MS Office Legal and Corporate - So the Black Line is Not Doing Its Thing Properly

MS Office Legal and Corporate - So the Black Line is Not Doing Its Thing Properly 



Scenario:  The word processing operator is given a document that has two versions.  The document is 120 pages.  Upon doing the edits and attempting to run a document comparison, the results were not useful and not accurate.  The operator did not want to submit this document back to the attorney in its current condition.  Let’s examine some of the issues that were found.

  • - When examining the two versions track changes were active in both versions. We went into both versions and “accepted” the proposed changes for both versions followed by turning off the Tracking process on both.

  • - Next we looked at the multilevel outline for both documents and noted that the version 2, although it visually looked the same, the outline in version 1 used styles and the version 2 used body text styles that were manually manipulated to make the paragraphs look similar to those in version 1.

  • - We stripped off unnecessary direct surface formatting (using control Spacebar), that could have been easily built into the heading styles such as underscores on the headings and removed different fonts that were accidentally carried over to some of the document paragraphs from various copy and paste scenarios that they did not use “Paste Special Unformatted Text” on. Using this, ensures that copied material pours into the waiting style in the target document thus not disturbing the look of the target document.

  • - We then made sure that the outlines and styles used between the two versions matched exactly all the way through the document.

The operator told me that they use Change Pro for their document comparisons and that the firm wanted them to use that program instead of the generic comparison program from MS Word (under the Review Tab.), that does a great job in my opinion. I recommended that they first run the comparison with the generic MS Word program to see if all of the issues were resolved. It seemed to be fine. We then ran the same comparison with Change Pro and we received an acceptable black line to hand back to the attorney.

It should be noted that in situations where a third party software like Change Pro does not run or refuse to complete a comparison the generic MS Word version of compare will always run so you can always give them a good looking compare to review.

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