two versions of the same document

Hello,

I was wondering if I could solve the following problem with Word.

I have two manuscripts. Manuscript A is shorter. Manuscript B contains
100% of Manuscript A but in addition has text blocks scattered in between.

I want to avoid having two files, since making a change to the
manuscript A would mean finding the exact same passage in manuscript B
and also changing it there, which can lead to mistakes. Is it therefore
possible to keep it all in one file and i.e. print two different
versions of the same document by “ignoring” certain passages. So I would
on the one hand print the manuscript omitting the “additions”
(manuscript A) and on the other print the whole thing including the
“additions” (manuscript B).

I though of doing this with comments, but that doesn’t seem like a
“clean” solution (because of the numbering, the initials, their position
in the text, etc). Is there a different way?

Thanks for your help!
Casper

Hi Caspar

One way to do this is to mark the text that is to be in B but not A as
hidden (select the text then do Format Font and tick the Hidden box). To
view A, at Tools Options Print, turn off hidden text. To view B, at
Tools Options Print, turn on hidden text. To print A, at Tools Options
Print, turn off hidden text. To Print B, at Tools Options Print, turn
on hidden text.

This works well for viewing and printing, but if you ever have to send
document A to someone else, you'll have to delete all the hidden text. You
can do that in Edit Find.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word


"Casper Feldmann" wrote in message
m...
Hello,

I was wondering if I could solve the following problem with Word.

I have two manuscripts. Manuscript A is shorter. Manuscript B contains
100% of Manuscript A but in addition has text blocks scattered in between.

I want to avoid having two files, since making a change to the manuscript
A would mean finding the exact same passage in manuscript B and also
changing it there, which can lead to mistakes. Is it therefore possible to
keep it all in one file and i.e. print two different versions of the same
document by “ignoring” certain passages. So I would on the one hand print
the manuscript omitting the “additions” (manuscript A) and on the other
print the whole thing including the “additions” (manuscript B).

I though of doing this with comments, but that doesn’t seem like a “clean”
solution (because of the numbering, the initials, their position in the
text, etc). Is there a different way?

Thanks for your help!
Casper

Hello Shauna!

GREAT... That was just what I was looking for!...

THANKS!... and have a great sunday...

Casper



Shauna Kelly wrote:
Hi Caspar

One way to do this is to mark the text that is to be in B but not A as
hidden (select the text then do Format Font and tick the Hidden box). To
view A, at Tools Options Print, turn off hidden text. To view B, at
Tools Options Print, turn on hidden text. To print A, at Tools Options
Print, turn off hidden text. To Print B, at Tools Options Print, turn
on hidden text.

This works well for viewing and printing, but if you ever have to send
document A to someone else, you'll have to delete all the hidden text. You
can do that in Edit Find.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

Another approach is described at http://daiya.mvps.org/includetext.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://word.mvps.org
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

"Casper Feldmann" wrote in message
...
Hello Shauna!

GREAT... That was just what I was looking for!...

THANKS!... and have a great sunday...

Casper



Shauna Kelly wrote:
Hi Caspar

One way to do this is to mark the text that is to be in B but not A as
hidden (select the text then do Format Font and tick the Hidden box).
To
view A, at Tools Options Print, turn off hidden text. To view B, at
Tools Options Print, turn on hidden text. To print A, at Tools
Options
Print, turn off hidden text. To Print B, at Tools Options Print,
turn
on hidden text.

This works well for viewing and printing, but if you ever have to send
document A to someone else, you'll have to delete all the hidden text.
You
can do that in Edit Find.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

You could also use a Character style whose sole property was "Hidden Text".

I often use this technique, with a recorded macro that flips the "Full
Version" style from Hidden to Not Hidden or vice-versa. Apply the style to
all the bits that will be hidden in the shorter version.

You then have only one click to change the document instead of having to
reselect and format/reformat lots of bits of text.

Cheers

On 24/9/06 4:25 PM, in article ,
"Shauna Kelly" wrote:

Hi Caspar

One way to do this is to mark the text that is to be in B but not A as
hidden (select the text then do Format Font and tick the Hidden box). To
view A, at Tools Options Print, turn off hidden text. To view B, at
Tools Options Print, turn on hidden text. To print A, at Tools Options
Print, turn off hidden text. To Print B, at Tools Options Print, turn
on hidden text.

This works well for viewing and printing, but if you ever have to send
document A to someone else, you'll have to delete all the hidden text. You
can do that in Edit Find.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word


"Casper Feldmann" wrote in message
m...
Hello,

I was wondering if I could solve the following problem with Word.

I have two manuscripts. Manuscript A is shorter. Manuscript B contains
100% of Manuscript A but in addition has text blocks scattered in between.

I want to avoid having two files, since making a change to the manuscript
A would mean finding the exact same passage in manuscript B and also
changing it there, which can lead to mistakes. Is it therefore possible to
keep it all in one file and i.e. print two different versions of the same
document by „ignoring‰ certain passages. So I would on the one hand print
the manuscript omitting the „additions‰ (manuscript A) and on the other
print the whole thing including the „additions‰ (manuscript B).

I though of doing this with comments, but that doesn‚t seem like a „clean‰
solution (because of the numbering, the initials, their position in the
text, etc). Is there a different way?

Thanks for your help!
Casper



--

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me unless I ask you to.

John McGhie
Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant
Technical Writer.
Sydney, Australia +61 (0) 4 1209 1410