Tracking Changes with ms word



Download 25.14 Kb.
Date conversion03.05.2016
Size25.14 Kb.
Tracking Changes with MS Word
This article in its entirety and best readability can be found at:

http://www.shaunakelly.com/word/trackchanges/HowTrackChangesWorks.html


Q: What is Track Changes?
Track Changes is a way for Microsoft Word to keep track of the changes you make to a document. You can then choose to accept or reject those changes.
Let's say Bill creates a document and emails it to his colleague, Lee, for feedback. Lee can edit the document with Track Changes on. When Lee sends the document back to Bill, Bill can see what changes Lee had made.
Track Changes is also known as redline, or redlining. This is because some industries traditionally draw a vertical red line in the margin to show that some text has changed.
Q: How do I tell Word to track the changes I make to my document?
To turn on Track Changes (that is, to tell Word to track each change you make in your document), do one of the following:


  • In all versions of Word: Double-click the TRK text in the status bar at the bottom of the screen. If TRK is black, Word is tracking changes.

  • In all versions of Word: Ctrl-E (that's Ctrl+Shift+e)

  • In Word 2002 and 2003: Tools > Track Changes.

  • In Word 2000 and earlier versions: Tools > Track Changes > Highlight Changes.


Q: How can I tell if Word is tracking changes in my document?
Look at the TRK text in the Status Bar at the bottom of the screen. If it's black, Word is tracking changes. If it's dimmed, Word is not tracking changes.
But... turning Track Changes on or off doesn't affect whether you can see the tracked changes. So read on...
Q: I want to see the tracked changes in my document. How do I turn on the display of tracked changes?
There are several ways to do this, depending on what you need:


  • In Word 2002 and 2003, on the Reviewing toolbar, choose Final with Markup or Original with Markup. This will show you what changes have been made. If you are using balloons to display track changes (there's information about balloons, below), then:

    • Original Showing Markup displays insertions in balloons.

    • Final Showing Markup displays deletions in balloons.

  • In Word 2000 and earlier, Tools > Track Changes > Highlight Changes. Tick Highlight Changes on Screen.


Q: How do I control how Word displays tracked changes?
Tools > Options. Click the Track Changes tab. Here you choose how to display tracked changes when you are displaying tracked changes.
[Just to recap: Turn on the display of tracked changes by choosing Final with Markup or Original with Markup. Having turned on the display, tell Word how to display the tracked changes using Tools > Options > Tracked Changes.]
Tip: Don't accidentally distribute documents containing tracked changes!
In Word 2002 and 2003, Tools > Options. On the Security tab, make sure you have ticked two important boxes.

  • Tick the "Warn before printing, saving or sending a file that contains tracked changes or comments" box.

  • Tick the "Make hidden markup visible when opening or saving" box.

Turning these off is akin to removing the battery from the smoke alarm in your house.



Q: I want to hide the tracked changes in my document. How do I turn off the display of tracked changes?
There are several ways to do this, depending on what you need:


  • In Word 2002 and 2003, on the Reviewing toolbar, choose Final. This displays your document as if you had accepted all the tracked changes in the document. It hides (but does not remove) the tracked changes.

  • In Word 2002 and 2003, on the Reviewing toolbar, choose Original. This displays your document as if you had rejected all the tracked changes in the document. It hides (but does not remove) the tracked changes.

  • In earlier versions of Word, Tools > Track Changes > Highlight Changes. Un-tick Highlight Changes on Screen. This displays your document as if you had accepted all the tracked changes. It hides (but does not remove) the tracked changes.

But... if you turn off the display of tracked changes, it doesn't mean they're not there. The tracked changes are just hidden. Anyone could open your document and choose to view your tracked changes. To remove the tracked changes from your document, read on...


Q: How do I delete tracked changes from my document?
To delete a tracked change, either accept it or reject it.
Q: How do I accept or reject one tracked change?


