Saving Versions

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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Saving Versions

Most documents go through several drafts. Often, it is useful to save new 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.

If you do a Save As… of a document with different versions stored within it, the old versions are dropped and the new file contains only the latest version

To use version management in Calc:

1. Choose File → Versions. The Versions dialog opens as shown below in Figure 305.

Figure 305: Version management dialog

2. Click the  Save New Version  button to save a new version.
3. A dialog (Figure 306) opens where you can enter comments about this version.

Figure 306: Version comment dialog

3. After you enter your comment and click  OK , the new version appears in the version list, as shown below in Figure 307.

Figure 307: Updated version list

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

• Open an old version – Select the version, 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. An Accept or Reject Changes dialog opens showing all the changes through the different versions.
• Review the comments – Select a version and click the  Show  button to display the full comments you or other reviewers made.

The new file is larger in size, as two spreadsheets are effectively saved together into a single file.