How to Use Track Changes in Password-Protected Word Documents
Question details
The user wants to allow reviewers to use the Track Changes feature in a Word document that is currently locked with a password and restrictive editing permissions.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Preparing a restricted document for peer review where editors need to be able to track their changes without having full unrestricted access to the document.
- Observed behavior
- Existing document editing restrictions (such as form field limits or read-only modes) prevent reviewers from activating or using Track Changes unless the protection mode is modified.
Ensure you have the current password for the document, as you will need to temporarily stop the existing protection to modify the editing restriction settings.
Change Editing Restrictions to Tracked Changes
Modify the document's built-in restriction settings to specifically allow tracked changes while keeping the rest of the document protected.
By default, if a document is protected for forms or marked as read-only, Track Changes will be grayed out. You must change the specific protection type before distributing the file to reviewers.
Open your document, go to the 'Review' tab, click 'Restrict Editing', and click the 'Stop Protection' button at the bottom of the pane. Enter the current password when prompted.
In the Restrict Editing pane, check the box under 'Editing restrictions' that says 'Allow only this type of editing in the document'. Click the dropdown menu directly below it and select 'Tracked changes'.
Click the 'Yes, Start Enforcing Protection' button. You will be prompted to enter and confirm a new password (or reuse the old one). Click 'OK'.
Save the document and send it to your reviewers. Any edits they make will now be automatically recorded as Tracked Changes, but they will not be able to accept or reject them without the password.
Use a VBA Macro to Toggle Protection Temporarily
Use a macro to programmatically unprotect the document, allow changes, and re-protect it, which is useful for automated workflows.
Easily Manage Track Changes and Protection in WPS Office
WPS Writer offers a highly intuitive 'Restrict Editing' feature that makes it simple to protect your documents while allowing reviewers to track changes. It perfectly supports Microsoft Word document formats.
- 1. Open the Document: Launch WPS Writer and open the document you wish to protect.
- 2. Access Restrict Editing: Navigate to the 'Review' tab on the top ribbon and click the 'Restrict Editing' button.
- 3. Set to Tracked Changes: In the right-hand panel, check 'Editing restrictions' and select 'Tracked changes' from the dropdown list.
- 4. Start Enforcing: Click 'Start Protection', enter your desired password, and confirm it to lock the document for reviewers.
Frequently Asked Questions
Why is the Track Changes button grayed out?
The Track Changes button is usually grayed out because the document is protected, marked as final, or opened in Read-Only mode. You must go to Review > Restrict Editing and stop the current protection using the correct password to re-enable it.
Can reviewers accept or reject changes in a protected document?
No. When a document is protected with the 'Tracked changes' restriction, reviewers can only add new tracked changes or comments. The ability to accept or reject changes is disabled until the document is unprotected using the password.
How do I remove the password protection completely?
Go to the Review tab, click Restrict Editing, and click 'Stop Protection' at the bottom of the pane. Enter the password, and uncheck the 'Editing restrictions' box. Finally, save the document to keep it unprotected.
Can I lock a document so Track Changes cannot be turned off?
Yes. By using the 'Restrict Editing' feature and selecting 'Tracked changes' as the only allowed editing type, you force all users to use Track Changes. They cannot disable the feature without knowing the password to stop the protection.
