To do this, from the Track Changes dropdown menu choose Change User Name and change the user name and initials in the Word Options dialog. When you do this the colors applied to any changes made from this time onwards will be colored according to the new user name.
When you accept a change, inserted text will be inserted into the document and deleted text will be permanently removed. A rejected change will be undone when you click it so deleted text will be undeleted and inserted text will be removed.
If you choose to reject changes involving moved text, and if the text has been subsequently altered, you'll need to choose which version of the text you want to use when undoing the move. The Tracked Moves Conflict Dialog lets you choose which text to reinstate in the document.
If you are unsure whether to Accept or Reject a change, you can click the Next button and proceed to the next change leaving the existing one to deal with later. Under the Accept and Reject buttons on the toolbar are the options for accepting and moving to the next change, accepting all changes in the document, rejecting and moving to the next change and rejecting all changes in the document.
» Avoid Embarrassing Problems
One thing to be aware of when you are working with tracking changes, particularly when you're viewing the Final version of the document, is saving the document with the changes stored in it. It's very easy to save and distribute a document with all your deletions and insertions stored in it, but that may not be something you want to do.
To avoid this, use the Inspect Document option before publishing or distributing a document where you have been working with tracked changes. This tool shows and can remove what is otherwise hidden in the document.
When you work with others collaboratively you'll find that the Track Changes option is useful for not only giving everyone the chance to make changes or suggestions to the document but also for managing those suggestions and changes. Even if you're working on a document by yourself, you can use Track Changes to record the changes you make as you edit it.
This article was first published on WinPlanet.