Posts Tagged ‘track changes’


Word: Some comments disappear in Simple Markup view

August 14, 2020

Nick emailed me asking if I’d ever come across a situation where comments for deleted table rows didn’t appear in Word’s Simple Markup view. I rarely use Simple Markup view when using track changes (I typically work with All Markup or No Markup turned on), so I wasn’t sure what he meant. Off to do some testing…

Assumptions: Track changes is on, balloons are activated for comments and insertions/deletions, ‘show comments’ is turned on for comments (these are the usual default settings). I use Word 365 for Windows.

Here’s what I found based on the assumptions above (screenshots are at the end of the post; click on a screenshot to see it full size and see the circumstances under which comments are shown or not shown for deleted text):

  • If All Markup is on, then all insertions/deletions, comments etc. are shown in a ‘panel’ on the right. This is as expected.
  • If No Markup is on, then none of the above are shown and there’s no panel on the right. This is as expected.
  • If Simple Markup is on, then all insertions and deletions are indicated by a thin red line to the left of the line/paragraph where the insertion/deletion is (as expected). All comments related to visible text are shown in a panel on the right (as expected). However, NO comments are shown that are ONLY linked to deleted (now hidden) text, which could include table rows, one or more characters, whole words, whole paragraphs. If the comment selection covers both normal text and deleted text, then the comment shows.

I expect this behaviour is ‘by design’, but it caught Nick out when he didn’t see the comments from a reviewer who had deleted some table rows.

How do you solve this problem? You have two options:

  • Turn on All Markup view—you’ll see ALL comments, whether they are associated with deleted text or not
  • Turn on the Reviewing Pane (Review tab > Tracking group), where you’ll also see all comments, insertions, deletions etc. However, be aware that some people in my editors’ groups have mentioned that having the reviewing pane open in documents that have thousands of tracked changes/comments can cause the Word document to crash, or can affect the display.

Screenshot of All Markup view – all insertions, deletions, and comments are shown in balloons in the panel on the right and are marked up in the main body of the document

Screenshot of No Markup view – no insertions, deletions, or comments are shown

Screenshot of Simple Markup view – all insertions and deletions are marked with a thin red line on the left. Only comments that link to visible text are shown in balloons—any comments that are ONLY linked to deleted text are not shown.





Word: Quick way to deal with Track Changes

June 4, 2019

If you receive your Word document back from your editor and it’s peppered with track changes (Review tab > All Markup view), you might think you only have two choices:

  • accept them all at once without really checking them (Review tab > Accept > Accept All Changes), but I would only advise this if it’s a short document where there are just a few changes that you’ve agreed to accept, or documents where you totally trust the editor’s judgement; in most cases, this is NOT what you should do
  • accept them one at a time (Review tab > Accept > Accept and Move to Next OR right-click on each change and Accept or Reject the change, then click the Next button in the Changes group on the Review tab). On a document with thousands of changes, this could take a LONG time.

(If you’re going to reject them, then the same as above but choose the Reject option.)

However, there is another way to quickly accept/reject a whole group of changes at once.

  1. Go to the Review tab.
  2. Switch to No Markup view.
  3. Read a paragraph or two.
  4. You now have two choices:
    • If you’re happy with the editing, select just that paragraph (or two), then under Review tab > Accept > click Accept Change (DO NOT ‘Accept All Changes’). This accepts all the changes in that selection only.
    • If you’re not happy with how it’s edited, switch back to All Markup view, and accept/reject the individual changes in that paragraph as you normally would.
  5. Repeat steps 2 to 5 for every paragraph/small subset of paragraphs for the rest of the document.

Further resources:

If you’re not sure how to deal with track changes, this overview and these resources will help:

[Links last checked June 2022]


Word: Macros to switch from No Markup to All Markup views

June 2, 2019

I worked on a 350p technical report the past two weeks, and was forever switching between No Markup (Final) view and All Markup (Final: Show Markup [i.e. track changes]) view. Moving the mouse to do that got old pretty quick, even though I have that control on my Quick Access Toolbar. What I needed was a keyboard command or two to flip between views. Well, I couldn’t find one! I couldn’t even find the command in the list of all commands. That’s not to say one doesn’t exist—just that I couldn’t find it. Update 5 June 2019: Angela, one of this blog’s subscribers, had a solution that she shared with me. I’ll leave the other macros in this post, but if you want one that just does it all in one toggle command, skip the information below and scroll down to the end under ‘Angela’s solution’.

