Extract tracked changes and comments from Word – advanced

DocTools ExtractChanges Pro - Version 4.0 with NEW FEATURES

DocTools ExtractChanges Pro lets you extract insertions, deletions and comments from any Word document, in full context and including headings and subheadings. The add-in reduces hours of work to seconds or a few minutes.

The add-in works with Word 2007, Word 2010, Word 2013 and Word 2016 on PC.

DocTools ExtractChanges Pro is the perfect time-saving tool for anyone who is editing large contracts, specifications and similar documents.

Read on to learn how DocTools ExtractChanges Pro can help you.

Single user license only EUR 147 - volume discount - see Pricing details below.

What users say about DocTools ExtractChanges Pro


I have literally compacted a full day’s work into about 1 minute and at the push of a button.
Tony Johnson, Financial Analyst

Pricing and general information

Version number:

Release date:

Supported Word versions:

Licensing per computer:

Free trial - try before you buy:

Volume discount:

Updates:

4.0 (see Changelog for info about versions and changes)

October 5, 2017

Word 2007, Word 2010, Word 2013, Word 2016 on PC

One license per computer is required (see License Terms)

15 days

Applies to licenses purchased on a single order

Minor updates within 12 months for free

Save 50% on upgrade licenses for later full number versions

Number of licenses

Per license price in Euro*

1-4 licenses

147 Euro

5-9 licenses

142 Euro

10-24 licenses

137 Euro

25-49 licenses

127 Euro

50-99 licenses

117 Euro

100 or more licenses

97 Euro

* Prices do not include applicable taxes

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Introduction to DocTools ExtractChanges Pro features

Track changes and comment are great features to use in the editing process of Word documents. In large documents and/or documents with many changes and comments, it can be impractical to work with the entire document during the review of all the insertions, deletions and comments. DocTools ExtractChanges Pro lets you quickly and easily extract insertions, deletions and comments from Word documents. The extracted data, incl. additional metadata, will be listed in a table for easy overview. The changes and comments are not just extracted:

  • Insertions, deletions and comments are shown in the extract document
  • Extracts insertions, deletions and comments both form the main text of the document and from headers, footers, footnotes and endnotes
  • You can extract changes and comments either from the entire document or from a selected part of the main text as you wish
  • Headings and subheadings are detected and extracted with the changes - even in poorly formatted Word documents (e.g. converted from PDF to Word)
  • You can define whether rows with paragraphs found below the same set of headings are combined or kept as separate rows - NEW in version 4.0 
  • You can compare two versions of a document and extract the differences in one operation - IMPROVED in version 4.0
  • You can batch extract changes from all documents in a selected folder in one operation - NEW in version 4.0
  • You can find a specific paragraph in the source document directly from the extract document with a single click of a button - NEW in version 4.0
  • You can customize several options in relation to the extract and the resulting document
  • Index numbers and color shading are added to all comments to make it easy to see where each comment belongs - NEW in version 4.0 
  • Supported file formats are doc, dot, docx, docm, dotx, dotm, rtf and xml
  • Works with Word 2007, Word 2010, Word 2013 and Word 2016 on PC

The user interface of DocTools ExtractChanges Pro is in English but the add-in can be used with any language version of Word.

DocTools ExtractChanges Pro is easy to use. The functionality of DocTools ExtractChanges Pro can be accessed from a tab, DocTools ExtractChanges, that is added to the Ribbon:

Extract tracked changes and comments from Word - the DocTools ExtractChanges tab

You will find more details about the DocTools ExtractChanges Pro features below.

See also Overview of differences - DocTools ExtractChanges Pro and DocTools ExtractData.

More details about the DocTools ExtractChanges Pro features

Background

On my website, www.thedoctools.com, I have provided a free macro for exporting / extracting tracked changes for years. The macro has been downloaded by thousands of Word users over the years. The free add-in, DocTools ExtractData, includes an improved version of the free macro. The free versions extract changes one by one without context whereas DocTools ExtractChanges Pro includes advanced functionality that extracts changes in full context and including heading and subheading information plus much more. I developed the first version of DocTools ExtractChanges Pro in 2012 to fulfill the wishes from clients. The add-in has been in use by large companies since then. Version 3.7 was the first version available from this website. See the Pricing and general information above for information about the current version number.


