Microsoft Word isn’t just for simple word processing. This software actually contains a great amount of tools for its users to help them do more with the software. One of these tools is the capability of merging documents.
Sometimes, when working with Word, we find that we have to replace information on one document with information from another document. Most people will simply copy and paste, but if something goes wrong during this process, you could end up losing all the information from one or both documents.
Instead of copying and pasting, you should employ the help of the merge tool. This tool is very easy to use, and it can save you from a big headache. The following is a step-by-step guide on how to merge documents in Word.
Step 1: Open one of the documents you wish to merge, preferably the first one.
Step 2: In the Tools drop down menu, select “Merge Documents”. A pop up window will appear asking you to select a file to merge with the current document.
Step 3: At the bottom of the pop up window there will be a drop down menu titled Enable. This will automatically default to Word Documents. If the file you wish to merge is a Word doc, you don’t have to do anything. If the file you wish to merge is saved as another format, you need to use the Enable drop down to select the type of format you wish to merge. After you select your Enable format, your file options will only show those files that match the format.
Step 4: Find the file you wish to merge and highlight it by placing your cursor on it.
Step 5: Click the Open button in the bottom right corner. Note that if you want to cancel your merge, you can do so at any time by clicking the Cancel button in the lower right hand corner.
Step 6: Your new document will then replace the old document, and Word will highlight the changes in red so that you can see what was done. When you accept the changes, you need to click the check box on all the red comment boxes located on the right side.
Step 7: Make sure to save your new document and label it appropriately. If you forget to save it, you will lose the document.
If you don’t label it appropriately, you could end up overriding an original document that you may need in the future.
The Merge Documents function is very easy to use and it can help you place copy from one document into another document without the risk of losing all of your information. It is more reliable than copy and pasting, and it can get the job done quickly.
Allowing you to accept the changes is also a great feature because it won’t simply override everything without your consent. This way, you don’t run the risk of losing information in the process. Before you use the Merge Documents function for real, you may want to play around with it to see how it works. This way, you can get your feet wet without the risk of losing an important document.
Mark Weatherford is a high school English teacher and published author who loves to give advice. To ensure all his writing is clear and effective he writes with the help of a grammar checker. He is currently editing an Of Mice and Men summary.
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