How to Compare Word Documents to Find the Differences
How to compare Word documents to find the differences is something every editor (and most authors) will need to know from time to time. I have had to Google the process so many times that I thought I’d ask our guest poster, Lori Wade, to write a piece that can be housed right here. It will save me time, and I hope it serves you as well.
Digital documents are now a crucial part of most companies’ operations. They are perhaps also the most intricate, as “soft copy” files can undergo several changes and edits over time. Versioning is the bane of many an editor’s existence. Not everyone remembers to update the file name with the current date, so it can be hard to tell the differences between the multiple versions a document can have and detect any differences.
Most CMS (Document Management Systems) now use document comparison functions to ensure that users can spot differences between two similar Word files whenever they need to.
This article will shed light on how document comparison works, some of the best online applications you can use for the task, and how to compare Word documents on your computer.
How Does Document Comparison Work?
Document comparison generally involves crosschecking a document against its previous or newer versions. The aim is to detect and identify the changes made to the original file and the contributors to the edits.
When comparing documents, some of the elements you’d typically lookout for include fonts, formatting, and grammatical constructs. Other cases may require you to inspect the addition or deletion of certain words, phrases, sentences, or clauses.
Reasons for Document Comparison
One of the main reasons why you would want to know how to compare Word documents is to avoid clashes between two copies of the same file. In a typical situation, you might have a different use for the same document such that an alteration is necessary for its reproductions. With multiple texts existing, you’d want to ensure each version has the right difference.
Such cases are familiar with law firms that might have to draft multiple contract terms from a single template. Document comparison allows them to avoid version confusion when delivering to different clients.
You may also observe the need for file comparisons in the Academic and governmental industries. In our case, we must keep book manuscript versions straight.
Document Comparison Tools
As electronic documents evolved, it became pertinent to have a better word processor to make file typing and development much more convenient. Furthermore, word processing tools now have some markup features that let you compare document versions as you work on them.
However, you may need some dedicated document comparison tools, as most word processing applications have a limitation when comparing texts. For example, they can’t track copied document versions and would only follow changes that users make in the original text. Also, some other solutions don’t support side-by-side comparison.
Therefore, you may need a third-party document comparison tool, as it offers several functions specifically for the task. One notable online document comparison option is Draftable:
Draftable
Draftable is a nifty document comparison application installed on your desktop. It also has a web-based version if you prefer to use the app directly from a browser.
Some of Draftable’s top features include:
- PDF Support: Draftable allows you to review and compare documents in PDF formats. That’s in addition to its existing support for Word documents and Excel spreadsheets. With the function, you can compare PDF and Word documents side-by-side.
- Share Function: Once you’re through with your comparisons, Draftable allows you to share the differences with colleagues over a secured connection.
- Multiple View Switches: You can change your document’s viewer within Draftable’s interface. The application allows you to switch between a side-by-side view or the redline highlights.
How to compare Word documents
The following are the steps to take when you’re trying to compare two Word file versions on your computer:
- Step 1: Open the file you wish to compare on Microsoft Word.
- Step 2: Navigate to the “Review” tab at the top of the screen and select the “Compare” group. Then, click on the “Compare” button.
- Step 3: You should see some options in the Compare button’s drop-down menu. Select the “Compare… Compare two versions of a document (legal blackline).” The selection lets you view two different Word files side-by-side.
- Step 4: Fill in the dialog box, and select the original and revised documents from the file. You can also label the changes you’re about to make using the provided field.
- Step 5: Click on the “More” option to change other settings for the comparison. You could choose to show character or word level changes on the original or revised copy. Remember that whatever settings you pick would automatically get affected by subsequent comparisons.
Knowing how to compare Word documents is necessary for several industries, as it lets users keep their electronic files more effectively. The process reduces the chances of misplacing texts when delivering them to different receivers. Lawyers, tutors, and editors use document comparison techniques to serve their clients without confusion.
However, you might need a dedicated online tool that shows you how to compare Word documents, especially long-form manuscripts or files. We’ve given an excellent example of file comparison software that you can get online, together with the general steps to comparing two Word files and finding the differences in a pinch.
Lori Wade is a journalist and content writer from Louisville. Lori creates news and informative articles about copywriting, freelance, and creative writing. You can find her on LinkedIn.