You may test a Phrase doc for particular points earlier than you share it with different individuals. Here is how.
You’ve got simply created a Microsoft Phrase doc that you simply plan to share with different individuals. However earlier than you do, you wish to be certain it is appropriate for sharing. Which means it does not comprise any hidden private data, that it is going to be readable by individuals with sure disabilities, and that it is appropriate with older variations of Phrase. You may carry out all these duties with the built-in doc inspector.
SEE: Workplace 365: A information for tech and enterprise leaders (free PDF) (TechRepublic)
In a single kind or one other, the doc inspector has been out there in Phrase since 2010, so you’ll use it in any present and supported model besides the free on-line version. The steps are the identical for all the newest variations. Here is the way it works.
The way to examine your Microsoft Phrase doc
As step one, you might wish to hunt for hidden or invisible content material that you do not need different individuals to have the ability to view. Together with your doc accomplished and saved, click on the File menu, choose Information, after which click on the button for Verify for Points. From there, click on the primary possibility for Examine Doc (Determine A).
On the Doc Inspector window, test or uncheck the several types of contents primarily based on what you’d just like the software to seek out. Then click on the Examine button (Determine B).
The inspection flags any of the content material varieties it found in your doc. To take away a selected sort of content material, click on the Take away All button subsequent to it (Determine C).
The inspector cannot take away all forms of content material. In that occasion, the software tells you what it could’t take away. Shut the inspector and return to the doc in case you want to evaluation or take away the desired content material your self or go away it as is (Determine D).
The way to test accessibility in a Phrase doc
Subsequent, you may test your doc to ensure it is readable by your meant viewers, particularly by somebody who has a sure incapacity, for instance, an individual who’s blind and makes use of a display reader. Once more, click on the File menu, choose Information, after which click on the button for Verify for points. Click on the second possibility for Verify Accessibility (Determine E).
The inspection flags any accessibility points, corresponding to a picture that does not comprise an outline. Click on the particular problem, and the software explains why the difficulty was flagged and suggests a really helpful motion (Determine F).
The way to test compatibility in Phrase
Lastly, you may study your doc to ensure it may be seen and edited within the final a number of variations of Microsoft Phrase. Return to the Information display, click on the button for Verify for points, and choose the third possibility for Verify Compatibility (Determine G).
The Microsoft Phrase Compatibility Checker shows any content material or options within the doc that will be problematic in an older model of Phrase. Click on the button for Choose Variations, and you may uncheck completely different previous variations of Phrase to see which particular model can be affected (Determine H).
You may then change or take away the affected function if you recognize one of many recipients of the doc has the older model of Phrase. When completed, save the doc, and also you now can share it together with your meant viewers.