Office Settings & Configuration

Why Are Insertions and Deletions Grayed Out in Word Compare?

Nimra Malik Oct 9, 2026 869 views

Question details

The user wants to know why the Insertions and deletions option is selected but appears grayed out in the Compare Documents dialog box, preventing them from toggling it.

Product: Microsoft Word
Device & OS: not provided
Scenario: Comparing two versions of a document to track modifications.
Observed behavior: The Insertions and deletions checkbox is permanently enabled and grayed out, meaning the user cannot disable this specific comparison criteria.

Before you start

Ensure you have both the original and the revised versions of your document saved and easily accessible before initiating the comparison.

Solution 1Recommended

Understand Word's Minimum Comparison Requirements

This is expected behavior and by design. Word requires insertions and deletions to be tracked as the fundamental baseline for comparing any two documents.

When you use the Compare Documents feature, the system's primary function is to identify what text was added or removed between the two files. Therefore, 'Insertions and deletions' represents the minimum required category for the tool to function.

Microsoft Word permanently selects this option and grays it out to prevent users from accidentally disabling it. If this option were disabled, the compare tool would not be able to perform its core function. You can still customize other optional comparison settings.

Open the Compare Tool

Navigate to the 'Review' tab on the Word ribbon and click on 'Compare', then select 'Compare...' from the dropdown menu.

Access the Comparison Settings

In the Compare Documents dialog box, click on the 'More' button in the bottom left corner to expand all available comparison settings.

Adjust Optional Settings

While 'Insertions and deletions' is locked, you can freely check or uncheck other comparison options such as 'Comments', 'Formatting', 'Case changes', and 'White space' depending on how strict you want the comparison to be.

Understand Word's Minimum Comparison Requirements

Expected Behavior: There is nothing wrong with your software. No troubleshooting or repair is needed, as this is the intended design of Microsoft Word.

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1. Open WPS Writer: Launch WPS Office and open a new or existing document in the WPS Writer application.
2. Access the Compare Feature: Navigate to the 'Review' tab on the top ribbon and click on the 'Compare' button.
3. Select Documents and Compare: Choose your original document and your revised document in the dialog box, adjust your comparison settings, and click 'OK' to instantly view the differences.

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Frequently Asked Questions

Can I compare documents without showing insertions and deletions?

No. Because the core function of comparing two documents is to identify what text was added or removed, the software strictly requires insertions and deletions to be tracked. It cannot be disabled.

Why are other comparison options like 'Formatting' not grayed out?

Options like formatting, white space, or case changes are considered optional metrics. Word allows you to toggle these on or off depending on whether you care about styling differences or just raw text changes.

How do I accept or reject the changes found during the comparison?

Once the document comparison is complete, a new document is generated with all differences shown as Tracked Changes. You can go to the 'Review' tab and use the 'Accept' or 'Reject' buttons to manage each individual change.

Does WPS Office have a document compare feature?

Yes, WPS Writer includes a robust Compare feature under the Review tab. It works similarly to Microsoft Word, allows for detailed change tracking, and fully supports .docx files.

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