How to Track Changes in Word 2021

Edited 2 weeks ago by ExtremeHow Editorial Team

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Microsoft Word 2021 has a feature called "Track Changes", which allows users to see the edits made by any changes to the document. This is especially helpful in collaborative environments where multiple people may be involved in editing the same document. The Track Changes feature is designed to make the review and editing process efficient and transparent. This guide will introduce you to the process of enabling and fully utilizing this feature.

What is Track Changes?

Track Changes is a built-in feature in Microsoft Word that highlights edits made to a document. These edits can include text insertions, deletions, formatting changes, and comments. When Track Changes is on, any modifications made to the document are marked, allowing others to review these changes. This is exceptionally useful in business and academic settings where document approval and review by multiple parties is required.

Why use Track Changes?

Using the Track Changes feature enhances collaboration. It allows multiple users to edit a document while keeping track of each change, making it easier to review each change. This functionality is also important for maintaining the integrity of the original document when applying the necessary edits. In addition, it simplifies the revision process, making it clear who made specific changes and why those changes were made, especially when comments are added.

How to enable Track Changes

To start using Track Changes in Word 2021, follow these steps:

1. Open Microsoft Word 2021 on your device.
2. Open the document you want to edit and track changes to it.
3. Go to the "Review" tab located in the menu at the top of the window.
4. Look for the "Track Changes" button in the Tracking group. Click this button to enable Track Changes. This button will be highlighted, indicating that the feature is active.

Once enabled, any changes made by you or others will be tracked by underlining added text and overlining deleted text. Track Changes will also highlight changes with colored marks in the margins of the document.

Customizing Track Changes

Word 2021 allows you to customize how tracked changes are displayed. Here's how you can adjust these settings:

1. In the “Review” tab, click the small arrow below the “Track Changes” button to access more options.
2. Select "Track Changes Options" from the drop-down menu.
3. A dialog box will appear, allowing you to customize the view and color for each type of change. For example, you can choose different colors for insertions, deletions, and comments.
4. Once you've made your selections, click "OK" to apply them.

Customizing the appearance of changes can help different collaborators see and identify their contributions more easily, especially in a document that has been edited by multiple users.

Understanding Track Changes views

Word 2021 provides several views to accommodate different review needs. These views can be accessed from the "Review Pane" and "Display for Review" options in the Review tab. Here are the main views:

Simple markup

This is the default view when Track Changes is enabled. Simple Markup provides a clean, uncluttered view of the document, with only a red line appearing in the margin to indicate changes. This view is especially useful when you want to focus on the final version of the document with minimal distractions, but still want the ability to quickly see changes when needed.

All markup

This view displays all tracked changes and comments, so no changes are hidden. Everything is visible, including text insertions, deletions, and formatting changes. This is useful for a comprehensive review of all changes made to a document.

No markup

No Markup hides all revisions and comments, showing the document as it would appear if all suggested changes were accepted. This view is helpful for final proofing before a document is printed or shared without any change indication.

Original

The original view shows the document as it appeared before any changes were made. It shows the unedited version and is useful for comparison with a revised document.

Adding and managing comments

In addition to tracking changes, you can also add comments to provide feedback or additional information about certain sections of your document. To add a comment in Word 2021:

1. Select the text or place in the document where you want to insert the comment.
2. Go to the "Review" tab and click "New Comment."
3. A comment box will appear in the right margin where you can write your comment.

To reply to a comment, simply click on the comment box and reply. You can also delete comments by selecting them and choosing "Delete Comment" from the Review tab.

Accepting and rejecting changes

Once you've reviewed the changes, you'll need to accept or reject each change. Here's how to manage this in Word 2021:

1. In the "Review" tab, use the "Next" button in the Changes group to move to each change.
2. Click "Accept" or "Reject" to resolve each change. There are also options to accept or reject all changes at once if you prefer.

Accepting a change will adopt that edit into your document, while rejecting it will revert the document to the original text before the change.

Save a clean version of your document

After you finalize your changes, you may want to save a version of your document without any markups. To do this, follow these steps:

1. Use the "Accept All Changes" option if you haven't already approved all changes, then make sure the "No Markup" view is selected.
2. If you want to keep a copy of both versions, go to "File" → "Save As" and save your document with a new name.

Saving a clean version ensures you have a refined document ready for distribution, without any change indicators.

Shortcuts to track changes

Knowing some keyboard shortcuts can make working with Track Changes more efficient. Here are some useful shortcuts in Word 2021:

• Press Ctrl + Shift + E to turn Track Changes on or off.
• Press Alt + Ctrl + M to insert a new comment.
• Press Ctrl + Alt + C to accept the change.
• To reject a change, press Ctrl + Alt + X.

Best practices for using Track Changes

To maximize the benefits of Track Changes, consider these best practices:

• Turn on Track Changes as soon as you start editing to ensure all changes are recorded.
• Get familiar with the Track Changes settings to customize the tool to your needs and preferences.
• Use comments to explain changes and explain the reasoning behind certain edits. This is useful for colleagues who may not understand the context of the changes.
• Save your document regularly to prevent data loss, especially during long editing sessions.
• Make a copy of the original document before making major changes, so there is a fallback option if necessary.

Conclusion

The Track Changes feature in Word 2021 is an indispensable tool for editors, authors, and anyone else involved in collaborative document creation. By following the guidelines and practices outlined in this guide, you can ensure that the review process is smooth, transparent, and efficient, resulting in a well-edited final document that meets the needs of all stakeholders involved.

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