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)

2

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. ...

MORE FROM ALLEN

Displaying a PivotTable's Name in the PivotTable

When you create a PivotTable, it can have a name. You may want this name to appear within the PivotTable itself. There is no ...

Discover More

Great Gray Tones from a Black and White Printer

Your laser printer probably does a great job in putting black type on the paper. If you want to print gray tones, the results ...

Discover More

Understanding Grayscale Images

Word allows you to easily add images to your documents. For documents intended for monochrome printers, grayscale images are ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (ribbon)

Showing Only Added Text with Track Changes

Do you want to change how Track Changes displays the markup in your document? Here's how you can completely hide deleted text ...

Discover More

Accepting Only Formatting Changes

When you use Track Changes in a document, Word marks everything that changes. (Makes sense, huh?) If an editor makes a lot of ...

Discover More

Protecting Tracked Changes

Track Changes is a great tool for editors and collaborators to use when creating documents. An author, seeking changes from ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

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 seven less than 7?

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!


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.