How to Compare and Combine Documents in Microsoft Word

Understanding Compare and Combine in Word

Word’s Compare and Combine features help manage document versions and collaborative editing. These tools are essential when multiple people edit documents or you need to track what changed between versions.

When to Use Compare vs. Combine

Use Compare When

• You want to see what changed between two versions
• You need to review differences before accepting changes
• You’re comparing your version to someone else’s edits
• You want detailed tracking of all modifications

Use Combine When

• Merging edits from multiple authors into one document
• Managing multiple revisions of the same document
• You need to consolidate feedback from several people
• Creating a final version from multiple draft versions

Compare Documents Feature

Step 1: Open Original Document

1. Open the document you want to use as the original/baseline
2. This is typically the document with the most recent official version
3. Keep this document open while accessing Compare

Step 2: Access Compare Function

1. Click “Review” tab
2. Click “Compare” button
3. Select “Compare…” from dropdown
4. Compare Documents dialog opens

Step 3: Select Documents to Compare

In the Compare Documents dialog:

1. Original document: Usually pre-filled with current document
2. Revised document: Click “Browse” to select the version to compare
3. Click “OK” to run comparison

Step 4: Review Results

1. A new document opens showing differences
2. Changes appear as tracked changes with markups
3. Insertions appear in one color (typically red)
4. Deletions appear in another color (typically blue)
5. The original and revised documents display in side panels

Step 5: Accept or Reject Changes

1. Use Review > Accept/Reject options
2. Accept changes you want to keep
3. Reject changes you don’t want
4. View Summary pane to see all changes
5. Save the final document

Combine Documents Feature

Step 1: Prepare Documents

1. Gather all versions you want to combine
2. Ensure all documents are saved
3. Identify which is the “original” version
4. Have all author copies ready

Step 2: Access Combine Function

1. Click “Review” tab
2. Click “Compare” dropdown
3. Select “Combine…”
4. Combine Documents dialog opens

Step 3: Select Base Document

1. Select the “Original document” (starting point)
2. This typically is the initial shared document
3. Click “Browse” to select the file

Step 4: Select Additional Documents

1. Click “Browse” next to “Revised document”
2. Select the first author’s version to combine
3. Click “OK”

Step 5: Manage Combined Changes

1. New document shows all changes from this author
2. Changes appear as tracked changes
3. Review and accept/reject as needed
4. To add more documents:
   • Open the combined document
   • Repeat Combine process with next author’s version
   • Continue until all documents are combined

Step 6: Final Document

1. Accept all desired changes
2. Reject unwanted changes
3. Resolve conflicts if multiple people edited same text
4. Save as final version

Working with Tracked Changes

Understanding Markups

• Insertions: New text added (color-coded)
• Deletions: Text removed (color-coded, often with strikethrough)
• Moves: Text relocated within document
• Comments: Notes about changes (balloons in margin)

Reviewing Changes

1. Click “Review” tab
2. Use “Accept” or “Reject” buttons
3. “Accept All” to approve all changes
4. “Reject All” to remove all changes
5. Use arrows to navigate through changes

Accepting Specific Changes

1. Click a change in document
2. Click “Accept” to keep this change
3. Click “Reject” to remove it
4. Move to next change with navigation arrows

Using GenText with Document Comparison

GenText helps organize and track document versions. Use GenText to manage source citations and document information, then use Word’s Compare feature to manage editing and revisions.

Advanced Compare Options

Custom Compare Settings

1. In Compare dialog, click “Settings”
2. Choose what to track:
   • Moves
   • Comments
   • Formatting changes
   • Case and formatting
3. Select who edits to track (all vs. specific users)

Comparing Formatting

By default, Compare tracks:

• Word additions and deletions
• Format changes (bold, italics, font)
• Paragraph formatting changes
• Style changes

Managing Multiple Reviews

Scenario: Multiple Reviewers

1. Start with original document
2. Compare with Reviewer 1’s version
3. Create combined document with these changes
4. Compare combined document with Reviewer 2’s version
5. Continue process for all reviewers
6. Final document contains all feedback

Resolving Conflicts

When multiple people edit the same text:

1. Compare shows all suggested changes
2. You decide which changes to keep
3. Create “consensus” version accepting best suggestions
4. Reject contradictory changes
5. Result is unified final document

Best Practices for Document Collaboration

Before Sharing Drafts

1. Use consistent formatting
2. Use standard styles
3. Enable Track Changes if expecting edits
4. Clearly mark sections needing review

During Review

1. Ask reviewers to track changes
2. Request they add comments (not edit directly)
3. Set clear deadlines for feedback
4. Keep organized file naming (Version1, Version2, etc.)

After Receiving Feedback

1. Use Compare to see what changed
2. Review all suggestions carefully
3. Accept beneficial changes
4. Discuss any rejected suggestions
5. Create final version and distribute

File Naming Conventions

Organize document versions with clear names:

• ProjectName_Draft_v1.docx
• ProjectName_Draft_v2_JaneSmith.docx
• ProjectName_Draft_v2_JohnDoe.docx
• ProjectName_Combined_v3.docx
• ProjectName_Final_v4.docx

Include version number, author, and date when helpful.

Common Combine and Compare Issues

Missing Changes

• Ensure Track Changes is enabled before editing
• Verify correct documents are selected for comparison
• Check that formatting matches for accurate comparison

Difficulty Seeing Changes

• Use Review pane to see summary of all changes
• Increase zoom to see markups clearly
• Use Display for Review > “All Markup” to see full details

Conflicting Changes

• When same text edited by multiple people, review both versions
• Decide which version is best
• Accept preferred version, reject other

Removing Track Changes When Done

Once all edits are finalized:

1. Ensure all changes have been accepted or rejected
2. Click Review tab
3. Click “Track Changes” to turn it off
4. Document no longer shows revision marks
5. Save as final version

Sharing Compared Documents

PDF Version

• File > Export as PDF
• PDF preserves formatting and tracked changes
• Reviewers can see changes but can’t edit easily

Sharing for Further Review

• Keep as .docx file
• Send with Track Changes enabled
• Reviewer can continue editing
• Use Compare again to see new changes

Final Distribution

• Accept all changes
• Remove Track Changes
• Save as final version
• Distribute clean document

Version Control and Document History

Keeping Version History

1. Save each major revision with version number
2. Keep original document as reference
3. Archive old versions for records
4. Create “Final” designation for production version

Documentation

Keep notes about:

• What changed in each version
• Who made significant edits
• When each version was created
• Why major changes were made

By using Word’s Compare and Combine features effectively, you can streamline collaborative document editing and maintain clear version control throughout your document review process.