Comparing a Word document and a PDF version of the same document is a common task, especially when tracking revisions. This process is often necessary when a PDF is created from a Word document, but the original Word document undergoes further modifications. This guide outlines how to effectively compare these two document formats to identify differences.
Converting PDF to Word for Comparison
The most efficient way to compare a Word and PDF document is by converting the PDF back into a Word format. This allows for a direct comparison within Microsoft Word, utilizing its built-in comparison features. Software like Kofax Power PDF provides a “Compare Documents” feature that facilitates this process.
Initiating the Comparison Process
- Locate the “Compare Documents” Feature: In Power PDF, this is typically found under “Advanced Processing” > “Process” > “Compare Documents”. This will open a dialog box.
- Select the Documents: Choose the PDF and Word document you wish to compare. You can specify which document represents the older or newer version. You may also select specific revisions of a document if available.
- Choose a Report Type: Select either “Side by Side” or “Combined” report. A “Side by Side” report allows for synchronous scrolling of both documents to visually identify differences. A “Combined” report generates a single document with tracked changes, highlighting the differences between the two versions.
Understanding the Comparison Results
- Visual Comparison (Side by Side): This mode allows for a clear visual inspection of both documents, making it easy to spot layout and content variations.
- Textual Comparison (Combined): This mode highlights textual differences using Word’s Track Changes feature. Note that formatting differences are typically not flagged as changes in this mode.
Comparing Specific Sections or Attributes
- Document Segmentation: If the PDF contains additional content not present in the Word document, consider splitting the PDF to isolate the relevant section for comparison. Power PDF allows for document splitting.
- Special Attributes: Visual comparisons will treat elements like notes, highlights, and watermarks as graphical objects. Textual comparisons include text within text boxes and headers/footers but often exclude annotation text.
Conclusion
Comparing Word and PDF documents is a straightforward process using tools like Kofax Power PDF and Microsoft Word’s built-in comparison functionality. Choosing the right comparison mode and understanding how different attributes are handled are crucial for accurate and efficient results. Remember to leverage features like document splitting for more focused comparisons. By following these steps, you can easily pinpoint differences between your documents and manage revisions effectively.
