Track Changes in Word on SharePoint: A Practical Guide

To track changes in a Word document stored on SharePoint, open it in Word, go to Review > Track Changes, and turn tracking on before editing. Word will mark additions and deletions so collaborators can review them, then accept or reject each change. You need edit access to the file; SharePoint version history is useful too, but it is separate from Track Changes.

What You’ll Need

A Word document saved in a SharePoint document library, with permission to edit it. Read-only access will not let you make and save tracked edits.
Microsoft Word for Microsoft 365, either in a supported web browser or the desktop app, and a work or school account that can access the SharePoint site.
A reliable internet connection while coauthoring. Word for the web saves changes as you work; in desktop Word, confirm that the document is connected to SharePoint and that your edits have saved.
If several people will edit the file, agree on when tracking should be on and who will review the markup. This avoids confusion about whether a change was intended as a suggestion.

Step-by-Step

Open the file from SharePoint. Go to the site and document library containing the document. Select the file, then choose Open or open it directly in Word. If prompted, choose Open in browser to use Word for the web, or Open in desktop app to use Microsoft Word on your computer. The labels may vary slightly with the SharePoint layout. Check that you have opened the correct file, especially if the library contains similarly named drafts.
Confirm that you can edit. Look for an editing mode, such as Editing, rather than Viewing or Reviewing. If you cannot place the cursor in the document or the controls are unavailable, ask the site owner to grant edit permission. Do not make a downloaded copy unless you intend to edit a separate file: changes in a local copy will not automatically update the SharePoint original.
Turn on Track Changes before making edits. In Word for the web, select the Review tab and turn on Track Changes. In Word for Microsoft 365 on Windows, choose Review > Track Changes. If the Windows control offers a menu, select For Everyone when edits by all collaborators should be recorded, or Just Mine when you only want to track your own edits. The exact controls can vary by app version and organization settings. On Mac, use Review > Track Changes; the Windows tracking-mode menu may not appear in the same form.
Check that tracking is active. Look for the Track Changes control to show that it is on or selected. In desktop Word, you can also use Ctrl+Shift+E on Windows to toggle tracking; on Mac, use Command+Shift+E. Because this shortcut toggles the setting, check the button afterward rather than assuming it enabled tracking. For a shared document, tell other editors tracking is active so they know new edits should appear as markup.
Edit the document normally. Add text, delete wording, or revise a sentence. Word displays insertions and deletions as markup; the appearance depends on your markup and display settings. For example, if you replace “send the report on Friday” with “send the report on Thursday,” the deletion and replacement should appear as tracked edits rather than silently replacing the original. Formatting changes may also be tracked, depending on Word’s settings.
Use comments for discussion, not as a substitute for markup. If you want to explain why a sentence should change, select the relevant text and add a comment from Review > New Comment. Track Changes records edits to the document; comments record conversation. You can use both together: make a suggested revision with tracking on, then add a comment explaining the reason or asking a question.
Save and allow the edits to sync. In Word for the web, wait for the saved or up-to-date status before closing the tab. In desktop Word, use Ctrl+S on Windows or Command+S on Mac, then wait for the save or sync indicator to finish. If AutoSave is available and turned on, still check that the document has finished syncing before you leave. Avoid closing Word immediately after a large set of edits if it is still saving.
Review the markup before accepting anything. Open the document in Word and go to the Review tab. Use the display options to show all markup if you cannot see the edits; a simplified view may hide some details without removing them. Move through changes with the next and previous change controls, then choose Accept or Reject for each one. In desktop Word, the Review tab also offers commands to accept or reject all changes. Use an all-changes command only after checking the entire document and agreeing that every change should be kept or discarded.
Turn tracking off only when the editing period is over. Select Review > Track Changes again to turn it off. This does not accept or reject existing markup; it only stops recording subsequent edits. If the file is still in review, leave the tracked changes visible and tell collaborators what remains unresolved. When the review is complete, accept or reject the remaining edits, save, and confirm that the final version has synced to SharePoint.