What to do? Well, one way to get a keyboard shortcut it to create a macro that does what you want to do, and then assign a keyboard shortcut to it. That’s what I ended up doing, except I had to create two macros—one for showing and one for hiding the track changes (I couldn’t figure out how to create a ‘toggle’ macro that used the same command to turn on and off, depending on the current state). And I assigned these keyboard shortcuts that had some logic for me: Ctrl+Shift+{ (i.e. open the bracket) to show the markup, and Ctrl+Shift+} (i.e. close the bracket) to hide the markup. But you can use whatever shortcut that works for you.

The two macros I wrote are below. Once you’ve added them to you VBA area, assign a keyboard shortcut to them from the Customize Ribbon options area.

This macro shows all markup:

Sub MarkupViewAll()
' Shows All Markup view for markup (i.e. shows track changes)
' Created by Rhonda Bracey, CyberText Consulting, 31 May 2019
    With ActiveWindow.View
        .ShowRevisionsAndComments = True
    End With
End Sub

This macro shows the final view:

Sub MarkupViewFinal()
' Shows Final view for markup (i.e. hides track changes)
' Created by Rhonda Bracey, CyberText Consulting, 31 May 2019
    With ActiveWindow.View
        .ShowRevisionsAndComments = False
        .RevisionsView = wdRevisionsViewFinal
    End With
End Sub

I’m sure somebody cleverer with macros than me could write something more elegant (such as using the one macro and keyboard shortcut to toggle the view depending on the current view—if you know how to do that, feel free to contribute in the comments.

Angela’s solution

NOTE: Some of this macro goes off the page—to get it all, copy this macro, don’t retype it.

Sub ToggleMarkupViewAllToFinal()
' Toggles from Markup view all to Markup view final
    ActiveWindow.View.ShowRevisionsAndComments = Not ActiveWindow.View.ShowRevisionsAndComments
End Sub

Thanks Angela! (by the way, I assigned Alt+m as my keyboard shortcut for this—it works a treat!


Word: Track Changes settings

September 24, 2015

The track changes settings in Word 2013 (and later) have changed in several ways. This blog post describes some of those changes, and some recommended best practices. All track changes options are on the Review tab.

Track Changes button

This button is now divided in two, though it’s not obvious as there’s no dividing line. Click the top half of this big button to turn track changes on and off; click the lower half to open a submenu for turning track changes on and off (again!) and for locking track changes so that others can’t delete them.

Display for Review options

In previous versions of Word, the view markup options were Final: Show Markup (now Simple Markup and All Markup — see below for differences); Final (now No Markup); Original: Show Markup (no longer available); and Original (same).

From my testing, the difference between Simple and All Markup is whether or not the changes are shown:

  • With Simple Markup, you just get a vertical line to the side of the text (on the left for a left page; on the right for a right page if you have different left and right page layout) that tells you there’s one or more changes on that line or lines. In my testing this line was red. You don’t know what the changes are — you just know that there are some insertions, deletions, or moves. The text shown is with the changes applied.

How Simple Markup lines are shown

  • With All Markup, you get a vertical line on the side (gray for the same document), plus you can see the change that’s been made. This is the same as the previous Final: Show Markup, but with a thicker (more obvious) vertical line.

How All Markup lines are shown, as well as the change

Show Markup and Reviewing Pane options

Seem to be the same as in previous versions of Word; however, Reviewers under Show markup is now Specific people.

Track Changes settings

In earlier versions of Word, you clicked the little drop-down arrow on the big Track Changes button to open the submenu that got you to the settings. That’s gone. In its place is a dialog launcher button at the bottom right corner of the Tracking group.

