1. Teamwork and Real-Time Collaboration

Microsoft Word allows multiple people to work on the same document simultaneously. This is called co-authoring. You can see others' changes in real-time and communicate using comments and @mentions.

• Before starting: Ensure you have a Microsoft account and the document is saved on OneDrive or SharePoint.
• Open the document, click Share, and invite collaborators via email.
• Look for Presence indicators (colored flags showing who is editing which part).
• Shortcut: Ctrl + Shift + E can toggle track changes to see modifications clearly.

Lab Exercise:

1. Create a new Word document.
2. Save it to OneDrive.
3. Share it with a friend and watch their changes live.
4. Add comments using Ctrl + Alt + M and mention them using @.

2. Merge Conflicts, Version History, and Restore

When multiple users edit offline, Word may detect merge conflicts. Word allows you to resolve conflicts easily.

• Click File → Info → Version History to view all saved versions.
• You can restore a previous version if mistakes are made.
• Shortcut to open version history: Alt + F → I → V

Lab Exercise:

1. Open a document edited by multiple users.
2. Click File → Info → Version History.
3. Restore a previous version and compare changes.

3. Comments and Task Assignments

• Use Review → New Comment to leave feedback.
• Mention someone using @username to notify them directly.
• Where supported, you can Assign a Task from a Comment.
• Shortcut: Ctrl + Alt + M for new comment.

Lab Exercise:

1. Highlight text and add a comment.
2. Mention your collaborator using @.
3. Check notifications for assigned tasks.

4. Export & Share Options

• Word can export documents to PDF/XPS.
• Options include tags, bookmarks, or ISO 19005-1 PDF/A for archiving.
• You can send documents as an attachment or link directly from Word.

Lab Exercise:

1. Click File → Export → Create PDF/XPS.
2. Select PDF options such as ISO 19005-1.
3. Save and share via email.

5. Integrations with Other Apps

• Link Excel charts/tables into Word (Paste → Link & Keep Source Formatting).
• Use Outlook for mail merge: Mailings → Start Mail Merge.
• Reuse content from PowerPoint: Copy slides or tables into Word.
• Embed Microsoft Forms using Insert → Online Form.
• Use Teams & Loop components for live collaboration (availability depends on subscription).

Lab Exercise:

1. Insert a chart from Excel and link it.
2. Run a mail merge from Outlook contacts.
3. Embed a Microsoft Form in your document.

6. Add-ins & Office Scripts

• Install Add-ins from the Office Store for additional functionality.
• Admins can deploy add-ins organization-wide.
• SSO (Single Sign-On) ensures security and permissions management.
• Office Scripts (web version) allows automation of tasks like repetitive formatting.

Lab Exercise:

1. Click Insert → Get Add-ins.
2. Search for a free add-in like a dictionary or translator.
3. Run a sample Office Script to automate formatting a table.

7. Copilot / AI Features

• Draft: Automatically create text based on your prompt.
• Rewrite: Rephrase sentences to improve clarity.
• Summarize: Generate concise summaries of your document.
• Formatting suggestions: Apply professional styling.
• Prompt best practices: Be clear and specific in your instructions.

Lab Exercise:

1. Open Copilot (if available in your Word).
2. Enter a paragraph and ask to summarize it.
3. Use rewrite suggestions to improve readability.

Exam Questions & Answers

1. Q: What is co-authoring in Word?
   A: Co-authoring allows multiple users to edit a Word document simultaneously in real-time.
2. Q: How do you restore a previous version of a Word document?
   A: File → Info → Version History → Select Version → Restore.
3. Q: How do you mention someone in a comment?
   A: Insert a comment (Ctrl+Alt+M) and type @ followed by their name.
4. Q: Which shortcut opens the new comment dialog?
   A: Ctrl + Alt + M
5. Q: Name one PDF export option in Word.
   A: ISO 19005-1 PDF/A
6. Q: How can you link an Excel chart into Word?
   A: Copy the chart in Excel → Paste in Word → Select “Link & Keep Source Formatting”.
7. Q: What is the purpose of Office Scripts?
   A: Automate repetitive tasks in Word online.
8. Q: How does Copilot help in Word?
   A: It can draft, rewrite, summarize, and suggest formatting for documents using AI.