Track Changes and Comments Microsoft Word 2016

Track Changes and Comments in Microsoft Word 2016

When working with others on a document, it’s important to keep track of every change and suggestion. Microsoft Word 2016 makes this easy with two powerful tools — Track Changes and Comments. These features help you review, edit, and collaborate without confusion.

Think of it like editing a printed paper with a red pen. Instead of writing and crossing out manually, Word does it digitally. Let’s learn how to use it step-by-step.

What is Track Changes?

Track Changes is a review feature that shows every edit made in a Word document. When you turn it on, Word keeps a record of all changes — like text added, deleted, or formatted. Each editor’s work appears in different colors, making it easy to see who made what change.

• Added text appears underlined and in color.
• Deleted text is shown with a strike-through.
• Formatting changes appear as notes in the margin.

How to Turn On Track Changes

Turning on Track Changes is simple. Just follow these steps:

• Go to the Review tab on the Ribbon.
• Click on the Track Changes button to enable it.
• Now, start editing the document — Word will automatically track all your changes.

You’ll see colored marks or lines appear where edits are made. Each user’s edits get a unique color to avoid confusion.

Viewing Tracked Changes

When multiple people make edits, the document can look messy. Luckily, Word lets you control how changes are displayed. Here’s how to manage it:

• Simple Markup: Shows a red line in the margin for each edit.
• All Markup: Displays every change with color coding.
• No Markup: Hides changes and shows the final version.
• Original: Shows the document before any edits.

To change the view:

• Go to the Review tab.
• Click the Display for Review drop-down menu.
• Select your preferred option.

Reviewing and Accepting Changes

Tracked changes are only suggestions — not permanent. You can accept or reject them one by one or all at once.

• Click on the highlighted change you want to review.
• Go to the Review tab.
• Click Accept or Reject.

To accept all changes at once:

• Click the drop-down arrow next to Accept.
• Select Accept All or Accept All and Stop Tracking.

Showing Revisions in Balloons

By default, changes appear within the text. But you can move them to balloons on the right margin, which makes the page easier to read.

• Go to the Review tab.
• Click Show Markup → Balloons → Show Revisions in Balloons.

Now, Word will display most edits in the margin balloons, while added text will still appear inline.

Adding and Using Comments

Comments are another great way to give feedback without changing the actual text. You can highlight areas that need attention or leave notes for others.

To add a comment:

• Select the text you want to comment on or click where you want to insert a note.
• Go to the Review tab.
• Click New Comment.
• Type your feedback in the comment box that appears on the right side.

To delete a comment:

• Click on the comment bubble.
• Go to the Review tab.
• Click Delete.

To delete all comments at once, click Delete All Comments in Document.

Comparing Two Documents

If Track Changes was not turned on earlier, you can still see what’s different between two versions of the same file. Word lets you compare documents automatically.

• Go to the Review tab.
• Click Compare → Compare...
• Choose the Original and Revised documents.
• Click OK.

Word will create a new document showing all differences using markups. You can then review and accept or reject each change just like normal Track Changes edits.

Why Use Track Changes and Comments?

Here’s why these tools are a must for anyone editing or collaborating:

• They make teamwork transparent and organized.
• You can easily see who made which change.
• They prevent mistakes by keeping the original text visible.
• Comments allow discussion without changing content.

5 FAQs on Track Changes and Comments in Microsoft Word 2016

Conclusion

Microsoft Word 2016’s Track Changes and Comments make collaboration easier and more professional. Whether you’re reviewing a report, co-writing a paper, or proofreading content, these tools help everyone stay on the same page. Once you master them, editing becomes faster, clearer, and far more organized.