How to Compare Documents in Microsoft Word

To compare two versions in Microsoft Word, open Word and choose Review > Compare > Compare on Windows. Select the original and revised files, choose any comparison options you need, and select OK. Word creates a separate comparison document that marks the differences, so you can review edits without changing either source file. Have both versions saved and accessible before you begin.

What You’ll Need

Microsoft Word for Microsoft 365, or a Word desktop version that includes the Compare feature. The steps below are for Microsoft 365 on Windows.
Two versions of the document, such as the draft you sent and the version returned by a reviewer. Word can compare saved files even if they are not currently open.
Permission to open both files. If a document is password-protected, stored in a restricted location, or locked for editing, you may need the password or access rights first.
A place to save the comparison result. Word normally opens the result as a new document; save it with a distinct name so it is not confused with either source.

Step-by-Step

Identify the two versions and their order. Decide which file is the original and which is the revised copy. The original should be the earlier version, and the revised document should be the version you want to check for changes. This order helps Word label additions and deletions clearly. If you are unsure, check the filenames, dates, or document contents before comparing; choosing them in the wrong order reverses how changes are described.
Save and close unfinished edits. If either version is open and contains unsaved changes, press Ctrl+S on Windows to save it before you compare. On Mac, use Command+S. Close the source files if you want to avoid editing the wrong window while reviewing. A comparison uses the saved versions selected in the dialog, so unsaved work may not be included. Consider making backup copies if the documents are important.
Open the Compare command. In Word for Microsoft 365 on Windows, select the Review tab on the ribbon. In the Compare group, choose Compare, then select Compare… from the menu. If the ribbon is simplified or the window is narrow, the command may be tucked into a menu or appear under the Review tab after expanding the ribbon. On Mac, open Review and choose Compare or Compare Documents, depending on the Word build. The dialog may use slightly different labels, but it asks you to select the original and revised files.
Choose the original document. In the Compare Documents dialog, use the file or folder button beside the Original document box to browse to the earlier file. Select the correct document and confirm the selection. Check the full filename and location, especially if you have several drafts with similar names. If the file is already open, it may be available in the list, but selecting it by filename is still a good way to confirm you have the intended version.
Choose the revised document. Use the file or folder button beside the Revised document box to select the later version. Read both filenames in the dialog before proceeding. If you have a file named Final and another named Final revised, do not rely on the labels alone; confirm the date or open the files separately to verify which contains the later edits. The order matters: Word treats the first file as the baseline and displays changes made in the second against it.
Set the comparison label and options. The dialog includes a field for labeling changes, often called Label changes with. Enter a useful name such as Reviewer or Editor so the comparison is easier to interpret. Select More if you need to control which changes Word checks. Options commonly include text changes, formatting, comments, tables, headers and footers, and other document elements; availability can vary by Word version. Leave the options selected if you want a broad comparison, or clear categories that are irrelevant to your task. For ordinary editing, include text changes and consider including formatting if layout or styling matters.
Choose where and how changes appear. In the expanded options, look for the controls for the level and location of changes. Word can show differences at the character or word level, and can display the result in a new document or in one of the source documents. A new document is usually the safest choice because it keeps both originals intact. If you are comparing prose with small edits, character-level detail can expose punctuation changes; word-level display can be easier to scan when paragraphs have been rewritten. Review the selections before moving on.
Run the comparison. Select OK. Word analyzes the documents and opens a comparison result, typically with the revised text and tracked changes displayed in a new document. Depending on your view settings, the result may include a markup area, a Reviewing Pane, or both. Deletions, insertions, and formatting changes are marked according to the comparison settings. This is a comparison report, not a decision about which edits to accept; you still need to inspect the marked changes.
Review the differences and save the result. Read through the comparison from beginning to end. Use the Review tab’s navigation controls, such as Previous and Next, to move between marked changes when those controls are available. Look at the surrounding sentences before deciding what each change means. Save the comparison document with a clear name, such as Project draft comparison, in a location you can find again. Keep the original and revised files as well. If you need a clean final copy, use the comparison to decide what to retain, then edit or accept changes in an appropriate working document.

Common Mistakes

Reversing the original and revised files. Word can still produce a comparison if you select the later version as the original, but the labels for additions and deletions may be counterintuitive. Check the order in the dialog before selecting OK.

Comparing the wrong copies. Files with names such as Draft, Draft 2, and Final can be easy to mix up. Confirm their contents or modification dates rather than guessing from the names. If both documents have the same filename, use their folder paths to tell them apart.

