File Sharing Problems

How to Send Word Documents to Editors with Track Changes

Phi Hung Vo Oct 12, 2026 869 views

Question details

The user needs to know whether to use a OneDrive link or an email attachment to send a manuscript to an editor for Track Changes without losing formatting.

How to Send Word Documents to Editors with Track Changes

Product: Microsoft Word / OneDrive
Device & OS: not provided
Scenario: Sending a document to an external editor for review using Track Changes, while avoiding online formatting glitches.
Observed behavior: OneDrive sharing links sometimes cause formatting issues (like gaps in sentences) and synchronize edits live. The user prefers the editor to work on an independent desktop copy.

Before you start

Before sending your manuscript, save a master copy of your original document in a secure local folder so you always have a clean version to compare against the editor's changes.

Solution 1Recommended

Send the Document as an Email Attachment

This is the safest method to ensure the editor works on an independent copy and your original file formatting remains intact.

Sending an attachment ensures the editor receives a standalone .docx file. Their Track Changes will not automatically sync to your cloud drive, preventing unwanted overwrites and avoiding OneDrive's web-view formatting glitches.

Locate the local file

Open File Explorer and navigate to the folder where your Microsoft 365 Word document is saved locally on your PC.

Attach to email

Open your email client, create a new message, click the 'Attach File' (paperclip) icon, and select your document to upload it as a standalone file.

Review returned edits

When the editor replies with the edited file, download it. Open it in Word, navigate to the 'Review' tab, and use the 'Accept' or 'Reject' buttons to manage their Track Changes.

Send the Document as an Email Attachment

Formatting Protection: By skipping OneDrive, the editor will view the document precisely as it was formatted on your local desktop application.

Solution 2

Share a OneDrive Link for Real-Time Collaboration

Use this method only if you want the editor's changes to sync live to your master document in the cloud.

Use WPS Office to Track Changes and Share Documents Safely

WPS Writer offers a robust Track Changes feature that is fully compatible with Microsoft Word. You can easily edit offline, maintain strict formatting control without unwanted cloud glitches, and share files directly as attachments.

1. Open document in WPS Writer: Launch WPS Office and open your manuscript document.
2. Enable Track Changes: Go to the 'Review' tab on the top ribbon and click the 'Track Changes' icon to start recording edits.
3. Share with editors: Click 'Menu' > 'Share' to quickly attach the document to an email and send it for offline review.

Fully compatible with Microsoft Word (.docx) formatsAccurate Track Changes and commenting for editorial workflowsNo forced cloud syncing, keeping your local formatting perfectly intactLightweight desktop application that avoids browser-based formatting errors

microsoft office alternative - wps office

Frequently Asked Questions

How do I merge an editor's tracked changes into my original document?

If the editor returns an attachment, you can use the 'Compare' tool under the 'Review' tab. Select your original document and the edited version to merge all tracked changes into a single file for final review.

Why does my Word document formatting look different or damaged in OneDrive?

The online version of Word (OneDrive web view) prioritizes speed and sometimes struggles to render complex formatting, page breaks, or precise spacing correctly. The file isn't actually damaged; having the editor open the file in the desktop app will restore the correct layout.

Can editors use Track Changes without having a Microsoft 365 subscription?

Yes, editors can use Track Changes using free alternatives like WPS Office, which natively supports .docx formats and handles Microsoft Word's Track Changes perfectly without requiring a paid subscription.

Document & File Issues