Dialog launcher in tracking group takes you to the track changes settings

Clicking the dialog launcher opens the Track Changes Options window. Be careful with this window — it does what it says but NOT what you might assume it does. The check boxes on this window function the same as the Show Markup options on the ribbon. Don’t assume that turning off Formatting here, for example, turns off track formatting — it doesn’t (yes, I got caught with this…). It only stops formatting changes from showing. Formatting is still tracked! To turn off track formatting and adjust other settings, you have to go a step further…
Track Changes Options window

To turn off track formatting and adjust other settings, click Advanced options on the Track Changes Options window. The Advanced Track Changes Options window opens, showing the familiar window you probably know from previous versions of Word. It’s here that you turn off track formatting, etc. All these settings seem to be the same as in previous versions, though arranged slightly differently.

Advanced Track Changes Options window

To turn off track formatting for all documents, you need to use a macro. Details:


Word: Turn off Track Changes before updating fields

July 18, 2014

Based on a Writing Tip I wrote for my work colleagues…


Try to remember to turn off track changes before you update any fields in your document. If you don’t, things like automated caption numbering, the table of contents, the list of tables/figures, automated cross-references, etc. will all show tracked changes.

If you forget, don’t panic! Turn off track changes and update the fields again—that will get rid of most of the field update track changes so you won’t have to accept/reject hundreds of them manually.

Hint: A quick and easy way to turn track changes on and off is by pressing Ctrl+Shift+E.


Word: Turn off ‘track formatting’ in Track Changes

July 17, 2014

Based on a Writing Tip I wrote for my work colleagues…


Are all your formatting changes tracked when you have track changes in Word turned on?

Most of the time you don’t need these formatting balloons cluttering up your document and adding to your stress levels. Here’s how to turn off track formatting in Word 2007 and 2010 (Word 2013 and later is different), while still keeping track changes on for insertions/deletions etc.:

  1. Go to the Review tab > Track Changes drop-down arrow > Change Tracking Options.
  2. Clear the Track Formatting check box, then click OK.



To turn off track formatting for all documents, you need to use a macro. Details:


Word: Tracking changes by date

April 24, 2014

Word doesn’t have an easy way for you to track changes by date. You can track by author, but not date. And it’s not even easy to see the date a change was made — yes, you can check each one by hovering over the tracked change, but getting a list of them isn’t so easy. But it can be done. And with the use of a clever macro, you can even get a table of all insertions/deletions and information such as author, date, page, line number of the change.

The instructions below are for Word 2010, though Word 2007 and later versions should work similarly.

Display the dates for each tracked change in one list

  1. Go to the Review tab.
  2. Click the drop-down arrow next to Reviewing Pane.
  3. Select Reviewing Pane Horizontal. The dates are shown on the far right of the new section that opens below the document in the Word window.


  • Reviewing Pane Vertical DOESN’T show the date, only the name; only Horizontal shows the date on the far right of that pane at the bottom of the window.
  • Be aware that this reviewing pane is unlikely to display in PDF – only in Word.
  • You can’t sort this pane by date or anything else. However, you can drag it up to make it display more entries per ‘screen’.

Print the list of tracked changes

  1. Go to File > Print.
  2. Click the drop-down arrow next to Print All Pages.
  3. Scroll down the list of options – there’s one for List of Markup. You get the dates in that print option, but unfortunately they are not in date order.

Note: This is a printout/image and you cannot manipulate the information. See below for a digital version.


Get a digital copy of the tracked changes

If you want a digital copy of the tracked changes, there’s another way to use the print options. This method assumes you have OneNote installed on your computer.

  1. Go to File > Print.
  2. Select OneNote as the printer.
  3. Click the drop-down arrow next to Print All Pages.
  4. Scroll down the list of options and select List of Markup.
  5. The track changes ‘print’ to OneNote as an image. Right click on the image and select Copy Text from all the Pages of the Printout.
  6. Paste the copied text either into another OneNote page, or a new Word doc.

It’s not pretty, but you now have information you can manipulate.

Use a macro to create a new Word document containing all the tracked changes in a table

Note: This macro ONLY creates a list of the insertions and deletions, not the comments, any formatting changes, field updates etc. Before attempting this, you should know how to add a new macro in Word.

