Creating a redline comparison in Microsoft Word is a handy way to compare two documents and see exactly what has changed between them. It’s a useful tool for anyone who works with documents that are frequently revised, such as writers, editors, or anyone collaborating on a project. To do it, you’ll need two versions of a document, and then you can use Word’s "Compare" feature to generate a redlined version that shows all the differences.
Step by Step Tutorial to Create a Redline Comparison in Word
Before we dive into the steps, let’s understand what we are trying to achieve here. A redline comparison, also known as a "track changes" comparison, is a visual representation of the differences between two document versions. It’s incredibly useful for seeing exactly what’s been added, deleted, or altered in a document.
Step 1: Open Microsoft Word
Open Microsoft Word on your computer to get started with the redline comparison.
When you open Word, you’ll be greeted with a start screen where you can choose to open an existing document or start a new one. For a redline comparison, you’ll need to have both versions of the document you want to compare saved on your computer.
Step 2: Click on the "Review" Tab
Once Word is open, click on the "Review" tab in the top menu.
The "Review" tab is where you’ll find all the tools you need to review and edit your document, including spell check, comments, and the compare feature we’ll be using for the redline comparison.
Step 3: Select "Compare"
In the "Review" tab, look for the "Compare" button and click on it.
The "Compare" button is usually located on the left side of the "Review" tab. Once you click on it, a dropdown menu will appear with two options: "Compare" and "Combine." For a redline comparison, you want to select "Compare."
Step 4: Choose "Compare" Again
In the dropdown menu, click on "Compare" once more.
After clicking on "Compare" in the dropdown menu, a new window will pop up. This is where you’ll select the two documents you want to compare.
Step 5: Select the Original Document
In the new window, click on the "Original document" drop-down and choose the first version of your document.
The "Original document" is the older version of your document, before any changes were made. Make sure you know which version is the original and which is the revised one.
Step 6: Select the Revised Document
Now, click on the "Revised document" drop-down and choose the second version of your document.
The "Revised document" is the newer version, with all the recent changes. Once you’ve selected both documents, you’re almost ready to create the redline comparison.
Step 7: Click "OK"
After selecting both documents, click "OK" to generate the redline comparison.
Word will now process the two documents and create a new document that shows all the differences highlighted. The changes will be marked with red lines, hence the name "redline comparison."
After you complete the redline comparison, you’ll have a new document that shows all the changes between the two versions. Deleted text will be shown with a strikethrough, added text will be underlined, and any formatting changes will be shown with a vertical red line in the margin. This visual representation makes it easy to review and accept or reject changes as needed.
Tips for Creating a Redline Comparison in Word
- Make sure both versions of your document are saved and accessible on your computer before starting.
- Close any unnecessary programs or windows to ensure Word runs smoothly during the comparison.
- Consider saving the redline comparison as a new document to avoid confusion with the original and revised versions.
- Use the "Track Changes" feature to make any edits directly in the redline comparison document.
- Familiarize yourself with the "Accept" and "Reject" options in the "Review" tab to efficiently manage the changes.
Frequently Asked Questions
What is a redline comparison?
A redline comparison is a visual representation of the differences between two document versions, showing what’s been added, deleted, or altered.
Can I compare more than two documents at a time?
No, the "Compare" feature in Word only allows you to compare two documents at a time.
Can I save the redline comparison as a separate document?
Yes, you can save the redline comparison as a new document to keep it separate from the original and revised versions.
How do I accept or reject changes in the redline comparison?
In the "Review" tab, use the "Accept" and "Reject" buttons to manage changes. You can accept or reject one change at a time, or all changes at once.
Can I use the redline comparison feature with any version of Microsoft Word?
The redline comparison feature is available in most recent versions of Microsoft Word. However, the exact steps may vary slightly depending on the version.
Summary
- Open Microsoft Word.
- Click on the "Review" tab.
- Select "Compare."
- Choose "Compare" again.
- Select the Original Document.
- Select the Revised Document.
- Click "OK."
Conclusion
Creating a redline comparison in Word is a powerful tool for anyone who needs to track changes between document versions. Whether you’re collaborating on a project, revising a manuscript, or simply want to see what changes have been made, this feature simplifies the process. By following the steps outlined in this article, you can easily generate a redline comparison that clearly shows what’s been added, deleted, or altered. Remember to utilize the tips provided to enhance your experience and manage the changes efficiently. Don’t let document revisions be a source of frustration any longer—embrace the power of redline comparison and take control of your edits.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.