Extract tracked changes from Word – advanced version
DocTools ExtractChanges Pro
Extract insertions, deletions and comments in full context and including headings and subheadings
- DocTools ExtractChanges Pro - Introduction
- More Details
- How to Install the Add-In
DocTools ExtractChanges Pro is an add-in for Microsoft Word on PC. The add-in 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 full context 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 customize several options in relation to the extract and the resulting document
- Works with Word 2007, Word 2010, Word 2013 and Word 2016 on PC
- Supported file formats are doc, dot, docx, docm, dotx, dotm, rtf and xml
- DocTools ExtractChanges Pro is the perfect, time-saving tool for anyone who is editing large contracts and similar documents
The functionality of DocTools ExtractChanges Pro can be accessed from a tab, DocTools ExtractChanges, that is added to the Ribbon:
Click the More Details tab for further information about the add-in and its functionality.
Click the Introduction tab for basic information about the DocTools ExtractChanges Pro add-in.
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 - BUY NOW tab for information about the current version number.
About the functionality of DocTools ExtractChanges Pro
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. You have access to the functionality of the add-in via the DocTools ExtractChanges tab:
You can also access the main commands from the Quick Access Toolbar (QAT):
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.
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 an
8-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:
- Entire document
- Only selected content in main text story
- 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:
- Index number.
- Page number.
- Heading data for easy reference, including up to 4 levels of headings and subheadings.
- The paragraph showing insertions and deletions as colored text - colors can be customized.
- Column for custom use. Any comments in the extracted paragraph will be inserted in this column. The column heading can be changed as desired.
- Column for custom use. The heading can be changed as desired.
- Column showing the authors(s) who made the changes/comments in question. This column can be automatically left out.
- 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. Example:
Statistics: 546 insertions (25365 characters), 493 deletions (8544 characters)
This information may be useful for e.g. translators.
- 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:
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.
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 4 was found
The information in column 3 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 additions to the hundreds of variants of numbering syntax that will automatically be searched for, you can specify custom heading numbering to be searched for.
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 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.
More functionality that helps you manage the tracked changes
Compare Two Documents
Lets you perform a compare of two versions of a document and extract the differences to a new document in one operation.
Deletes the “Author(s)” and “Date(s)” columns from the extract document, if found, and adjusts the widths of the remaining columns.
Some of the documents from which you want to extract tracked changes may not be formatted properly. This may, for example, be true for documents converted from PDF format to Word format. If a problem occurs during the extract process, 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.
You can also use Find Paragraph to find the start and end paragraphs if you extracted changes from a selected part of a document only. The footer of the extract document will contain index numbers of the start and end paragraphs you selected in the source document.
Lets you customize several options. See the illustration below.
About customization options - define your personal settings
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:
The Extract Changes 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.
What are the differences between DocTools ExtractChanges Pro and DocTools ExtractData?
To install the DocTools ExtractChanges Pro add-in:
DocTools InstallationManager will be included with the download to make the installation as easy as possible. To install the add-in you only need to open a Word document and click a button. Follow the instructions described below STEP B, METHOD 1 at Support - How to > Install an add-in.
IMPORTANT if you are using Word 2007: STEP B, METHOD 1 does not work with Word 2007. Follow the instructions below STEP B, METHOD 2 instead.
Installation instructions will also be included in the email with the download link.
You can uninstall the add-in whenever you wish. Follow the instructions on Support - How to > Uninstall an add-in.
To learn more about the add-in and about how to install it, see the Introduction, More Details and How to Install tabs.
Pricing: DocTools ExtractChanges Pro
* Prices do not include applicable taxes
What users say about DocTools ExtractChanges Pro
The tracked changes extract is a huge time saver for anyone that makes edits to large contracts (i.e. Legal, Engineering, Construction). The difference between DocTools extract and the very basic MS Word tracked changes is that the ENTIRE paragraph, with Headings and Subheadings, is extracted WITH the edits.
For a 150 page contract, I have literally compacted a full day’s work into about 1 minute and at the push of a button. I can now spend time on more value-adding aspects of my job instead of copying and pasting edits.
Click a Buy Now button above to start the secure order process.
If you have any other questions, please check the Support - How to menu and the information on this page. If you don't find an answer to your questions, please do not hesitate to send your questions to DocTools via the Contact form.