Merging Documents

Apache OpenOffice 4.1 Calc Guide

Chapter 11 Sharing and Reviewing Documents

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• Introduction
• Sharing Documents (Collaboration)
  • Setting up a Spreadsheet for Sharing
  • Opening a Shared Spreadsheet
  • Saving a Shared Spreadsheet
• Recording Changes
  • Preparing a Document for Review (Optional)
  • Identifying Copies of Spreadsheets
  • Recording Changes (Tutorial)
• Adding Comments to Changes
  • Editing Change Comments
• Adding Other Comments
  • Editing Comments
  • Formatting Comments
  • Finding Comments Using the Navigator
• Reviewing Changes
  • Viewing Changes
  • Accepting or Rejecting Changes
• Merging Documents
• Comparing Documents
• Saving Versions

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Merging Documents

You submitted your budget proposal to your sponsor and one of your assistant coaches. They both returned their revised budget to you at the same time. You could review each document and the changes separately, but you want to see both revisions simultaneously to save time.

The processes discussed are effective when you have one reviewer at a time. However, sometimes multiple reviewers all return edited versions of a document simultaneously. In this case, reviewing all of these changes at once may be quicker than one review at a time. For this purpose, you can merge documents in Calc.

To merge documents, all the edited documents must have recorded changes in them.

1. Open the original document.
2. Select Edit → Changes → Merge Document.
3. A file selection dialog opens. Select a file you want to merge and click  OK .
4. After the documents merge, the Accept or Reject Changes dialog opens; see Figure 303, which shows changes by more than one reviewer. If you want to merge more documents, close the dialog and repeat steps 2 and 3.

Figure 303: Accept or Reject for merged documents

All changes are now combined into one document; you can accept or reject the changes. Changes from different authors appear in different colors in the document, as shown in Figure 304. In this example, Robert's changes are blue, and Mia's are red.

Figure 304: Merged documents with different author colors