  1. Go to:
  2. The macro is about halfway down the web page. Select all the text for the macro and copy it (Ctrl+C).
  3. Create a new macro in your Word document or template (preferable) called ExtractTrackedChangesToNewDoc.
  4. Paste the content from the web page into the VBA Editor, overwriting the existing Sub and End Sub lines.
  5. Optional: Tweak the date format so that it displays as YYYY-MM-DD for easy ascending/descending date order sorting in the resulting table.
  6. Save the macro and close the VBA Editor.
  7. Run the macro on your document — a new document is created that contains a table of all the insertions/deletions and a date column that you can sort.


See also:

[Links last checked April 2014]


Word: Cut/paste tracked changes from one document to another

April 23, 2014

Thanks to Pete C who alerted me to this procedure.

Important notes:

  • This procedure CUTS (i.e. deletes) the text from the original document; if you wish to keep that text in the original document, you have to go back to the original document after pasting into the target document and undo your previous action (e.g. with Ctrl+z). I could not find out how to just COPY the original text instead of cutting it.
  • This procedure does NOT work for table rows, columns, or whole tables — if you select any of these, then only the first cell of the selection will be cut to the clipboard, and when pasted, all table formatting will be lost and it will paste as normal text.
  • From the experimenting I did, text formatting and styles from the original document (except for text from tables) are retained in the target document when pasted.
  • You can select and cut several sections of text to the clipboard, one after the other, then paste them into the target document as a single paste. This process used to be called ‘spike’ in earlier versions of Word.

To cut and paste tracked changes text from one document to another:

  1. In Document A (the original document), select the text containing the tracked changes that you want to paste into Document B (the target document).
  2. Press Ctrl+F3 — this cuts (deletes) the text from Document A and places it on the ‘spike’ clipboard. If you wish to keep the text in Document A, immediately undo the cut (Ctrl+z).
  3. Go to the place in Document B where you want to insert the cut text from Document A.
  4. Press Ctrl+Shift+F3 to paste the cut text, including the tracked changes. This clears the content from the ‘spike’ clipboard — if you want to keep this content, see the instructions described here:

See also:

[Links last checked April 2014]


Word: Track Changes: Moves

April 3, 2014

Based on a Writing Tip I wrote for my team.


Some people on my team have asked why Microsoft Word doesn’t always show moved text as a move (double green underline by default), even though ‘track moves’ is turned on (Review tab > drop-down arrow next to Track Changes button > Change Tracking Options).

I investigated the circumstances under which moves are *meant* to be tracked in Word. Despite the official word on this from Microsoft, the reality is that tracking moves in Word is flaky—sometimes full sentences aren’t tracked as moves and just show as deletions/insertions, which isn’t what’s meant to happen. And that’s very frustrating.

The *official* word is that moves should be tracked under these circumstances:

  • Select sentence or more, then drag and drop it at the new location.
  • Select sentence or more, cut it (Ctrl+X), then paste (Ctrl+V) at the new location.

Moves are NOT tracked under these circumstances

  • Copy sentence (Ctrl+C) or more, then paste (Ctrl+V) at new location.
  • Dragging/copying/pasting individual words/phrases that don’t constitute a complete sentence (or more).

NOTE: Moving individual words and phrases is never tracked as a move, only moving whole sentences and parts of subsequent sentences, thus if you move a full sentence that includes a word or two of the next sentence, Word should track that as a move. However, as I said, tracking moves is very flaky and it might or might not work as designed.

See also:

[Links last checked April 2018]


Word: Make all tracked changes the same color, regardless of author

April 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!

For example:


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 on your computer. 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.

  1. Go to the Review tab and click the little drop-down arrow below the Track Changes button. (In Word for Windows 2013 onwards, you have to click the dialog launcher icon and then go to the Advanced settings. See this blog post for details:
  2. Select Change Tracking Options.
  3. For Insertions, change ‘by author’ to a specific color (e.g. green).
  4. For Deletions, change ‘by author’ to another specific color (e.g. red).
  5. 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.
  6. 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.
  7. 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.

See also:

[Links last checked August 2018]