Pro Office for iPad: How to Be Productive with Office for iPad (2014)

Chapter 6. Revising and Completing Your Documents

You may create some documents on your own, but most likely you’ll work with other people on many documents. That may mean either sharing the documents via a OneDrive account or via a SharePoint server or using e-mail to send the documents back and forth.

This chapter will first show you how to add headers, footers, and page numbers to your documents and how to work with footnotes and endnotes. You will then learn how to work with comments; how to use the Track Changes feature to mark revisions in your documents and integrate input from multiple authors; and how to edit your documents simultaneously with your colleagues, resolving any editing conflicts that arise within a document.

Adding Headers, Footers, and Page Numbers

If you’re planning to print out a multipage document, or to distribute it as a PDF file, it’s often a good idea to add headers, footers, and page numbers to make the pages easy to identify.

Adding Headers and Footers to a Document

A header appears across the top of a page, and a footer appears across the bottom of a page. You can use headers and footers to add information such as the document name and file name, author name, date, and page numbers—or any other information that you need to make available to the reader.

Word gives you plenty of flexibility with headers and footers. If a document needs the same header (or footer) all the way through, you can quickly add one. But you can also use different headers or footers on the odd pages of the document to the even pages, and use different headers and footers from one section of a multisection document to the next. You can also prevent the header or footer from appearing on the first page of a document, which is useful for documents such as letters.

Note Word’s templates come with built-in headers and footers that you can quickly add to give your documents a standard look. These headers and footers range from the straightforward Blank one to stylish designs that can look good in a variety of documents. Many of the headers and footers come with odd-page and even-page versions so that you can create effective page spreads.

Here’s how to add a header or a footer.

1. Tap the Layout tab of the Ribbon to display its controls.

2. Tap the Header & Footer button to display the Header & Footer pop-up panel (see Figure 6-1).

Figure 6-1. To start creating a header or footer, tap the Header & Footer button on the Layout tab of the Ribbon, and then tap the Edit Header button or the Edit Footer button on the Header & Footer pop-up panel

3. Set the Different First Page switch to the On position if you want the first page to have a different header or footer (or no header or footer).

4. Set the Different Odd & Even switch to the On position if you want to have different headers and footers on the odd pages than on the even pages.

5. Tap the Edit Header button or the Edit Footer button, depending on which element you want to edit. Word displays the header area (see Figure 6-2) or the footer area, as appropriate.

Figure 6-2. Type or paste the text of the header or footer in the header or footer area, and then click the Close button

6. Type or paste in the text you want.

Tip Text is good for a plain header or footer, but you can also insert tables, pictures, shapes, text boxes, or hyperlinks in a header or footer by using the controls on the Insert tab of the Ribbon.

Note You can add page numbers to a header or footer by tapping the Page Numbers button on the Layout tab of the Ribbon and then working in the Page Numbers pop-up panel. The next main section shows you the detail of adding and formatting page numbers.

7. Format the text as necessary by using the controls on the Home tab of the Ribbon.

Tip Many templates include a Header style designed for the header area and a Footer style for the footer area.

8. Tap the Close button to close the header area or footer area and return to your document. The Close button appears beneath the header area or above the footer area.

USING DIFFERENT HEADERS AND FOOTERS IN DIFFERENT SECTIONS

If you have broken your document up into multiple sections, you can create a different header and footer in each section. After setting the header or footer in one section, go to the next section and turn off the Same as Previous setting. You can then create the header or footer for this section without changing the header or footer in the previous section.

At this writing, you need to use a desktop version of Word to turn off the Same as Previous setting. The Same as Previous button appears in Word for iPad, but as yet it is a status readout rather than a button for toggling the Same as Previous setting on or off.

Removing a Header or Footer

You can get rid of an unwanted header or footer by deleting it, but there’s an easier way to remove it: tap the Layout tab of the Ribbon, tap the Header & Footer button, and then tap the Remove Header button or the Remove Footer button on the Header & Footer pop-up panel.

Adding Page Numbers to a Document

You can add page numbers to a document to help its readers keep its printed pages in the right order or simply see which point they’ve reached in it. Word’s Page Numbers feature makes it easy to add page numbers by putting a page number field in the header or footer. Word then repeats the page number on each page, inserting the correct value.

