The fastest way to redline a document in Word

Open the document you want to mark up, then go to the Review tab at the top of the ribbon. Click Track Changes and select Track Changes again from the dropdown — it will show a checkmark when it is on. From that point forward, every edit you make (deletions, insertions, formatting changes) appears as a colored mark with your name and timestamp. The original text stays visible with a strikethrough, and new text appears in a different color, usually red or blue depending on your Word settings.

When you are done editing, the document shows all your changes in one place. The person who receives it can see exactly what you altered, accept changes one at a time, reject them, or accept all at once. This is the standard way editors, managers, and collaborators mark up documents without permanently changing the original.

Key Takeaways

  • Track Changes is on the Review tab — turn it on before you start editing so Word captures every change you make.
  • Deletions show as strikethrough text in one color, insertions show in another color, and both include your name and the date.
  • You can accept or reject individual changes, or accept all changes at once, which removes the markup and finalizes the edits.
  • If you receive a document with Track Changes already on, you can see who made each change and when, then decide whether to keep it.

Turning Track Changes on and off

Track Changes lives on the Review tab in the ribbon. Click the Track Changes button — it looks like a pen with a checkmark. The button will highlight or show a checkmark to indicate that tracking is active. Any edit you make after this point will be marked. If you turn it off and then edit again, those new edits will not be tracked.

You can also set Track Changes to turn on automatically every time you open a document. Go to Review > Track Changes > Change Tracking Options. In the dialog box, check Track changes when editing. This is useful if you work in an environment where every document should be tracked by default.

Understanding the markup: colors, strikethrough, and balloons

When Track Changes is on, Word uses visual markers to show what changed. Text you delete appears with a strikethrough line and usually in red. Text you add appears in a different color (often blue) and without strikethrough. Formatting changes — like making text bold or changing font size — appear as small marks in the margin or in a balloon on the right side of the page, depending on your view settings.

Each change includes your name and a timestamp. If multiple people edit the same document, Word assigns each person a different color, so you can see at a glance who made which change. Hover over any marked change to see the full details: who made it, when, and what the change was.

If the markup feels cluttered, you can change how it displays. Go to Review > Track Changes > Display for Review and choose Simple Markup (shows a vertical line in the margin instead of inline marks), All Markup (shows everything inline), No Markup (hides the marks but keeps them in the file), or Original (shows the document as it was before any changes).

Accepting and rejecting changes

Once you have finished editing or received a marked-up document, you can go through the changes one at a time. On the Review tab, use the Next and Previous buttons to move between changes. For each one, click Accept to keep the change and remove the markup, or Reject to undo it and restore the original text.

If you want to accept or reject all changes at once, click the dropdown arrow next to Accept or Reject and choose Accept All Changes or Reject All Changes. This removes all the markup in one action. Be careful with this option — you cannot undo it after you save the document, so review the changes first if you are unsure about any of them.

Comparing two versions of the same document

If you have two separate files — an original and a revised version — and you want to see what changed between them without having to use Track Changes, Word can compare them for you. Go to Review > Compare > Compare. Select the original document and the revised document from your file system. Word will create a new document that shows all the differences as tracked changes, even though neither file had Track Changes turned on.

This is useful when you receive a document from someone who did not use Track Changes, or when you want to see the full scope of changes between two versions at a glance. The comparison document is read-only, so you can review it without accidentally editing it.

Sharing a tracked document with others

When you send a document with Track Changes on, the recipient sees all your marks and can accept or reject them. Make sure Track Changes is turned off before you save if you do not want your edits to be tracked — otherwise the file will open with tracking active for the next person who edits it.

If you want to lock Track Changes so that no one can turn it off without a password, go to Review > Track Changes > Change Tracking Options > Protect Tracked Changes. Enter a password. This prevents someone from silently turning off tracking and making unmarked edits. They will need the password to disable it.

Printing a document with tracked changes visible

When you print a document with Track Changes on, Word prints the markup by default — all the strikethroughs, insertions, and margin balloons appear on the page. If you want to print only the final version (with all changes accepted), accept all changes before printing, or use the Display for Review option to switch to No Markup view before you print.

You can also print with markup visible but choose which types of markup to show. Go to File > Print, then look for Print Markup in the settings. You can toggle it on or off, or click the arrow to choose which elements to include (comments, insertions and deletions, formatting marks, and so on).

Frequently Asked Questions

Can I see who made each change in a tracked document?

Yes. Each change includes the editor's name and timestamp. Hover over any marked change to see the details. If multiple people edited the document, Word assigns each person a different color, so you can identify who made which edit at a glance.

What happens if I turn off Track Changes in the middle of editing?

Any edits you made before turning it off will remain marked. Edits you make after turning it off will not be tracked. You can turn it back on at any time, and new edits will be marked again with your name and the current date.

Can I undo accepting all changes at once?

Not after you save the document. Use Ctrl+Z immediately after accepting all changes if you change your mind, but once you save and close the file, the changes are final. Review the tracked changes carefully before accepting all of them.

Does Track Changes work the same way in Word Online?

Yes, Word Online has a Track Changes feature that works similarly to the desktop version. Go to the Review tab, turn on Track Changes, and edit as normal. The markup displays the same way, and you can accept or reject changes in the same manner.

What if I receive a document with Track Changes on but I do not want to see the markup?

Go to Review > Track Changes > Display for Review and choose No Markup. This hides the visual marks but keeps the tracked changes in the file. The person who receives it next will still see them. To permanently remove the tracking, accept or reject all changes first.