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Weekly Computer Tip # 82
27 September 2004

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Save multiple versions of a document in one file (Microsoft Word)

Howdy y'all. After having spent a week in the low 90s (Google informs me 90 fahrenheit = 32.2222222 degrees; see http://www.roem.co.uk/tip_79.html), preparing a group of "super users" to train others on how to use Open Text's collaboration and content management tool Livelink, I'm back in Cambridge, jet-lagged but raring to go. Yeehaa! (Don't ask.) First thing on the agenda though is this week's tip ...

Two weeks ago I talked about using a keyboard shortcut to save the active file with a different file name. I know a lot of you use the File, Save As command (or perhaps you have already fallen in love with F12?) to save a version of a document. Not that there is anything wrong with that, but you obviously end up with lots of versions of the document in separate files which you'll keep for years only to throw it away three weeks before you need it. However,

Did you know ...

In Microsoft Word you can you can save multiple versions of a document in a single file. After you save versions of a document, you can go back and review, open, print, email and delete earlier versions.

Here's how:

  1. On the File menu, click Versions.
  2. Click Save Now.
  3. Optionally, in the "Comments on version" box, enter a description about the version you're saving.
  4. Click OK.

To save a version every time that you close a document, use the Versions command on the File menu and then select the "Automatically save a version on close" check box.

To open an earlier version of a document:

  1. On the File menu, click Versions.
  2. Click the version of the document you want to open.
  3. Click Open and review, print or email the version as normal.

Please note that because you work with an archived version you cannot modify a saved version of a document.

Saving multiple versions of a document in one file can be extremely powerful when you share your documents with others, tracking changes to see exactly what additions and deletions they made. If you want to learn more about what features Microsoft Word provides for simplifying and managing the creating of a document, book an hour coaching on "Taking Control of your Documents". Everything you need to know when the creation of a document is a team effort, involving several individuals in a workgroup. One person may be responsible for creating an initial draft of a document. He or she may then submit copies of the document to other workgroup members, whose job it is to review the draft and make suggested revisions.

The coaching sessions covers:
Tracking Changes in a Document, Inserting Comments into a Document, Accepting and Rejecting Proposed Changes, Reviewing Comments, Protecting a Document, Saving Multiple Versions of a Document, Setting a Default Location for Workgroup Templates.

The one hour coaching call, training material, plus one month email support on any subject matter covered in the coaching session is GBP75.

To book, email me karen@roem.co.uk or call 01223 214177.

Until next week.

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September 2004