How to Insert Track Changes in a Word Document

To insert tracked edits in a Word document, open the file and select Review > Track Changes > Track Changes in Word for Microsoft 365 on Windows. Once the control is on, new insertions, deletions, and many formatting edits are marked for review instead of appearing as untracked changes. Turn it on before editing, then save and share the document so reviewers can see what changed.

Track Changes is useful when colleagues need to review a draft, when you want to compare revisions, or when edits must be accepted or rejected individually. It does not create a separate copy of each sentence, and it cannot mark edits made before tracking was enabled. The instructions below focus on Word for Microsoft 365 on Windows, with Mac and web differences noted where they matter.

What You’ll Need

A Word document you can edit. If you only have read-only access, ask the owner for permission or an editable copy.
Microsoft Word for Microsoft 365 on Windows, or Word for Mac or Word for the web. The exact ribbon layout can differ slightly by platform and window size.
A saved copy of the original if you may need to preserve an untouched version. Track Changes helps show edits, but a backup is still useful before substantial revisions.
If several people will edit the file, a shared location such as OneDrive or SharePoint can help everyone work from the same document. Check that each reviewer has editing access.

Step-by-Step

Open the document and save a working copy if needed. In Word, open the file you intend to edit. If the original must remain unchanged, use File > Save As and save a separate working version before making revisions. Confirm that the document is not in read-only mode; if it is, choose Enable Editing when available or request edit access from the owner.
Open the Review tab. Select Review on the ribbon. If you cannot see the tab, maximize the Word window or look for a compact or overflow ribbon menu. On Word for Mac, select the Review tab as well. The web version also has a Review tab, although some commands may be arranged differently.
Turn on Track Changes. In Word for Microsoft 365 on Windows, select Review > Track Changes > Track Changes. In many ribbon layouts, Track Changes is a button on the Review tab; selecting it turns recording on. On Mac, select Review > Track Changes. In Word for the web, open Review and switch on Track Changes. Look for a highlighted button, a checked menu option, or another on-screen indication that recording is active.
Check who is allowed to make tracked edits. Some desktop versions show options in the Track Changes menu for tracking edits by everyone or only your own edits. Choose the option appropriate for the document and your review process; choose tracking for everyone when all contributors’ changes should be marked. If you do not see these choices, simply leave Track Changes on and proceed. The menu wording and availability can vary between Word versions.
Make a small test edit. Before revising a long document, add a word or change a short phrase in a low-risk spot. The inserted text should appear with markup, and removed text should be shown as a deletion rather than silently disappearing. Undo the test edit if it is not part of the final revision. If nothing is marked, return to the Review tab and confirm that Track Changes is still on.
Edit the document normally. Type, delete, move, or reformat text as needed. Word records supported edits as you work. Depending on the markup settings and view, insertions may be underlined or shown in a color, while deletions may appear with strikethrough or in a balloon. Do not manually reproduce deleted text elsewhere just to show that it was removed; let Word record the deletion.
Choose a review view that makes changes easy to inspect. On Windows, use Review > Display for Review and select All Markup to see recorded edits clearly. Simple Markup gives a less crowded view with indicators for changes, while No Markup displays how the document would look without visible markup. In Word for Mac or the web, look for the equivalent display or markup menu on the Review tab. Hiding markup changes the display, not the tracked edits stored in the file.
Save and let reviewers know tracking is on. Press Ctrl+S on Windows or Command+S on Mac. If you share the document, tell reviewers whether they should edit with Track Changes enabled and whether they should leave suggestions unaccepted. A shared file can show contributions from multiple people, but reviewers should still check that the recording control is on before they edit.
Review the edits before finalizing. Use the Review tab’s Next and Previous controls to move through changes. For each one, choose Accept to keep it or Reject to remove it. Review the context before deciding, because accepting or rejecting changes alters the document. Save a separate final copy first if you need to preserve the complete marked-up review record.

Track Changes can remain on after you finish your own pass. If the next person should make untracked edits, switch it off deliberately using the same Review control, and tell them that the document is no longer recording revisions. Avoid turning it off just to make the page look clean; use the markup display options for that instead.

