Category Archives: Word

Collaboration – Many hands on One Word Document

Would it not be great if you could collaborate in a word document – at the same time – with your colleague. This would be like having four hands working on one document. You already know that this is possible in the latest Word versions. Many people ask me if this does not give any issues if two persons are editing the same paragraph at the same time. Yes it does and it can be resolved. In this blog post I will try to explain how two people can work together on the same document without messing up the same paragraph. HandsOn


Let’s get started! First step: we start Word and open a document. Second step is to ask to co-worker to open the same document. For this example i have asked my colleague Wendy to open the same document. Just to show you that two people are working on the same document i will add some screens here. Scenario: we opened the same document which is stored on a SharePoint document library.

collaborate_I collaborate_II


The two images above show us that two people are editing this document at the same time. The first image shows that there are two people active, the second image shows who that second person is. If you have Lync integration this is a great feature because you can just as easily start a chat about your editing session here!
I asked Wendy to edit a specific paragraph in this document. I will edit the same paragraph in this document making sure we are working on the same paragraph. Wendy added some sentences to the paragraph (in Dutch). I also added some sentences to the same paragraph. When one of the editors clicks save the other will be notified that updates are available.

collaborate_V collaborate_VI


Now because we are editing the same paragraph one might wonder what the final result will look like. Well first of you do get a warning that two people are editing the same paragraph. You then have the opportunity to view the changes the other made. You can then approve one or the other.

collaborate_IV collaborate_VII


The images above show the warnings / information i receive about the state of the document. I decide to apply the changes by clicking save. Word responds with a following notice:

collaborate_VIII


Word tries to explain that there is a conflict in the same paragraph. Luckily for us it does give us an option to resolve it. So i click the resolve button on the warning. I am presented with the document and a taskbar where i can view the conflicts. When checking i see the the conflicts are minimal. We haven’t touched each others sentences but just added information in different places. So i accept all the changes and click resolve.

collaborate_IX collaborate_X


So we now have a document with changes made by two people. But what if i don’t want to take the risk of someone editing my paragraph while i am working on it? There is always the risk that a co author is editing the same sentence you are just working on. This is where the next option comes to the rescue. I will change the same paragraph again but without taking the risk that Wendy will edit the same sentences. This time i select the specific paragraph and right click the mouse. A popup menu presents me with the one option i am looking for right now: block authors.
When i choose this option the other co worker will see something specific happen in their document. The name of the other author will pop up next to the paragraph telling the co worker that this paragraph is now bocked for editing.

collaborate_XV Collaborate_XII


I can adjust any text in the paragraph without risking my sentences being edited by other co autors! I asked Wendy to take the risk and try to edit a sentence in that specific paragraph while i blocked it. The message is clear (although in Dutch) it states: This change is not allowed because the section is locked. Rock on… my paragraph is save!

Collaborate_XIII


So whenever you want to co author a document take the necessary steps to make sure you are not editing each others paragraphs. So how can you tell you are save? Well i have another image for you right here:

collaborate_XIV


So collaboration really has taken the next step. It is possible to co author a document at the same time. If you have Lync integration a chat is right there to assist you even more. No more mailing around and asking co workers to look at the attached documents. Review live and make adjustments at real time. That’s what we call collaboration!

Next time i will take a closer look how this collaboration stuff works in PowerPoint and Excel.

For now Happy collaborating 🙂

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Navigation Pane in Word 2010 – Your Content Guide

About that one little checkbox
I like exploring the various options available in the office applications. When exploring Microsoft Word 2010 i stumbled upon this little checkbox and wondered what it was for. Hmmm Navigation Pane? I know that option in Microsoft Access and it shows the database objects. What would this do in Word. Curious as always i ticked the box and nothing happened. Well so much for satisfying my curiosity. I should have known better and i do know better. For exploring options it is always best to do so using a well sized document (or at least a document with some pages of text). So i opened up a document and went ahead to explore this little checkbox option. And wow how much functionality can one checkbox reveal!! Let me explain in detail.

This document doesn’t contain any headers
When you start a new document and you decide to activate the navigation pane by clicking the checkbox you will see the navigation pane appear on the left side of your screen. It will look something like this:

This means that if you actually do have a document which contains text it should be formatted with headers. Only then you will get to enjoy the full functionality of the naviagtion pane. If you don’t know how to work with headers you can read this blog entry. I will do a separate one in the near future. Anyway for practical reason i will use a document which contains headers to show you the Navigation Pane in action.

An automatic content guide
If you have used headers like i did in this documents you will see that the navigation pane in Word is automatically filled with some sort of table of contents.

Now let’s take a closer look at the navigation pane and see what functionality it offers.

I have highlighted the various options in the navigation pane. The first option is the “Search” textbox on top. If you provide a search topic here you will see that the search topic is highlighted in the document and in the navigation pane you will see the various sections being highlighted. This shows you in which section the search can be found.

Just below the Search box you will see three tabs. The default view is set to the first tab. This view gives you the “Table Of Contents” style look. This is the view i love to use. When reviewing large documents you have the option to move sections around without doing any cutting, pasting or copying. Just ‘grab’ the header in the naviagtionpane and ‘drag’ it to the position where you think it should fit better in the document. Don’t worry about numbering because this will be automatically corrected. Now that’s what i call service!
The second tab in the navigation pane
Now let’s see what we get when we click the second tab on the navigation pane.