Expecting Compare to merge or approve edits. The command identifies differences; it does not decide which version is correct, combine the documents intelligently, or automatically accept all revisions. Review the result and make decisions in a working copy.

Ignoring existing tracked changes. One or both files may already contain revisions from an earlier review. Those marks can make the comparison harder to read or affect what you see. If the comparison looks confusing, inspect the sources’ tracked changes and decide whether you need to compare the documents as they currently appear or first prepare clean copies.

Turning off too many comparison options. If formatting or comments are excluded, Word will not report those categories. A quiet comparison does not necessarily mean the files are identical; check which options were selected.

Tips

Use a new comparison document. This preserves both input files and gives you a dedicated place to inspect the results. Save it under a name that includes the word comparison and, if useful, the date.
Choose a level that suits the edit. Character-level comparison is useful for spelling, punctuation, and small wording adjustments. Word-level comparison can make substantial text revisions easier to scan without displaying every changed character separately.
Compare like with like. If possible, use files saved in compatible Word formats and avoid comparing a document that has been substantially reformatted with an unrelated template. Major layout changes can create many formatting marks that distract from wording changes.
Use the Reviewing Pane for a long result. On the Review tab, open the Reviewing Pane if it is available in your version. It can list changes in a side panel or below the document, making it easier to move through a lengthy report. You can also change the markup display from the Review tab to make the document easier to read, but hiding markup does not remove the changes.
Keep an untouched copy of important files. Compare is designed to preserve source documents when you choose a new result, but a separate backup is still sensible before editing, accepting, or rejecting changes.
Remember there is no universal comparison shortcut. Use the ribbon path rather than relying on a keyboard shortcut that may be customized or unavailable in your Word build. On Mac, menu and ribbon labels can differ slightly from Windows.

Troubleshooting

Compare is missing or unavailable. Make sure you are using the Word desktop application and that the Review tab is visible. If you are using Word for the web, its features and ribbon can differ from the desktop version; open the files in the desktop app if the Compare command is not offered. Also check whether the ribbon is collapsed or simplified, and expand it or open the relevant Review menu.

Word cannot find or open a selected file. Browse to the file again and confirm that it has not been moved, renamed, or stored in a location you cannot access. If it is in OneDrive or SharePoint, wait for it to finish syncing or open it from the location where you have permission. If the file is damaged, try opening it directly first and saving a fresh copy in a supported Word format.

The result shows too many changes. Check whether formatting, comments, or other categories are included. If the documents were created from different templates or have different page layouts, formatting marks may dominate. Run the comparison again with only the categories you need, or use word-level changes for a more readable text review. Do not assume every mark represents a substantive edit.

The result seems to show no changes. Confirm that you chose the intended two files and put them in the correct order. Check that the options include the type of content you expected to differ. Differences in linked content, embedded objects, or elements excluded by the selected settings may not appear as ordinary text changes. Open the source files and inspect the relevant section directly if the result does not match what you can see.

Tracked changes or comments make the report hard to follow. In the source files, check whether earlier revisions or comments are present. You can create clean copies for comparison if appropriate, but preserve the originals and do not discard reviewer comments you still need. In the result, use the Review tab’s markup display and Reviewing Pane to focus on one kind of change at a time.

Frequently Asked Questions

Does comparing documents change the original files?

Not when you choose to show changes in a new document, which is the usual default and the safest option. Word creates a separate comparison result. Save that result under a new name and keep the source files if you need to preserve them unchanged.

Can I compare two Word documents that are not open?

Yes. The Compare Documents dialog lets you browse to saved files, so you do not have to open both first. You do need access to their locations and any password needed to open them.

Can Word compare a Word document with a PDF?

The Compare command is intended for documents Word can open as editable documents. Word may convert a PDF when you open it, but conversion can change layout or content. For a dependable comparison, make sure both files are usable Word documents and check the converted text carefully before relying on the result.

Can I compare more than two documents at once?

The standard Compare command compares two versions at a time: one original and one revised. To check several later drafts, compare each one against the same baseline separately, or compare them in sequence and keep each result clearly named.

What is the difference between Compare and Combine?

Compare displays differences between an original and a revised document for review. Combine is intended to consolidate revisions from multiple copies into a document. Choose Compare when your goal is to see what changed between two versions, not to collect reviewers’ edits into one file.

Can I accept the changes in the comparison result?

The comparison result displays marked differences for review, and you can work with its revisions using Word’s Review controls. Before accepting or rejecting anything, save a working copy and confirm that you are editing the intended document. Accepting changes should reflect your decision, not simply remove marks to make the file look clean.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

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Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

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