We use the track changes function in Microsoft Word, Apple Pages and Google Docs in most of our work. When we send you a document after proofreading or editing, it is important that you know how to manage the track changes correctly.
Why is this important?
Reviewing and accepting our comments and changes ensure you retain control of your work. Also, every revision we make is visible in the tracked changes. If you don’t manage the changes correctly and delete the comments, they will be visible to anyone who reads your document.
What do I need to do?
1. Make sure you can see the changes
Go to the Review tab in Word and make sure that ‘All Markup’ is selected. When it is selected, you will be able to see all our changes in your document.
2. Accept or reject individual changes
You can review changes individually or accept or reject them all at once. To review changes individually, click on each change and use the Accept and Reject buttons as appropriate.
Sometimes, the simplest method is to reject any changes that you do not like and then accept all the rest – see below.
3. Complete the acceptance of changes
Once you are happy with the individual changes, you can accept all the changes into your document. To do that, click on the arrow below the Accept button and select ‘Accept All Changes and Stop Tracking’. That will turn off track changes and remove revision details.
4. Remove all comments
You can delete comments individually, but it is sometimes easier to delete them all at once. You can do that by clicking on the arrow underneath the Delete button in the Comments block.
5. Remove personal details (optional)
In some circumstances, for example when you have to submit an anonymised paper for review, you may need to remove author and editor names from the Word file. To do that, go to the File tab and click on the button that says ‘Inspect for Issues’ then choose ‘Inspect Document’. Once this process has run, click on ‘Remove All’ as shown above. The changes only take effect when you save the document, so make sure you do that.
David proofreads and edits academic work, as well as annual reports, and business and technology strategies. He also writes bids and tenders for business clients.
Find out more about our services including Enhanced Proofreading (proof editing).