Inserting Page Numbers

Here’s how to insert page numbers.

1. Tap the Layout tab of the Ribbon to display its controls.

2. Tap the Page Numbers button to display the Page Numbers pop-up panel. When page numbering is off, the Page Numbers pop-up panel contains only the Numbering switch.

3. Set the Numbering switch to the On position. The remaining controls appear on the Page Numbers pop-up panel (see Figure 6-3).

Figure 6-3. In the Page Numbers pop-up panel, set the Numbering switch to the On position, and then choose the position, alignment, and format for the page numbers

4. Set the Show # on First Page switch to the On position if you want to include the page number on the first page.

Tip When the document’s first page is obviously the first, such as when you use letterhead or other special paper for a printed document, you may want to omit the page number from the first page.

5. If you want to change the page number’s position from that shown on the Position button, tap the Position button to display the Position pop-up panel (see Figure 6-4). You can then tap the Top of Page (Header) button or the Bottom of Page (Footer) button, as needed. Tap the Page Numbers button to return to the Page Numbers pop-up panel.

Figure 6-4. On the Position pop-up panel, tap the Top of Page (Header) button or the Bottom of Page (Footer) button to specify where to place the page numbers

6. If you want to change the page number’s alignment from that shown on the Alignment button, tap the Alignment button to display the Alignment pop-up panel (see Figure 6-5). You can then tap the appropriate button—Left, Center, Right, Inside, or Outside—and tap the Page Numbers button to display the Page Numbers pop-up panel again.

Figure 6-5. On the Alignment pop-up panel, tap the button for the alignment you want to use for the page number

Note The Inside and Outside options on the Alignment pop-up panel are for facing-page spreads such as those in books or magazines. Using the Inside option puts the page numbers on the right side of the left-hand page and the left side of the right-hand page; using the Outside option puts the page numbers on the left side of the left-hand page and the right side of the right-hand page.

7. If you want to change the page number’s format from that shown on the Format button, tap the Format button to display the Format pop-up panel (see Figure 6-6). You can then tap the appropriate button—1, 2, 3, . . .; a, b, c, . . .; A, B, C, . . .; i, ii, iii, . . .; or I, II, III, . . . —and tap the Page Numbers button to return to the Page Numbers pop-up panel.

Figure 6-6. On the Format pop-up panel, choose the number format to use for the page numbers

8. When you finish specifying the page numbers you want, tap in the document to close the Page Numbers pop-up panel.

Formatting Page Numbers

After inserting page numbers in a document, you can format them by applying a style or applying direct formatting. Follow these steps.

1. Scroll the document up or down as needed until you can see one of the page numbers.

2. Double-tap near the page number to open the header or footer for editing.

3. Double-tap the page number to select it. The Edit menu appears.

Tip If you’ve copied formatting from elsewhere, you can tap the Paste Format button on the Edit menu to paste the formatting onto the page number.

4. Use the controls on the Home tab of the Ribbon to apply the formatting you want. For example, tap the Style button and then tap the style you want to apply.

Removing Page Numbers

To remove page numbers from a document, you simply turn them off by following these steps.

1. Tap the Layout tab of the Ribbon to display its controls.

2. Tap the Page Numbers button to display the Page Numbers pop-up panel.

3. Set the Numbering switch to the Off position.

Caution Don’t try to get rid of page numbers by deleting the page number field from the header or footer. If you do this, the Page Numbers feature remains turned on. If you open the Page Numbers pop-up panel, you’ll see the message “Your page numbering format isn’t editable.” This is because the page number field is no longer there.

Working with Footnotes and Endnotes

If you create professional or academic documents, you may need to add footnotes or endnotes to provide extra information or show your sources.

Deciding Between Footnotes and Endnotes

A footnote is a note that appears at the foot of the page that refers to it, while an endnote is a note that appears at the end of a section or document. Normally, you use footnotes when it’s likely the reader will want to read the information, and the chunks of information are short enough to fit at the bottom of pages. You use endnotes for information that you think only a few readers will need to consult or for longer pieces of information.

