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How to track and manage changes in a Word 2002 and a Word 2003 document
Article ID: 305216 - View products that this article applies to.
This article was previously published under Q305216
For a Microsoft Word 97 and Microsoft Word 2000 version of this article, see 326528
The information that is discussed in this article is provided by: Microsoft Press
This article explains how to track changes, how to make changes, and how to accept or reject changes to a document in Microsoft Word 2002 and in Microsoft Office Word 2003.
When you share your documents with other users, you can track changes to see exactly what additions and deletions they made. Then, you can accept or reject their revisions one at a time or all at once.
If reviewers return their changes in separate documents, you can merge all their revisions into a single document and then review them. If you want a record of changes made to a document, you can save different versions of a document within the same document.
Tracking changes in a document allows you to make revisions to a document without losing the original text. When you track changes, Word shows changed text in a different color from the original text. Additionally, Word uses revision marks, such as underlines, to distinguish the revised text from the original text. To preserve the layout of your document, Word also identifies the change and its type, such as a deletion, in a balloon that appears in the margin of the document.
When you open a document that contains tracked changes, the document appears in the Final Showing Markup view to show that the document contains track changes. This is the default behavior. Word underlines and changes the color of inserted text. Word also includes a vertical changed line in the margin to the left of any changed text to help you locate changes in the document.
Note The information that is displayed in Word about who made a change in a document depends on the information that has been entered for that person in the Name field and in the Initials field in the User Information tab of the Options dialog box in Word.
Note You can prevent documents that have been saved in Final view from opening in Final Showing Markup view. For more information about how to do this, click the following article number to view the article in the Microsoft Knowledge Base:
831771To turn on change tracking, right-click any toolbar, click Reviewing on the menu to display the Reviewing toolbar, and then click the Track Changes button. Any changes that you make are now indicated by revision marks.
(http://support.microsoft.com/kb/831771/ )Markup text may reappear when you open or when you save a document of Word
NOTE: To turn off change tracking while you are editing, click the Track Changes button on the Reviewing toolbar. When the Track Changes feature is turned on, "TRK" appears on the status bar at the bottom of your document. When you turn off change tracking, TRK is dimmed.
If the revision marks are distracting, you can track changes without highlighting them on the screen. To hide the revision marks, click the Track Changes button on the Reviewing toolbar, if necessary, to start tracking changes. Click the Display for Review down arrow, and then click Final. When you're finished working on a document, click the Display for Review down arrow, and then click Final Showing Markup to see the changes identified in the document. While the Display for Review list changes whether you see the revisions identified, you also use the Show list to choose the types of revisions that you see in the document window.
As you review the tracked changes, you can accept or reject them one at a time, or you can accept or reject all the changes at once. When you accept a change, Word removes the typographical revision marks. If you have deleted text, it also removes the text from the document. If you have inserted text, it leaves the new text in the document. When you reject a change, Word restores the original text.
To review changes, you use the Reviewing toolbar. You can review changes one at a time by using the Next Change and Previous Change buttons. Then use the Accept Change or Reject Change buttons to respond to the revisions. To accept all the changes at once, click the Accept Change down arrow, and then click Accept All Changes in Document. To reject all the changes at once, click the Reject Change down arrow, and then click Reject All Changes in Document.
If you want a record of changes made to a document, you can save different versions of a document within the same document. When you save different versions within Word, you also save disk space because Word saves only the differences between versions, not an entire copy of each document. After you've saved several versions of the document, you can go back and review, open, print, and delete earlier versions. You can also have Word save a version of your document each time the document is closed, which is useful when you need a record of who made changes and when, as in the case of a legal document. To save a version every time that you close a document, use the Versions command on the File menu to open the Versions in DocumentName dialog box, and then select the Automatically save a version on close check box.
To track changes in a Word document
TIP: When track changes is turned on, the Track Changes button has a blue border, and the letters TRK are highlighted on the status bar; when track changes is turned off, the Track Changes button has no border, and TRK is gray on the status bar.
To make changes and add commentsTo make changes in and add comments to a document after you turn on track changes, follow these steps:
To review and accept or reject changesTo review and accept or reject changes that you or other reviewers made to a document, follow these steps:
To review an earlier version of your document
To delete version information
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