Microsoft Office Tutorials and References
In Depth Information
Comparing Documents
Comparing
Documents
Changed lines. Word shows that someone has made changes to the text by
inserting a vertical line in the outside border on the line with the change. If you
prefer, you can tell Word to show this line always on the left or the right, or to
not show it at all.
Comments. Usually, Word assigns each commenter a different color, making
it easy to see who made which comment. If you prefer, however, you can set a
single color for all comments.
Track moves. If you don’t want Word to mark moved text, turn off the “Track
moves” checkbox. You can also set formatting and color options for the text in
its original (“Moved from”) and new (“Moved to”) locations.
Tables. Word tracks the text in tables the same way it does text in a paragraph. If
a reviewer makes changes to the table itself, though, Word tracks it by assigning
inserted, deleted, merged, and split cells different colors. If you want, you can
change the default colors here.
Track formatting. If you don’t want to know about formatting changes, turn off
the “Track formatting” checkbox. Or you can set the formatting and color
options that indicate that someone has changed the formatting.
Balloons. Here you can specify when to use balloons (the options are the
same as in the Show Markup menu). You can also set the width and position
of balloons.
Paper orientation. When you print a marked-up document, Word usually
preserves the same orientation that you see on the screen. If you prefer, however, you
can let Word decide on the best orientation for printing or force landscape
orientation, which can be useful in a document that has lots of comments in the margins.
Comparing Documents
When multiple people work on the same document, you often end up with a tangle
of conflicting changes. Even worse, if you’re dealing with multiple versions that don’t
have Track Changes turned on, you’re in for a mind-numbing, line-by-line review
to spot the differences. Fortunately, Word can help by marking the variations using
the same tracked changes formatting you learned about earlier in this chapter. Here’s
how to make that happen:
1. SelectReview Compare Compare(Alt,R,M,C).
This opens the Compare Documents dialog box, shown in Figure 9-7.
2. Fromthe“Originaldocument”and“Reviseddocument”drop-downlists,se-
lectthetwoversionsyouwanttocompare.
When you select a document from the “Revised document” list, Word fills in
your name in the “Label changes with” text box. You’ll probably want to leave
your name as the label, because it identifies the changes you made. But if you
want a different label, click inside the box and type what you want.
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