To be a kind and gentle collaborator, activate Word 2016’s Tracking feature before you being making changes to someone else’s text: Click the Review tab, and in the Tracking group, click the Track Changes button, shown here.

Track Changes in Word uses color coordination to avoid confusion. Your comments will then appear on the right side of the document when. Ability to invite persons to edit the document with different restrictions. When an author is no longer editing the document, you will be notified within Word 2016. By the way, all the instructions and screenshots are taken in Word 2016. Understand the basics How to turn track changes on. The track changes feature can be found on the Review tab of the ribbon at the top of the screen. To enable track changes, simply click on the Track Changes icon. It will become grayed out when enabled.

From that point on, any changes made to the document are color-coded based on who is making the changes and what level of markup is displayed:

• For Simple Markup, a color-coded bar appears to the left of a paragraph, indicating that some change was made.

• For All Markup, new text appears in a specific color, depending on who made the changes. Added text appears with a color-coded underline and deleted text appears with color-coded strikethrough. These text highlights are called revision marks.

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• For No Markup, the changes are tracked but not displayed in the document. This is a great setting to choose for the least amount of distraction. (The revision marks can be seen by choosing All Markup instead of No Markup.)

Word continues to track changes and edits in your document until you turn off Track Changes. To do so, click the Track Changes button again.

Although the Track Changes button appears highlighted while the feature is active, a better way to check — and use — this feature is to activate the Track Settings option on the status bar. To set this option, right-click the status bar and choose Track Changes. As a bonus, you can click this item on the status bar to activate or deactivate revision marks in your document.

Have you ever wanted (or needed) to be an incognito editor, a covert reviewer, or a clandestine collaborator? If so, this post is for you—or for your secret identity—because it demonstrates how to change your user name for Track Changes in Microsoft Word.

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than fifty other videos about Microsoft Word and Adobe Acrobat on my YouTube channel.

The images below are from Word for Office 365, which is currently the same as Word 2019. The steps are the same in Word 2016, Word 2013, and Word 2010, however, your interface may look slightly different in those older versions of the software.

How to Change Your User Name for Track Changes in Word

Important Note: These steps must be completed before you use Track Changes because they don’t change the name associated with existing edits or comments. Word doesn’t have a straightforward way to change user names connected to existing edits or comments.

However, you can replace user names with the default label Author for all existing and future edits and comments, as shown in “How to Remove User Names from Existing Track Changes in Microsoft Word.”

1. Select the Review tab in the ribbon.

2. Select the dialog box launcher in the Tracking group.

3. Select the Change User Name button in the Track Changes Options dialog box.

4. Change the user name and/or the initials in the Word Options dialog box.

Pro Tip: You can also open the Word Options dialog box by selecting the File Tab followed by Options in the backstage view.

5. Check the box in front of “Always use these values regardless of sign in to Office” if you want to save these changes for future documents.

6. Select the OK button to save your changes.

Your updated user name should now appear when you add new comments and edits.

Further Reading: