How to compare and combine documents in Word

Managing multiple versions of the same Word document can be a real ordeal, especially when you have to identify changes, resolve differences, and arrive at a coherent final file. Whether you work in a team or review others' texts, knowing how to compare and combine documents in Word is a skill that will save you time and headaches. Today, Word offers advanced features for comparing text and combining edits from multiple people, allowing you to maintain the integrity of content and individual contributions without losing control of the process.

In this guide, you'll discover everything you need to know to compare and merge versions in Word, from the most basic process to the most advanced options, including alternatives for other programs, formatting adjustments, and external tools if you need to compare documents beyond Word. If you're someone who prefers to have everything clear and well explained, you'll find the definitive article here on how to make the most of these options, both in professional and educational settings.

Why compare and combine documents in Word?

The compare and merge functions in Word have become essential for anyone working with text that is subject to changes, revisions, or collaborations. They're not only useful for teachers reviewing student work or companies managing contracts, but also for anyone who needs to verify whether a colleague has made any important changes before giving final approval, or to compare versions of the same file saved on different dates.

Microsoft Word This makes it easier to control changes, making any differences visible and allowing modifications to be reviewed, accepted or rejected in a simple and visual manner. Additionally, if multiple people have worked on different copies of the same file, the 'Merge' feature helps merge all comments and changes into a single document, without losing track of who made each contribution.

Compare documents in Word step by step: the main function

The heart of this functionality in Word is the Compare tool, which allows you to quickly identify differences between two documents, displaying a clear and visual summary of all changes. This is the most direct method, available in all modern versions of Word and prepared for both beginner users as advanced.

Here are the basic steps to compare two documents in Word:

• Open Microsoft Word and make sure the documents you want to compare are saved (they can be on your computer or in the cloud).
• Click on the tab "Check" at the top of the Word window.
• Within the group of tools called 'Compare', select "Compare"A small menu will appear with several options.
• Click again on "Compare" (the other option is 'Combine', which we will see later).
• In the window that appears, you will have to choose the two files to compare: one as «Original document» (the previous or reference version), and another as "Revised document" (the version you want to compare against the original).
• You can click on the button "More" Within that window, you can customize the elements to compare: from text and comments to formatting, tables, headers, notes, and more. Everything is enabled by default, but you can adjust these options if you're only interested in certain changes.
• When you have it configured to your liking, click on "To accept".

Word will automatically generate a third document showing all the marked differences and revisions, without ever modifying the original documents.

Viewing results and reviewing changes after comparing documents

Once the comparison is complete, Word divides the screen into several sections to facilitate analysis. In the center, the merged document appears, with changes highlighted (additions in color and underlined, deletions crossed out or in a different color). On the left, Word displays a pane with a summary of all detected changes, grouped by type: insertions, deletions, formatting changes, moves, etc.

On the right side of the screen, both the original and revised documents are usually displayed, allowing you to see the exact differences at a glance.

You can navigate through each edit and accept or reject changes individually from the 'Review' menu, which is especially useful when you need full control over the collaborative editing process.

If you prefer a more comfortable view, from the tab "View" You can arrange panels, view documents side by side, arrange them on top of each other, or split the window to easily compare specific sections of text. Synchronous Scrolling mode even allows both documents to move simultaneously when you scroll, synchronizing your review.

Advanced Comparison Options: Legal Style and Controls for Large Documents

For those who need even more detailed analysis, for example, in legal environments where every nuance counts, Word includes the option to compare documents with a 'legal black line'. This feature highlights every minor change, showing what has changed in a third, separate document without affecting the originals.

• Open both documents you want to compare.
• Go to the tab 'Check' and in the group 'Compare', Select 'Compare'.
• Choose the option 'Compare two versions of a document (legal black line)'.
• Select the original and revised versions, and configure additional settings if necessary (you can choose whether changes are displayed at the word or character level).
• Balance 'To accept' and Word will create the comparison document with all changes highlighted in detail.

This legal view is especially useful when documents contain numerous annotations, complex formats, or require precise auditing of every change made. An interesting feature is that Word lets you decide whether changes appear in a new file or in one of your existing documents, customizing the experience to suit your needs.

Review and change control: collaborative management and customization

The Change Tracking tool in Word goes beyond simply comparing two versions. It allows you to track all the modifications made to a document, specifically associated with each user involved in the editing.

To activate shift control, simply press 'Change control' in the 'Review' tab. From that moment on, any modification, insertion, or deletion will be noted, displaying the name of the user who made the modification and any associated comments or annotations in the margin of the text.

Change control makes it easy to track who did what, when, and where, which is essential for both group reviews and academic and legal reviews. You can filter the reviews displayed (simple, all, no review, original), so you can focus only on the information relevant at any given time.

When you're done reviewing, you can accept or reject all changes at once, or go through them one by one, giving you maximum flexibility to control the final version of your document. Plus, revisions are marked with vertical lines in the margin, making it easy to locate modified sections.

Combining documents in Word: a step further in version management

Often, it's not enough to simply compare two versions; we need to create a single, final file with contributions and changes from multiple people. This is where the function comes into play 'To combine' from Word, designed to merge revisions and edits into a single master document.

The steps to combine documents in Word are as follows:

• Open one of the documents you want to merge as a base.
• In the 'Check', Select 'Compare' and then choose 'To combine'.
• Indicate which is the original document and which is the revised one (or add several revised ones if different collaborators have participated).
• Balance 'To accept' to generate the new merged document.

Word will display a new window with all the merged changes, highlighting each contribution with different colors, depending on the user. This allows you to review all received modifications in one place, accept or reject changes individually, and finally save a final, agreed-upon file.

The changes panel appears on the left, while the merged document appears in the center. You can choose to display only the final document or hide the originals to avoid distractions during review.

Customizing Compare and Merge: Advanced Settings

Word is quite flexible in terms of what you can compare and how you want to view the results. From the button 'Plus' In the Comparison menu, you can choose which types of changes you want to detect: text, formatting, comments, table changes, headers, footnotes, etc.

This means you can focus on spelling, comments on an academic paper, or just formatting variations if that's what you're concerned about. Personalization helps make the process streamlined and relevant to your specific goal.

Additionally, there's the option to tag changes, a key feature for collaborative projects that lets you know who made each change, making it easier to track and manage revisions. When reviewing the final document, each user can accept or reject only their own changes, making the process as transparent as possible.

Multi-view and synchronization: work with multiple documents at the same time

Word includes different ways to view documents so that comparing them is convenient, even with large or complex text. You can use the function 'Organize everything' to place one on top of the other, split the window for parallel review, or view both files in columns, scrolling together with the option 'Synchronous displacement'.

This last feature is especially useful when you have to compare long paragraphs, tables, or lists, and you need to ensure that both documents are aligned at the exact revision point. Editing, moving, and copying fragments is also possible in these modes, which greatly speeds up work if you need to move blocks of text between files.

Related article:

How to effectively use track changes and comments in Word

Isaac

Passionate writer about the world of bytes and technology in general. I love sharing my knowledge through writing, and that's what I'll do on this blog, show you all the most interesting things about gadgets, software, hardware, tech trends, and more. My goal is to help you navigate the digital world in a simple and entertaining way.