If you’ve ever opened a marked-up manuscript and felt your stomach drop, you are not alone. How to Use Track Changes in Microsoft Word can feel intimidating at first, but once you understand the basics, it becomes one of the most helpful tools in the editing process.

Track Changes and Comments let you see exactly what your editor changed, what they questioned, and where they are inviting you to respond. That means you stay in control of your manuscript while still benefiting from expert feedback, clearer communication, and a smoother revision process.

What Track Changes Shows You

When you receive a manuscript back from your editor, you may notice a mix of crossed-out text, colored insertions, margin marks, and comments in the right-hand sidebar. Those marks are not there to overwhelm you; they are there to help you see the editing process clearly.

Deleted text appears with a line through it, while new text is usually shown in a different color. Comments are anchored to the specific words or passages they refer to, so you can see exactly what your editor is asking about or suggesting. If you are new to editing software, this visual clutter can look intense, but it is really just a record of the revision conversation.

You will notice some screenshots sprinkled throughout this blog where I used a draft of another blog to show you what Track Changes looks like.

Where to Find the Tools

You can find Track Changes and Comments on the Review tab in Microsoft Word. This is where you will accept edits, reject edits, reply to comments, and leave notes for your editor.

If you are unsure which version of Word you are using, take a moment to look around the Review tab before making changes. Once you know where these tools live, the rest of the process becomes much easier to navigate.

Accepting and Rejecting Changes

One of the most important parts of learning how to use Track Changes is understanding that you do not have to accept every edit automatically. Your manuscript is still yours, and you get to decide what stays and what goes.

If you accept a change, Word removes the markup and keeps the revised text. If you reject it, Word removes the markup and restores the original wording. A careful pass through the edits lets you review each suggestion with intention instead of rushing through the process.

Here is a simple way to think about it: if an edit improves clarity, consistency, or correctness you may choose to accept it. If it changes your meaning, your voice, or a choice you want to preserve, you can reject it.

In the image below, notice that I accepted the changes to spelling and punctuation errors in the first and second paragraphs. Then I rejected the additional words added in the third. The changes have been made and now there is no record on the screen of those changes.

Working with Comments and Queries

Comments are where your editor may ask questions, flag possible issues, or suggest alternatives. You can reply directly to each comment, which is especially helpful when you want to explain a choice or ask for clarification.

You can also mark a comment as resolved once the issue has been addressed. If needed, you can reopen the comment later. This back-and-forth is part of what makes Track Changes such a valuable editing tool: it keeps the conversation organized right in the manuscript.

You can also add your own comments before sending the file back. Just highlight the text you want to address, then choose New Comment on the Review tab. That lets you flag questions, explain revisions, or point out anything you want your editor to revisit.

Your Next Steps

Once you know how to use Track Changes, the revision process feels much less scary. Start by reading through the manuscript carefully, accepting or rejecting the edits you are confident about.

Next, review the comments and queries. If you agree with a suggestion, you can make the change directly in the text. If you have a question, reply in the comment thread so your editor can respond. Then add any new material with Track Changes still turned on so nothing gets missed.

When you are finished, send the manuscript back to your editor for the next round. If you are working on a final manuscript, this is also the stage where you will want to resolve remaining comments, accept or reject all tracked changes, and prepare for proofreading before publication.

Why it Matters

Learning how to use Track Changes gives you more confidence, more control, and more clarity during the editing process. It also helps you see that editing is not about tearing your work apart; it is about refining with care.

Your manuscript is still your manuscript. Track Changes simply helps you and your editor work together in a way that is transparent, organized, and respectful of your voice.

Still Need Help?

Have questions or need help? Reach out to Wheeless Edits today. You can also check out the Microsoft guide here.

FAQ

• How do I turn on Track Changes in Word?
  • To turn on Track Changes, open the Review tab in Microsoft Word and click Track Changes. Once it is on, Word will begin marking any edits, insertions, or deletions you make in the document.
• How do I change the color of Track Changes in Word?
  • The markup color can vary depending on your version of Word and whether more than one person is reviewing the document. In Word, tracked changes may appear in different colors automatically, and you can adjust how markup displays through the Review settings or display options.
• What do the different colors in Track Changes mean?
  • Tracked changes are shown with markup so you can see what was added, deleted, or revised. If multiple reviewers are involved, Word may assign each person a different markup color, which makes it easier to tell who made which changes.
• Can I delete comments after resolving them?
  • Yes. Once a comment has been resolved and you no longer need it, you can delete it from the document. Word also allows you to delete all comments in a document if you are ready to clear them out at the end of the editing process.
• Do I have to accept every change?
  • No. Tracked changes are suggestions, not obligations. You can accept edits that improve the manuscript and reject the ones that do not fit your voice, meaning, or intent.