Compare documents in Word - Instructions

When working with Word documents, it often happens that you have to compare different versions of a document with each other. Be it to check corrections or to trace changes made by different people. This tutorial guides you step by step on how to effectively compare two Word documents to quickly capture all the differences. You will learn how to make the best use of the Compare function in Word and discover various customization options. Let's get started!

Key Takeaways

• You can quickly and easily identify differences between two Word documents.
• The Compare function allows filtering by specific types of changes (e.g. text, tables).
• Changes can be accepted or rejected directly in the document.

Step-by-Step Guide

To compare documents in Word, follow these steps:

Preparing the Documents

First, you need to create or select two Word documents that you want to compare. Make sure you have an original version (Document 1) and a revised version (Document 2). Start by creating two documents with different content, for example by revising a text passage from the first document and saving it in the second one.

Accessing the Comparison Function

Open the "Review" menu in Word. There you will find the "Compare" option. Click on this button to start the comparison process.

Selecting the Relevant Documents

In the next step, you will be prompted to select the two documents you want to compare. First select the original document (Document 1) and then the revised document (Document 2). Here you can also decide if you want to label the changes with a specific name.

Adjusting the Comparison Settings

You can adjust the comparison settings to define the level at which the comparison should take place. You have the options to compare headers and footers as well as tables. Additionally, you can choose whether the comparison should be done at a character or word level.

Performing the Comparison

Once you have made your selection, click "OK". Word will now create a new document highlighting all the differences between the two versions. Changes will be clearly marked, allowing you to see immediately what has been removed or added.

Reviewing and Accepting Changes

In the new document, you can now review the changes made. Word will show you deletions and modifications. Here you have the option to accept or reject these changes.

Saving the Final Version

Once you have accepted or rejected the desired changes, you can save the final version of the document. This can be done by saving the new document or by creating a new file containing the accepted changes.

Merging Documents

If you are working with more extensive documents edited by different authors, Word offers the option to merge multiple documents. This is especially useful if you want to create a comprehensive document from various sources.

Comparing Parallel Documents

Lastly, you can also display the two documents side by side. This is a good option to quickly navigate between the original versions and the revised version. This way, you can keep track of all the changes.

Summary

In this tutorial, you have learned how to compare two Word documents easily and effectively. With the Compare feature in Word, you are able to quickly identify and manage changes. Additionally, the program offers many helpful customization options to tailor the comparison to your needs. Use this function to bring clarity to your documents and efficiently manage all relevant adjustments.