Accepting Only Formatting Changes

by Allen Wyatt
(last updated May 9, 2015)

4

Roger edits documents revised by others who use Track Changes. But Roger doesn't care about any of their formatting changes. He wonders if there is a way to accept all formatting changes while leaving the status of all their other edits unchanged.

Accepting only the formatting changes (and leaving all the other changes still waiting your decision) can be done in Word, but the steps required aren't immediately apparent. Here's what you need to do:

  1. Display the Review tab of the ribbon.
  2. In the Tracking group, click on the Show Markup drop-down list. Word displays a list of categories of changes that it can show.
  3. Uncheck anything you want to preserve. In Roger's case, he should make sure that everything except Formatting is unchecked. (That's because Roger only wants to affect the formatting changes and leave everything else alone.)
  4. Click the down-arrow under the Accept tool, in the Changes group. Word displays some choices you can make.
  5. Choose Accept All Changes Shown. All of the formatting changes are accepted.
  6. Again click the Show Markup drop-down list.
  7. Put check marks next to any changes you want displayed on the screen.
  8. Process the changes as you normally would.

The key to making this work is in step 5. What you are doing in steps 2 and 3 is making sure that you only display what you want to affect, and then in step 5 you are choosing to accept only what is displayed. When you click the Accept tool, you'll also see the familiar Accept All Changes option, but you should NOT choose it. If you do, then all the changes in the document—whether they are displayed or not—will be accepted.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9975) applies to Microsoft Word 2007, 2010, and 2013.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is two more than 4?

2016-02-08 09:41:37

Steven J. Van Steenhuyse

I like to have comments shown in balloons and insertions/deletions shown inline. The Track Changes Options dialog lets me show only comments/formattion balloons, but I only want to see the comments. Using this tip, I can make all of the formatting change balloons disappear, leaving only the comments After accepting only the changes shown, I save and close the document. Later, when I reopen it, the same tracked formatting changes are shown as balloons! Apparently, this tip only works for the current editing session. Is there any way to make it permanent?


2015-11-08 11:53:05

Marguerite

You are so good, and so helpful. This made a huge difference for me. Thanks a ton!


2015-05-11 08:38:38

Jennifer Thomas

Ken, that is a great comment re revision types and an awesome macro -- thanks so much for sharing!


2015-05-09 08:48:21

Ken Endacott


In the Show Markup drop down menu there are 5 types of markups listed however, there are 18 revision types (Track changes are referred to as Revisions). A markup type may represent several revision types, for example Formatting markup includes the revision types ParagraphProperty, Property, SectionProperty, Style, StyleDefinition and TableProperty.
You may want to be more selective in what formatting is accepted in which case a macro must be used. As an example, the following macro will accept just the revision types Style and StyleDefinition.

Sub AcceptSpecifiedRevisions()
Dim k As Long
Dim Rv As Revision
Dim stry As Range
Dim aShape As Shape
Dim oTxtFrame As TextFrame
For Each stry In ActiveDocument.StoryRanges
For Each Rv In stry.Revisions
k = Rv.Type
Select Case k
Case wdRevisionStyle, wdRevisionStyleDefinition
Rv.Accept
End Select
Next Rv
For Each aShape In stry.ShapeRange
Set oTxtFrame = aShape.TextFrame
If Not oTxtFrame Is Nothing Then
If oTxtFrame.HasText Then
For Each Rv In oTxtFrame.TextRange.Revisions
k = Rv.Type
Select Case k
Case wdRevisionStyle, wdRevisionStyleDefinition
Rv.Accept
End Select
Next Rv
End If
End If
Next aShape
Next stry
End Sub


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