Objective:


Explains how to enable, use, and manage Track Changes in Microsoft Word on a Windows PC to review and edit documents collaboratively.


Steps:

Step 1: Enable Track Changes

  1. Open Your Document:

    • Launch Microsoft Word from the Start menu or taskbar and open the document where you want to use Track Changes.

  2. Go to the Review Tab:

    • In the top ribbon, click on the Review tab.

  3. Enable Track Changes:

    • Click the Track Changes button in the Tracking group. Once enabled, Word will record all edits, deletions, and formatting changes.

  4. Verify Track Changes Is Active:

    • When Track Changes is active, the button will be highlighted, and all changes will appear in redline format by default.

Step 2: Make Edits with Track Changes

  1. Edit the Text:

    • Add, delete, or modify text in the document. Changes will be marked as follows:
      • Insertions: Underlined in a unique colour.
      • Deletions: Displayed with a strikethrough and shown in the margin.

  2. Add Comments:

    • Highlight text or position your cursor where you'd like to add feedback, then click New Comment in the Review tab. Comments appear in balloons in the right margin.

  3. Change How Changes Are Displayed:

    • Use the Display for Reviewdrop-down menu in the Review tab to control how tracked changes appear:
      • Simple Markup: Displays the final document with a vertical line in the margin indicating changes.
      • All Markup: Shows all tracked changes with detailed redlines and balloons.
      • No Markup: Displays the final version without visible edits.
      • Original: Displays the document as it was before any changes.

Step 3: Accept or Reject Changes

  1. Navigate Between Changes:

    • Use the Next and Previous buttons in the Changes group of the Review tab to move between tracked changes.

  2. Accept or Reject Individual Changes:

    • Click Accept to keep a change or Reject to discard it. After clicking, Word will move you to the next tracked change.

  3. Accept or Reject All Changes:

    • To process all changes at once, click the drop-down arrow next to Accept or Reject in the Changes group, then select Accept All Changes or Reject All Changes.

Step 4: Turn Off Track Changes

  1. Disable Track Changes:

    • To stop tracking changes, click the Track Changes button in the Review tab to turn it off. Word will stop recording edits, but existing tracked changes will remain in the document.

  2. Clear All Tracked Changes:

    • Before sharing or finalising the document, ensure all changes are accepted or rejected. Any remaining tracked changes will still be visible to others.

Tips:

  • Adjust colour preferences for tracking by clicking File > Options > Advanced > Track Changes Options to customise how changes appear.
  • Use the Restrict Editing feature in the Review tab to protect the document and allow changes only with Track Changes enabled.