Revisions in Word – don’t go crazy!
I'd like to introduce a guest blogger today. Lindsay is from Brainstorm, one of our partners and a leading provider of end-user software training. Brainstorm also provides customized content for your Hub. Lindsay has some tips on integrating comments from multiple comments in one document.
As a trainer, I have helped countless people, just like you, get more from the tools they have on their desktops. I’ve seen many of the challenges you face day-to-day, and I’ve found ways to use the Microsoft Office system applications to make your life easier. I'm really excited to be able to share some of those tips with you here on the Productivity Hub blog.
One of my favorite tips came from a session I did a few months ago. A woman asked her co-workers to review a letter and she got feedback – in four separate Word documents. When I found her, she was squinting at her screen. Her screen looked like a tic-tac-toe grid with each version in a different square. She was struggling to piece all the versions into a single document. I could tell she was getting frustrated.
Has this ever happened to you? Don’t get frustrated. Word 2007 can combine all those documents into a single file. You can see all the suggested changes in one document, accept or reject them, and even color-code the changes and comments by author.
And this tip works even if your co-workers forget to turn on the Track Changes feature!
Here’s how to do it:
1. Click the Review tab on the Ribbon in Word 2007 and then click the arrow below the Compare button in the Compare group.
2. Select Combine.
3. Browse to your original document in the Original document box and then browse to one of the reviewed documents in the Revised document box.
4. Click More to change any of the comparison settings, and then click OK.
5. To add more documents, follow the same steps while you’re working in the compared document.
6. Once you’ve combined all the documents you want to compare, keep the Review ribbon open and use the Previous and Next buttons in the Changes group to navigate through the changes the reviewers made.
7. You can click Accept or Reject, depending on whether or not you want to keep the changes.
These few simple steps not only saved this woman from a terrible headache, they also saved at least an hour of her time – an hour she could use to get the rest of her work done.
Thanks Lindsay! Great productivity tip.