  • To accept one tracked change in Word 2002 or Word 2003, click within the change and then on the Reviewing toolbar, click the Accept Change button (it's the one with the blue tick). Or, right-click on the tracked change and choose Accept Insertion or Accept Deletion or Accept Format Change etc.

  • To reject (ie delete) one tracked change in Word 2002 or Word 2003, on the Reviewing toolbar, click the Reject Change button (it's the one with the red cross). Or, right-click on the tracked change and choose Reject Insertion or Reject Deletion or Reject Format Change etc.

  • In Word 2000 and earlier, Tools > Track Changes > Accept or Reject Changes. Click one of the Find buttons (with the green arrow) to go through the changes one by one.


Q: How do I accept or reject all tracked changes in the document in one step?


  • To accept all changes in Word 2002 or Word 2003: on the Reviewing toolbar, hover over the Accept Change button (the one with the blue tick). Click on the arrow you see to the right of the button. Choose Accept all Changes in Document.

  • To reject (or delete) all changes in Word 2002 or Word 2003: on the Reviewing toolbar, hover over the Reject Change button (the one with the red cross). Click on the arrow you see to the right of the button. Choose Reject all Changes in Document.

  • In Word 2000 and earlier, Tools > Track Changes > Accept or Reject Changes. You can choose to accept or reject all the changes in the document.

How to reinstate the functionality from Word 97 and Word 2000 in Word 2002 or Word 2003




  • If you have Word 2002 or 2003, and you liked the old Accept or Reject changes box, you can reinstate it. A sensible place to put this button is on the Reviewing toolbar. Tools > Customize. Click the Toolbars tab. Make sure that Reviewing is ticked. Now, click the Commands tab. In the Categories list, choose All Commands. In the Commands list, find Tools Review Revisions. Drag it to the Reviewing toolbar. Click Close to close the Customize dialog. There will now be a new button on the Reviewing toolbar called Accept or Reject Changes. If you're later prompted to save normal.dot, say yes.


Q: How do I print out my document showing the tracked changes?
Word 2002 and 2003: File > Print. In the "Print What" box, choose Document showing Markup.
Word 2002 and before: Tools > Track Changes > Highlight Changes. Tick Highlight
Q: How do I print out my document without showing the tracked changes?
Word 2002 and 2003: File > Print. In the "Print What" box, choose Document.
Word 2002 and before: Tools > Track Changes > Highlight Changes. Un-tick Highlight Changes in Printed Document
Q: How do I print a list of the tracked changes in my document?
Word 2002 and 2003: File > Print. In the "Print What" box, choose List of Markup.
That functionality is not available in earlier versions of Word. But in earlier versions, you can print just the comments. File > Print. In the "Print What" box, choose Comments.

Working with more than one author or reviewer: Who did what?


Q: How do I see which changes were made by which author (also known as a reviewer)?
If several authors have reviewed the document while Track Changes was on, then you can identify the author (or reviewer) in several ways:


  • Hover the mouse over the tracked change. A balloon will appear that shows you the name of the author.

  • On the Reviewing toolbar, click the Reviewing Pane button. You can now see a pane at the bottom of the screen that identifies the author of each change.

  • In Word 2002 and Word 2003, if you are using balloons to display tracked changes, hover the mouse over the balloon.


Q: How do I display each author's changes in a different colour?
Tools > Options. Click the Track Changes tab. In any of the Color boxes, choose "By Author".
Q: How does Word choose which colour to allocate to which author?
You can choose to display tracked changed in any of 16 colours. But if you want Word to display different reviewers' revisions in different colours (that is, if you choose to display using the "By Author" color), then Word only provides 8 colours with which to distinguish authors.
In theory, Word allocates colours to reviewers in the following order: red, blue, green, violet, dark red, teal, dark yellow and grey. For the 9th and subsequent reviewers of a document, Word cycles through the colours again. But in practice, as reviewers come and go (as their revisions are accepted or rejected), the allocation of colours to reviewers ends up, in effect, random.
You can test this out by changing the user's name at Tools > Options > User Information, turning on tracked changes and making some changes to your document.
Q: Can I allocate a specific colour to each author?
No. Word allocates colours to authors (who are also called reviewers).
Q: If Fred's revisions are shown in red on my machine, will they also be red on someone else's machine?
Maybe, maybe not. Don't rely on any one author's revisions being displayed in a particular colour from day to day, or from machine to machine. Word likes to be creative, and you can't control its creative urges!
Q: Where does Word get the author's name from?
Word attributes a tracked change to the name of the author specified at Tools > Options > User Information.
Q: How do I display only the changes (or revisions) made by one author (or reviewer)?
In Word 2002 or 2003, on the Reviewing toolbar, Show > Reviewers, and tick or un-tick names to choose the reviewer whose changes you want to see.
There is no equivalent functionality in earlier versions of Word.

