Using Microsoft Word Track Changes in Word 2002, 2007, 2010 and on a MAC!
Editing your manuscript is a job that requires a lot of tools and revisions.Fortunately, Microsoft Word offers a Track Changes function that allows authors to keep track of the changes that have been made by reviewers/editors.
These changes appear as redline markings on your manuscript, while keeping your original manuscript intact, and making changes more distinct and easier to view and understand. You also have the option to accept or reject the changes that have been made, saving you the time to rewrite and re-type the reviewed manuscript handed to you by your editors.
When you’re in the Track Changes mode, every change made, by default, will appear as red marking like these.
Sample of insertion.
But you can personalize and change their appearance with the color or number of strike-through that suits you.
To indicate places where changes have been made, a black, vertical line at the left or right margin of your document is shown. A line with no obvious red markings may indicate that a change in formatting was made on that part of the manuscript.
This tutorial will cover the following:
• Activating Track Changes: Learn how to activate Track Changes on your MS Word
• Customizing Track Changes Appearance: Learn how to change the way tracked changes appear on your computer.
• Adding Editor Comments: Learn how to view, insert and delete comments.
• Viewing or concealing Tracked Changes: Learn the different types of views when you’re in Track Changes Mode.
• Accepting or rejecting Edits: Learn how to easily implement any changes editor’s have made or suggested.
Activating Track Changes
You can locate the Track Changes icon by navigating to Microsoft Word’s REVIEW tab. For 2002 version or older you can locate on this by clicking Tools and navigating through the dropdown items.
Customizing Track Changes Appearance
To make editing easier for you, you can edit the appearance of your tracked changes. You might like crossing out text, like in editing printed manuscript, but some might want it deleted altogether.
Note: The customized view of the document is personal to you, and is displayed only on your computer; other editors may see a different view of the document according to their own default/customized view.
- (Word 2000) On the Tools menu, click Options, and then click the Track Changes tab.
- (Word 2007) Click the Review tab, select Track Changes and navigate to the drop-down item Change Tracking Options.
- (Word Mac) Open the Word menu and select Preferences. Select the Track Changes tab.
After doing the steps above, you will then see Track Changes Options Dialog Box. From there,
- You can Set the Color and Type of Markings that will show for, Insertions, Deletions, Changed lines, and Comments.
- You can use the Track Moves options to track content movement and customize how Word shows any recent movements.
- From Table cell highlighting, you can observe changes, if someone insert cells and delete cells in the table, select different colors for respective actions.
- You can track changes for Formatting, and select type of color and layout to distinguish formatting changes from other track changes.
- You can enable the use of Balloons to track changes.
- You can also change the Orientation of the page.
Adding Editor Comments
MS Word also enables writers and editors to communicate by leaving comments in the document. These comments can then be enabled/hidden depending on the needs of the editor.
There are two ways how comments can appear in the document:
- Draft View: Comments can be seen when you hover over a highlighted text enclosed by a bracket.
- Print Layout and Web Layout view: Comments appear as balloons on the right side of the page.
To be able to show or hide a comment, click the Show Markup menu (Word 2007 and 2011) or the Show menu (Word Mac) that appears in the Review tab of the ribbon or the Review toolbar.
Click “Comments” to display the comments. Unclick “Comments” to hide the comments.
To insert comments:
- Select and highlight the part of the document you want to give comment on by holding down the left mouse button and dragging the mouse cursor across the text.
- Select Insert then Comment (Word 2000 and earlier) or New Comment (Word 2007 and 2010) or New icon (Word Mac)to insert the comment.
- In Draft view, type your comment in the review pane at the bottom/left side of the screen.
- In Print Layout or Web Layout view, insert or type your comment in the balloon at the right side of the screen.
To delete comments,
- Draft view: Right click in the highlighted text and click Delete Comment or click comment marker and press Delete/Backspace key.
- Print Layout or Web Layout view: Right click in the balloon and select Delete Comment or click the Delete icon in the Review tab.
Viewing or Concealing Track Changes
There are four viewing options while in the Track Changes mode:
- Final Showing Markup: This view allows you to see the deleted text in a balloon located in the right (Pring & Web Layout View) or left margin (Draft View), and the inserted text within the text itself.
- Final: This view option lets you see how your document will look like when all suggested changes are accepted. You can no longer see red markings, balloons and vertical lines, deleted text will be invisible and inserted text will appear normal.
- Original Showing Markup: This view option allows you to see all inserted text in a balloon located in the right (Pring & Web Layout View) or left margin (Draft View) and deleted text, with a strike-through.
- Original: This view option allows you to see your original document, without editorial comments and corrections.
Using any one of these views will not affect the changes/corrections/comments made on your document, all changes are still present until you accept or reject them.
Accepting and Rejecting Changes in a Document
The best thing about MS Word’s Track Changes function is that it allows you to easily accept or reject corrections, making the editing process less time consuming.
To review the editor’s changes,
- Go to Toolbars select Reviewing toolbar (Word 2000 and earlier, Mac) or click Review (Word 2007),
- Click Previous and Next buttons to move from the previous or next change. Click the Accept
Change or Reject Change button to accept or reject individual changes. Click the drop down arrow on
either button to accept or reject all changes to the document.
You also have the option to accept or reject a suggested change, by right-clicking on it and choosing the appropriate option.