Track Changes is one of the most useful features available to editors working on digital documents. It allows an editor to show revisions, deletions, comments, and other changes without permanently altering the original text.
For clients, Track Changes also provides transparency by making it possible to see exactly what an editor changed and why.
When used properly, it creates a clear record of the editing process and makes collaboration between writers, editors, and other reviewers much easier.
What Is Track Changes?
Track Changes is a feature in Microsoft Word and other word-processing programs that records changes made to a document.
Depending on the settings, additions may appear in a different color or with underlining, while deleted text may appear with strikethrough or in the margin.
Editors may use Track Changes to show:
- Added words or sentences
- Deleted content
- Rewritten passages
- Changes to punctuation
- Changes to formatting
- Comments and questions
- Suggested revisions
Instead of simply receiving a clean document with unexplained changes, the writer can review what was changed throughout the editing process.
Related: 25 Mistakes Spellcheck Won’t Catch
Why Do Editors Use Track Changes?
Track Changes provides a record of the editor’s work.
This can be particularly valuable when an editor is working on an important report, policy, manual, strategic plan, or other organizational document.
Using Track Changes can help:
- Show exactly what was changed
- Preserve the original wording
- Give the author control over final changes
- Make questions easier to identify
- Facilitate collaboration
- Reduce confusion during revisions
- Create a clear editorial record
For clients who want to review and approve changes, Track Changes provides an efficient way to do so.
Editors Can Show Additions and Deletions
One of the primary purposes of Track Changes is to show what has been added or removed from a document.
For example, an editor might change:
The report provides important information about the program.
to:
The report provides information about the program.
The deleted word remains visible as a tracked change rather than disappearing without explanation. This allows the author to accept or reject the change.
Editors Can Rewrite Sentences
Sometimes a sentence is grammatically correct but unclear, overly complicated, or unnecessarily wordy.
An editor may suggest a rewrite to improve clarity.
For example:
Due to the fact that the report was not completed on time, the organization was unable to distribute it as originally planned.
might be edited to:
Because the report was not completed on time, the organization could not distribute it as planned.
Track Changes allows the author to see the original sentence and the proposed revision.
Editors Use Comments for Questions and Suggestions
Not every editorial issue can or should be resolved through a direct change to the text.
Sometimes an editor needs information from the author or subject matter expert before making a decision.
Comments can be used to:
- Ask questions
- Flag potentially incorrect information
- Request clarification
- Identify missing information
- Explain a significant change
- Suggest an alternative approach
- Point out an inconsistency
Comments are particularly useful when the editor doesn’t have enough information to make a change confidently.
Related: Common Grammar Mistakes in Professional Writing
Track Changes Helps Preserve the Author’s Voice
Professional editing isn’t about rewriting everything in the editor’s preferred style.
The goal is to improve the document while preserving its intended meaning, purpose, and appropriate voice.
Track Changes allows the author to see proposed revisions and determine whether they fit the document.
This is especially useful when an editor makes changes to:
- Tone
- Word choice
- Sentence structure
- Clarity
- Conciseness
- Organization
The author remains involved in decisions that affect the final version of the document.
Editors Review the Document After Making Changes
Using Track Changes doesn’t mean an editor can simply make revisions and move on.
After editing, the document should be reviewed again to make sure the changes work in context.
An editor may check for:
- Consistency after revisions
- Grammar and punctuation
- Changes that affect meaning
- Repeated information
- Broken sentences
- Incorrect cross-references
- Formatting issues
A change that improves one sentence shouldn’t create a problem somewhere else in the document.
Editors Don’t Accept All Changes Automatically
Track Changes provides options for accepting or rejecting revisions.
Professional editors should be intentional about which changes are finalized rather than simply accepting everything automatically.
Depending on the workflow, the author may:
- Accept individual changes
- Reject individual changes
- Review changes section by section
- Accept or reject groups of changes
- Ask questions about specific revisions
This review process gives the document owner control over the final content.
Track Changes Is Different From Comments
Track Changes and comments serve different purposes.
Track Changes shows an actual revision to the document.
Comments provide information about the document without necessarily changing the text.
For example, an editor might use Track Changes to correct:
The organization has three locations.
A comment might be used to say:
Please confirm whether this figure is still current.
Knowing when to use each feature helps keep the editing process organized.
Track Changes Should Be Used Consistently
Editors should establish a consistent approach to using Track Changes throughout a project.
If some changes are tracked while others are made directly to the document, it may become difficult for the author to determine what has been changed.
A consistent process can include:
- Tracking substantive edits
- Using comments for questions
- Avoiding unnecessary formatting changes
- Keeping editorial notes clear
- Reviewing tracked changes before delivery
- Providing a clean copy when requested
The specific workflow may vary depending on the project and the client’s preferences.
A Clean Version May Be Needed After Editing
Once all revisions have been reviewed and approved, the final document may need to be provided without visible tracked changes or comments.
This creates a clean version that’s ready for publication, distribution, or formatting.
Before delivering a clean version, check that:
- All intended changes have been accepted
- Unnecessary comments have been removed
- No unresolved questions remain
- Formatting is consistent
- The final document matches the approved version
A clean copy should not contain editorial notes or unresolved tracked changes unless the client specifically requests them.
Track Changes Makes Editing More Transparent
For professional editing projects, transparency matters.
Authors and organizations should be able to understand what was changed and have an opportunity to review significant revisions before they become part of the final document.
Track Changes provides that transparency by creating a visible record of the editorial process. It also makes collaboration easier when multiple people need to review, discuss, and approve changes.
Get Professional Editing With a Clear Review Process
Track Changes is more than a way to mark up a document. When used thoughtfully, it helps editors communicate with writers, preserve the original content, document revisions, and make the editing process easier to review.
At SP Editing, we use professional editing practices to help organizations improve the clarity, consistency, grammar, and professionalism of their documents. Our editing services are available for reports, policies, manuals, strategic plans, and other important organizational materials.
When your document needs more than a quick spellcheck, professional editing with a transparent review process can help ensure that every change has a purpose.
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