What to expect from tracked-changes editing

How a tracked-changes edit is made, how to read the margin comments and how to decide which changes to keep.

When you open your edited document, you may see coloured marks, struck-through words and comments down the margin. That can feel like a lot at first. This guide explains what you are looking at and how to work through it without losing your own voice.

What tracked changes are

Tracked changes is a feature in Microsoft Word that records each edit as a separate mark. Insertions usually appear underlined and deletions appear struck through, and each editor often has a colour of their own. Nothing changes in the text until you accept it, so you can review every edit before you decide.

What you receive

We send two files. The tracked-changes version shows every edit and comment, so you can see what changed and why. The clean version has all changes accepted, so you can read the text as it will look in its final form. Use the tracked version to learn and decide, and use the clean version to check the flow and the layout.

How to read the comments

Comments explain an edit or ask you a question. Some suggest a different phrase. Others flag a point that only you can decide, such as a claim that needs a reference, or a term that appears in two different senses. Reply to each comment in its thread, even if your answer is “no change”. That gives you a record of your decisions.

Decide change by change

Before you start, save a copy of your own draft. That way you can always compare your original wording with our suggestion. Work through the document from start to finish, rather than clicking accept all. Accept the changes that improve clarity or correct errors. Reject any change that alters your meaning or your technical terms. Where you are unsure, keep your original wording and say why in a reply. Do not accept everything without reading it, and do not reject everything out of habit.

Common questions

• Why are there so many marks? Early drafts often need many small changes to articles, punctuation and word order. The number of marks does not show how much your work needed help.
• Can I make my own changes to the tracked version? Yes. Keep tracking switched on while you work, so your edits show as new changes that your supervisor can also see.
• What if I disagree with an edit? Say so in a comment. You are the author, so the final decision is yours.

Takeaways

• Expect two files: a tracked version and a clean version
• Read every comment and reply to it
• Accept changes that improve clarity, and reject changes that alter your meaning
• Keep tracking on when you make your own edits
• Use the clean copy to check the final layout

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