Comparing two versions of a Word document is a breeze with the built-in "Compare" feature—it’s perfect for spotting changes between drafts or edits. Here’s how to do it:
Steps to Compare Two Versions :
- Open Word: Start with Word open—no need to have either document loaded yet.
- Go to Review Tab: At the top, click the "Review" tab on the ribbon. This is where all the editing and tracking magic lives.
- Hit Compare: Look for the "Compare" button—usually in the Compare group, often with a little icon of two pages side by side. Click it, and a dropdown pops up. Select "Compare…" (not "Combine," which is for merging edits from multiple people).
- Pick Your Files: A "Compare Documents" window appears:
- Original Document: Click the folder icon or dropdown to choose the first version (the baseline).
- Revised Document: Pick the second version (the one with changes).
- You’ll see file paths or recent docs to grab from, or browse to find them on your computer.
- Set Options (Optional): Click "More" or the gear icon to tweak what’s compared—like ignoring formatting or just checking text. Most times, the default settings (everything checked) work fine.
- Run It: Hit "OK," and Word generates a new document showing the differences.
What You’ll See :
- Side-by-Side View: On the left, a pane called "Comparing Documents" lists every change (insertions, deletions, etc.). Click one to jump to it.
- Main Window: The revised doc shows up with tracked changes—redlines for deletions, underlines for additions, all marked up in the text.
- Source Panes: On the right (if your screen’s wide enough), you might see the original and revised docs stacked for reference. Drag the panes or close them if it’s too busy.
Using the Results :
- Navigate Changes: Use the "Previous" and "Next" buttons in the Review tab to hop between edits.
- Accept or Reject: Right-click changes or use the "Accept" and "Reject" buttons to finalize what stays or goes.
- Save It: This is a new file, so save it (File > Save As) if you want to keep the comparison.
Tips :
- File Prep: Make sure both docs are .docx or compatible formats—super old .doc files might need converting first.
- Labels: In the compare window, you can tag who made the revised version (e.g., "Editor: Jane") for clarity in the markup.
- One File?: If you only have one doc with tracked changes already on, just open it and review the edits—no comparison needed.
