User:Rizwan0300/sandbox

There are times in the creation of a large document when more than one user will work on the some document and make different changes at the same time. In such cases when the file is stored with the same filenames the first file is overwritten leading to a lost of the work of the first person. To prevent such problems some sort of version control is needed. The simplest type uses a systematic numbering system with the files saved in a single storage area called a file repository. It is usual for a document to have a person called the editor who is responsible for it. In the past, drafts were printed and distributed to revisers for revision and the editor collected all the drafts and made finished document. But now, many users can make editing on the same document electronically using tracked changes. The editor then collates all the revisers comments and proofreader’s notes to make final decisions that will produce the finished document. One person (usually editor) will be responsible to make sure that version numbering is maintained and deadlines are met. To protect a document for editing in word go to Tools then Protect Document. This will open up the Protect Document task pane. Go to the Editing restrictions and tick the box for ‘Allow only this type of editing in the document:’ Then select the type of editing like ‘Read only’ in which the user can only read the data. You can also select ‘Comments’ so that the reviser can add comments to draw the attention of the editor to something within the text. Tracked changes can be selected so that revisers can make changes to the document. Each change is recorded for the editor who makes decision as to accept or reject a particular editing. You can also allow certain user to edit certain parts of a document and these exceptions must be identified before enforcing protection. This is done by giving users email address or Windows account details. To protect all of the document select from Tools > Options. This will open a window with several tabs. Within these tabs select security and then you can give the password for opening or editing. Remove the password if you do not want protection. To track changes go to Tools > Track changes. The word will start tracking changes and when the editor selects final showing markup from the reviewing toolbar he would see every editing done in the original document and also who did the editing and the time when editing was done. To accept or reject the changes just click on the revision and right cick the mouse and either select Accept insertion or Reject insertion or Accept deletion or Reject deletion. To produce the final document go to Tools > Compare and Merge Documents. This opens Compare and Merge Documents window. Select the files that you wish to merge and then choose the master document and then merge into single document. Hence the first person would save the file as ‘file1’ second as ‘file2’ and so on. Sometimes the user might save the file with their initials like ‘file3mw’ so that the filename does not conflict with other filenames.