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Microsoft Word 2007

Working with the Track Changes Feature

Word's tracking and editing features are designed to make collaborative work more efficient. The main feature, Track Changes, records all revisions to a document and notes who made which changes.

return to topThe Review Tab Commands

The Review command tab provides quick access to many tracking and editing operations. To access these features, Track Changes must be activated.

Button Name Action
Track changes Track Changes Activates Track Changes features
Balloons Balloons Shows revisions in balloons in the margins of a document instead of formatting marks within the document
Display for review Display for Review Specifies the document view. Options include: Final Showing Markup, Final, Original Showing Markup, and Original.
Show markup Show Markup Specifies which editing features are displayed. Options include: Comments, Ink, Insertions and Deletions, Formatting, Markup Area Highlight, and Reviewers.
Reviewing pane Reviewing Pane Opens a pane showing revisions; theArrow buttonallows you to choose between a horizontal or vertical layout.
Previous Previous Moves to previous change in the document
Next Next Moves to next change in the document
Accept change Accept Change Accepts a change
Reject change Reject Change Rejects a change
New comment
New Comment Adds a comment to the selected area
Delete comment
Delete Comment Deletes a comment
Previous comment Previous Comment Moves to previous comment in document
Next comment Next Comment Move to next comment in document

return to top Viewing Options

While viewing your document, you can select the desired viewing option and the desired Track Changes features.

  1. Open the document to be reviewed

  2. From the Review command tab, in the Tracking group, click DISPLAY FOR REVIEW
    NOTE: The Display for Review button is not explicitly labeled on the Ribbon, instead showing only your document's currently selected display (e.g., Final Showing Markup, Final, Original Showing Markup, Original ). It can, however, be identified using ScreenTips by hovering the mouse over the button.
    Display for review
    The Display for Review pull-down list appears.

    View Description
    Final Showing Markup Displays the final version of the document with changes noted as markups
    Final Displays the final version of the document with changes; markups are hidden
    Original Showing Markup Displays the text of the original document with changes noted as markups
    Original Displays the text of the original document

  3. From the Review command tab, in the Tracking group, click SHOW MARKUPShow markup
    The Show Markup pull-down list appears.

    Editing Feature Description
    Comments Shows comments that have been added to the document
    Ink Shows markup created with a stylus tool
    Insertions and Deletions Shows what has been added and deleted from the original document
    Formatting Shows what formatting changes have been made to the document
    Markup Area Highlight Highlights background where changes are shown
    Reviewers Shows which reviewer has made a particular edit or comment

return to top Inserting Comments

Word allows users to insert comments within documents. Comments can be used to guide an author's attention to areas where special attentions is needed.

  1. Select the text to which you want to add a comment

  2. From the Review command tab, in the Comments group, click NEW COMMENTNew comment

  3. In the Comment box, type a comment

  4. When finished, click outside the Comment box

return to topEditing and Deleting Comments

Once you add comments, you can edit or delete them. You cannot make changes to comments made by other reviewers.

Editing Comments

  1. Select the comment to be edited

  2. In the Comment box, type your changes

  3. When finished, click outside the Comment box

Deleting Comments

  1. Select the comment to be deleted

  2. From the Review command tab, in the Comments group, click DELETEDelete comment
    The comment is deleted.

return to topAccepting and Rejecting Changes

Accepting and rejecting changes works much like the Spell Check feature. By cycling through the changes made to a document, the author can accept or reject any or all changes.

WARNING: It is critical to perform these steps prior to sharing the final version of your document. If you do not do this, others will be able to turn on Track Changes and see early mistakes and edits.

  1. Open the document to be reviewed

  2. From the Review command tab, in the Changes group, click NEXTNext change
    The first change is displayed.

  3. To accept the change, click to top half of the ACCEPT button Accept change
    To accept all changes, click theArrow buttonon the ACCEPT button » select Accept All Changes in Document
    To reject the change, click REJECTReject change
    To reject all changes, click theArrow buttonon the REJECT button » select Reject All Changes in Document

  4. Repeat steps 2-3 until all changes/comments have been reviewed

  5. When finished, save your document

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