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Word 2000 in a Nutshell by Walter Glenn

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Name

File Versions

Synopsis

Use this command to save and track multiple versions of a single document within one document file. While it is possible to track multiple versions of a document by repeatedly saving it with different filenames, the Versions command offers an easier way. The Versions command adds the ability to conveniently store all versions of a document in a single file and see information regarding all versions in one location (the Versions dialog shown in Figure 4-8) with comments added. It also saves you from having to create all those extra filenames and numbers. Keep in mind, however, that saving extra versions of a document significantly increases that document’s size, since all previous formatting information must also be saved.

Saving multiple versions of a document

Figure 4-8. Saving multiple versions of a document

Use Track Changes with Versions

When using versions to help track the work of multiple reviewers of a document, it is best to turn on Word’s change tracking feature (Tools Track Changes Highlight Changes). This causes changes by different reviewers to show up in different colors, making it much easier to do side-by-side comparisons of versions. For more about tracking changes, see Chapter 13.

When saving a version of any document for the first time, a Versions icon is added to Word’s status bar (Figure 4-9) to indicate the document contains more than one version. Double-clicking ...

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