RE: locking out styles in MS Word

["Diana Ost" <Diana -dot- Ost -at- msmcorp -dot- com>]

Hi:
Peri asked about locking styles in Word, which I do when I send out a
document to reviewers. I do this for two reasons:

1. Prevent Word from "picking up" a bunch of "trash" styles from the
other reviewer's Normal template (such a pain to remove them all later).

2. Enforce using "Track Changes" when the reviewers make their edits to
the document. This saves me time when I don't have to do a "document
compare" to figure out what changed. 

It does have some drawbacks. If there are styles that are either not in
the original template or that you have updated, Word will "offer" to
remove them when you protect the document. (Select No.) Having a really
clean template prevents this problem, I found.

You do have a choice to only protect the styles, if you like, or you can
allow tracked changes or only comments from the reviewers. 

I use it primarily when I have a lot of reviewers adding comments to a
single document, mainly because I really hate stripping out all the
extra styles and reformatting the document every time. It doesn't have
anything to do with enforcing a style guide either. Since I write mainly
policies and procedures, my subject matter experts, not being IT folks,
have varying amounts of expertise with computers, including Word. 

My $.02.


Diana Ost
Technical Writer/Reporting Analyst
Production Administration
Market Street Mortgage Corporation
diana -dot- ost -at- msmcorp -dot- com
Phone (727) 431-7209
Fax     (727) 724-9096
2650 McCormick Drive, Suite 200
Clearwater, Florida  33759
 
 
 
 

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