About the functionality of DocTools ExtractChanges Pro

You have access to the functionality of the add-in via the DocTools ExtractChanges tab:

Extract tracked changes and comments from Word - the DocTools ExtractChanges tab
  • Right-click any command on the DocTools ExtractChanges tab and select Add to Quick Access Toolbar (QAT) if you want easy access to the command no matter which tab in the Ribbon is selected. You can also select whether to show the QAT above or below the Ribbon.

All you need to do to start the extract of changes from a Word document is to click the Extract Changes icon. 
Your current settings for viewing tracked changes are without importance for the extract process. The tracked changes may be shown or hidden. DocTools ExtractChanges Pro will find the changes no matter the settings.

DocTools ExtractChanges Pro leaves the original document unchanged during the process.

Help and tips are built into the add-in

If you hover the mouse over a command, you will see a short description of the command. When you select a command that opens a dialog box, the dialog box will show information about what to do. In addition, the add-in comes with a User's Guide that provides tips about how you can handle special issues.

Back to Quick Navigation 


About the Extract Changes command

The Extract Changes command will extract changes and comments from the active Word document. The tracked changes and metadata will be filled into a 
9-column table in a new document. Only insertions, deletions and comments will be extracted. Any other type of change will be ignored.

In the dialog box that opens when you select Extract Changes, you can select from different types of extract:

  1. Entire document
  2. Only selected content in main text story
  3. Only headers and footers

The Extract Changes dialog box is shown at the bottom of this page.

For each paragraph that contains one or more insertions, deletions or comments, the table will show:

  1. Index number.
  2. Page number.
  3. Paragraph Index number of the extracted paragraph in the source document.
  4. Heading data for easy reference, including up to 4 levels of headings and subheadings.
  5. The paragraph showing insertions and deletions as colored text - colors can be customized.
  6. Column for custom use. Any comments in the extracted paragraph will be inserted in this column. The column heading can be changed as desired.
  7. Column for custom use. The heading can be changed as desired.
  8. Column showing the authors(s) who made the changes/comments in question. This column can be automatically left out.
  9. Date(s) of changes/comments. This column can be automatically left out.

The footer of the extract document will include information about:

  • The full name of the source document
  • Name of user and date for extraction
  • Statistics information about insertions and deletions. This information may be useful for e.g. translators.
    Example:
    Statistics: 546 insertions (25365 characters), 493 deletions (8544 characters)
  • Additional information is added if changes are not extracted from the entire document, telling precisely which part of the document was handled

Example of an extract result

Extract tracked changes and comments from Word - example of extract result

The scope of each comment, i.e. the text that the comment refers to, will be marked by color shading in column 5 and an index number in superscript will be added just after the scope. The comment text in column 6 will start with [Comment #] where # is the same number as added after the scope. This makes it easy for you to find out where comments belong.


About the extracted heading data - which types of headings and subheadings will be detected?

A paragraph will only be considered a possible heading or subheading if:

  • the paragraph starts with some kind of numbering, either automatic or manually typed

AND / OR

  • the paragraph is formatted with one of the built-in styles Heading 1-4 no matter whether it is numbered or not

In order for a paragraph to be considered a heading, DocTools ExtractChanges Pro will check for a number of other criteria in addition to the numbering. Otherwise, there would be a risk of interpreting many ordinary body text paragraphs as headings. For example, the text will be checked for relevant combinations of length, bold underlined, uppercase, centered, etc.

Extract tracked changes and comments from Word - example of heading/subheading info

Example of heading/subheading info in the extract document (marked by green).
“ARTICLE 6” is the main heading number
“Changes” is the main heading text
“(6.2)(a)” are the subheadings below which the text in column 5 was found
The information in column 4 includes up to 4 levels of heading data.

Examples of numbering that will be found:
ARTICLE 1, Art. 9, Clause 12, 1., §7
2,7, 3,7,21, 18.3.4,2, A., a), (a), (i), i), (xiv

In addition to the hundreds of variants of numbering syntax that will automatically be searched for, you can specify custom heading numbering to be searched for.

Extract tracked changes and comments from Word - a progress bar is shown during the extract process

Progress bar

While data is examined and changes extracted, a progress bar will be shown on the screen. The information will be updated continuously so you can follow the progress. You will also see extract data as it is being added to the extract document. The longer documents and the more changes, the longer time is needed for the process to finish. Often, the process will take less than 1 minute.


