Published on Aug 21, 2025 6 min read

Step-by-Step Guide to Comparing Two Word Documents

Need to compare two versions of a Word document? Microsoft Word’s built-in tools make it easy to spot changes, additions, and deletions without wasting time. This guide will show you simple steps to compare documents and tips to use this feature effectively—perfect for students, professionals, and anyone managing multiple drafts!

Why Compare Word Documents?

Before learning how to compare documents, it’s important to understand why it matters.

Saves Time

If you have two similar documents, comparing them manually is slow and frustrating. Word’s comparison feature finds changes for you within seconds.

Reduces Errors

Manually checking for changes can lead to mistakes. The comparison tool highlights edits, making it easy to review without missing anything.

Helps with Collaboration

When working with others, you might receive edited versions of your original file. The comparison feature shows what others changed, so you can track contributions.

Built-in Comparison Tool in Microsoft Word

Microsoft Word includes a document comparison tool that is very easy to use. Here’s how to do it step by step.

Step 1: Open Microsoft Word

Launch Microsoft Word on your computer. You don’t need to open the files yet.

Step 2: Go to the “Review” Tab

In the toolbar at the top, click on the Review tab. This tab contains all tools related to editing, reviewing, and comparing documents.

Step 3: Click “Compare”

Under the Review tab, find the Compare button. Click on it, and you will see two options:

• Compare
• Combine

Choose Compare to see the differences between two documents.

Step 4: Select Your Documents

A dialog box will appear with two fields:

• Original Document: Click Browse and select your original file.
• Revised Document: Click Browse and select the newer version.

After selecting both documents, click OK.

Step 5: Review the Comparison Result

Word will now open a new window that shows:

• The combined document with changes marked.
• A list of revisions on the left side.
• The original and revised documents side by side.

You can scroll through and examine every change.

Understanding the Comparison Window

When the comparison is complete, Word provides three panels to help you review the differences effectively:

1. Combined Document (Middle Panel)

This is the main area where all the changes are displayed in context. Insertions are clearly underlined, deletions are crossed out, and any formatting changes are marked with unique indicators. This panel allows you to see all edits in one place, making it easy to understand how the document has evolved.

2. Revisions Pane (Left Panel)

The Revisions Pane offers a detailed summary of all the changes made in the document. Each change is listed chronologically, and you can click on any item to jump directly to that change in the combined document. This is particularly useful for navigating large documents with multiple edits.

3. Original and Revised Documents (Right Panel)

These panels display the original and revised documents side by side, allowing you to compare them line by line. This side-by-side view is ideal for closely examining the differences between both versions, ensuring you don’t miss any subtle changes.

These tools work together to give you a comprehensive view of the edits, helping you review and finalize documents with ease.

How to Use the “Combine” Feature

The Combine feature is different from Compare. Instead of only showing the changes, Combine merges comments and edits from two reviewers into one document.

When to Use Combine

• If multiple people are reviewing the same file
• If you want to track comments and changes from different users

Steps to Use Combine

1. Go to Review > Compare > Combine
2. Select the two files
3. Choose which reviewer’s name to display
4. Click OK

Now, you will see the edits and comments from both files in a single document.

Tips for Comparing Word Documents Effectively

Comparing Word documents can be a time-saving way to review changes and ensure accuracy. By using the right tools and techniques, you can effectively identify differences and streamline collaboration.

Use Meaningful File Names

When working with multiple versions of a document, always give your files clear and descriptive names like project-original.docx and project-edited.docx. This practice not only minimizes confusion but also makes it easier to identify the correct files when selecting documents for comparison. A good naming system ensures you won’t accidentally overwrite or lose track of your progress.

Save the Compared File

After you compare your documents, make sure to save the combined version under a unique name, such as project-final-combined.docx. This way, you’ll preserve the original and edited files for reference while creating a distinct version that reflects all changes. Saving under a new name also helps prevent accidental loss of important work during the editing process.

Adjust Markup Options

To refine your comparison view, go to the Review tab and use the Show Markup dropdown menu. This lets you customize the types of changes you want to see—whether it’s comments, insertions, deletions, or formatting updates. Adjusting these settings can help you focus on the most relevant changes and make the reviewing process more efficient, especially in complex documents.

Hide Unnecessary Panes

If you find the multiple document panels distracting, you can streamline your workspace by closing the original and revised document panes. Simply click the X in the corners of these panels. This allows you to focus solely on the combined document, making it easier to review and edit without visual clutter. Don’t worry—closing the panes won’t affect the integrity of your comparison results.

Comparing Older Versions of a Document

If you use OneDrive or SharePoint, you may have version history available. Word lets you compare the current file with an older version stored in the cloud.

How to Do It

1. Open the file
2. Click File > Info > Version History
3. Select an older version
4. Save it locally
5. Compare it with the latest one using the steps explained above

Comparing Word Documents Online (Optional Tools)

If you don’t have access to Microsoft Word or want a quick online solution, you can try trusted web-based tools. These are useful if you need to compare documents on the go.

Some safe and commonly used websites include:

• Diffchecker
• Draftable

Final Thoughts

Comparing two Word documents is simple with Microsoft Word’s built-in comparison tool. This feature lets you quickly view changes, whether you’re reviewing edits, checking updates, or collaborating with a team. By following this guide, you can easily spot differences and save time. Using these tips will improve your editing skills, streamline document management, and reduce confusion when working with multiple versions. Try it out and make your workflow more efficient!