Common Mistakes

Editing before tracking is on. Edits made while tracking is off do not usually become tracked retroactively when you switch it on. If you have already edited, use Undo if practical, enable tracking, and make the edits again. Otherwise, compare the current text with an earlier version and add the proposed changes with tracking enabled.
Confusing Track Changes with SharePoint version history. Track Changes marks individual edits inside the document for review. Version history saves earlier file versions that you can inspect or restore. One does not replace the other, so use version history as a recovery option and Track Changes for editorial review.
Assuming hidden markup was deleted. Choosing a simplified display or hiding markup changes what you see, not whether pending changes exist. Switch the review display to show all markup before deciding that a document is clean.
Accepting all edits too early. Accepting changes makes them part of the document and removes their pending-review status. Check the author, context, and surrounding text first. If you are uncertain, leave the change pending or ask the reviewer.
Editing the wrong copy. A downloaded file, email attachment, or duplicate library document may not be the shared original. Check the SharePoint location and file name before editing, and verify the saved version in the library afterward.

Tips

Set a review routine. Ask contributors to leave tracking on during the editing phase, and agree who has authority to accept or reject changes. This makes it less likely that someone will unintentionally finalize another person’s suggestions.
Use comments for context. A brief comment can explain a substantial rewrite, flag a fact that needs checking, or ask the document owner to choose between alternatives. Keep the actual proposed wording in the document so it can be accepted or rejected cleanly.
Review by author when useful. Word’s review display and markup options can help you focus on changes from a particular reviewer. This is useful when several people have edited the same section, but still inspect the complete document before finalizing it.
Keep a recovery point for important work. SharePoint version history can help you compare or restore earlier saved versions if a document is overwritten or edits are lost. Open the file’s version history from the library’s file menu; available labels and controls can differ with site configuration.
Check both the document and its sync state. Before sending a review link, verify that the latest changes are saved in the SharePoint file and that recipients can open that file, rather than an attachment or an older downloaded copy.

Troubleshooting

Track Changes is unavailable or greyed out: Check whether you opened the file in Viewing mode, whether it is protected or restricted, and whether you have edit permission. Try opening it in the desktop Word app if the web version does not show the control. If your organization manages editing or sensitivity settings, ask the SharePoint or Microsoft 365 administrator rather than changing permissions yourself.

My edits appear without markup: Confirm tracking was enabled before you made them and check whether the selected mode is Just Mine or For Everyone in desktop Word. Also check the display setting: markup may be hidden even though it is recorded. Edits made before tracking was enabled will not normally appear as tracked changes; compare with version history or redo them with tracking on.

I cannot see another editor’s changes: Refresh the Word for the web page or wait for coauthoring to sync. In desktop Word, confirm that the document is online and saved, then reopen it if necessary. Check that the other person edited the same SharePoint file and that tracking was enabled for their edits. If they worked in a separate copy, their changes will need to be added to the shared document.

Changes disappeared after I closed the file: Reopen the SharePoint document and check its current content and markup. If the newest work is missing, look at the library’s version history to see whether a recent version contains it. Restore an earlier version only after checking which changes it includes, since restoring can replace later work. If the document is still syncing or showing an error, keep it open and resolve the connection or sign-in issue before making more edits.

Someone accepted or rejected a change accidentally: Use Undo immediately if the document is still open and the action is recent. Otherwise, version history may help recover an earlier state, but restoring a version can affect everyone’s subsequent work. Compare versions and coordinate with collaborators before restoring or reapplying edits.

Frequently Asked Questions

Does SharePoint track changes automatically?
No. SharePoint stores and syncs the Word file, but Track Changes must be enabled in Word. SharePoint version history keeps snapshots of the file; it is not a substitute for inline tracked edits.

Can multiple people use Track Changes at the same time?
Yes, people can coauthor a SharePoint document and make tracked edits, provided they have editing access and the document is opened in a supported Word app. Agree on review settings, and allow time for changes to sync before closing.

Can I track changes in Word for the web?
Yes. Open the SharePoint file in Word for the web, select Review, and turn on Track Changes. Some tracking controls differ from desktop Word, so use the desktop app if you need an option that is not available in the browser.

How do I remove the red marks from a document?
To finalize the edits, review and accept or reject the changes. Hiding markup only changes the display and does not remove pending edits. If you want to stop recording new edits, turn Track Changes off separately.

Can I recover edits if tracking was off?
Tracking cannot usually reconstruct edits after the fact. Check SharePoint version history to compare the current document with an earlier saved version, then reapply the needed wording with Track Changes enabled if it still needs review.

Does turning off Track Changes accept my pending edits?
No. Turning tracking off stops recording new edits; existing changes remain pending until someone accepts or rejects them. Review the markup and save the document after resolving it.

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