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Accepting All Formatting Changes

Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Accepting All Formatting Changes.

Graciela has a huge document with many changes that were made with Track Changes turned on. Some of these changes are formatting changes and some of them are of other types, such as textual edits. Graciela would like to accept all the formatting changes but not the other types of changes. She is curious of there is an "accept all" command that will accept only the formatting changes.

It is relatively easy to accomplish this task. Just follow these steps:

  1. Make sure the Review tab of the ribbon is displayed.
  2. Click the Show Markup tool (in the Tracking group). Word displays some options that control what changes are shown.
  3. Clear all the checkmarks, except the Formatting checkmark. (You will need to repeat step 2 for each checkmark you need to remove.)
  4. Click the down-arrow under the Accept tool (in the Changes group). Word displays some different ways you can accept changes.
  5. Choose Accept All Changes Shown. All the formatting changes (which is all that are shown) are accepted. (Don't select Accept All Changes in Document; that would accept all the changes whether they are shown or not.)
  6. Use the Show Markup tool to select which changes you want Word to show.

If you find yourself getting rid of the formatting changes quite a bit, you can instruct Word to not track formatting changes at all. Follow these steps:

  1. Make sure the Review tab of the ribbon is displayed.
  2. Click the down-arrow under the Track Changes tool (in the Tracking group) and then click Change Tracking Options. Word displays the Track Changes Options dialog box. (See Figure 1.)
  3. Figure 1. The Track Changes Options dialog box.

  4. Clear the Track Formatting check box.
  5. Click OK.

Now Word won't track any of the formatting changes you make in the document. If you find that the setting is not persistent from one Word session to another, you can create a small macro to run whenever a document is opened. Simply add this single line to the macro:

ActiveDocument.TrackFormatting = False

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8834) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Accepting All Formatting Changes.

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Add a Professional Finishing Touch! Word includes great tools that allow you to add professional-grade finishing touches to your documents. You can add indexes, tables of contents, and other special tables by using the detailed information available in this volume. Check out WordTips: Indexes and Special Tables today!

 

Comments for this tip:

Hilary    06 Jan 2014, 21:37
Fantastic tip! It has saved heaps of my time and effort to accept a number of formatting changes one by one! Thanks very much Allen! Keep on your brilliant work!
dannicker    04 Nov 2013, 14:36
Thank you!
Daphne    19 Sep 2013, 12:57
Good Stuff!! This helped me tremendously! --Thanks
MNN    26 Jun 2013, 03:09
This is a very useful tip. I was worried about all those right clicks for accepting formatting changes. I am glad I had the sense to search for a way to do it and found this. Thanks a lot!
Gavin    18 Jun 2013, 08:42
I realise I could have come looking for this ti a long time ago, but now I did - and it makes me SO happy! I can't tell you how many thousands of "right-click... Accept format change" actions you've saved me
abhilash    10 Sep 2012, 02:54
i was trying to convert a gif file into word but its not accepting all letters
for ex. in place of V it is showing ''
can u plz suggest how to correct this problem

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