Document Editing Problems

How to Track Word Document Changes and Identify Each Editor

Bushra Parveen Oct 9, 2026 870 views

Question details

The user needs a method to record all text additions and deletions in a Word document and reliably identify the specific Active Directory user responsible for each change.

How to Track Word Document Changes and Identify Each Editor

Product: Word
Device & OS: not provided
Scenario: Collaborating on a shared document with multiple users where strict version control and accountability for edits are required.
Observed behavior: The document owner needs to enforce change tracking so it cannot be disabled without authorization, ensuring every editor's modifications are logged with their name.

Before you start

Ensure that all collaborating users are signed in to their respective identifiable Microsoft or Active Directory accounts so their correct names are tied to the edits they make.

Solution 1Recommended

Enable and Lock Track Changes with a Password

Use the Lock Tracking feature to enforce change tracking. This ensures all edits are recorded and prevents unauthorized users from turning the feature off.

By locking the Track Changes feature with a password, you guarantee that every addition, deletion, and formatting adjustment is attributed to the user who made it. Users will not be able to accept or reject changes until the document is unlocked.

Turn on Track Changes

Open your document in Word, navigate to the 'Review' tab on the top ribbon, click on 'Track Changes', and select 'For Everyone' (if prompted).

Lock the tracking feature

Click the drop-down arrow directly under or next to 'Track Changes' and select 'Lock Tracking' from the menu.

Set a secure password

In the prompt that appears, enter a secure password and confirm it. Click 'OK'. Tracking is now enforced and cannot be disabled without this password.

Review the recorded edits

To inspect the tracked additions, deletions, and editor names, stay on the 'Review' tab and click 'Reviewing Pane'. This opens a sidebar detailing every modification and the responsible user.

Enable and Lock Track Changes with a Password

Account Identification: Word automatically pulls the editor's name from their signed-in Active Directory or Microsoft account, ensuring precise identification for every recorded change.

Track Document Changes Seamlessly with WPS Writer

WPS Office offers a robust Writer application that fully supports tracking changes, identifying different editors, and maintaining document security. It is lightweight, intuitive, and highly compatible with Microsoft Word formats.

1. Open your document: Launch WPS Writer and open the document you wish to collaborate on.
2. Navigate to the Review tab: Click on the 'Review' tab located on the top ribbon.
3. Enable Track Changes: Click the 'Track Changes' button to start recording all modifications made by any user.
4. View reviewer details: Click on 'Reviewing Pane' to open a detailed summary of all edits, including exactly who made each change and when.

Easily track text additions, deletions, and formatting changes in real-time.Identify different editors instantly with distinct markup colors and assigned user names.Fully compatible with Microsoft Word (.docx) track changes and commenting systems.Completely free and lightweight suite for effective document collaboration.

microsoft office alternative - wps office

Frequently Asked Questions

How can I change the reviewer name that appears on my tracked changes?

Go to File > Options > General. Under the 'Personalize your copy of Microsoft Office' section, update the 'User name' and 'Initials' fields, then check the box for 'Always use these values regardless of sign in to Office'.

Why are all tracked changes showing up as 'Author' instead of the real names?

This usually occurs if privacy settings are configured to remove personal information upon saving. Go to File > Options > Trust Center > Trust Center Settings > Privacy Options, and uncheck 'Remove personal information from file properties on save'.

How do I filter tracked changes to view edits made by a specific person?

Navigate to the 'Review' tab, click 'Show Markup', select 'Specific People', and check or uncheck the names of the reviewers whose edits you want to display or hide.

Can editors bypass the Lock Tracking password by copying the text?

While they cannot turn off Track Changes in the locked document without the password, a user could technically copy the text and paste it into a new, untracked document. However, doing so will lose the original document's version history and existing tracking metadata.

Document & File Issues