Word 2010 Essential Training
Illustration by Richard Downs

Comparing and combining documents


Word 2010 Essential Training

with Gini Courter

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Video: Comparing and combining documents

Microsoft Word includes two powerful features that let you compare versions of a document. The first, the Legal Black Line Compare feature, compares two documents and then opens a third new document to show you the changes between the two. The two original documents are not changed. The second feature, Combine, compares changes from a number of reviewers. You use the Combine feature to incorporate revisions from different authors into one document.
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 23s
    1. Using the Word interface
      8m 32s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye

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Microsoft Word Essential Training Tutorials from lynda.com
8h 3m Beginner Jun 08, 2010

Viewers: in countries Watching now:

In Word 2010 Essential Training, Gini Courter uses real-world examples to teach the core features and tools in Word 2010. The course starts off with an orientation of the Word 2010 interface, and then delves into the functionality at the heart of Word: creating, editing, and formatting documents. It also covers proofing documents, reviewing documents with others, sharing and securing documents, working with tables, and illustrating documents. Exercise files are included with the course.

Topics include:
  • Creating documents with templates
  • Adding SmartArt diagrams to documents
  • Working with fonts
  • Setting up document styles
  • Formatting headers, footers, and cover pages
  • Organizing text in tables
  • Modifying page layout, including margins, orientation, and page size
  • Tracking changes and showing markup
  • Sharing documents
Business Education + Elearning
Gini Courter

Comparing and combining documents

Microsoft Word includes two powerful features that let you compare versions of a document. The first, the Legal Black Line Compare feature, compares two documents and then opens a third new document to show you the changes between the two. The two original documents are not changed. The second feature, Combine, compares changes from a number of reviewers. You use the Combine feature to incorporate revisions from different authors into one document.

So first, let's take a look at the Compare feature. On the Review tab, in the Compare group, let's choose Compare. We are going to choose a policy that we sent out for review and the policy that was returned to us from our lawyers. So, we are going to select our original document, which is the Current Policy in our Exercise Files in Chapter 12. Now, we'll Browse and go choose the Legal Review that was sent back by our attorney.

We're just going to put Legal here for how we'll label the changes. So, the Current Policy is the Original, the Legal Review is the Revised document. We are going to say OK. Word is going to compare these two documents. Here, we see the Revised Document that was sent back by Legal. Here, we can see the document that it's been compared to. There were total of 10 revisions made, 4 insertions and 6 deletions and we can easily see those. Now, we want to be able to take this document and save it, so that our internal people could review it.

When we do that, what will be saving is we will be saving this Compared Document along with all of the changes. So, we'll choose File, and we'll save this. It asks where we want to save it, and it's picking up, of course, SECTION 1 right here. We're going to say "Original Policy with comments from legal," just like that, and Save this document. So, rather than having someone look at each document and decide what's different, Word can do this for you.

Now if we wanted to, we could also simply go through this Compared Document and accept all the changes or reject them. We can proceed at that point. But let's send it out and have our internal folks review that first. I am going to close this document. We are now going to take a look at the second comparison feature. That's called Combine. Combine has a slightly different use because the assumption here is that we have different people who reviewed a document without having track changes on. It might be that we asked them to review it, and they each took a copy and made their own versions or their own changes, or it might be that at the same time one or more authors spontaneously reviewed some content.

But what they are sending you back is their finished version, not a version that includes markup. So, it's hard for us to know what it is they changed. The Combine feature will allow us to make the comparison. It will allow us to create one single document that shows everybody's proposed edits. So, let's start by choosing Combine, and then were going to choose our Original document. In this case, what we want is we want the original Story of Two Trees that's currently in our draft employee handbook, and that was created by our marketing department.

This is simply the original Draft. Now, two people have looked at this document and reviewed it. The first person who did a review of this document was Hector. So he has some edits that we'd like to incorporate. We are simply going to mark his as being changes that came from our Director of Operations, Hector. I'm going to say OK. Automatically, we create this Combined Document here, where Hector has made some specific changes, adding the word "extra fine" before olive oil, for example, updating the number of employees, because as Operations director, he has a handle on that, then adding some simple text, replacing an ampersand and so on.

So, we can save this document if we wish. So, we'll save this as our "Draft Story with Hector Edits," or we could save this as any other name we wish. Now, we are going to combine again. So, the first document we want to use in combination is the document that's currently on the screen: "Draft Story with Hector Edits." So, I'm going to Browse and select that again. We will mark this as Draft.

Then I'm going to Browse and select Maria Ann's edits and mark her's with her initials. So, now what we have is one document that shows the insertions and deletions by both Hector and Maria Ann. For example, Maria Ann suggested the addition of "a small village in central Italy." Hector suggested the insertion of "extra" in front of "fine olive oil." Items that were deleted from the Draft, for example the 3000 to 3200 change here, show as Deleted from the Draft.

But mostly, this is a conversation between Hector and Maria Ann about this document. Between the two of them, they've created a very interesting document that's a fine story that we can forward. But it's worthwhile now, since they've done their work separately, to actually take this document and save this combined result of both authors working on the document. We can then circulate that back to both authors and get their final sign-off on this before we print copies of the new employee handbook.

So, I'm going to Save this document. We'll save this as "Story with all comments." After, it's been circulated and people send me back their comments one more time, we can go through and Accept or Reject all of the comments to create our final version of this document. The Compare and Combine features are two of Word's most powerful but least used collaboration features.

Anytime you forget to turn on Track Changes, or someone spontaneously offers you a new version of a document, don't despair. You can always use either Compare or Combine to view or integrate changes from one or more authors or reviewers to create one final document.

Find answers to the most frequently asked questions about Word 2010 Essential Training .

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Q: The Panning Hand feature for scrolling through documents shown in the movie "Using the Word interface" does not appear in my version of Word.
A: This appears to be an issue with Word, in that the Panning Hand icon does not appear in every installation of Word. The Panning Hand feature was originally designed for a tablet PC and it will always appear on a tablet. However, onother laptops and desktops, the Panning Hand icon's appearance is dependent on the version of Windows and how much tablet PC functionality is built into that version.
Q: Why am I seeing the following error message when trying to open the exercise files in Word 2010? Word experienced an error trying to open the file. Try these suggestions: * check permissions * open the file with text recovery
A: This is a permissions/trust issue specific to your install of Microsoft Office. Contact your IT department make sure documents downloaded from email and the web are not blocked. A workaround solution is to try opening the files in an older version of Word or try to edit your Trust Center settings.
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