For Proofreaders & Copy Editors: How to Use Track Changes

Jul 14, 2022
2 min read

If you're editing a document in Microsoft Word or Google Docs, you're likely going to need the help of the Track Changes function. It's easy to identify and use once you know how. Here's a quick tutorial to get you editing.

What Track Changes does: when you're working on a project for a client, turning on track changes allows your clients to see what changes you're suggesting. This allows the original write to go in and "accept" or "reject" all or some of your edits.

Track Changes in Microsoft Word:

Step 1- Open the document you'd like to work on.
Step 2- On the top toolbar, select "Review"
Step 3- In the "Tracking" window, click on the "Track Changes" button
Step 4 (optional)- In the same "Track Changes" button, click on the downward caret and select "Lock tracking". Using this feature allows you to password protect this button from accidentally turning off. I use this feature when I'm editing novel-length projects, as I can make sure all of my edits will be seen. I only unlock the document before I send it back to the client.
Step 5- In the same "Tracking" pane choose which markup you'd like to see. Here's a brief description of each:
- Simple markup- this will show your changes on the page and indicate in red on the side of the page where you've made edits. I use this when I'm actively editing, so that the cross-outs, etc. don't confuse me.
- All markup- this will show you everything in red, including what you deleted or inserted, etc. This is good for when you need to see all of the details. For example, you're scanning the page for a previous edit.

Ta-da! In the "Review" tab you can also add comments. I like to write suggestions and optional considerations in the comments.

Track Changes in Google Docs:

Step 1- Open the document you'd like to work on.
Step 2- In the top-right hand corner beneath the big, blue "share" button, you will see "editing" with a pencil symbol.
Step 3- Click on the "Editing" button and select "Suggesting." Now, when you edit, it will show your changes in green. It automatically open a comment on the side, to which you can write an explanation. It also allows the client to accept or reject the change.

Does this help? What other questions do you have? Feel free to ask them below!