28. How to use the document comparison function in Word

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The document comparison function in Microsoft Word is a useful tool that allows users to compare two versions of the same document to see what changes have been made. This function is especially useful for those who work with large and complex documents, where changes can be easily lost or forgotten. In this guide, we will explain how to use the document comparison function in Word from basics to advanced.

To get started, open Word and click on the "Review" tab in the top menu. Then click "Compare" in the "Compare" group. Here, you will see two options: "Compare" and "Combine". The "Compare" option allows you to compare two versions of a document, while the "Combine" option allows you to combine multiple people's reviews into a single document.

Let's start with the "Compare" option. When you click on "Compare", a new window will open. Here, you need to select the two documents you want to compare. In the "Original document" field, select the original version of your document. In the "Revised document" field, select the new version of your document. After selecting the documents, click "OK" to start the comparison.

Word will now open a new window with the comparison results. On the left, you'll see a review pane that shows all the changes you've made. Changes are categorized into "Insertions and deletions", "Comments", "Formatting" and "Moves". You can click on each category to see the specific changes. On the right, you'll see a combined version of your document with all changes highlighted.

Now, let's talk about the "Combine" option. This option is useful when you have multiple people reviewing a document and you want to combine all reviews into a single document. To use this option, click "Combine" in the "Compare" menu. Just like the "Compare" option, you need to select the documents you want to combine. In the "Original document" field, select the original document. In the "Revised document" field, select the revised documents. You can select multiple reviewed documents by clicking the "Add" button. After selecting the documents, click "OK" to combine the documents.

Word will now open a new window with the combined document. Here, you will see all reviews made by all people. Reviews are highlighted with different colors for each person. You can review each change and decide whether to accept or reject it. To accept or reject a change, right-click the change and select "Accept" or "Reject."

Additionally, you can use the "Show for Review" option to control what types of changes you want to see. For example, if you only want to see insertions and deletions, you can deselect the other options. This can be useful when you have a document with a lot of changes and want to focus on a specific type of change.

In summary, the document comparison function in Word is a powerful tool that can help you manage and review changes to your documents. With this function, you can easily compare two versions of a document, combine multiple people's reviews into a single document, and control what types of changes you want to see. Therefore, if you work with large and complex documents, it is definitely worth learning how to use this function.

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