How to Change Track Changes Color for Each Reviewer in Word
Question details
The user wants to know if there is a way to manually assign a specific custom color to individual reviewers when using the Track Changes feature.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Collaborating on a shared document with multiple reviewers and attempting to customize the markup colors for specific team members.
- Observed behavior
- Microsoft Word automatically assigns colors to reviewers by default, and there is no built-in, supported option to manually pick a custom color for a specific individual reviewer.
Ensure you have your document open, navigated to the Review tab, and set the display to 'All Markup' so you can clearly see the current tracked changes and reviewer colors.
Manage Advanced Track Changes Display Options
While Word does not allow you to manually assign a specific color to a named reviewer, you can adjust the settings to either automatically color-code 'By author' or force a single color for all reviewers.
Microsoft Word's architecture dynamically assigns colors to authors based on the order in which they open or edit the document. Because this is hardcoded into the software, manual assignment per person is not supported. However, you can manage how these automatic colors display.
Go to the 'Review' tab on the ribbon. In the 'Tracking' group, click the small diagonal arrow icon in the bottom right corner to open the Track Changes Options dialog box.
In the Track Changes Options dialog, click on the 'Advanced Options' button to view the specific markup color settings.
Look for the 'Insertions' and 'Deletions' dropdown menus. To ensure Word assigns distinct colors to different people, select 'By author'. If you prefer a uniform look, select a single specific color (like Red or Blue) which will apply to all reviewers.
Click 'OK' twice to close the dialog boxes and apply your updated markup visibility settings.
Edit and Collaborate Smoothly with WPS Office
If you frequently struggle with document formatting and review limitations, consider switching to WPS Office. It provides a lightweight, highly compatible alternative to Microsoft Word with intuitive Track Changes features, a familiar user interface, and completely free core functionalities.
- 1. Download and Install: Visit the official WPS Office website and download the free installation package for your operating system.
- 2. Open Your Document: Launch WPS Writer and open your existing Word document. All tracked changes and formatting will remain perfectly intact.
- 3. Use Review Tools: Navigate to the 'Review' tab to easily track changes, add comments, and manage multi-author collaboration with ease.
Frequently Asked Questions
Why do the reviewer colors change when I reopen my Word document?
Word dynamically assigns colors based on the order in which users open the document or make edits during a session. Because the colors are not permanently tied to a user's account, they can shift when the document is closed and reopened.
How can I see only the tracked changes of one specific reviewer?
Go to the 'Review' tab, click on 'Show Markup' in the Tracking group, hover over 'Specific People', and uncheck all reviewers except the one whose changes you want to view.
How do I remove the reviewer names from my tracked changes?
You can anonymize reviewers by going to File > Info > Check for Issues > Inspect Document. Run the inspector, and choose to 'Remove' Document Properties and Personal Information. When you save and reopen the document, all reviewer names will change to 'Author'.
Is there a workaround to color-code specific text for different reviewers?
If you absolutely must have specific colors for specific people, the only workaround is to ask each reviewer to manually highlight their text edits using the 'Text Highlight Color' tool in the Home tab, rather than relying on the automated Track Changes colors.
