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We've all likely had adventures with paste in Word. While it's hard, if not impossible, to get paste "right" given the fact that we can't guess user intent with 100% accuracy, we're always working to make the most commonly used command in Word better.
Since we ship only once every couple of years, let's see if in the meantime we can improve the paste experience by explaining what to expect in various circumstances and why. The first being paste in the context of Tracked Changes.
There are only three possible behaviors when pasting tracked changes. The one you get depends on whether Track Changes is on or off in both the document you copied from [source] and the document you are pasting into [destination].
Note: You cannot copy a deletion and only a deletion from a document with track changes on.
Behavior 1: The document you are pasting into is tracking changes, so any content you insert is tracked as such. Deleted content doesn't exist, so we don't paste it as an insertion. But, we do have to track changes, so we paste deleted content as deletions.
Behavior 2: The document you are pasting into is not tracking changes, so we don't put tracked changes into it. Instead we accept the tracked changes on paste…inserted content stays and deleted content goes.
Behavior 3: We needed to make this is a distinct from behavior 2 to enable the following common scenario: Reorganizing a document that contains tracked changes but has track changes turned off [i.e. past changes were tracked, current changes are not].
For example, say you turn on track changes and send a document out for review. Your reviewers finish and you receive feedback as tracked changes. You then turn off track changes as you need to refine and reorganize the document based on the feedback. Your first step is to move paragraph seven—containing tracked changes—below paragraph twelve. To do this, you cut paragraph seven and paste it below paragraph twelve. When you paste, you see paragraph seven exactly as you copied it. I.e. The tracked changes are not affected.
In this scenario, even though only one document is involved, you copied and pasted tracked changes from a source document with track changes off to a destination document with track changes off. We don't think you'd want the tracked changes automatically accepted in this case [since you just reorganizing content vs. accepting/rejecting tracked changes], so what you copy is what you paste [WYCIWYP…which is fun to try and say out loud].
This is my first blog appendix J For folks interested in specific cases, here's what you can expect in all copy and paste cases involving tracked changes:
Note: Cases not explicitly mentioned in the table can be constructed from the cases below. You know the behavior of copying and pasting an insertion and a deletion by looking at the two applicable rows below.
I have a different question. I would like to know how to select all comments -- but not the document text -- and copy them for pasting into some other document (in MS Word or not). In the reviewing pane it's possible to select all but then the copy command is disabled. Thanks.
I guess that, I have another need about "Pasting Track Changes". My case is up: owners do create their manuals of proccesses with Word documents and, eventually, to send me these documents via e-mail; then I must to retrieve them to the respect document reviewer. These reviewers use "Track Changes" to feedback the document, which I do use in order to merge manually each changed into a new Word document. In this step I do waste almost a week to finish my tasks. My question is: Is it possible to merge, automatically, this changes into a new Word document by copying several changes from all the Word document reviewers into a single *.doc archive?
This does not address the issue of pasting tracked changes that have not been accepted from Word into an email. In Office 2003 this worked. In Office 2010 it does not. I can, however, paste from Word to my Yahoo account. Is there a checkbox in options somewhere that I can check or uncheck to make this work with Outlook?