Use tracked changes

With tracked changes, multiple users can collaborate on a document, and each person's changes are tracked and displayed in a different color. However, the changes are not included in the document text until they are reviewed and accepted.

Do any of the following:

Turn on track changes

When tracked changes are turned on, Word marks any changes that are made by any authors of the document. This is useful when you are collaborating with other authors because you can see which authors made a particular change.

  1. Open the document that you want to edit.

  2. On the Review tab, under Tracking, click the Track Changes switch to turn on track changes.

    Review tab, Tracking group

    Tips   

    • Each reviewer's changes are displayed in a different color. If there are more than eight reviewers, colors are reused.

    • To assign a specific color to your own tracked changes, on the Word menu, click Preferences, and then under Output and Sharing, click Track Changes  Word Tracked Changes Preferences button. In the Color boxes, select the color that you want.

    • The reviewer's name, the date and time that the change was made, and the kind of change that was made (for example, Deleted) also appear in the markup balloons for each change. If you're not displaying markup balloons, this information appears when you hover over a change.

    • The Highlight Changes options on the Tools > Track Changes menu (Highlight changes on screen, Highlight changes in printed document) and the options on the Review tab pop-up menu (Final Showing Markup, Final, Original Showing Markup, Original) are not saved settings. If you don't want tracked changes to display when you re-open the document, you need to accept or reject the changes. If you want a record of the revisions, save a copy of the document before accepting or rejecting changes.

Show tracked changes or comments by type or by reviewer

You can show or hide a document's comments, formatting, insertions, and deletions or view comments for only the reviewers that you select.

  • On the Review tab, under Tracking, on the Show Markup pop-up menu, click the option that you want.

    Review tab, Tracking group

    Tip   To display a shaded background behind the area where tracked changes or comments appear in the right margin, on the Show Markup pop-up menu, select Markup Area Highlight. This shaded area also prints with your document to help separate the document text from the tracked changes or comments.

Turn off tracked changes in balloons

By default, insertions, deletions, comments, the reviewer's name, and a time stamp are displayed in balloons that appear in the margins of your document. You can change your settings to display tracked changes in the body of the document.

  1. On the Review tab, under Tracking, on the Show Markup pop-up menu, click Preferences.

    Review tab, Tracking group

  2. Do one of the following:

To

Do this

Display tracked changes in the body of the document instead of in balloons

Clear the Use balloons to display changes check box.

Hide the reviewer's name and the time and date stamp in balloons

Clear the Include reviewer, time stamp, and action buttons check box.

Note   With balloons turned off, commented text is enclosed in brackets, highlighted by a color, and identified by the reviewer's initials. Comments appear in a small pop-up window when you rest the pointer over commented text, except when your document is in publishing layout view.

Change the formatting of tracked changes

You can customize how revision mark appear and work in Word.

  1. On the Review tab, under Tracking, on the Show Markup pop-up menu, click Preferences.

    Review tab, Tracking group

  2. Select the options that you want. The following table lists some frequently used formatting options.

To

Do this

Change the color and other formatting that Word uses to identify changes

Under Markup, select the formatting options that you want on the pop-up menus.

Indicate deletions without displaying the text that was deleted

Under Markup, on the Deletions pop-up menu, click # or ^.

Deleted text will be replaced with the character # or ^.

Alter the appearance of changed lines

Under Markup, on the Changed lines and Colors pop-up menus, select the options that you want.

Track text that is moved

Under Moves, click Track moves, and then on the Moved from, Moved to, and Color pop-up menus, select the options that you want.

Change the color that Word uses to mark changes that are made to table cells

Under Table cell highlighting, on the Inserted cells, Deleted cells, Merged cells, and Split cells pop-up menus, select the options that you want.

Review tracked changes and comments

You can review and accept or reject each tracked change in sequence, accept or reject all changes at one time, delete all comments at one time, or review the items that are created by a specific reviewer.

  1. If revision marks don't appear in the document, on the Tools menu, point to Track Changes, click Highlight Changes, and then select the Highlight changes on screen check box.

  2. Do one of the following:

To

On the Review tab, do this

Then do this

Review the next change

Under Changes, click Next

Click Accept or Reject.

Review the previous change

Under Changes, click Previous

Click Accept or Reject.

Accept all changes at one time

Under Changes, click the arrow next to Accept

Click Accept All Changes in Document.

Reject all changes at one time

Under Changes, click the arrow next to Reject

Click Reject All Changes in Document.

Delete all comments at one time

Under Comments, click the arrow next to Delete

Click Delete All Comments in Document.

Review items created by a specific reviewer

Under Tracking, click Show Markup

Point to Reviewers, and then clear all check marks except the one next to the name of the reviewer whose changes you want to review.

To select or clear the check boxes for all reviewers in the list, click All Reviewers.

Note   When you rest the pointer on a tracked change, a ScreenTip appears that displays the author's name, the date and time of the change, and the kind of change that was made.

Print tracked changes

Tracked changes can be useful to include in a printed version of a document.

  1. Open the document that contains the tracked changes that you want to print.

  2. On the File menu, click Print.

  3. On the Copies & Pages pop-up menu, click Microsoft Word.

    Tip   If you don't see the Copies & Pages pop-up menu, click the blue downward facing arrow to the right of the Printer pop-up menu.

  4. On the Print What pop-up menu, click Document showing markup.

See also

Insert, delete, or change a comment

Applies To: Word for Mac 2011



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