Word 2010 – Track Changes By Different User In Word Document

by Rohit Khurana on May 3, 2010

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Many word documents are being multi authored, and you may want to track the changes done by different users and then accept or reject them in the final version of the document.

Microsoft word 2010

Microsoft Word 2010 has a direct access to track changes over a document, under the review tab over the ribbon interface. So, in order to track the changes done by different users over a word document open the word document and then click the review tab.

Under review tab you will see the option track changes, you just need to click that option on the ribbon interface.

track-changes

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After clicking the track changes option you will see all the versions and changes done by different authors on these versions as shown in the image below.

track-changes-verisions

You can simple accept or reject a change done by different user to make this document final after reviewing all the changes, you can also revert to the original copy of this document without any changes with this option.

We hope you like this simple tip, you can read more office tips here and here

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{ 19 comments… read them below or add one }

Richard Llewellyn June 28, 2010 at 9:21 pm

How does one cancel the track changes feature if one accidentally turns it on.

glynes May 12, 2011 at 2:33 am

If, like me, you’ve received a document that has tracked changes, but the document is finished and you don’t want your minor spelling, grammar & punctuation changes to be recorded, you may be tearing out your hair, trying to simply TURN OFF TRACKING. But … AHA!! … the solution is at hand: Right click on the Status Bar at the bottom of your document (where you find things like the page number, zoom slider, etc., etc.) and click on Track Changes. This will put a toggle on the status bar that you can simply click ‘on’ or ‘off’. No need to get all tied up in the ribbon!!

I’ll report back with my success at changing the default on tracked documents to not show the markups.

I seldom work the way Microsoft thinks I should, so trust me, if there’s a work-around, I’ll find it!

Good luck!

Luke July 13, 2011 at 2:46 am

Thanks. Utter genius. How did they devise such an evil way of hiding that essential function?Microsoft’s product managers should be led off in shackles for that one.

Doppbunnkrack July 14, 2011 at 2:30 pm

For cereally. Nice tip, glynes. Head slap to Microsoft.

Chantelle Maccarone July 23, 2011 at 3:31 am

Thank you so much! Track Changes has been the bane of my existence for the last few weeks when i turned it on for a document that i edit frequently and was unable to find any way to turn it back off. The person who was in charge of the Office 2010 Review Ribbon at Microsoft should be shot for not putting such an essential function in a place you could actually find it!

debbie August 19, 2011 at 11:29 pm

Track changes is driving me crazy. The track changes on the status bar doesn’t toggle:) it just stays on. Any other ideas out there?

james September 14, 2011 at 1:35 pm

I had this problem recently. I think you need two steps to fix the glynes’s scenario:
1. First, hiding previous changes:
You can simply hide them (review tab, ‘show markup’, untick the various types of changes), but they are ‘still there’ and closing and reopening the file will redisplay them. Useful if you are still interested in following the changes, not useful in our context.
What you have to do is accept the changes – you are not interested in the document’s editing history, you just want to get on with it. So, from review tab, click on the arrow below ‘accept’ and choose ‘accept all’.
2. Second, stop any more changes being tracked:
This is relatively easy. On the ‘review’ tab, click on ‘track changes’ button so that it is not highlighted. It just toggles on and off.

SashaDeeJay November 18, 2011 at 6:06 pm

@Glyne. Thank you. It worked!! It was absolutely driving me crazy.

Rod Evans December 9, 2011 at 5:03 am

Love track changes. I have a large number of legislative documents that I regularly update. I would like to leave the line in the right column to identify where a change has been made in the document or page on any amendments. At the moment once you accept track changes, it disappears. Is there any way that it can remain? I would very grateful for any assistance/comment.

Carol March 8, 2012 at 12:39 am

I use Track Changes at our law firm all the time. Recently had a 2010 doc sent to me where I made changes in track changes mode , but when I saved it, it changed my attorney’s name to “author” (you know when you put your cursor on the change, it indicates the name of the User who made the change). So, I learned that to STOP it from changing the reviewer’s name to “author”, you have to UN-CHECK something found in Privacy Options. Here’s the solution:
-Be in the document that is doing that terrible thing
-Go to file
- Go to word “options”.
-Trust Center
-Trust Center Settings
-Click on privacy settings
- uncheck the following box:
□ “Remove personal information from file properties on save”

Christina March 20, 2012 at 2:17 am

Thank you, Carol. I work at a law firm, too, and that is exactly the solution I was looking for!

Tina Johnson March 22, 2012 at 1:44 am

I have several users in my department making changes to a document. Before I send it to the Customer I want all of the tracked changes to use the same name, and not “Author”. I have gotten as far a sanitizing it all to “author”, but can I now I reflect my company’s name in the field instead of “author”?
Thanks!

clo May 10, 2012 at 6:35 pm

thank you glynes…cv with tracked changes does not look that good.. does it??!!

Abi June 7, 2012 at 2:32 pm

thanks for the tip glynes!

Aleda July 13, 2012 at 11:20 pm

SOLUTION:… I had the same issue, but mine STILL kept reappearing with all of the great solutions above. Here is what I discovered.

1. Accept All changes (directions above)
2. DELETE ANY COMMENTS. To do this, you must click a comment, THEN the delete comment box will light up on the tool bar. It does not automatically highlight, even if you have comments in the document. This was my issue. I didn’t know there were comments. So, you must select a comment, then Delete all comments.
3. Change the view to “FINAL”
4. Insert the toggle on the bottom just as comments stated above. (right click the bottom toolbar and check Track Changes) Click out of the area to get rid of the menu and then toggle it off
5. Save As.
6. YOU ARE GOOD TO GO!!!

Leslie July 31, 2012 at 12:32 am

I have a document that was sent to me on Outlook 2010. In the past I could open the document and track changes I hae made and the just send that same document back by e-mail. It was not necessary to re-save it as another document. Can this be done with Outlook 2010?

Chuck July 31, 2012 at 2:41 am

I must have missed the solution but still wondering in Word 2010, how to keep the revision bars visible after I accept or reject all changes. In our business the revision bars need to stay but when you hit accept all, they get removed or even accept individually, they get removed. Any ideas?

Nitee August 7, 2012 at 11:24 am

Remove Track Changes Completely from a Word 2010 Document:

For Word 2010:

1. Open the Word 2010 document (with Track changes).

2. Highlight the entire Word document (or Click CTRL + A).

3. Click Review tab

4. Click the arrow under ‘Reject’

5. Click ‘Reject All changes in the Document’

6. Now Click ‘Show Mark Up’

7. Uncheck all the tab selected (one by one) i.e. First uncheck ‘Comments’, then again click on ‘Show Mark Up’ and uncheck ‘Ink’…. then again click on ‘Show Mark up’ and uncheck ‘Insertions and Deletions’ …. again click on Show Mark up’ and uncheck ‘Formatting’…. and so on…

8. Now click Save

9. Close the document and reopen.

10. This should solve your issue.

Hope above steps are useful to all.

Warm Regards,

Nitee

Gregg February 13, 2013 at 1:10 pm

Thanks Aleda – I have finally got rid of this horrible track changes function on a monthly report that I send every month with tracking changes from an old document!

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