OmniDocHow to mark the differences in PDF comparison and export and save them
After comparing two PDFs, how to organize the differences found into a list, record them by page number, export them to Word or Excel for files, and print them into paper versions. Explain clearly the steps and check points for each step.
Key points of this article
- Comparison is just to find the differences. When keeping files, you need to write down the page number, original text, other party's text and type for each difference, and save it in a separate list.
- The list should be saved together with the version information of the two documents. The date and version should be written in the file name to facilitate future verification.
- The scanned PDF must be OCRed first and then compared, otherwise the text in the image cannot be compared correctly.
- After exporting to Word or Excel, numbers, formulas and tables must be returned to the original PDF for review item by item, and the original file shall prevail.
- Before printing, check whether the list is complete and whether the page numbers correspond. The paper version should bring the pages that need to be compared.
Many people will get two PDFs at work: one is the first draft and revised draft of the contract, one is the submitted version and reworked version of the paper, or the old and new versions of a report. After comparison, the software may have pointed out the differences, but the differences still remain on the screen. The next step is often to organize them into records that can be sent to colleagues, put into files, and printed out, but this step is rarely explained clearly.
This article is written for people who need to mark the differences between two PDF documents and save them as records. After reading, you will know how to create a list for each discrepancy, how to export to Word or Excel, how to print it on paper, and what to check before and after saving. What we are talking about here is the sorting and archiving after the comparison is completed, and does not involve the principle of the comparison itself.
How to mark the differences between the two PDFs and save them together? One sentence conclusion
After the comparison is completed, a safe approach is to record each difference as a separate item, including page number, original text, other party's text and difference type, summarize it into a list, and then export and save the list. Direct screenshots or just printing of the comparison interface often lack page numbers and context, making it difficult to review later.
| your situation | Recommended practices | reason |
|---|---|---|
| Not much difference, just remember it yourself | Record the page number and content one by one in the table | Simple and direct, easy to check back |
| Need to send it to others to see or leave traces | Export the list to Excel or Word, attaching version information for both files | The other party can understand it without opening the original file. |
| The difference is in the scan | Do OCR first, then compare and organize the list | The text in the image cannot be directly compared |
| Need paper archiving or meeting use | Print the list and print the corresponding pages together | The paper version should retain page numbers and context |
| The file will need to be modified later | Save a copy first and then modify it. The original version will remain unchanged. | Keep the original version for easy traceability |
Before you start: Confirm these points first
Before starting to organize, there are several things that will affect the usability of the list. It will be easier to take a few minutes to confirm.
- Confirm the version relationship between the two documents. The file name, save date and version number should be noted down. If the two documents are not actually the before and after versions of the same document, there will be many differences in the comparison, and the list will have no reference value.
- Determine whether it is a text version or a scanned copy. Try to select a piece of text with the mouse: if it can be selected, it means it is a text version; if it cannot be selected, it is probably a scanned copy in the form of a picture. The scanned document must be OCRed first, otherwise it cannot be reliably compared.
- Clear the purpose of keeping files. If you only want to check it yourself, a simple form is enough; if you want to use it as evidence or official record, you must keep the original document, list and exported version, and indicate the date of generation.
- Be aware of sensitive information. There may be personal information in contracts, medical records, and financial materials. Before exporting and printing, confirm which content can be shown to the other party, and handle the unnecessary parts separately.
- Keep originals. All finishing work is done on the copy, do not overwrite the original PDF. This is a reliable basis when something goes wrong.
Steps to organize differences and export in OmniDoc desktop client
The following steps use the OmniDoc desktop client's PDF editor. If it is not installed yet, you can download it from download.omnidoc.top.
- Open PDF editor and import two files. Open the two PDFs that need to be compared, save them as a copy first, and then perform all subsequent operations on the copy.
- Record version information. Write the file names, date saved, and page number of both documents at the beginning of the list. This information will be used when checking.
