MS Word 2003 and Marked Up Documents

[CBB]

Does anyone know how to save a document without mark ups so that I can share
it with external people for their own red-lined comments? Example: I have
created an agreement template that our attorneys and CEO have redlined and I
now want to be able to send it to prospects for review and redlining as
appropriate. No matter what I do - save as "Final", remove Mark Up/Changes
View to only myself, everytime I go to email it to someone it shows back up
in Final with Mark Up. HELP!! I am tired of having to PDF documents and then
getting handwritten redlines back!

 

[Beth Melton]

In short, the only way to remove tracked changes in a document is to
accept/reject them. There isn't a way to 'hide them away' so they can
not be viewed by others.

Now, what you can do is save a copy of the document, accept all
changes, and share the copy with the tracked changes with others. Upon
receiving the document back you can use the Tools/Compare and Merge
documents command and merge their revisions with your original marked
up copy so you can review all changes.

Try this with an test document to see if this will do what you want.
If you want to test it so you can see what the merged document will
look like for multiple reviewers, change your User Name under
Tools/Options/User Information to create a new author.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Beth Melton]

share the copy with the tracked changes with others.

Whoops! Looks like I missed part of a word. This should have read:

"share the copy withOUT the tracked changes with others".

Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[ANONYMOUS]

Yes, I agree. This MS article is quite useful for this purpose:

http://office.microsoft.com/en-gb/assistance/HA010983881033.aspx

hth

 

[CBB]

Trust me, I have tried all of this as have others. I have even tried saving
the document as Final and then cutting and pasting the text into a new
document and believe it or not, it brings up the document in the Final
Showing Mark Up state again - even if you rename the document, place it in a
different directory, etc. I am not the only one who has experienced this - in
my current company, my previous company and others outside of those two
companies. HELP - there has to be a way without PDFing the file to someone
where they cannot make any redlines to it - other than in handwriting.

 

[Beth Melton]

Did you read the article carefully? The section "How do I get rid of
my revisions?" tells you what you need to do to remove them. There is
no way to hide them from view.

You *must* Accept/Reject all changes in order to remove Tracked
Changes. If what you want to keep is the Final view then on the
Reviewing toolbar open the "Accept Change" drop down and select
"Accept all Changes in Document".

If you do not want to continue using Tracked Changes then turn it off
so new revisions aren't tracked as well. To turn off Tracked Changes
use one of the following:

- Locate the "Tracked Changes" command on the Reviewing toolbar
(second from end)
- Press Ctrl + Shift + E
- Double-click the bold "TRK" in the status bar

Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/