1) The Security for Administrators document has gone out to Deans, Directors, and Chairs. 2) This warning about how Change Tracking in MS-Word can bite you also went out to DDC: >Date: Mon, 18 Apr 2005 15:17:01 -0400 >From: David A Gift <[log in to unmask]> >Subject: Alert regarding Microsoft Word document formatting >To: [log in to unmask] > >To: Deans, Directors and Chairs > >From: David Gift, Vice Provost, Libraries, Computing and Technology > >Subject: Important feature in Microsoft Word 2003 of which to be aware > > >There is a feature of Microsoft Word 2003 software that we all need to be >careful about. It has the potential to expose to readers, in what the >author(s) believe to be the "final" version of a document, earlier draft >language that has been changed through editing. Intermediate drafting steps >thus may be exposed within the final version that is distributed broadly and >subject to public disclosure. > > >This problem occurs because Word 2003 sets Change Tracking "On" as the >default in any new document, and it retains editorial mark-ups and document >changes recorded by the change tracking feature until the last author has >exercised an "accept all changes" option. When you distribute what you >believe to be final versions of documents, if you have not taken action to >"accept changes", the receiver may be able to see all tracked changes in the >document, including any comment notes that were associated with them during >the editing process. > > >This is a well-hidden and complex feature. To remove this effect from a >Word document in which change tracking has been enabled you need to execute >an Accept All Changes command: > > > First right mouse click on the toolbars across the top of the Word window; > > > Then select (turn on) the Reviewing toolbar from the list; > > > Then mouse over the Accept Changes icon and click on the Accept All >Changes in Document option. > > >This clears all of the change tracking in the document. Unless you do this, >all change tracking is preserved, even if you hide it, and any subsequent >viewer/user of the document can see the editorial work. >