At this writing, Word for iPad complicates the decision between footnotes and endnotes because it enables you to create footnotes but not endnotes. But Word for iPad does display endnotes correctly, so it’s possible that an update will add the ability to create endnotes. So when you’re working on your iPad, you can create only footnotes—unless you use a desktop version of Word to place endnote markers where you need endnotes. You can then fill in the text for the endnotes using your iPad.

Tip You can convert footnotes to endnotes, or endnotes to footnotes, by using a desktop version of Word.

Inserting a Footnote

Here’s how to insert a footnote in a document.

1. Tap the appropriate point in the document. Normally, you place the insertion point immediately after the last word of the text to which you want the footnote to refer.

2. Tap the Insert tab of the Ribbon to display its controls.

3. Tap the Footnote button. Word inserts the footnote mark and displays the footnote area of the document. This area is separated from the document text by a short horizontal line.

4. Type or paste the text for the footnote (see Figure 6-7).

Figure 6-7. Type the content for the footnote in the footnote area at the bottom of the page

5. Tap in the document text to return to editing the document.

Editing and Deleting Footnotes and Endnotes

You can edit a footnote by going to the footnote area, positioning the insertion point at the point where you want to edit, and then making the changes needed. Similarly, you can edit an endnote in the endnotes area.

To delete a footnote or an endnote, double-tap the note’s reference number in the text, and then tap the Delete button on the Edit menu that appears (see Figure 6-8). Word deletes the note text from the footnote area or endnote area along with the reference number.

Figure 6-8. Double-tap a footnote reference number and then tap the Delete button on the Edit menu to delete the footnote

Working with Comments

You and your colleagues can attach comments to items in the document to offer opinions or suggest changes, without actually changing the text itself. You can then view the comments and remove them once you’ve dealt with them.

Adding a Comment

You can quickly add a comment to a part of a document by following these steps.

1. Select the part of the document to which the comment will refer. You can simply tap to place the insertion point in the text, but if your comment refers to a specific section, it’s usually clearer to select that section.

2. Tap the Review tab of the Ribbon to display its controls.

3. Tap the New Comment button. A new comment balloon appears in the revisions pane on the right.

4. Type the text of the comment (see Figure 6-9).

Figure 6-9. Type the text of your comment in the comment balloon

5. Touch elsewhere in the document to deselect the comment.

Viewing and Deleting Comments

When you receive a document that contains comments, use the buttons at the left end of the Review tab of the Ribbon to work through them. Tap the Previous Comment button or the Next Comment button to select the comment you want to affect, or simply tap the comment in the revisions pane.

After selecting a comment and dealing with it (for example, by editing the text), you can delete the comment. Tap the Delete Comment button to display the Delete pop-up panel (see Figure 6-10), and then tap the Delete Comment button.

Figure 6-10. From the Delete panel, you can delete the selected comment, delete all the comments shown, or delete all the comments in the document

From the Delete pop-up panel, you can tap the Delete All Comments Shown button to delete all the visible comments. This command is available only if you’ve hidden the changes made by some reviewers. You can also tap the Delete All Comments in Document button to delete all the comments (even if some of them are hidden).

Tip Word doesn’t confirm the deletion of all comments, but you can tap the Undo button if you tap the Delete All Comments in Document button by mistake.

Tracking Changes in Your Documents

When you need to work with other people on creating or revising a document, use Word’s Track Changes feature. Track Changes can automatically track almost all the changes in the document so that you can review them, see who made which changes when, accept the changes you want to keep, and reject the rest.

You can choose which types of changes to track and which to ignore. For example, you may want to track only the edits to the text of a document and let your colleagues handle the formatting.

Turning on Track Changes and Working with It

To turn on Track Changes, tap the Review tab of the Ribbon, and then set the Track Changes switch to the On position. With Track Changes turned on, you can write and edit as normal. As you work, Word marks changes as follows:

· Insertions: Inserted text appears in color with an underline.

Note For revisions, Word uses a different color for each of the first eight authors to help you distinguish each author’s work. If there are more than eight authors, Word starts reusing the colors for the ninth and subsequent authors.

