Extract Changes

This will extract tracked changes, insertions, deletions and comments from the active Word document.
All the different parts of a documnt will be processed: main text story, footnotes, endnotes, headers, and footers.
Each paragraph that contains insertions/deletions or comments will be extracted.
Main headings and subheading numbers will be included whenever possible.

Select from which parts of the document the changes are to be extracted

Entire document - includes the main text story, footnotes, endnotes, headers and footers.

Only selected content in main text story
Part of a document/selection
The selection must be in the main text story and more than one paragraph must be selected.
Run the 'Extract Changes' command a number of times, each time selecting only part of the main text story in the document.
If you need to run Extract Changes multiple times on a single document you can easily combine the extracted data into a single document afterwards.

If the document contains headings, you should start each selection with a level 1 heading.
If you do not start the selection with a heading, the first paragraph(s) in the extract document will not show any headings and subheadings.
The footer of the extract document will include precise information about the selection if you have selected the 'Only selected content in main text story' option.

For example, it the first and last paragraphs in the selection are paragraph no. 105 and 230, respectively, you will see this information:
insertions, deletions and comments only extracted from paragraphs 105-230 in the main text story.

Only headers and footers
You can use the 'Only headers and footers' option to extract insertions and deletions from headers and footers only.
For example, this may be relevant if you use the 'Only selected content in main text story' option repeatedly on a long document since this will not include changes in headers and footers.
The footer of the extract document will include the following information if you have selected the 'Only headers and footers' options:
insertions and deletions only extracted from headers and footers.

Select which Heading levels to extract as headings and subheadings

You can use the 'Heading levels' list to select how many heading levels you want to be extracted as headings and subheadings.
Your most recent selection will automatically be selected the next time you open the dialog box.
The maximum number of levels is 4, i.e. levels 1-4.
However, there may be situations where you want to leave out one or more levels.
For example, this may be the case in documents where built-in heading styles have been used for legal clauses or other types of content that is to be regarded as body text rather than headings/subheadings.

EXAMPLE 1:
The styles Heading 1 and Heading 2 have been used for real headings whereas Heading 3 has been used for non-heading paragraphs.
What to do: Select 'Levels 1-2 to have only Heading 1 and Heading 2 treated as headings/subheadings during the extract.
EXAMPLE 2:
The styles Heading 1, Heading 2 and Heading 3 have been used for real headings whereas Heading 4 has been used for non-heading paragraphs.
What to do: Select 'Levels 1-3 to have only Heading 1, Heading 2 and Heading 3 treated as headings/subheadings during the extract.

The maximum number of heading levels that will be extracted is 4, i.e. levels 1-4. However, there may be situations where you want to leave out one or more levels in the extract document.
For example, this may be the case in documents where built-in heading styles have been used for legal clauses or other types of content that are to be regarded as body text rather than headings/subheadings.
An option in the Extract Changes dialog box lets you define how many heading levels to include, from 1 to 4.

Example 1: Part of extract document. 4 levels of headings and subheadings have been extracted (marked by green).
Example 2: Same part of extract document as in Example 1. Only 1 heading level has been included in the extract in this case (marked by green).

Rules for detecting heading levels

The 'Extract Changes' command examines each paragraph in the document to detect headings and subheadings.
A paragraph will only be considered a possible heading/subheading if:
* it starts with some kind of numbering, either automatic or manually typed AND / OR
* it is formatted with one of the built-in styles Heading 1-4.

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)
Even if paragraphs are checked for hundreds of variants of numbering, a document may contain variants that are not detected.
IF HEADINGS ARE MISSING IN THE EXTRACT: Headings with MANUALLY typed text in front of the number will only be detected if that text is recoqnized as a possible heading start. If you specify a custom text to look for, the command will try to find headings that match that text in addition to the built-in texts.
Built-in text are: ARTICLE, ART., CLAUSE, SECTION EXHIBIT, ANNEX, ATTACHMENT, APPENDIX
You may also try to manually adjust the numbering in a copy of the original document and run the command again.

The tracked changes may be shown or hidden.
For each paragraph that contains one or more insertions, deletions or comments, the table will show:

Index number.
Page number.
Paragraph Index number of the extracted paragraph in the source document.
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. 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

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 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
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.

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.

Long Documents

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.