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  1. #1
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    Send for Review again! (Word 2002)

    I've just posted one message regarding Send for Review but I've realised I have another query.

    We want to be able to send out documents for review to several people at the same time, and for the reviewers to return the documents with suggested changes which can then be accepted or declined. The key thing is that we want to reviewers to be able to review and return at any time (not 1 after the other).

    So, one way is to go to File, Send To, Mail Recipient (for review). You can then choose several recipients to act as Reviewers and you send the message out. The reviewers use Track Changes to make suggestions for alterations and additions. Then they send the reviewed document back by clicking the Reply with Changes button. The original sender will now have several replies.

    The sender opens the 1st reviewed document and is asked whether to merge changes back in to the original. They say yes. Then they go through and accept and reject the suggested changes, including some suggested formatting changes, and save the changes.

    Now, the sender goes to open the 2nd reviewed document. Again they say yes to merging changes back into the original. A this point, if the 2nd document has conflicting formatting suggestions to the original you see a dialog box that says 'The documents being merged have one or more conflicting formatting changes. Word can only store one set of changes in the final, merged document. Before continuing with the document merge, choose which set of changes to keep'. You are prompted to choose between the saved version or the one you are opening.

    And this is my question: how are you supposed to know!! You have no idea what the conflicting formatting changes are and where they are in the document. How can you make a choice without reviewing them!

    What should you respond to the question? And has anybody got any suggestions for an approach to this problem?

    Thanks again, Laurie

  2. #2
    Super Moderator jscher2000's Avatar
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    Re: Send for Review again! (Word 2002)

    I haven't used this feature of merging changes into the original. When you say "formatting changes," does that literally mean, for example, that someone might have indented a paragraph or bolded some text? Or does it refer to actual substantive additions and deletions? Not that you would want to forego any changes, but unlike additions and deletions, I don't think there is any way to represent the idea of multiple types of paragraph or font formatting. Word (2000, at least) seems just to keep track of that fact that "it changed."

  3. #3
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    Re: Send for Review again! (Word 2002)

    Thanks for your reply. Yes, I did just mean simple formatting changes like making text bold or indenting it.

    I've got a hunch that you're right and there isn't an easy solution. It just seems to me that this is such a common thing to need to be able to do (sending a document out to several people at the same time for review), that somebody would know a way round it.

    Anybody!?

  4. #4
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    Re: Send for Review again! (Word 2002)

    Hi Laurie:
    I don't have a network so I can't test this, but I'm intrigued. It seems to me, that once you merge two documents & either accept or reject all the changes, including formatting suggestions, that you have one document without any tracked changes. I'm surprised that there would be conflicting formatting choices, just the changes which can be highlighted in the revised document. If you were to go through the first document, looking for tracked changes, there shouldn't be any, right?

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    Re: Send for Review again! (Word 2002)

    Good to know that somebody else finds this interesting!

    Well, you are absolutely right. Once you have reviewed the changes for the 1st document and saved the amendments, Word compares that document with the next reviewed one that you open. So, if you answer 'Keep formatting from current document' when you open the 2nd document, it works. It displays the document with the 2nd reviewers amendments, but if you reject them it goes back to the 1st reviewers amendments.

    I think it was the strangely worded dialogue box that was confusing me.

    Thanks very much for your help.

  6. #6
    Uranium Lounger
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    Re: Send for Review again! (Word 2002)

    <hr>I think it was the strangely worded dialogue box that was confusing me.<hr>
    Hi Laurie:
    I think the people who write those messages for MS don't get out much. <img src=/S/hushmouth.gif border=0 alt=hushmouth width=16 height=16> <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

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