Formatting Issues

How to Show Word Tracked Changes from All Authors in One Color

Adam Davis Oct 10, 2026 869 views

Question details

The user wants to display all tracked changes in a single color across all authors and enforce this unified view for other collaborators.

How to Show Word Tracked Changes from All Authors in One Color

Product: Microsoft Word
Device & OS: not provided
Scenario: Collaborating on a document with multiple authors and trying to unify the color of tracked changes for a cleaner reading experience.
Observed behavior: Tracked changes appear in different colors for different authors, and local display settings only apply to the individual user's screen rather than the document itself.

Before you start

Since modifying document properties to anonymize author names cannot be reversed, it is highly recommended to save a separate backup copy of your document before proceeding.

Solution 1Recommended

Anonymize Authors to Force a Single Color (Document Inspector)

Use this method to change all authors to a generic name, which forces all tracked changes to display in a single color for everyone.

Tracked changes display settings are specific to each individual's device. You cannot force other collaborators to view changes in a specific color using display settings.

However, you can remove personal information from the file. This strips all author names and makes all changes appear from a generic 'Author', resulting in one unified color for anyone who opens the document.

Open Document Info

Open your document in the Word desktop application. Navigate to the 'File' tab and select 'Info' from the left-hand menu.

Run Document Inspector

Click on 'Check for Issues' and select 'Inspect Document' from the dropdown list.

Remove Personal Information

Ensure the box for 'Document Properties and Personal Information' is checked, then click 'Inspect'. Once the inspection is complete, click 'Remove All' next to the personal information results.

Save and Reopen

Save the document, close it, and reopen it. All comments and edits will now be attributed to 'Author' in one uniform color.

Anonymize Authors to Force a Single Color (Document Inspector)

Irreversible Action: Removing personal information cannot be undone once the document is saved and closed. You will no longer be able to identify who made specific changes.

Solution 2

Change Local Track Changes Options (Your View Only)

Adjust your own application settings to show all insertions and deletions in one chosen color, without affecting other collaborators.

Efficient Document Collaboration

Manage Tracked Changes with WPS Writer

WPS Office Writer offers robust tracking and collaboration features. You can easily view, manage, and customize tracked changes from multiple authors for a streamlined editing experience without altering the original file data.

1. Open your document: Launch WPS Office and open your .docx document in WPS Writer.
2. Navigate to the Review tab: Click on the 'Review' tab at the top of the screen to access collaboration tools.
3. Access Track Changes: Click 'Track Changes' to enable tracking, or click the dropdown arrow to configure detailed tracking options.
4. Customize Display Settings: Use the 'Track Changes Options' menu to customize how markups, balloons, and colors appear on your screen.

Fully compatible with Microsoft Word .docx formatsAdvanced track changes and commenting featuresLightweight and free to useFamiliar user interface requires no learning curve

microsoft office alternative - wps office

Frequently Asked Questions

Can I set a specific color for a specific author?

No, Word automatically assigns colors to different authors. You cannot manually choose which color is assigned to a specific person.

Why do my tracked changes look different on my colleague's screen?

Tracked changes colors are determined by individual application settings. Your colleague might have their view set to 'By Author' or configured to a specific unified color on their device.

How do I restore author names after removing personal information?

Once personal information is removed and the document is saved and closed, the action cannot be reversed. This is why you should always create a backup copy before inspecting the document.

Document & File Issues