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Microsoft Word for Mac – Sharing and Collaboration

Team and group projects can be a challenge at the best of times.  Microsoft Word for Mac however, simplifies file sharing and allows for collaboration with Word for PC and other word processing programs alike. 

File Formats
Microsoft Word enables user to save their documents in backwards-compatible formats for sharing with others using different releases, or platforms for the software. For example, if you’ve created a Word 2011 document on your Mac and you’d like to share this file with a Word 2003 user in Windows, you will have to save the file in the Word 97-2004 Document (.doc) format.
 Microsoft Word for Mac - Save as File formats

If you are collaborating with non-Word users, you can save your Word document in Rich Text Format (.rtf) to be opened with a variety of word processors.

Microsoft Word for Mac - Save as Word version or RTF
Please remember, when saving your files in a format that differs from the one it was originally created in, you may lose some formatting and style options.  To learn of any possible changes that may occur in your document, you can elect to run a “Compatibility Report” that will outline any affected components within the document. 
 Microsoft Word for Mac - Select Compatibility Report
Microsoft Word for Mac - Compatibility Report

Track Changes

Microsoft Word for Mac - Track Changes

It helps to have fresh eyes review your projects before they’re finalized. To revise a document using Track Changes in Microsoft Word for Mac, select the “Review” tab on the ribbon, then switch “Track Changes” on. This will automatically record (with the stored author credentials), any edits you make to the document.  Edits recorded include text, formatting and style changes, as well as comments.  Track Changes is compatible with most Microsoft Word versions, though edits and comments will not be marked or recorded if the file is saved in .rtf format.

Microsoft Word for Mac - track Changes Sample 
Once edited, the author can then review these edits step-by-step before accepting the changes.  For quick fixes (or to leave the document as it was originally) you can elect to Accept or Reject All changes within the document.  You may also use the “Changes” section of the Review tab to navigate between suggested edits using the “Previous” or “Next” buttons.

 Microsoft Word for Mac  Accept or Reject all
Microsoft Word for Mac - Review Changes

Sharing with Skydrive

Microsoft Word for Mac - Skydrive overview

Microsoft offers a free, cloud-based storage and sharing account to everyone (not just Microsoft Office users); all you require for set-up is an email address.  Registered users of Skydrive have access to 7GB of remote storage space for documents, photos, and other files.  You can sign up for your own account here:  https://signup.live.com/

Microsoft Word for Mac - Save to Skydrive

Microsoft Word users can save their documents directly to Skydrive (File -> Share-> Save to Skydrive).  Next you will be required to enter your Windows Live ID (the email address you registered your Skydrive account with) and your password.  Then, you’ll select the destination folder and click Save.

Microsoft Word for Mac - Save to Skydrive login
To share your document from Skydrive (must be logged in from your web browser), ensure you have to desired document(s) selected and click the “Sharing” link located across the top of the window. 

Microsoft Word for Mac - Share on Skydrive
  Microsoft Word for Mac  Sharing through Skydrive
Here you’ll be able to share via email, or post to Facebook, or Twitter, or create a unique link to distribute as you see fit.  Click “Share” and you’re done! 

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Tuesday, 28 January 2020

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