Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. 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: Pasting Text with Track Changes.

Pasting Text with Track Changes

by Allen Wyatt
(last updated November 11, 2017)

8

One of the Word features commonly used by editors is the Track Changes feature. You may have need, from time to time, to copy text from one document to another and retain the change marks in the text being copied. For instance, if the text in the source document has some words struck through and some others highlighted as inserts, you may want the text to appear the same way in the target document.

Getting the desired results is not a matter of simply cutting and pasting. Here are the explicit steps you should follow to get the desired results:

  1. In the source document, select the text you want to copy.
  2. Make sure that Track Changes is turned off in the source document. (If you don't do this, Word assumes you want to copy the text as if all the changes in the selection were accepted.)
  3. Press Ctrl+C to copy the text to the Clipboard, or Ctrl+X to cut the text.
  4. In the target document, place the insertion point where you want the text inserted.
  5. Make sure that Track Changes is turned off in the target document.
  6. Press Ctrl+V to paste the text from the Clipboard.

Another handy way to copy the text is to use the spike. Word users are so familiar with using the Clipboard to cut, copy, and paste information that we often forget about the spike. This is an area of Word that acts like a secondary Clipboard, with some significant differences. (You can learn more about the spike in other issues of WordTips or in Word's online Help.) To use the spike to copy and paste text with Track Changes markings intact, follow these steps:

  1. In the source document, select the text you want to copy.
  2. Press Ctrl+F3. The text is cut from the document and placed on the spike. (If you wanted to copy, not cut, then immediately press Ctrl+Z to undo the cut. The selected text still remains on the spike.)
  3. In the target document, place the insertion point where you want the text inserted.
  4. Make sure that Track Changes is turned off in the target document.
  5. Press Shift+Ctrl+F3 to clear the spike and insert the spike's text into your document.

That's it!

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11254) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Pasting Text with Track Changes.

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

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What is 3 + 8?

2018-08-07 14:16:28

Tammy

Thank you. Love your site!
I agree with Andrew, the real trick is to copy redlined text from a Word document into an Outlook email. Unfortunately for me, Andrew's macro solution is above my skill level. Any advice on that problem for those of us not as smart as Andrew?


2018-07-20 05:30:47

SRC

Very useful, thanks!


2018-06-27 05:39:02

Maria

Thank you. You give the best advice! You've helped me out of many jams.


2018-03-19 09:46:16

Andrew

I do this all the time. The real trick, though, is to show the "track changed" text in an email. For this I use a macro to copy the selected text to a scratch document using the method of this tip, I convert the track changes text to manual formatting, and copy the whole thing into the clipboard. Very useful. Here's a macro with guts of the conversion:

<code>
Sub ConvertTrackedChangesToFormattedTextInRange(rng As Range)
' Based on macro by Doug Robbins - Word MVP
' downloaded from http://www.pcreview.co.uk/forums/converting-track-changes-marking-new-document-content-t3827219.html
' A first limitation is that this only works for simple text structures (not moves, etc.)
' A second limitation is that the formatting of the output is fixed as blue double underline
' for insertions and red strikethrough for deletions.

Dim arev As Revision

For Each arev In rng.Revisions
If arev.Type = wdRevisionDelete Then
With arev.Range.Font
.StrikeThrough = True
.Color = wdColorRed
End With
arev.Reject
ElseIf arev.Type = wdRevisionInsert Then
With arev.Range.Font
.Underline = wdUnderlineSingle
.Color = wdColorBlue
End With
arev.Accept
End If
Next arev
End Sub
</code>


2018-03-18 03:17:07

Kimchu

Oh jeez, this saved my life. I've been using Word since college and never had issues until the Beast That Is 365...ugh. That Microsoft would decide to make this random change of accepting edits by default when copying is definitely a bug...not a feature. Dang machines are supposed to do what I tell them, not what they think I want to do!!


2018-02-07 04:55:05

Sudip

Tried both ways, none worked. I am on Word 2010.
Tried a few times without success. I am sure I followed the steps correctly.


2017-12-12 13:09:58

Taylor

Works great, some people may need to use the Fn key as well depending on their keyboard I guess.


2017-12-10 21:38:24

Janis

This has been extremely helpful! With many organizations already shifting to G Suites, this tip in word doc saved me!


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