How to Use Word's Track Changes and Comments for Document Review
Jun 23, 2026
You send a draft to three colleagues and get it back with changes scattered throughout — but you have no idea who changed what, or why. Files named "final_v3_REAL_final.docx" pile up in your inbox, and the revision history is anyone's guess. Word's Track Changes feature keeps a clear, color-coded record of every edit — who made it, when — so review and approval become transparent and stress-free.
Upload the before and after files and see exactly what changed. Free, no sign-up required.
Compare Documents →Turning On Track Changes
Click the Review tab in the Word ribbon, then click the Track Changes button to toggle it on. Once it is active, every edit is recorded:
- Insertions — new text appears underlined and in a distinct color.
- Deletions — removed text is shown with a strikethrough so the original is still visible.
- Formatting changes — font, size, or color changes are logged in a margin balloon.
- Author and timestamp — hover over any change to see who made it and when.
When multiple reviewers edit the same file, Word assigns each person a different color automatically, making it easy to tell contributions apart at a glance. To stop recording changes, click the Track Changes button again to toggle it off.
Viewing, Accepting, and Rejecting Changes
Display Modes
Use the Show Markup dropdown in the Review tab to control what you see on screen.
| Mode | What you see |
|---|---|
| All Markup | All insertions, deletions, and formatting changes shown (default) |
| Simple Markup | A vertical bar flags changed lines; the document looks clean |
| Original | The document before any tracked changes |
| No Markup | How the document looks if all changes are accepted |
Open the Reviewing Pane (Review tab → Reviewing Pane) for a scrollable list of every change in order — useful when the document is long.
Accept and Reject
Right-click any tracked change, or use the Accept / Reject buttons in the Review tab.
- Accept — confirms the edit and removes the markup.
- Reject — discards the edit and restores the original text.
- Accept All / Reject All — click the Accept dropdown → Accept All Changes to finalize everything in one step.
If multiple reviewers contributed, filter the Reviewing Pane by author to handle one person's changes at a time.
Adding Comments
When you want to flag a question or leave feedback without directly editing the text, use a comment. Select the relevant text, then go to Review → New Comment. A balloon appears in the margin.
- Reply — click Reply inside the balloon to hold a threaded conversation right inside the document.
- Resolve — once the discussion is settled, click Resolve to collapse the balloon. It stays in the document history but no longer clutters the view.
- Delete — right-click the balloon and choose Delete Comment to remove it entirely.
Comments work independently of Track Changes. You can add comments even when tracking is turned off.
Finalizing — Accept All, Then Export to PDF
Before sending the finished document, run through this checklist:
- Accept all changes — Review → Accept → Accept All Changes. This locks in every edit.
- Turn off Track Changes — click the Track Changes button so it is no longer highlighted.
- Export to PDF — File → Export → Create PDF/XPS. PDF preserves your layout exactly and prevents recipients from editing the content.
If you send a .docx file with tracked changes still visible, the recipient can see every revision in your draft history. For sensitive documents, always convert to PDF first.
Useful Tools to Use Alongside
If you receive two versions of a file without Track Changes enabled, use FreeSign Document Compare to spot the differences. Upload both files and the tool highlights every changed word or sentence — the same idea as Word's built-in Review → Compare, but accessible in any browser without installing Word.
If converting the final draft to PDF is an extra step you'd rather skip, try Word to PDF. Upload the file and get a PDF that preserves tables, equations, and formatting exactly as they appear in Word.
Upload before and after files — differences highlighted immediately. Free.
Compare Documents →Frequently Asked Questions
Q. Will changes I made before turning on Track Changes be recorded?
No. Only edits made after Track Changes is enabled are recorded. Turn it on before anyone starts editing to capture the full revision history.
Q. Can I prevent reviewers from turning off Track Changes or accepting changes on their own?
Yes. Go to Review → Restrict Editing → select "Allow only this type of editing" and choose "Tracked changes," then set a password. Without the password, no one can disable tracking or accept/reject changes.
Q. Will comments and tracked changes appear in the exported PDF?
Not if you export with the right setting. When exporting, set "Publish what" to Document (not Document showing markup) and all revision marks and comments will be excluded from the PDF.
Q. I don't have Word. Can I still compare two file versions?
Yes. FreeSign Document Compare works in any browser — no installation or login needed. Upload your two files and view the differences immediately.