Comparing two documents to identify differences is a common task. While dedicated comparison tools exist, Microsoft Word 2016 offers built-in functionality for this purpose. This article explores how to effectively compare two documents in Word 2016.
Comparing Documents in Word 2016: A Step-by-Step Guide
Word 2016 provides a robust “Compare” feature that allows users to identify additions, deletions, and changes between two versions of a document. Here’s how to utilize it:
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Open the Documents: Launch Word 2016 and open both documents you wish to compare.
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Access the Compare Feature: In the Review tab, locate the Compare group. Click on the Compare button and select Compare Two Versions of a Document (Legal Blackline).
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Select Documents to Compare: A dialog box will appear. In the Original document dropdown, select the older version of your document. In the Revised document dropdown, choose the newer version.
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Comparison Settings (Optional): You can customize the comparison by clicking on More. This allows you to specify which changes to track (e.g., insertions, deletions, formatting), adjust display settings, and more. For a simple comparison, the default settings often suffice.
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Initiate Comparison: Click OK to begin the comparison process.
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Reviewing the Results: Word will generate a new document displaying the comparison results. Revisions are clearly marked using different colors and revision marks in the margins. A revisions pane will also appear, summarizing the changes and allowing for easy navigation.
Example of a document comparison in Word 2016 showing tracked changes and the Revisions pane.
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Navigating and Accepting/Rejecting Changes: You can navigate through the changes using the Next and Previous buttons in the Revisions group. To accept or reject a specific change, right-click on the marked revision and choose the appropriate option.
Utilizing the Compare Feature for Effective Document Review
Word 2016’s Compare feature simplifies the process of identifying and managing changes between documents. Whether you’re collaborating on a project, tracking revisions, or simply comparing two versions of your work, this functionality provides a valuable tool for efficient document review. Remember to save the comparison document to preserve a record of the differences found. Using this feature can significantly improve workflow and accuracy in managing document revisions. For complex comparisons or specialized needs, dedicated comparison software may offer more advanced features, but for everyday document review, Word 2016’s built-in capabilities are often sufficient.
Beyond Word: Alternative Comparison Methods
While Word 2016’s compare feature is useful, other options exist for comparing text files:
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fc.exe (File Compare): A command-line utility in Windows that compares files line by line, highlighting differences. It offers options for controlling case sensitivity and handling Unicode. However, it has limitations with long lines and Unicode files without the /U option.
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PowerShell’s compare-object: This cmdlet compares objects based on their member properties, treating collections as unordered sets. This approach isn’t ideal for line-by-line text comparisons unless customized with scripts to track line numbers and file origins. This involves adding prefixes to each line indicating its source and position, then using calculated properties to compare only the relevant text while preserving positional information in the output. This method, while powerful, requires more technical expertise.
Example of using a command-line interface for file comparison.
By understanding the strengths and limitations of each method, users can choose the best tool for their specific comparison needs.
