Word: Make all tracked changes the same color, regardless of authorApril 2, 2014
You have a document that many people have worked on, reviewed, edited, changed etc. Track changes is on for all these amendments. The default setting in Word is to track changes by author, which means that your document is like a rainbow with all those different colors — one for each person who made a change!
You need to send the document to someone else, but the recipient only needs to see what has changed, not who changed it — in other words, you don’t want all those rainbow colors to show. Instead, you want a single color to show the multiple insertions (e.g. ‘green for go’) and another color to show the deletions (e.g. ‘red for stop’), irrespective of who made those changes.
It’s easy to change, but be aware that if you change it for one document, the change holds for other documents unless you change it back to ‘by author’ color coding. This is the case even after you close Word and reopen it. It’s a global setting for all your documents, not a setting for just one document.
- Go to the Review tab and click the little drop-down arrow below the Track Changes button.
- Select Change Tracking Options.
- For Insertions, change ‘by author’ to a specific color (e.g. green).
- For Deletions, change ‘by author’ to another specific color (e.g. red).
- Consider changing the color for Moves too, as they are green by default and if you use green for Insertions, then you should use another color (e.g. violet) for moves.
- Optional: Turn off the Track Formatting check box unless you really need this on. In most cases all it does is clutter up the document with tracking balloons.
- Click OK. Your document’s track changes are now shown in the colors you set at steps 3, 4, and 5.
NOTE: The person’s name who made the change still displays when you hover over the change, but all insertions are now one color and all deletions are another color, no matter who made the change.
[Links last checked March 2014]