Why Word Track Changes Reviewer Colors Switch and How to Fix It
Question details
Reviewer colors in a shared document with Track Changes unexpectedly switch or change, even though the settings and reviewer names were not modified.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Collaborating on a shared document with Track Changes enabled across multiple devices or web sessions.
- Observed behavior
- The assigned colors for different reviewers randomly change or switch places when the document is reopened or viewed simultaneously in another session.
Ensure you have saved your current document progress and note down the names of the reviewers whose colors have switched to verify if the changes are session-related.
Consolidate Active Word Sessions
Reviewer colors are assigned dynamically per session. Closing the document in other locations often resolves the color switching issue.
In Microsoft Word, Track Changes colors are not permanently tied to a specific user profile. Instead, they are dynamically assigned based on the order in which reviewers open the document during a specific session.
If a document is open in multiple locations simultaneously (such as Word for the Web and the local desktop application), or on different computers, Word may assign different colors to the same reviewer.
Verify if the document is currently open in your browser via OneDrive or SharePoint.
Close the document on all secondary devices, browser tabs, and co-authoring sessions.
Close the local Word application completely, then reopen the document in a single session to see if the colors reset to their normal state.
Report the Issue via Word Feedback
If the color switching persists even in a single session, report the bug directly to the Microsoft Office development team.
Manage Track Changes Seamlessly with WPS Writer
WPS Writer offers a highly compatible and stable environment for collaborating on documents. You can easily track changes, manage reviewer markups, and maintain consistent formatting without unexpected color shifts.
- 1. Download and install: Download and install WPS Office Free from the official website, then launch the WPS Writer application.
- 2. Open your document: Open your shared Word document. WPS Writer will perfectly preserve your existing track changes and formatting.
- 3. Navigate to the Review tab: Click on the 'Review' tab on the top ribbon and select 'Track Changes' to manage your document edits.
- 4. Customize markup colors: Click the drop-down arrow under 'Track Changes' and select 'Track Changes Options' to customize how author colors and markups are displayed.
Frequently Asked Questions
Can I permanently assign a specific color to a reviewer in Word?
No, by default, Word assigns colors automatically and dynamically based on the session and the order reviewers open the document. While you can choose a specific color for all markups via Track Changes Options, permanently locking a distinct color to a specific person's profile is not a native feature.
Why did my Track Changes colors suddenly turn red for everyone?
This usually happens if the Track Changes Options were accidentally modified to display markups in a single fixed color (like Red) instead of 'By author'. You can revert this by going to Review > Tracking > Advanced Track Changes Options and changing the Color settings back to 'By author'.
Will my Track Changes be lost if I open the document in a different Office suite like WPS?
No, your Track Changes will not be lost. Alternative suites like WPS Office are highly compatible with Microsoft Word formats and will retain all tracked edits, comments, and reviewer histories flawlessly.
