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: Protecting Tracked Changes.
by Allen Wyatt
(last updated October 23, 2015)
Vikas has a document on which many people in his office work. The original author of the document turns on Track Changes, and then sends the document to others. Unfortunately, it is possible for other people to turn off Track Changes or to accept/reject changes done by others who previously worked on the document. Vikas wonders if there is a way that Track Changes can be locked so that only the original author can turn it off and a way that only the original author can accept/reject changes.
Theoretically, there is a way. What you need to do is to protect the document so that only tracked changes can be made by other editors. Here's how to do it:
Figure 1. The Start Enforcing Protection dialog box.
With this protection in place, people can view and edit your document with the changes being shown as regular Track Changes edits. Further, nobody can accept or reject changes without knowing the original password used to protect the document.
There is, of course, a big caveat to all of this, and it bears repeating any time people start to talk about protection. In Word, document protection will only provide protection for those who decide to "play nice." There are ways around the protection—the most notable of which is that an editor can simply copy all of the text from the edited document into a new document and start passing around that new document as if it were the original document. There is, unfortunately, no way around such behavior with Word documents.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11674) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Protecting Tracked Changes.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!
Tired of wading through a bunch of formatting changes when you have Track Changes turned on? Here's how to accept all ...Discover More
When changes are made in a document with Track Changes turned on, each author's changes are normally shown in a different ...Discover More
Track Changes is a great tool when editing a document, but the ways that it affects your document can sometimes be ...Discover More
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
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.