Microsoft KB Archive/191030

= WD2000: Merging Documents vs. Comparing Documents =

Article ID: 191030

Article Last Modified on 12/6/2000

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APPLIES TO


 * Microsoft Word 2000 Standard Edition

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This article was previously published under Q191030





SUMMARY
In earlier versions of Microsoft Word, you can compare two versions of a document and mark the differences (using Compare Documents). In Word 97, you can merge the tracked changes from several copies of a document into one document (Merge Documents).

The Compare Documents and Merge Documents commands are quite different, but they may be confused because of the location of the commands and their names. This article contains a brief explanation of their differences.



Compare Documents
The Compare Documents command marks all of the differences between two documents, using the current Track Changes settings. To compare documents, follow these steps:


 * 1) Start Word, and open one of the documents for comparison (normally the most recent or current document).
 * 2) On the Tools menu, point to Track Changes and click Compare Documents. NOTE: There should be no tracked changes in either document at the start of the process.
 * 3) In the Select File to Compare with Document dialog box, select the file to be compared with the current file.
 * 4) Click Open.

Unique text in the open document (text that does not appear in the other document) is marked as inserted or new text. Unique text in the file selected to compare with the open document is marked as deleted text.

Merge Documents
The Merge Documents command merges tracked changes in several copies of the same document. After you have edited each copy of the document, you can merge all of the tracked changes into one document for final editing.

NOTE: To track changes in each copy of the document, point to Track Changes on the Tools menu, click Highlight Changes, and then click to select the Track changes while editing check box.

To merge marked changes, follow these steps:


 * 1) Open one of the documents containing tracked changes.
 * 2) On the Tools menu, click Merge Documents.
 * 3) In the Select File to Merge into Current Document dialog box, select a document containing tracked changes to be merged, and click Open.

All of the tracked changes are now in the open document. Repeat steps 2-3 until you have merged tracked changes from all document copies.

NOTE: If there are any differences in the documents that have not been marked as tracked changes (unmarked changes), the merge stops at that point and Word displays the following message:

  The merged documents contain unmarked changes. Do you want to merge up to the first untracked change?

If you click OK, Word merges only up to the first unmarked change and highlights it (selects it). Word does not add new material that is not marked as inserted text. If you click Cancel, Word cancels the merge.

To complete the merge, you can either compare these documents using the Compare Documents command, or mark all differences between the copies as tracked changes.

Keywords: kbhowto KB191030

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