1. Using the TRACK CHANGES Features in MS-Word
M. E. Kabay, PhD, CISSP-ISSMP
CTO & Program Director, MSIA
School of Graduate Studies
Norwich University, Northfield, VT

2. Introduction
One of the most useful features of MS-Word for students and teachers is the TRACK CHANGES function
This tool allows people to collaborate in exchanging suggestions and edits on manuscripts without the tedious process of having to look for changes by comparing the original with the edited version.
It also dispenses with the need to insert changes in the text using conventions such as [INSERT: new text] which require manual removal during the final editing stage

3. MS-Word HELP
The MS-Word HELP function provides you with full documentation about the TRACK CHANGES feature.
Just get HELP (function key F1 for most users or menu item Help) and type in TRACK CHANGES to get the topics
Read through the instructions for full details

4. Tools | Track Changes | Highlight Changes View | Toolbars | Reviewing
Fundamentals
To start editing a paper so that all changes are distinctly marked, use the menu function
Tools | Track Changes | Highlight Changes
You can also make tracking and editing easier using a special toolbar
Use the menu sequence
View | Toolbars | Reviewing
to make this toolbar appear.
Reject change
Track changes
Reject change
Previous change
Next change

5. Visible Display of Changes
All changes will be highlighted in a different color of text or using strikethroughs for deletions
Placing the cursor over a highlighted area brings up an explanation of the change and who did it:
This was added into existing text
Editor’s name, date & time:
Inserted: This was added

6. Showing Changes on Formatted Pages
Another way changes become visible is in normal mode (i.e., when showing the fully formatted page)
If the TRACK CHANGES options include the options HIGHLIGHT CHANGES ON SCREEN, you will see something like this:

7. Comments Anyone can also add comments to a text
First, you highlight a word or a block of text
Use the menu function Insert | Comment to create a new comment
Or click on the appropriate button on the REVIEWING toolbar shown below to create (or delete) a comment
These comments show up as colored boxes when the reader places the cursor over the highlighted areas
Delete comment
Next comment
Edit comment
Previous comment
Insert new comment

8. Visualizing Comments (1)

9. Visualizing Comments (2)

10. Accepting or Rejecting Changes
You can accept or reject changes globally or individually
Individual consideration:
Place your cursor over each change (you can use the NEXT CHANGE button)
Using the toolbar, select the
Accept Change button
or the Reject Change button

11. Accepting or Rejecting Changes
Another way to go through all the changes to decide which ones you like and which ones you don’t is to use the menu choice
Tools | Track Changes | Accept or Reject Changes
This sequence brings up a menu box:

12. The Accept or Reject Changes Box
See all edits in color
See all edits integrated into text
Go to previous or next change
See text without any edits visible
For individual choices
To process all edits at once

13. Merging Edits from Multiple Editors
A useful function for collaborative work is to combine suggestions / edits from several reviewers
Everyone has to use TRACK CHANGES for this to work properly
Use the menu selection Tools | Merge Documents
This will bring up a file selection menu so you can merge a specific document into your current open document.
All the different changes will be denoted using different colors in the text and will have indicators showing who made which change.

14. Happy Editing!