Security issues with tracking changes


Q: I've heard that using track changes is a security threat. Is that right?
Well... yes and no. Electricity is powerful, and dangerous. Just don't go sticking your finger in the power outlet. Using Track Changes is powerful, and dangerous. Just don't email or publish documents containing tracked changes you wouldn't want the world to see.
Unfortunately lots of people have made this mistake.
Q: How can I tell if there are Tracked Changes in my document?


  • In Word 2002 and Word 2003, on the Reviewing toolbar, click the Next button (it's the one with the blue arrow). If the message box says "The document contains no comments or tracked changes", then there are no comments or tracked changes. Otherwise, the cursor will move to the first tracked change in the document.

  • In Word 2000 and earlier, Tools > Track Changes > Accept or Reject Changes. Click one of the Find buttons (with the green arrow).


Q: How can I make sure that Word always displays tracked changes when I open a document.
In Word 2003, Tools > Options > Security. Tick "Make hidden markup visible when opening or saving."
This functionality isn't available in earlier versions of Word.
Q: Can Word warn me before I email a document containing tracked changes?
In Word 2003 and Word 2002, Tools > Options > Security. Tick "Warn before printing, saving or sending a file that contains tracked changes or comments".
This functionality isn't available in earlier versions of Word.
Q: I want to send my document outside the company. I want to leave tracked changes in the document, but I don't want anyone to see who made the tracked changes or when they were made. How do I do that?
Before Word 2003, you can't. The author (or reviewer) information and the date information are permanently attached to the revision when the revision was tracked. You can't change them, even in macro code.
In Word 2003, Tools > Options > Security. Tick the box "Remove personal information from file properties on save." In spite of the name, this does more than just remove information in the file properties. If this box is ticked, Word removes the name of the author of a tracked change, and it removes the date and time that the change was made when you save your document. But it leaves the tracked change itself. All tracked changes and comments will be now attributed to an anonymous "Author".
Q: How do I copy text to another document without copying the track changes?
In the donor document, turn on Track Changes (ensure that TRK on the status bar is dark).
In the recipient document, turn off Track Changes (ensure that TRK on the status bar is dimmed).
Now copy and paste.
Q: How do I copy text to another document with the tracked changes?
In the donor document, turn off Track Changes (ensure that TRK on the status bar is dimmed).
In the recipient document, turn off Track Changes (ensure that TRK on the status bar is dimmed).
Now copy and paste.
However, Clare discovered that if you have a table containing tracked changes, and you select only the table, then the tracked changes won't copy into the new document.
The workaround is to select a paragraph before or after the table as well as the table itself. Make sure Track Changes is turned off, and then copy. Now, the tracked changes will copy along with the text.
Q: When I use Tracked Changes the numbering of my captions gets mixed up. Caption numbering seems to skip some numbers. How do I stop that?
If track changes is on, and you delete a figure caption, Word marks the caption for deletion. It waits for you to accept or reject that change before it really deletes the text from your document. So while track changes is on, the numbering appears to be wrong. When you think about it, Word is doing exactly what you would want. When you accept or reject all the changes, do ctrl-a then press F9. That will update all fields in the document and the caption numbers will be fixed.


The database is protected by copyright ©essaydocs.org 2016
send message

    Main page