When you click the second tab in the navigation pane you will see that the contents are changed to thumbnails of pages in your document. This way you can easily navigate by page through the document. So in fact you don’t have to navigate through the whole document anymore but using the navigation pane you can easily click on the page you want to examine.
Final tab
the final tab show the same functionality as the search box. So in fact the searchbox and the third tab function act together. Now if you take a closer look at the searchbox you will see another little arrow besides the magnifying glass. When clicked you will see the option to search by various other options like graphics, tables, comments and so on. Wow i am impressed by the fact that checking one little checkbox can offer so much functionality. Trust me whenever you have used this navigation pane you will look for it the next time because this is what’s called productivity on demand.
Happy Navigating 🙂

Office 2010 Icons Gallery – Icons for your Ribbon

When you create your own ribbons in one of the Office applications such as Word, Excel or PowerPoint you will probably want those nice looking icons in your own ribbon as well. Isn’t there some kind of list available where one can find these icons? Of course there is. and you can find it here

How it works

Once you have downloaded the file, it is actually a Microsoft Word file, open it in Word. You will see this line in the document:

This line states that the actual overview of the icons can be found under the tab File in Word. Be patient though it might take a second or so to load the pictures… When done you will see the following situation:

 On the bottom of the Backstage you will find to menu options imageMSO 0 and imageMSO 1. Klik one of the options to see the icons on the right side of the screen.

Now what you need to do to implement the icons into your ribbon is to look for the description under the icon. This is the description you should typ in your .xml code attached to your document. When you open your doccument you will see that icon appear in your ribbon. How cool is that! All you have to do is pick the one you like and typ its description.

Example:
Let me show you a small section of the xml to show you what i am talking about. Look at the image below. Just after imageMso you typ the title of the description you have found in your word document. Now let’s see if you get it. How will your ribbon look after you have used this piece of xml as seen below?

Happy iconing 🙂 and let me know if it worked!

Free Step by Step videos for Word and Excel 2010

Must sees
This has been published a while ago but i do want to bring it to your attention once again. A great series of videos about Excel and Word 2010. The info is provided by MS Press. If you click one of the videos you will view them with Youtube.

Why should I watch these?
Well for learning basic simple steps, but also as preparing for your MOS exams!

This has been put together with great effort and it’s free why not view a video from time to time. You even have time to drink some coffee while you are at it 🙂

 have a look here: http://blogs.msdn.com/b/microsoft_press/archive/2012/01/30/free-step-by-step-videos.aspx

Let me know what you think of them!

Happy Viewing 🙂

Modify The Style Of Your Table Of Contents

Creating a nice looking table of contents
Sure we have read numerous documents which contained TOC’s. Most of them are pre-generated by Word. A great feature and very easy to use. You create your document, apply heading styles to certain headers and choose “insert table of contents” from the ribbon. But what if that table of contents just doesn’t do it for me? How can i adjust the various options in a table of contents. In this post i will show you a way to modify the auto generated Table Of Contents.

A reference
A table of contents is nothing more than a reference. You can actually see this after you have created a table of contents. For this post i’ve created some dummy text and created a table of contents.

Now take a look at this table of contents after we have pressed ALT-F9.
Continue reading

Calculating In Word Tables

Every now and again I stumble upon Word users who still use their calculator to sum the amounts they have typed in their tables. When I tell them that Word is capable of doing that for them they are actually surprised. So let’s take a close look at the table and calculation options in Word.

Regular table
Ok let’s take a look at a regular table you can create in Word. In the example below I just created a table with 2 columns and 5 rows. Everyone knows these tables. In the last row in the second column we want to sum all the prices so there will be a neat totals row. To create a total we place the cursor on the sixth row in the second column. Now we go to the contextual ribbon “Layout” and click on the [Formula] button on the far right.

I am assuming you are using Word 2010 here. In 2003 and earlier you will find the formula option under the “tables” menu. You will see the next dialog pop up: (Click on the image to enlarge)

 

 

 

 

 

Now when you click OK you will see that there is a total of 113 in the sixth row. Neat right? If you want you can also set the number format.

Refresh the table after prices change
Ofcourse prices can change. If they do and you want to refresh your total row then place the cursor in the ‘old’ total (it should become grey so you know you are actually updating the field) and now you press F9. Your totals row should be updated now.

Calculating with text in my table cell?
Many people don’t know they can do the same even if there is text in the cell let’s say before the price. Take a look at the picture below. I’ve taken the same table and added some text in two lines. Now let’s see if the calculation still works.

 

 

As you can see Word still calculates the correct total. The great advantage here is that you can actually type some text before your numbers and the calculation will still be done by Word. How is that for a word processor!

And what if we added a text row between the prices. In the following picture you will see that I added a row with Outlook Calendars which our out of stock. That’s what I typed in the price column. Will Word still calculate the correct total? It will!

 

How about this one?
Take a look at the following table (picture below). How would you calculate the sum of these numbers? We are looking for a totals sum of all the numbers in the very last cell.

Mini Excel
When you do calculations in a Word table you can actually see the table as a mini Excel grid. If you have any experience with excel you know that columns have letters and rows have numbers. So the first column in your Word table is column A and the first row in your Word table is row 1. The second column is column B and the second row is row 2 and so on. So in fact for Word the table looks like this:


 

Looking at this we can say that In cell A1 we see number 12 and in A2 we see number 11. With that knowledge we are now able to do the math in the very last cell. So place the cursor in the very last cell of the Word table. Click the formula button again in the contextual tab in the ribbon. You will see the formula dialog pop up. Instead of the regular =SUM(ABOVE) we alter the statement to:

=SUM(A1:H3) and click OK. You will see that Word places a total of 113 in the very last cell.

What did we do?
We wrote the formula =Sum(A1:H3) in the dialogbox. This means that we wanted everything between the range of A1 to H3 to be summed. If you know any of he functions in Excel you might also want to try AVERAGE or MAX for that matter.

So now you know that you are actually using the excel grid can you create a totals row in the last cell summing only the red bold faced numbers as show below?

 

 

Happy Crunching 🙂