroup and departmental collaboration. It allows you to communicate, share documents and collaborate using a web browser. You will be able to post documents on a website in libraries that others (who have the appropriate access rights) may read, review, and make changes. You will need to have Windows server 2003, IIS web server and SQL server running.

Getting Started with Windows SharePoint Services

http://office.microsoft.com/en-us/sharepointtechnology/HA100242771033.aspx Windows SharePoint Services Overview

http://www.microsoft.com/technet/windowsserver/sharepoint/techinfo/overview.mspx

System Requirements for Windows SharePoint Services

http://www.microsoft.com/technet/windowsserver/sharepoint/techinfo/sysreqs.mspx

Without Windows Server Word 2003 has some features to make collaboration easier. You will need a network fileshare or peer-to-peer fileshare (central repository) to share documents. The other option is to send documents via email attachment or via UH filedrop (http://www.hawaii.edu/filedrop/).

Reviewing Toolbar To display the reviewing toolbar, go to View, Toolbars, Reviewing. The toolbar has many buttons and options; all may not be immediately available. The toolbar may appear slightly different in other versions of Word.

1 2 3 4 5 6 7 8 9 10

1. Display for Review:

Choose which version of the document to view for review.


2. Show:

Choose which items in the document to show when reviewing.

3. Previous:

View the previous change.

4. Next:

View the next change.

5. Accept Change:

Accept the current change.

6. Reject Change/Delete Comment:

Reject the current change or delete the current comment.

7. Insert Comment:

Insert comment while reviewing.

8. Highlight:

Highlight a certain section of the document (default color is yellow).

9. Track Changes:

Toggle on/off tracking changes while working on a document.

10. Reviewing Pane:

Open a new window at the bottom of the screen that keeps track of all changes made to a document.

Commenting When reviewing someone else’s work, reviewing drafts or grading online, it is useful to add comments without actually changing the document. To insert a comment, select the text (click and drag with the mouse to highlight it). Go to the menu bar, select Insert, Comment or click on the Insert Comment button on the reviewing toolbar.

Comment areas will appear in the margin. Word will highlight the text you wish to comment on and allow you to add comments. Each comment will be numbered by Word and appear in the comments area in the margins.

To remove a comment, first click the comment area and click Reject Change/Delete Comment button on the Revision Toolbar.


Track Changes This feature allows you to keep track of changes you make to a document while you edit or suggest revisions. Open the document in Word that you wish to edit. On the menu bar, go to Tools, Track Changes or click on the Track Changes button on the Reviewing Toolbar.

To change the highlight color and other formatting for tracking changes, select Tools, Options, and click on the Track Changes tab.

Merging Tracked Changes When you are working in a group with several people revising and editing a document, you may want to consolidate all the changes and comments. To merge track changes, open the original document in Word. Then go to Tools and select Compare and Merge Documents.

Open a document that has changes in it that you wish to merge into the original document. Repeat this process until you have merged all of the desired documents into the original document. After you have merged all the tracked changes, you can review the comments made by others, then accept or reject their changes.

Versioning When several people work on one document, you may need to save multiple versions of the same document. This is helpful when you need to go back and refer to an older version of the document or if you need a backup of a file.

To save the current version of a document, go to File, Versions. Click Save Now. In the text box, type text to describe the currently saved version.


You will be saving versions of the document to be archived. If you want to go back and revise the document, you should save it as its own separate document, not as a version.

Working with Multiple Documents at the Same Time Sometimes you will need to merge edits from several documents into a master document. To view multiple documents on the same screen at the same time, open the documents, one at a time. Click Window, Arrange All. This works best with two files open at a time. The filename is listed on the top of each window. You can scroll up and down within a window to view the document. You may edit both documents at the same time. Make sure to save the document in each window.

Click X on the upper right to close the document. Then you may need to maximize the window for the remaining open document.


Table of Contents Word can automatically generate a table of contents, if your document has been formatted using heading styles. To apply styles in your document, select the heading text, click on the Style pull down menu and select a heading style.


How to insert a table of contents Make sure that the document is paginated properly before creating a table of contents. You will be able to update the table of contents later if your headings or page numbers change.

1. Place insertion point where you want the table of contents to be placed. 2. Choose Insert, Reference, Index and Tables.

3. On the Table of Contents tab, set any desired options. • Show page numbers, if desired. • For right aligned page numbers, show dot leaders, if desired. • If desired, choose General, Formats drop-down list, select preset table of

contents design. • If desired, adjust Show Levels setting. • If desired, click Show Outlining toolbar. • If desired, click Options to include other styles, besides headings.

4. If desired, modify the table of contents appearance. • Click Modify. • In the Style dialog box, select the TOC style you want to modify and click

Modify again. • Modify the style as desired. • Click OK to close the Modify Style dialog box. • Click OK to close the Style dialog box.

5. To insert the table of contents, click OK.

How to update a Table of Contents 1. Display the table of contents in the document window. 2. Update the table.

• Right-click the table and choose Update Field from the shortcut menu; • Place the insertion point in the table of contents and press F9;


• Or, reinsert the table of contents, replacing the existing one. Use this option to change the table of contents’ formatting.

Update all references 1. Select the entire document. 2. Press F9. This updates all fields in your document. 3. Deselect the text.

Security By default, Microsoft Office Word 2003 and other software applications contain information (metadata) which is used to enhance editing, viewing, filing, and retrieval of Office documents. Here is some information stored in your Word documents:

• Your name

• Your initials

• Your company or organization name

• The name of your computer

• The name of the network server or hard disk where you saved the document

• The names of previous document authors

• Document revisions

• Document versions

• Template information

• Hidden text

• Comments After you are done collaborating and the document has been finalized, before it is distributed electronically, it should be purged of information you don’t want others to see. Some metadata is easily accessible through the Word interface; others require a low level binary file editor.

