How to Compare Documents in Microsoft Word (Simple Guide)
📅 12 Feb 2026
📂 General
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How to Compare Documents in Microsoft Word (Simple Guide)
Introduction
Microsoft Word has a built-in feature that lets you compare two documents and see what changed.
This is useful when you:
✔ Review edits
✔ Check revisions
✔ Verify updates
✔ Compare versions of a file
Instead of manually reading both files, Word highlights the differences automatically.
When Would You Use Document Comparison?
You may need this when:
-
Someone sends an updated file
-
You edited a document and want to see changes
-
You are reviewing contracts or reports
-
You work with multiple versions of the same document
Example:
? “Final_Report.docx” vs “Final_Report_Updated.docx”
How to Compare Two Documents (Step-by-Step)
Step 1: Open Microsoft Word
Open Word (no need to open documents first).
Step 2: Go to the Review Tab
Click:
Review → Compare
Step 3: Select Compare Option
Click:
✔ Compare…
Step 4: Choose Documents
You will see two fields:
-
Original Document
-
Revised Document
Click the folder icon and select your files.
Step 5: Start Comparison
Click:
✔ OK
What Happens Next?
Word opens a new window showing:
✔ All differences highlighted
✔ Insertions
✔ Deletions
✔ Formatting changes
You’ll typically see:
Understanding the Results
Word marks:
-
Added text → Underlined / colored
-
Deleted text → Strikethrough
-
Formatting changes → Noted separately
You can scroll through changes easily.
Common Problems & Easy Fixes
Problem: Compare Option Greyed Out
Possible Reason
-
Word not fully loaded
-
Document protected
Fix
✔ Save document
✔ Disable protection (if enabled)
Problem: Too Many Changes Showing
Reason
-
Documents very different
-
Formatting differences
Fix
✔ Click:
Review → Show Markup
Uncheck items like:
Problem: Wrong Differences Displayed
Reason
Fix
✔ Re-run comparison
✔ Verify Original vs Revised selection
Important Precautions
⚠ Always double-check before accepting changes
⚠ Save compared file separately
⚠ Keep backup copies
Best Practices
✔ Use clear file names (Version1, Version2)
✔ Compare before merging edits
✔ Turn off formatting comparison if unnecessary
✔ Use Track Changes for ongoing collaboration
Conclusion
The Compare Documents feature saves time and prevents mistakes by showing exact differences between files. It is especially useful for reviews, approvals, and version control.
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