How to Compare Two Word Documents and Highlight Differences

When collaborating on complex documents, contracts, or essays, you might end up with multiple versions of the same file. Rather than manually reading through both files line-by-line to spot the changes, learning how to compare two Word documents using Microsoft Word’s built-in comparison tool can save you hours of tedious work.

Microsoft Word has a dedicated feature that automatically scans two documents, identifies every addition, deletion, and formatting change, and highlights them clearly in a brand-new file. Here is exactly how to use it.

How to Use the Compare Tool in Word

Before you begin, ensure both the original document and the revised document are saved on your computer.

1. Open Microsoft Word. You can open a blank document or one of the files you intend to compare.
2. Navigate to the Review tab on the ribbon at the top of the screen.
3. Click on the Compare button (located in the Compare group towards the right side), and then select Compare… from the dropdown menu.
4. A dialog box will appear. On the left side, under “Original document”, click the folder icon to browse your computer and select the original file.
5. On the right side, under “Revised document”, browse and select the updated version of the file.
6. Click OK to run the comparison.

Reviewing the Changes

Once Word has finished processing, it will open a new, unsaved document that merges the two files. The screen is typically split into multiple panes to help you understand the edits:

• The Centre Pane: This displays the compared document. All differences are highlighted using Track Changes markup (red text, strikethroughs, and underlines).
• The Left Pane (Reviewing Pane): This lists every single revision made, telling you exactly what was inserted or deleted.
• The Right Panes: These show a split-screen view of your Original document and the Revised document for easy reference.

You can use the Accept and Reject buttons in the Review tab to systematically go through each change and finalise the new document.

Advanced Comparison Settings

If you want more control over what Word looks for during the comparison, you can click the More >> button in the initial Compare dialog box. This expands the menu, allowing you to ignore specific types of edits, such as:

• Formatting changes (bolding, font size)
• White space (extra spaces or tabs)
• Headers and footers
• Comments

Mastering how to compare two Word documents is a game-changer for editors, legal professionals, and students. By letting Microsoft Word instantly highlight the differences, you can guarantee accuracy and streamline your document review process.