How to Compare Documents Side by Side in Microsoft Word: A Complete Guide
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Working with multiple Word documents simultaneously is a common task for many professionals, students, and writers. Microsoft Word offers a helpful "View Side by Side" feature that allows you to compare two documents on your screen at once, making it easier to reference, compare, and edit content between documents. This tutorial will walk you through how to use this feature effectively, based on the techniques shown in our YouTube video.
Why Use Side by Side Comparison?
Compare different versions of the same document
Reference source material while writing
Copy content between documents more efficiently
Check for consistency across multiple documents
Review edits or feedback alongside the original
Method 1: Basic Side by Side View
Step 1: Open Both Documents
First, ensure that both documents you want to compare are open in Microsoft Word. You can do this by:
Opening Word and using File > Open to select both files
Or opening each document separately
Step 2: Access the View Tab
With both documents open, click on the View tab in the Word ribbon at the top of your screen
Step 3: Activate Side by Side View
In the View tab, look for the Window group
Click on the View Side by Side button
When you do this, Word will automatically arrange both document windows so they're visible simultaneously on your screen, with one document on the left and one on the right.
Step 4: Synchronous Scrolling (Optional)
By default, when using View Side by Side, Word enables "Synchronous Scrolling," which means when you scroll in one document, the other document scrolls at the same rate. This is particularly useful when comparing similar documents.
If you want to disable this feature, click on the Synchronous Scrolling button in the View tab (in the Window group)
You can toggle this on and off as needed during your side-by-side viewing
Method 2: Using Window Management For Custom Views
If you need more control over how your documents are arranged, you can manually arrange the windows:
Step 1: Open Both Documents
Ensure both documents are open in Word.
Step 2: Access Window Options
Go to the View tab
In the Window group, click on Arrange All
Step 3: Choose Your Arrangement
A dialog box will appear with arrangement options:
Tiled: Displays all open documents in a grid pattern
Horizontal: Stacks documents one above the other
Vertical: Places documents side by side (similar to View Side by Side but without synchronous scrolling)
Cascade: Overlaps document windows
Select the arrangement that works best for your needs.
Method 3: Using Split View for a Single Document
If you need to compare different parts of the same document, you can use the Split feature:
Step 1: Open Your Document
Open the document you want to work with.
Step 2: Access the Split View
Go to the View tab
Click on the Split button in the Window group
This will divide your current document into two panes, allowing you to view different sections of the same document simultaneously.
Step 3: Navigate in Each Pane
Each pane can be scrolled independently
You can work in either pane, and changes will be reflected in the document
To remove the split, click the Remove Split button (which replaces the Split button when a split is active)
Advanced Tips for Document Comparison
Using the Compare Feature
If you're looking to identify differences between documents rather than just viewing them side by side, Word's Compare feature is valuable:
Go to the Review tab
Click on Compare in the Compare group
Select Compare from the dropdown menu
In the dialog box, select the original document and the revised document
Click OK to generate a comparison document highlighting all differences
Navigating Between Open Documents
When working with multiple documents:
Use Alt+Tab to switch between documents
Or click on the specific document in the Windows taskbar
In the View tab, use the Switch Windows button to select from a list of all open documents
Saving Your Window Arrangement
While Word doesn't let you save a specific window arrangement, you can:
Use Window > New Window to create multiple views of the same document
Use the View Side by Side feature with these windows
This allows you to see different parts of the same document simultaneously
Troubleshooting Common Issues
Documents Not Visible Side by Side
If your documents don't appear correctly when using View Side by Side:
Ensure your screen resolution is adequate for displaying both documents
Try using the "Vertical" option in the Arrange All dialog instead
Close other applications to maximize available screen space
Synchronous Scrolling Not Working Properly
If synchronous scrolling isn't functioning as expected:
Toggle the feature off and back on
Ensure both documents are of similar length and structure
Check that both documents have focus (click once in each document window)
Side by Side View Lost When Opening Another Document
If opening a new document disrupts your side-by-side view:
Close the new document
Re-establish your side-by-side view
Then use File > Open to open additional documents without losing your arrangement
Reviewing Document Comparison in Microsoft Word
Quiz
What is the primary purpose of using the compare function in Microsoft Word?
Where can you find the compare function within Microsoft Word?
What specific option is recommended for comparing two versions of a document?
What information is displayed in the left-hand pane after running a comparison?
What is shown in the right-hand pane after a document comparison?
Where does the merged document with tracked changes appear?
How can you identify who made a specific change in the comparison view?
What two actions can you take on the identified changes in the merged document?
Do the original documents change when you use the compare function?
Quiz Answer Key
To quickly identify the differences between two versions of the same document without having to manually review them.
The compare function is located on the Review tab, within the Compare group.
The recommended option is "Compare Two Versions (legal Blackline)."
The left-hand pane displays a summary of the revisions, including the number of changes found.
The right-hand pane shows the original document that you started the comparison with.
The merged document with tracked changes appears in the middle pane of the comparison view.
By rolling your mouse over a change in the middle pane, a tooltip will pop up indicating the name of the person who made the change and the date and time.
You can either accept or reject the identified changes in the merged document.
No, the original documents remain unchanged when you use the compare function with the legal Blackline option.
Glossary of Key Terms
Compare function: A feature in Microsoft Word that identifies differences between two versions of a document.
Review tab: A tab in the Microsoft Word ribbon where the compare function is located.
Compare group: A section within the Review tab that contains the compare function.
Legal Blackline: A specific option within the compare function that creates a new document highlighting the differences between two original documents without altering the originals.
Revisions: The changes or differences identified between the two documents being compared.
Track changes: A feature in Microsoft Word that marks insertions, deletions, and other formatting changes made to a document. In the comparison view, deleted text is often shown with strikethrough lines.
Accept/Reject changes: Actions taken on tracked changes in a document. Accepting incorporates the change, while rejecting reverts the document to its state before the change was made.
Additional Resources
Microsoft's official documentation on document views: Word Help & Learning
For more comprehensive document comparison: Explore the "Compare" and "Combine" features in the Review tab
If you frequently need to compare documents with complex formatting or track changes, consider exploring specialized document comparison software
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