Extracting tracked changes and comments from large documents with many insertions, deletions and comments

DocTools ExtractChanges Pro can handle large document with many tracked changes and comments. The time it takes to extract changes and comments depend on the amount of paragraphs and the number of tracked changes and comments. Large documents with huge amounts of insertions, deletions and comments (e.g. +1000 changes and +300 comments) may, for example, take 10 minutes or more to process. Instead of extracting changes from the entire document in one operation in such cases, you may save time by using the Only selected content in main text story option and split the extraction in two or more parts. You can combine the tables from such extracts in a single document later if you wish.

Note that Word 2016 is currently significantly slower than earlier versions of Word when it comes to execution of operations like extracting the changes. Microsoft is aware of the problem and is working on improvements.


More functionality that helps you manage the tracked changes and comments

The look of the icons in the DocTools ExtractChanges tab vary depending of your version of Word and the selected Office Theme.

Command name

Icon

Description

Compare Two Documents

Compare Two Documents - icon

Lets you perform a compare of two versions of a document and extract the differences to a new document in one operation.

Batch Extract Changes

Batch Extract Changes - icon

Lets you – in one operation – extract changes from all documents in a folder you select (excl. subfolders).
The result is the same as running the Extract Changes command on the documents one by one. The extract documents will automatically be saved in the folder you specify.

Delete Columns

Delete Columns - icon

Deletes the “Author(s)” and “Date(s)” columns from the extract document, if found, and  adjusts the widths of the remaining columns.

Find Paragraph

Find Paragraph - icon

Lets you find a specific paragraph in a source document by its index number (example: paragraph number 389). You can use the command for different purposes:

If the active document is an extract document, first click anywhere in the row that includes the extracted paragraph(s) you want to find in the source document. The command will then automatically open/activate the source document and select the paragraph based on the index number found in column 3 in the extract document.
If the active document is a source document, the command lets you specify the index number of the paragraph you want to find. This is useful, for example, if a paragraph causes problems during the extract process due to poorly formatting or other reasons. The progress bar dialog box will show the number of the paragraph where the process hangs. You can then stop the process and use Find Paragraph to go directly to that paragraph in order to fix the formatting problem.

View Extract/Source
Side by Side

View Side by Side - icon

The active document must be an extract document. The command arranges the extract document and the related source document side by side. The command will automatically open the source document if not already open.
This makes it easy, for example, to use the Find Paragraph command in the extract document to select a specific paragraph in the source document if you need to check or edit that paragraph while you can still see the paragraph in the extract document.

View Side by Side
Synchronous Scrolling
Reset Window Position

View Side by Side - icon
Synchronous Scrolling - icon
Reset Window Position - icon

Built-in Word commands - also found on the View tab of the Ribbon.

Added to give you easy access to the tools when viewing documents side by side.

Define Settings

Define Settings - icon

Lets you customize several options. See the illustration below.


About customization options - define your personal settings

Extract tracked changes and comments from Word - Define Personal Settings dialog box

You can customize several options related to the extract documents via the Define Settings command.

For example, the header of an extract document contains a table with 6 cells organized in 3 columns. For each of the cells, you can specify the text to be used by default in your extract documents. For each cell you can select from 3 options:

  • Use default
  • Leave cell empty
  • Use custom text

You can also define main table settings. For example, you can define whether or not to keep one row per extracted paragraph or to combine all rows for extracted paragraphs found under the same set of main heading/subheadings.


The Extract Changes dialog box

Extract tracked changes and comments from Word - dialog box

When you click Extract Changes, you can select from different extract types and specify more customization options to be used for the current extract and/or for future extracts.

The Compare Two Documents and Batch Extract Changes do not open this dialog box but automatically use the default settings in the dialog box.


The Compare Two Documents dialog box

Extract tracked changes and comments from Word - the Compare Two Documents dialog box

When you click Compare Two Documents, you can select the document versions to compare either from a list of recent documents or by browsing.

The author name besides the listed changes will be set to the name specified in File > Options > General tab in Word.


The Batch Extract Changes dialog box

Extract tracked changes and comments from Word - the Batch Extract Changes dialog box

When you click Batch Extract Changes, you can select the folder that contains the source documents to handle and the folder in which to save the extract documents. Information will be shown about the number of documents to handle in the source folder you selected.


What are the differences between DocTools ExtractChanges Pro and DocTools ExtractData?

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