· Deletions: Deleted text appears in color with a single strikethrough.

Tip You can choose which tracked changes to display in a document. See the section “Choosing What to Display for Review,” later in this chapter, for details.

· Moved Text: Text you have moved (by using Cut and then immediately using Paste) appears in green with a double underline.

· Moved From: Text that you have moved elsewhere appears in green with a double strikethrough.

Caution When you move text, you must perform the Paste operation next after the Cut operation for Word to register the move and use the correct revision marks. If you cut text, do something else (such as type some characters), and then paste in the cut material, Word marks the cut text as a deletion and the pasted text as an insertion.

· Changed lines: Word places a vertical line to the left of each line that contains revision marks. These changed lines give you a quick indication where to look for changes on the page.

· Formatting changes: Word displays the resulting formatting. The details of the formatting change appear in the revisions pane.

Integrating Tracked Changes into a Document

When everyone has made their edits to the document with Track Changes on, you can go through the changes and accept those you want to keep and reject the others. To review the changes, you use the controls on the right side of the Review tab on the Ribbon. But before you get started, you may want to specify which items Word should display for review.

Choosing What to Display for Review

To speed up your review of a document that uses Track Changes, you can change how Word displays the markup for review. For example, you can show the document as it will appear with all the markup accepted, or show the document’s original version to see how it was.

To control which markup appears, tap the Review tab of the Ribbon to display its controls, and then tap the Display for Review button. In the Display for Review pop-up panel that appears (see Figure 6-11), you can choose which view of the document to use:

· All Markup: Choose this item to see the document’s final text with all the markup displayed. This is the default setting, and the one you’ll probably want to use most of the time while marking up the document.

· No Markup. Choose this item to see the document’s final text with no markup appearing. Use this view when you want to read the document without the visual distraction of markup. This is the best view for catching errors, omissions, and grammar and logic problems.

· Original with Markup: Choose this item to see the document’s original text with the markup displayed. Use this view when you want to focus on the changes made to the original text.

· Original: Choose this item to see the document’s original text before any of the changes were made. By switching among this view and the No Markup view, you can judge the extent and success of the edits to the document.

Figure 6-11. The Display for Review pop-up panel enables you to view the original document or the final document in a clean state, or view either the final document or the original document with markup showing the changes

You can also tap the Show Markup button at the bottom of the Display for Review pop-up panel to display the Show Markup pop-up panel (see Figure 6-12). Here, you can tap the buttons to place or remove the check marks to specify exactly which markup items you want to see:

· Comments: Choose whether comments appear. Turning off the display of comments in a busy document can help you to see the contents more clearly.

· Insertions and Deletions: Choose whether markup appears indicating text and other items inserted in the document, deleted from it, or moved from one place in the document to another.

· Formatting: Choose whether Word displays changes to formatting, such as the application or a style or the addition of direct formatting.

· Show Revisions in Balloons: Place a check mark on this item to use balloons to display the details of revisions as well as comments and formatting changes. The upper screen in Figure 6-11 shows revisions in balloons.

Figure 6-12. In the Show Markup pop-up panel, you can choose whether to display comments, insertions and deletions, and formatting changes. You can also choose what appears in revision balloons

Note The Show Revisions in Balloons button and the Show Only Comments and Formatting in Balloons button are a pair of option buttons. Only one can be selected at once, so placing the check mark on one of these buttons removes the check mark from the other.

· Show Only Comments and Formatting in Balloons: Place a check mark on this item to use balloons to display only comments and formatting changes. When you use this option, the revisions in the document text itself. The lower screen in Figure 6-13 shows revisions inline and comments and formatting in balloons.

Figure 6-13. Choosing Show Revisions in Balloons (above) makes your document look substantially different than choosing Show Only Comments and Formatting in Balloons (below)

From the Show Markup pop-up panel, you can also choose which reviewers’ comments and changes appear. Tap the Reviewers button to display the Reviewers pop-up panel (see Figure 6-14), and then tap to place or remove check marks on the reviewers’ buttons to control which appear and which don’t. This setting is useful when multiple colleagues have reviewed a document and you need to tune out some of them.

