How to Display Track Changes in a Shared Word Document
Question details
One editor cannot view the tracked changes in a shared Word document stored in SharePoint, while another colleague can see them without issues.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Multiple users are collaborating on a shared document via SharePoint and need to review each other's tracked edits.
- Observed behavior
- Tracked changes are visible to one editor but completely hidden from another viewer looking at the exact same document.
Ensure that the original editor actually turned on the Track Changes feature before making their edits, and verify that all users have the necessary permissions to review the shared document.
Adjust Track Changes Display Settings for Each User
Whether tracked changes are displayed is controlled by individual user settings, not by the document itself. Each viewer must manually adjust their own Review tab settings to see the edits.
When sharing a document via SharePoint or OneDrive, Microsoft Word respects each individual user's display preferences to avoid cluttering their screen. You cannot force a specific markup view on another user; they must enable it on their own device.
Have the user who cannot see the edits open the shared Word document and navigate to the Review tab located on the top ribbon.
Locate the Tracking group and click the Display for Review drop-down menu (it may currently say 'Simple Markup' or 'No Markup').
Choose 'All Markup' from the drop-down list to ensure all insertions, deletions, and comments are fully displayed on the screen.
Click the 'Show Markup' button, hover over 'Specific People', and make sure that 'All Reviewers' is checked so that no specific colleague's edits are accidentally hidden.
Track Changes and Collaborate Seamlessly with WPS Office
WPS Office provides an intuitive, highly compatible Review tab to track, view, and manage document changes. It works flawlessly with Microsoft Word formats, ensuring you and your team never miss an edit while collaborating.
- 1. Open the document in WPS Writer: Launch WPS Writer and open your shared document containing the revisions.
- 2. Navigate to the Review tab: Click on the Review tab located in the top menu bar to access all tracking tools.
- 3. Toggle Track Changes: Click the Track Changes button to enable or disable recording your edits in the document.
- 4. Adjust Markup Visibility: Use the Markup drop-down menu to easily switch between 'Final Showing Markup', 'Final', 'Original Showing Markup', or 'Original' to control exactly what is displayed on your screen.
Frequently Asked Questions
Why do tracked changes disappear when I reopen the shared document?
Word often defaults to 'Simple Markup' upon reopening a document to provide a cleaner reading experience. You simply need to go to the Review tab and switch the tracking display back to 'All Markup' to see the detailed edits again.
Can I lock track changes so other editors cannot turn it off?
Yes. Under the Review tab, click the drop-down arrow under Track Changes and select 'Lock Tracking'. You will be prompted to enter a password, which prevents other users from turning off the tracking of their modifications.
How do I accept or reject all tracked changes at once?
Navigate to the Review tab, click the small arrow beneath the 'Accept' or 'Reject' button in the Changes group, and select 'Accept All Changes' or 'Reject All Changes'. This will process all edits in the entire document simultaneously.
Does saving the shared document as a PDF preserve the tracked changes visually?
Yes, if you save or export the document as a PDF while 'All Markup' is actively displayed on your screen, the resulting PDF file will retain the visual redlines, comments, and margin callouts exactly as they appear in Word.
