OmniDocHow to Turn On Track Changes in Word
Learn how to turn on track changes in a desktop Word document, make edits that stay visible, and check the result before you share the file.
If you need to edit a Word document that someone else wrote, or send your own draft to a colleague for review, you need a record of what changed. Without one, the reader has to compare two versions by eye and guess which sentences were touched. Track changes solves that problem by marking every insertion and deletion so the original and the edits are both visible.
This guide is for anyone who opens a .docx file on a desktop and wants to know how to use Word track changes from the start. It covers turning the feature on, making edits that get recorded, and checking the result before the file leaves your hands. The method is general, so it applies to most desktop word processors that open .docx files, even if the menu names differ slightly.
The short version is simple: turn the option on before you change anything, then review the marks when you are done. The sections below explain each part and what to check along the way.
How do you use Word track changes? The short answer
Turn on track changes in your word processor's review options before you make any edits, then accept or reject each marked change when the review is done.
| Your situation | What to do | Why |
|---|---|---|
| You want a record of every edit | Turn on track changes before you type anything | Edits made while the option is off are not recorded |
| You are editing someone else's file | Save a copy under a new name, then turn on track changes in the copy | The original stays untouched if you need to go back |
| You are reviewing a colleague's edits | Accept or reject each marked change | Changes stay marked until someone decides what to do with them |
| You only have two PDF versions | Compare the two PDFs with the compare feature in the OmniDoc desktop client | It shows differences even when the file has no tracked edits |
Before you start
Check these points before you open the document. Each one prevents a common problem that makes tracked edits hard to use later.
- Confirm the file is a .docx. Track changes applies to Word documents. If you have a PDF, a plain text file or a scan, the review options described here will not apply to it in the same way.
- Save a copy. Tracked edits can be accepted or rejected, but a copy protects the version you started from if the review goes wrong.
- Check whether the document already has tracked changes. If earlier edits are marked, new edits will sit next to them. Decide whether to accept or reject the old marks first, so the new review is clear.
- Know who will review the file. If the reader uses a different program, markup may look different on their screen. Mention that you used track changes so they know to look for the marks.
- Set aside time to review. A long document with many edits takes longer to go through than a short one, so plan for the review step, not just the editing.
Turning on and using track changes in a Word document, step by step
Work through these steps in order. The exact location of each option depends on your word processor's layout, so look in the review area of its ribbon or menu bar.
- Open the .docx file. Start from a copy so the original stays as it was. This makes it easy to compare later.
- Find the review options. Look in the review or tools area of the program for the option labeled for track changes. Do not guess at a shortcut, because keyboard combinations differ between programs and versions.
- Turn track changes on. Switch the option on before you edit. Once it is on, your changes are recorded until you switch it off.
- Make your edits as usual. Type, delete and reformat as you normally would. Insertions and deletions appear marked on the page, and formatting changes may show in a side note.
- Confirm the marks are visible. Scroll through the document and check that your edits show as marked text. If they do not, look for a markup display setting in the review area and make sure changes are shown.
- Review each change. Step through the marks in order. Accept the edits you want to keep and reject the ones you do not.
- Save the file and turn the option off if you no longer need it. Track changes stays on for future edits until you switch it off, so decide whether the next reader should see marks.
Check the result
Once you finish editing or reviewing, check the document before you send it. These checks catch the problems that most often cause confusion later.
| Check | How to see it | If it's wrong |
|---|---|---|
| Track changes was on | Look at an edit you made near the start; it should appear marked | Turn the option on, then reapply the edit; edits made while it was off are not recorded |
| Edits are visible | Scroll through the page and look for colored or underlined text | Change the markup display setting in the review area so changes are shown |
| Original text is intact | Open the saved copy and compare a few paragraphs | Reject the unwanted changes, or reopen the untouched copy and start again |
| No marks are left by mistake | Step through all changes and confirm none are pending | Accept or reject the remaining marks before you send the file |
| Two PDF versions differ | Use the compare feature in the OmniDoc desktop client on the two PDFs | Check the differences listed, then confirm the changes manually if they matter |
If you are checking a document that will be read by someone else, remember that a reader's program may display the marks slightly differently. Tell them what you changed in your message so they know what to expect.
❓ FAQ
1. Does Word track changes automatically?
No. Track changes is normally off until someone turns it on, so edits made before that point are not recorded. Turn it on at the start of your session, not after you have already made changes.
2. Can Word track changes if I already edited the document?
Not for edits that already happened. Once you turn the option on, only new changes are marked. If the earlier edits matter, compare the file with the saved copy you made before editing.
3. Is there a shortcut to track changes?
Keyboard shortcuts for this option vary between programs and versions, so check your word processor's help for the one that applies to you. Using the review options is the safest way to confirm the setting is on.
4. Can I use track changes on a PDF?
Track changes is a feature of Word documents. For PDFs, the OmniDoc desktop client can compare two versions, which shows differences between them even though the PDFs have no tracked edits.
📝 Summary
To use Word track changes well, turn the option on before you edit, save a copy first, and review each marked change before you share the file. Run the checks in this guide so the final document shows exactly what changed.
