How to Use Track Changes and Comments in Microsoft Word

Editing and collaborating on a document can be challenging—but Microsoft Word’s Track Changes and Comment features make it easy to see edits, suggest changes, and communicate directly in the file. Whether you’re working with a co-author, editor, or team, these tools help streamline the revision process. Here’s how.

1. Turn on Track Changes

Track Changes allows you to see every edit made in a document—additions, deletions, and formatting changes.

Steps:

1. Open your Word document.

2. Go to the Review tab on the ribbon.

3. Click Track Changes to turn it on.

Once Track Changes is on:

• Text you add will appear in a different color.

• Deleted text will show as struck-through.

• Formatting changes will be marked in the margins.

2. Customize Track Changes Display

You can choose how edits appear: inline, in balloons, or in a simple markup view.

Steps:

1. On the Review tab, find the Display for Review dropdown.

2. Choose from:

• Simple Markup – shows a clean version with indicators for edits

• All Markup – shows every change in detail

• No Markup – hides changes temporarily

• Original – shows the original version before edits

3. Add Comments

Comments let you leave notes, suggestions, or questions without changing the actual text.

Steps:

1. Highlight the text you want to comment on.

2. Go to the Review tab.

3. Click New Comment.

4. Type your note in the balloon that appears on the side of the document.

4. Replying to and Resolving Comments

Collaboration is easier when everyone can reply and resolve notes.

Steps:

1. Click on a comment balloon.

2. Click Reply to respond directly.

3. Once the issue is addressed, click Resolve to remove it from the active comment list (it will be grayed out but still visible for reference).

5. Accept or Reject Changes

After edits are complete, you need to finalize your document.

Steps:

1. Go to the Review tab.

2. In the Changes group, click Accept or Reject.

3. You can accept/reject changes individually or all at once using the dropdown menu.

6. Tips for Effective Use

• Color code for authors/editors: Each person’s changes appear in a different color, making it easy to identify contributors.

• Keep comments concise: Short, specific notes are easier to track.

• Turn off Track Changes before finalizing: Accept all changes and delete all comments to produce a clean final document.

• Save versions: Keep a copy with tracked changes in case you need to review the editing history.

Final Thought

Microsoft Word’s Track Changes and Comment features are essential tools for collaborative writing and editing. They allow multiple contributors to see edits in real time, communicate clearly, and maintain a clean record of revisions. By mastering these features, you can make your writing process more organized, professional, and efficient.