Overview
Microsoft Word's Track Changes feature allows you to review edits made to a document without immediately making those changes permanent. This is especially useful when multiple people are reviewing or collaborating on a document.
When Track Changes is enabled, Word identifies additions, deletions, and other revisions so they can be reviewed, accepted, or rejected.
You can use Track Changes in:
- Microsoft Word for Windows or Mac
- Microsoft Word for the web
- Word documents shared through Microsoft Teams
- Word documents stored in OneDrive or SharePoint
Note: Track Changes is a feature of Microsoft Word, not Microsoft Teams. The reviewing tools work with Word documents regardless of where they are stored.
Step 1 – Open Your Document
From Microsoft Teams
- Open Microsoft Teams.
- Navigate to the team or chat containing the document.
- Select the Shared or Files tab, depending on where the document is located.
- Select the Word document to open it.
- If you prefer to work in the desktop application, choose Open in desktop app from the available file options.
From OneDrive or SharePoint
- Open OneDrive or the SharePoint site containing the document.
- Select the Word document.
- The document will typically open in Word for the web.
- To use the desktop application, select Open in desktop app.
From Your Computer
Open the document directly in Microsoft Word.
Step 2 – Turn On Track Changes
Word Desktop Application (Windows or Mac)
- Open the document in Microsoft Word.
- Select the Review tab.
- Select Track Changes.
- If prompted, choose:
- For Everyone: Track changes made by all users.
- Just Mine: Track only your changes.
- Begin editing the document.
Word will mark the changes as you work.
To stop tracking new edits, return to Review > Track Changes and turn the feature off.
Important: Turning off Track Changes does not remove changes that have already been recorded.
Word for the Web
- Open the document in Word for the web.
- Locate the document mode menu near the upper-right corner.
- Select Reviewing.
- Begin editing the document.
Your revisions will appear as tracked changes.
Depending on your permissions, you may also be able to manage tracking from the Review tab.
Understanding Word Document Modes
| Mode |
What It Does |
| Viewing |
Allows you to read the document without editing it |
| Reviewing |
Allows you to suggest changes and add comments without directly finalizing revisions |
| Editing |
Allows you to make regular changes to the document |
Tip: Use Reviewing when you want someone else to approve your proposed edits.
Step 3 – View Tracked Changes
Word displays revisions using different colors, underlining, strikethroughs, and margin indicators.
In Word Desktop
- Open the Review tab.
- Locate the markup display options.
- Choose how you want changes to appear.
Common options include:
- Simple Markup: Displays a simplified view with revision indicators.
- All Markup: Displays tracked additions, deletions, and other changes.
- No Markup: Shows the document without displaying revision marks.
- Original: Shows the document before the tracked changes.
Important: Selecting No Markup only hides the revisions. It does not remove them.
In Word for the Web
- Open the document.
- Switch to Reviewing mode if appropriate.
- Select the available reviewing or markup controls.
- Review the changes and comments displayed in the document.
Step 4 – Accept or Reject Changes
After reviewing a document, you can decide which edits to keep.
Accept or Reject Individual Changes
- Open the document.
- Select the Review tab.
- Select a tracked change.
- Choose:
- Accept to keep the change.
- Reject to discard the change.
- Continue reviewing the remaining changes.
Accept or Reject All Changes
If you have reviewed the document and want to apply a decision to all remaining changes:
- Select Review.
- Open the Accept or Reject menu.
- Choose Accept All Changes or Reject All Changes, as appropriate.
Caution: Review the document carefully before accepting or rejecting all changes. This action affects all remaining tracked revisions.
Step 5 – Add and Manage Comments
Comments allow you to ask questions, suggest improvements, or provide feedback without directly changing the document.
Add a Comment
- Highlight the text you want to comment on.
- Select Review > New Comment, or use the comment option near the selected text.
- Type your comment.
- Select Post comment or the available posting control.
Reply to a Comment
- Select an existing comment.
- Choose Reply.
- Enter your response.
- Post the reply.
Resolve a Comment
When a discussion is complete:
- Select the comment.
- Open its additional options.
- Choose Resolve thread.
Resolving a comment marks the discussion as complete without necessarily deleting its history.
Delete a Comment
- Select the comment.
- Open its additional options.
- Choose Delete thread or the available delete option.
Note: Comments and tracked changes are separate features. Resolving a comment does not accept or reject an associated tracked change.
Step 6 – Save and Share Your Document
Documents Stored in Teams, OneDrive, or SharePoint
Word typically saves changes automatically when the document is stored in Microsoft 365 and AutoSave is enabled.
When you finish reviewing:
- Confirm that your changes have been saved.
- Close the document.
- Return to Teams, OneDrive, or SharePoint if needed.
- Share the document with the next reviewer.
Tracked changes and comments remain part of the document until they are accepted, rejected, or removed.
Share a Document for Review
When sharing from Word or OneDrive:
- Select Share.
- Enter the names or email addresses of the intended reviewers.
- Review the available sharing permissions.
- Select Can review, if available, when recipients should suggest changes rather than edit directly.
- Send the invitation.
Note: Available permissions depend on the document's storage location and existing access settings. Documents stored in a Teams channel or SharePoint library may already grant editing permissions to team members.
Before Distributing a Final Document
If you are preparing a document for final distribution:
- Review all tracked changes.
- Accept or reject the remaining revisions.
- Review and resolve or delete comments as appropriate.
- Save the document.
- Reopen it to verify that no unintended revisions or comments remain.
Important: Simply turning off Track Changes or selecting No Markup does not remove previous revisions.
Troubleshooting
I Cannot Turn On Track Changes
- Confirm that you have permission to edit or review the document.
- Check whether the document is open in Viewing mode.
- Verify that the document is not protected or restricted.
- If the document was shared for review, its owner may control the available reviewing options.
I Cannot Edit the Document in Teams
- Confirm that you have permission to edit the file.
- Open the document in Word for the web.
- Try switching to Editing or Reviewing mode.
- If necessary, select Open in desktop app.
If the document is read-only, contact the document owner to request appropriate access.
My Changes Are Not Being Tracked
Check whether Word is in Editing mode with Track Changes turned off.
To record suggested revisions, enable Track Changes or switch to Reviewing mode.
I Cannot See Changes Made by Others
- Open the document in Word.
- Select Review.
- Change the markup display to All Markup.
- Verify that revisions are not being filtered by reviewer or type.
Track Changes Is Turned Off, but Markup Still Appears
Previously tracked changes remain in the document until they are accepted or rejected.
Turning Track Changes off only stops recording new revisions.
Additional Resources
Need Additional Assistance?
If you are having trouble using Track Changes, reviewing comments, or editing a document shared through Microsoft Teams, OneDrive, or SharePoint, submit an IT Support Request.
Include the application you are using (Word desktop, Word for the web, or Teams), a description of the issue, and any error messages. Do not include passwords or verification codes.