It’s best to create a PDF file for public distribution purposes. You will need Adobe Acrobat, not Acrobat Reader, installed to create a PDF.

How to Automatically Remove Personal Information When You Save When you save a document, Word stores a variety of personal information in the files you create – information that can be used to trace a document to you and/or your colleagues. To strip personal information when you save a document:

1. On the Tools menu, click Options, click on Security tab. 2. Check Remove personal information from file properties on save. 3. Click OK.


This option is effective for the active document only, not other existing documents. Because the option is not set by default, it must be manually set for each new document.

How to Manually Remove Your Name 1. On the Tools menu, click Options, click User Information tab. 2. Delete or edit name, initials and email address as desired. Click OK.

New documents will contain the new user information, instead of the default information set when Microsoft Office was installed. However, existing documents will have the default user information.

How to Manually Remove Personal Summary Information When you create or save a document in Word, summary information may be saved in the document. There are several methods that you can use to access this information:


To clear summary information from an existing document or template, follow these steps:

1. Open the document or template.

2. On the File menu, click Properties.

3. On the Summary tab, click to clear the Author, Manager, Company, and any other edit boxes that you do not want to distribute.

4. On the Custom tab, delete any properties that contain information that you do not want to distribute. Click OK

5. .On the File menu, click Save, and then click Close.

After you complete these steps, the document will not contain summary properties.

Remove Hidden Data Tool Microsoft has a remove hidden data tool (rhdtool.exe) add-in to Microsoft Office that will permanently remove hidden and collaboration data, such as track changes and comments, from Microsoft Office (Word XP/2003, Excel XP/2003, PowerPoint XP/2003) files.

http://www.microsoft.com/downloads/details.aspx?familyid=144E54ED-D43E-42CA-BC7B-5446D34E5360&displaylang=en

Information Rights Management (IRM) IRM in Microsoft Office 2003 is a new feature that allows individuals to specify who can access and use documents or email messages (using Outlook) and helps prevent sensitive information from being printed, forwarded, or copied by unauthorized people. IRM requires Windows Server 2003 with Windows Rights Management Services. This solution is designed for organizations that require tight control over information. For more information on IRM:

http://www.microsoft.com/technet/prodtechnol/office/office2003/operate/of03irm.mspx

Using Word Encryption If your Word document contains sensitive or confidential data, you may want to encrypt it. Word has various encryption schemes, ranging from weak to strong 128-bit RC4 encryption. Steps to encrypt a Word document: 1. Select File, Save As. 2. In the Save As dialog box, click Tools, Security Options. 3. In the Password to Open text box, enter a password. By default, passwords can be

up to 15 characters and can contain letters, numbers, and symbols. For security

• Open the document. On the File menu, click Properties. The Summary, Statistics, Contents, and Custom tabs may all contain various properties such as your name, your manager's name, and your company name.

• In Microsoft Windows Explorer, right-click the document, and then click Properties. The tabs in the Properties dialog box may contain information.


reasons, Word displays asterisks onscreen as you type your password. 4. Click the Advanced button. Select the type of encryption desired. 5. If you select an RC4 encryption scheme, you can also choose a key length and

specify whether to encrypt document properties. 6. If you clear the Encrypt Document Properties check box, Word’s Search feature will

still be able to find files based on the contents of the Properties dialog box, although users without the correct password will not be able to open them.

7. Experts recommend RC4 encryption with 128-bit key length for very sensitive data. 8. If your document needs to be read in Office 97/Office 2000 systems, you will need

to specify Office 97/2000 or Weak Encryption (XOR); both encryption schemes are very weak.

9. Click OK to return to the Security tab. 10. Click OK. Word displays the Confirm Password dialog box. 11. Return password as you typed it the first time (passwords are case sensitive). 12. Click Save. Encrypted files can’t be indexed by Windows file indexing services.

Caution: If you save a password-protected Word 2003 document in an older version of Word 6/95, password protection is lost. You will have to re-apply password protection in the older version of Word.

Caution: After documents are encrypted, Word has no way to decrypt them without a password. If you forget your password, you will not be able to open your document. If one of your colleagues forgets a password or leaves the company and doesn’t share the password, you will not be able to open his/her documents. If you use password protection, make sure to keep copies of these passwords stored securely – in a locked, fireproof, waterproof safe – where they can be accessed in case of an emergency.

Removing Password Protection from a Document 1. Open the file and type in the password when prompted. 2. Select File, Save As. 3. Select Tools, Security Options. 4. In the Password to Open box, delete the asterisks corresponding to the existing

password. 5. Click OK. 6. Click Save.

Protect Document is not a Security Feature Tools, Protect Document features do NOT secure your document from malicious intentions. It protects the format and content when you collaborate with co-workers. It is best used when working with trusted colleagues.

You may limit formatting to particular style settings. You may restrict editing to no changes (read only), comments, tracked changes or filling in forms. Click yes, start enforcing protection. You will be prompted to enter a password for the document.

Click Stop Protection on the bottom of the Protect Document pane and enter the document password to remove editing restrictions.


Note: this does NOT stop a user from copying the contents of the file and saving it with another document name.

Resources Camarda, Bill. Special Edition Using Microsoft Office Word 2003. Que, 2004.

Chapter 33, Word Document Privacy and Security Options

Protecting Personal Data in Your Word 2003 Documents

http://msdn2.microsoft.com/en-us/library/aa203679(office.11).aspx

How to minimize metadata in Word 2003

http://support.microsoft.com/default.aspx?scid=kb;en-us;825576&