Figure 6-14. On the Reviewers pop-up panel, tap to place or remove check marks to control whose edits Word displays. Tap the All Reviewers button to place or remove the check marks for all reviewers at once

Accepting and Rejecting Tracked Changes

To work through the tracked changes in a document, first select a change by tapping the Next button or the Previous button. If you’re using the Show Revisions in Balloons setting, you can also tap the revision balloon for the change.

You can then accept changes by tapping the Accept button and then tapping the appropriate button on the Accept pop-up panel (see Figure 6-15): the Accept & Move to Next button, the Accept Change button, the Accept All Changes Shown button, the Accept All Changes in Document button, or the Accept All Changes & Stop Tracking button.

Figure 6-15. On the Accept pop-up panel, tap the Accept & Move to Next button or the Accept Change button to accept the currently selected change. You can also accept all the changes shown or all the changes in the document

Note Tap the Accept & Move to Next button or the Reject & Move to Next to move quickly from one change to the next.

The Accept All Changes Shown command and the Reject All Changes Shown command are available only when you have hidden changes from some reviewers.

Similarly, you can reject changes by tapping the Reject button and then tapping the appropriate button on the Reject pop-up panel (see Figure 6-16), which offers corresponding buttons to those on the Accept pop-up panel: the Reject & Move to Next button, the Reject Change button, the Reject All Changes Shown button, the Reject All Changes in Document button, or the Reject All Changes & Stop Tracking button.

Figure 6-16. On the Reject pop-up panel, you can reject a single change or all changes at once

Caution Word doesn’t confirm any of the “All” commands, such as the Accept All Changes in Document command or the Reject All Changes & Stop Tracking command. If you touch any of these four buttons by accident, touch the Undo button immediately.

When you’ve finished accepting or rejecting changes, save the document. You may want to use the Duplicate command to save it under a different name if the document is now ready for another stage in its evolution.

Editing Your Documents Simultaneously with Colleagues

Word for iPad makes it easy to edit your documents simultaneously with your colleagues. To enable simultaneous editing, you put the document in a shared location, such as a shared folder on your OneDrive account or on a SharePoint server. Your colleagues can then access it with most versions of Word—with the desktop versions, with the online version, and with Word on the iPad.

RESOLVING PROBLEMS THAT PREVENT SIMULTANEOUS EDITING

Simultaneous editing normally works pretty well on Word for iPad. But sometimes you may find you can’t work together on a document with others. Here are the two things that typically go wrong, and what to do when you run into them.

The first thing that goes wrong is that you find you can’t open the document for editing. When this happens, check the type of document. It must be a .docx file for simultaneous editing to be available on Word for iPad. Normally, this problem occurs if you’ve opened a macro-enabled document in Word for iPad. This file has the .docm file extension, but you won’t see this on the file management screen. (If you need to see the file extension for the current document, tap the File button and then tap Properties on the File menu to open the Properties pop-up panel.)

If the document has the .doc file type, you’ll need to update it to the .docx file format to make it available for simultaneous editing. You’ll know that the document has a different file type because when you open the document, Word displays the Convert and Edit bar at the top of the screen. Tap the Convert and Edit button, and then choose the name under which to save the converted file. Make sure you save the file in a shared location.

The second type of problem involves being able to open a document but not edit it. If you see the message “This document has been locked” when you open a document, someone has restricted the document with permissions that prevent you from editing it. There’s nothing you can do about this except persuade that person to remove the restrictions.

You will also not be able to edit a document that someone has marked as final. In this case, tap the Edit Anyway button in the bar that appears at the top of the screen telling you that the document is locked.

If you can edit some parts of the document but not others, the issue is normally that another author has blocked those parts against editing. See the section “Working with Blocking” for full coverage of blocking.

Editing a Document Simultaneously

To edit a document simultaneously with others, you open the document as normal from the shared location in which it is stored. Word displays the Other Authors Are Editing This Document bar (see Figure 6-17) at the top of the screen to alert you to other authors editing the document.

