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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Although the Track Changes feature of Word can work like a charm when the same document is edited by multiple people, every once in a while there might be a glitch where someone modifies a different copy of the document. That's the situation we have here. Two copies of the same document, each marked up separately. Fortunately, the Merge Document feature can help. It enables you to emerge two revised documents to get all revisions grouped together on one copy of the document. Let's see how it works. We'll start by going up to the Tools menu and choosing Merge Documents.
This displays the Combine Documents dialog. Word wants to know which two documents need to be merged. So what I am going to do is I am going to merge Markup 1 and Markup 2 together. So I need to find those. I'll click the Browse button here, I'll go into the folder where it lives, and I want Markup 1, which is this one, and I also want Markup 2 which is this one here. Word automatically pulled up the names of the first editors from each document, and it enters them into these two boxes.
You can live them set as is. If you click the disclosure triangle in the dialog, you can expand a set additional options. For example, you can toggle checkboxes to determine which changes should be marked. We'll leave them all turned on. To prevent either document from being change, we want to make sure the New document option is selected here, then click OK. Word combines the two sets of revisions into one document, and that's what this is here. In cases where editors of both documents have made the same change, Word displays the change made in the first document.
So we've got an example of that here. In this particular document, someone deleted "the advent of," okay, and if we look in this document here, we'll see that someone also deleted "the advent of," but if you look in this document here, it shows person who did it in document 1. You can now use the Review tools to review and either accept or reject each change all in one document. So you basically wouldn't need to look at those other two documents anymore. All your changes are right here. Let me close these. I am not going to save any changes.
Now sometimes you'll send out a document for editing and for one reason or another, the recipient neglects to turn on the Track Changes feature. When the document returns, there is no way to see what changes were made. And this is a perfect example. This is the original document and this is the edited document, and by just looking at it without going through it word for word, it's really difficult to see how it's changed. That's where Word's Compare Documents feature can help. You can use it to compare the contents of two similar documents.
What we'll do is we'll go up to the Tools menu, come down to Track Changes, and choose Compare Documents, and this time we've got the Compare Documents dialog and again, it wants to know which two documents we want to compare. So I want to compare Owner Message Draft, I'll pick that in here, and then from this one I'll pick Owner Message Final, click that there. Now it lets us enter into this side the name or initials of whoever you want to identify with the changes.
So if you know that someone named Maria Langer made the changes, you can put that name in here or you can actually put in really anything you'd like. To fine-tune the comparison settings, you can click the disclosure triangle and you have the same options as we had before. Make sure New document is selected down here and click OK. Word creates a new document that uses the Track Changes feature to note the changes between the original document and the revised one. You could treat these changes as if they were recorded with the Track Changes feature turned on, to review, accept and reject them.
And the previous video explains how to do that. These two features, Merge Documents and Compare Documents, are part of Word's collaboration toolkit. Merge Documents makes it possible to take two copies of the same document, each with a different set of revisions, and merge the changes into one document for final review. Compare Documents makes it possible to see the differences between two documents, using the Track Changes feature to call up the changes. Use these features as necessary to manage revisions in the documents you need to review.
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