Difference between revisions of "Documentation/OOo3 User Guides/Calc Guide/Saving versions"

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|NextPage=Documentation/OOo3_User_Guides/Calc Guide/Calc Macros
 
|NextPage=Documentation/OOo3_User_Guides/Calc Guide/Calc Macros
 
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Most documents go through many drafts. It is often useful to save all versions of a document. You do this by saving a copy of the document (under a different name) after each revision, or you could use Calc’s version feature.  
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Most documents go through many drafts. It is often useful to save all versions of a document. You can do this by saving a copy of the document (under a different name) after each revision, or by using Calc’s version feature.  
  
 
{{Documentation/Caution| If you do a '''Save As...''' of a document with different versions stored in it, the old versions are not saved in the new file.}}
 
{{Documentation/Caution| If you do a '''Save As...''' of a document with different versions stored in it, the old versions are not saved in the new file.}}
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[[Image:CG3Ch11F14.png|thumb|none|500px|''Version comment dialog'']]
 
[[Image:CG3Ch11F14.png|thumb|none|500px|''Version comment dialog'']]
  
<li>After you enter your comment and click '''OK''', the version is included in the version list.</li>
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<li>After you enter your comment and click '''OK''', the new version is included in the version list.</li>
  
 
[[Image:CG3Ch11F15.png|thumb|none|500px|''Updated version list'']]
 
[[Image:CG3Ch11F15.png|thumb|none|500px|''Updated version list'']]
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Now when you save the file, both versions are saved in the same file. From this point you can:
 
Now when you save the file, both versions are saved in the same file. From this point you can:
  
* Open an old version – Select the version and click the '''Open''' button and a read-only version of a previous version opens.
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* Open an old version – Select the version and click the '''Open''' button and a read-only copy of a previous version opens.
 
* Compare all versions – Clicking the '''Compare''' button performs an action similar to merging documents together. An Accept or Reject Changes dialog opens showing all of the changes through the different versions.
 
* Compare all versions – Clicking the '''Compare''' button performs an action similar to merging documents together. An Accept or Reject Changes dialog opens showing all of the changes through the different versions.
 
* Review the comments – Select a version and click the '''Show''' button to display the full comments made by yourself or other reviewers.
 
* Review the comments – Select a version and click the '''Show''' button to display the full comments made by yourself or other reviewers.

Revision as of 20:36, 13 January 2011



Most documents go through many drafts. It is often useful to save all versions of a document. You can do this by saving a copy of the document (under a different name) after each revision, or by using Calc’s version feature.

Documentation caution.png If you do a Save As... of a document with different versions stored in it, the old versions are not saved in the new file.

To use version management in Calc:

  1. Choose File > Versions. The Versions dialog opens.
  2. File:CG3Ch11F13.png
    Version management dialog
  3. Click the Save New Version button to save a new version.
  4. A dialog opens where you can enter comments about this version.
  5. File:CG3Ch11F14.png
    Version comment dialog
  6. After you enter your comment and click OK, the new version is included in the version list.
  7. File:CG3Ch11F15.png
    Updated version list

Now when you save the file, both versions are saved in the same file. From this point you can:

  • Open an old version – Select the version and click the Open button and a read-only copy of a previous version opens.
  • Compare all versions – Clicking the Compare button performs an action similar to merging documents together. An Accept or Reject Changes dialog opens showing all of the changes through the different versions.
  • Review the comments – Select a version and click the Show button to display the full comments made by yourself or other reviewers.

Template:Documentation/Note


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