Figure 6-17. The Other Authors Are Editing This Document bar alerts you to the virtual presence of other authors or editors

To see who else is editing the document, tap the Share button to display the Share pop-up panel, and then tap the Authors Editing button to display the list of authors (see Figure 6-18).

Figure 6-18. Tap the Share button and then tap the Authors Editing button to display the list of authors working on the document

You can edit the document as normal unless other authors have blocked off parts for their own use. The section “Working with Blocking” covers this topic.

Saving Your Changes

Word turns off the AutoSave feature (if it was on) when you are editing a document simultaneously with others. You can tap the File button and then tap the Save and Refresh button on the File menu to force Word to save your changes and refresh the document with others’ changes at any point.

Updating the Document with Other Authors’ Changes

When another author has updated the document, Word displays the Updates Available bar (see Figure 6-19) to let you know. Tap the Save and Refresh button to save your changes and refresh your copy of the document with the changes the other authors have made.

Figure 6-19. When the Updates Available bar appears, tap the Save and Refresh button to save your changes and get the latest changes from other authors

After saving and refreshing the document, Word displays the message “This document was refreshed with updates made by other authors” (see Figure 6-20) to make sure you’re up to date on what’s happened.

Figure 6-20. Word confirms that the refresh operation is complete

Working with Blocking

You can block other authors from working on particular parts of a document. This is useful when you’re focusing on a section of a document and need to be able to write or edit without interference.

Similarly, others can block you from parts of the document.

Blocking Others from Part of a Document

To block others, follow these steps.

1. Select the part of the document that you want to protect.

2. Tap the Review tab on the Ribbon to display its contents.

3. Tap the Block Authors button to display the Block Authors pop-up panel (see Figure 6-21).

Figure 6-21. Tap the Block Authors button on the Block Authors pop-up panel to block other people from working on the section you’ve selected

4. Tap the Block Authors button.

After you finish working in the blocked section, remove the block by tapping the Block Authors button again and then tapping the Unblock All My Blocked Areas button in the Block Authors pop-up panel.

Being Blocked

When someone else has blocked others from editing part of the document, that part appears with a bracket beside it, with the blocking author’s name in a bubble and a blocking symbol (a person with a struck-through circle). Figure 6-22 shows an example.

Figure 6-22. Word displays the name of the blocking author next to each section she has blocked

When you’re blocked from a section, you can’t edit it until the blocking author releases the block.

Resolving Conflicts

When you and others work on a document simultaneously, conflicts can occur if two or more people change the same part of the document within the same update cycle. When conflicts occur, you’ll see a notification such as the Upload Failed bar shown in Figure 6-23.

Figure 6-23. The Upload Failed bar warns you that some of your changes conflict with changes that other authors have made

Tap the Resolve Conflicts button on the Upload Failed bar to display the Conflicts tab of the Ribbon (see Figure 6-24). Tap the Next button to select the next change or the Previous button to select the previous change, and then tap the Keep My Change button, the Keep All My Changes button (the All button with two green check marks), the Discard My Change button, or the Discard All My Changes button (the All button with two red crosses), as needed.

Figure 6-24. Use the buttons on the Conflicts tab of the Ribbon to resolve the editing conflicts in the document

Note When Word displays the Conflicts tab of the Ribbon, it hides the Layout tab, the Review tab, and the View tab, leaving only the Home tab and the Insert tab along with the conflicts tab. This slimming down of the Ribbon is to help you avoid causing any more conflicts before you resolve the existing ones.

When the Conflicts Resolved bar appears (see Figure 6-25), tap the Save And Close View button. Word saves your changes; removes the Conflicts tab from the Ribbon; and restores the Layout tab, the Review tab, and the View tab.

Figure 6-25. Tap the Save And Close View button on the Conflicts Resolved bar to close the Conflicts view and return to editing your document

Summary

In this chapter, you learned how to work with footnotes and endnotes and how to add headers, footers, and page numbers to your documents. This chapter also showed you how to use the Track Changes feature to mark revisions in your documents, how to view only those revisions you need to see at any given point, and how to accept and reject revisions as needed. You also learned how to add, review, and delete comments and how to use Word’s powerful features for editing documents simultaneously with your colleagues.