Google Docs offers a powerful feature that allows you to compare two documents and quickly identify differences between them. This “Compare Documents” tool is invaluable for various tasks, from reviewing edits in drafts to collaborating on projects. This article explains how this tool works and how to use it effectively.
How to Use the Compare Documents Feature
Comparing documents in Google Docs is straightforward:
- Open the Original Document: Start by opening the older or original version of your document in Google Docs.
- Access the Compare Tool: Navigate to “Tools” in the menu bar and select “Compare documents.”
- Select the Document to Compare: Choose the newer or revised version of your document from your Google Drive.
- Configure Comparison Settings: You can attribute the changes to a specific person and choose whether to include comments from the compared document.
- Compare and Open: Click “Compare” to initiate the process. Once the comparison is complete, click “Open” to view the results.
Google Docs will generate a new document highlighting the differences between the two versions as suggested edits. These edits allow you to easily accept or reject changes. The comparison document will be saved in your “My Drive” with a default name, so remember to rename and relocate it as needed.
Leveraging Version History for Document Comparison
While the “Compare Documents” feature requires two separate files, Google Docs’ “Version History” allows you to compare revisions within a single document:
- Access Version History: Go to “File” > “Version History” > “See Version History.” Alternatively, click the “Last Edit” option on the right side of the toolbar or use the keyboard shortcut: Ctrl + Alt + Shift + H (Windows) or Cmd + Option + Shift + H (Mac).
- Review Revisions: Version History displays a list of revisions by date and time. Selecting a specific revision will show you that version of the document with changes highlighted in a different color. This feature is ideal for tracking changes but does not allow accepting or rejecting individual edits like the “Compare Documents” feature. You can, however, restore an older version entirely.
Conclusion
The “Compare Documents” feature in Google Docs provides a valuable way to identify and manage changes between two document versions. Whether you need to collaborate on edits, track revisions, or simply understand the evolution of a document, this tool simplifies the process. Combining this feature with the power of Version History offers a complete solution for document comparison and revision control in Google Docs.
