Tag Archives: Word 2010

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:


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!


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:


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 🙂

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.

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 🙂