Common Mistakes

Editing before switching tracking on. Word does not normally retroactively mark earlier edits. If you started too soon, use Undo if appropriate, then turn on tracking and repeat the change. For a larger set of untracked edits, compare against the original using Word’s document comparison tools rather than assuming the edits can be recovered as tracked changes.
Confusing hidden markup with deleted markup. Choosing No Markup can make the document look final, but it does not accept or remove revisions. Switch back to All Markup to see what is still pending.
Turning tracking off accidentally. Track Changes is a toggle. A later click may stop recording, so check the button’s state before continuing after changing views or switching documents.
Accepting everything without reviewing it. Accept All can commit unwanted changes along with useful ones. Review changes individually when the wording, numbers, or meaning matters, and keep a marked-up copy if you may need to revisit decisions.
Using comments as a substitute for tracked edits. Comments are useful for questions and explanations, but they do not automatically record rewritten or deleted text. Use tracked edits for proposed changes and comments to explain the reason for a suggestion.

Tips

Use All Markup for a careful review. Simple Markup is easier to read, but it can make individual changes less obvious. Switch to All Markup when checking exactly what was inserted, deleted, or reformatted.
Keep the original and the review copy distinct. Use clear filenames such as Draft, Review, and Final, or save versions in a shared location. This reduces the risk of overwriting an original or sending a version with unresolved changes by mistake.
Use comments to add context. Select the relevant text and choose Review > New Comment when you need to ask a question or explain an edit. A concise comment can help the author decide whether to accept a change without making the tracked text itself harder to read.
Tell collaborators what to do. Agree on whether each reviewer should leave edits pending or accept their own changes. A simple instruction such as “please suggest edits, but do not accept other reviewers’ changes” can prevent confusion in a shared document.
Check the displayed author name when attribution matters. Word uses the Office identity and document settings to label revisions. If edits appear under an unexpected name, check the signed-in Office account and the Word settings for user name or initials before editing. Existing labels may not change just because you update the settings.
Separate review from cleanup. First decide which edits to accept or reject. Then inspect the final document for layout, headings, and page breaks. Hiding markup is not a substitute for resolving pending revisions.

Troubleshooting

Track Changes is missing or grayed out: Confirm that you are on the Review tab and that the document is editable. A protected document, restricted editing settings, or read-only access may prevent changes. Ask the document owner for permission or for the restriction to be adjusted. On a narrow window, maximize Word or open the ribbon overflow menu in case the command is hidden.

My edits are not marked: Check the Track Changes control again; it may have been switched off, or the current setting may track only another person’s edits. Select an appropriate tracking option if your version provides one, then make a small test change. Edits made while tracking was off will not become tracked just by turning it on later.

I cannot see any revisions, but the document looks different: Change the review display to All Markup. Also check whether a filter is hiding markup or whether you are viewing No Markup. If the file was edited without tracking, compare it with the earlier copy; changing the display cannot create revision history that was never recorded.

Deletions or formatting changes are hard to understand: Use All Markup and inspect the surrounding text. Word may show some changes in balloons or a margin area, depending on the markup settings and window width. Try opening the Reviewing Pane from the Review tab to see a list of changes, if that command is available in your version.

A collaborator’s changes are not appearing: Make sure they edited the same shared file and had permission to edit it. Ask them to verify Track Changes was active before making changes, then save and allow the document to sync. If they used a downloaded copy, their edits may need to be added back to the shared document or compared against it.

I accepted or rejected a change by mistake: If the action was recent, use Ctrl+Z on Windows or Command+Z on Mac immediately. If you have closed the document or made many later edits, undo may no longer restore the exact state. Check version history for a previous version, or reopen the saved marked-up copy if you made one.

Frequently Asked Questions

Can I turn Track Changes on after editing?
Yes, but it records only changes made after it is enabled. To show earlier edits, undo and redo them with tracking on, or compare the edited file with the original.

How do I know whether Track Changes is on?
Check the Track Changes control on the Review tab for a highlighted or checked state. Make a small test edit and confirm Word marks it, then undo the test if you do not want to keep it.

Does No Markup delete my tracked changes?
No. No Markup hides visible revision marks for a cleaner view. The edits remain pending until you accept or reject them; choose All Markup to display them again.

Can I track changes in Word for Mac or Word for the web?
Yes. In Word for Mac, use the Review tab’s Track Changes control. In Word for the web, use Review and switch on Track Changes. Some review and configuration options differ from the Windows desktop version.

Can multiple people use Track Changes in one document?
Yes. People with editing access can contribute tracked changes to the same shared file. For clear attribution and fewer conflicts, use OneDrive or SharePoint and agree on review instructions before everyone edits.

Are comments the same as tracked changes?
No. Comments add discussion or questions, while Track Changes records edits to the document. Use both when you want to propose a wording change and explain why you made it.

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