- Run the PDF comparison function. Select two files to compare and view the differences given by the system one by one.
- Record differences item by item. Note down the page number, original text, counterpart text and type (add, delete or modify) for each difference. When encountering tables and footnotes, pay separate attention as they are easy to miss.
- Save a copy of the page that needs clarification. For the pages that need to be attached to the list, save a separate PDF with the page number and corresponding difference number clearly written in the file name.
- Export the list. Export the organized content to Word or Excel. Text descriptions are suitable for Word, and numerical and tabular differences are suitable for Excel.
- Review the exported content. Open the exported file and compare it with the original PDF item by item to confirm that the numbers, formulas and tables are not misaligned.
- Name and archive in a unified manner. The file name is named in the format of "date plus version plus difference list" and placed in the same folder as the original file.
Check each item after completion
After you get the list and the exported file, don't send it or file it directly, check it according to the items below.
| Check item | What do you think? | What if there's a problem? |
|---|---|---|
| Whether the page number corresponds to each other | Randomly select three entries and go back to two copies of PDF to check the page number and content. | When the page number is offset, check whether the two files have been inserted or deleted |
| Are there any omissions? | Skim through the two documents from beginning to end, paying special attention to tables, footnotes and appendices | Make up the differences that are missing and indicate the supplementary time in the list |
| Whether the identification of scanned parts is accurate or not | Look at the recognized text against the original picture | Manual correction of typos, important numbers must be confirmed against the original picture |
| Format of the exported content | Open Word or Excel and check paragraphs, tables, and numbers | The numbers and formulas are subject to the original PDF, and the exported results are corrected manually. |
| Printing effect | Print the preview first, or just print one page. | When the handwriting is blurred or the page is incomplete, adjust the print range before printing |
# Core comparison
When sorting out a list of differences, there are three common forms of preservation, each of which is suitable for different scenarios.
| Form | Suitable for what? | Pay attention to what? |
|---|---|---|
| Word document | There are many written instructions, which need to be accompanied by explanations and conclusions. | Typesetting may need to be adjusted manually when there are many forms. |
| Excel form | There are many differences and need to sort and filter by page number or type | Long text is not easy to read in a cell |
| Paper print | Meeting discussion, on-site signature or paper filing required | Keep the page number and context, otherwise it is difficult to compare |
In practical work, three forms can be combined: Excel for general list, Word for explanation, and printout for archiving.
# frequently asked questions (FAQ)
1. The typesetting of the two PDF is different, is the difference due to the format problem?
Not necessarily. Typesetting changes will produce a lot of format differences, but text content changes will also be mixed in it. When sorting out, we should first distinguish between "content differences" and "format differences". If the two types of records are recorded separately, the list will be clearer.
2. Can the scanned version of PDF be compared directly?
You can use OCR to convert the scanned piece into recognizable text, and then compare it. The recognition results may have wrong words, especially numbers and proper nouns, so the important contents should be manually confirmed against the original picture.
3. Can the comparison results be printed directly into a paper version?
Sure. It is recommended that you export the sorted list to Word or Excel and check it correctly before printing. Take a look at the preview before printing to make sure the page number and form are not truncated.
4. What should I look at when looking for a free comparison method?
You can focus on the file size limit, whether it is watermarked after export, whether the file is processed locally, and whether the typesetting after export is retained. These items are better than simply looking at "free" to determine whether a method is suitable for your document.
5. What information should be attached to the difference list when it is sent to others?
It is recommended to attach the file name and version of the two documents, the date on which the list was generated, the difference between the page number and the original text, and the name of the organizer. In this way, the other party can check without opening the original file, and it is also convenient to trace back later.
# Summary
The key to the difference between the two PDF comparisons is to write down each difference as a list with page numbers and save it with Word, Excel and hard copy respectively. Confirm the version and file type before finishing, and then check the page numbers and numbers one by one after export, and you can get records that can be reviewed and kept on file.
