How to use the “Track Changes” feature in Microsoft Word

In order to proofread your work, we use the “Track Changes” tool available in Microsoft Word. This way, you can choose to view all of the changes we have made to your work, and choose to accept or reject each change. This is good if you decide that there are some changes we have made that you decide you want to reject, and undo them.

We provide you with two versions of the complete document, the tracked changes version, which shows you all of the changes we have made, and the final version, which does not show you the changes we have made. An example of the track changes version of the document is shown below.

An example of the final version of the same document is now shown, as you can see, without any of the changes shown.

If you do not know how to view the changes using the Track Changes feature, please consult your supervisor or teacher to guide you. To view the changes we have made to your document, simply open the tracked changes file we have sent you. To view the final version of your document, simply open the final version of the document. We will post more detailed information on how to use the Track Changes feature in Microsoft Word in future posts.

Here is a scenario I see every semester.

A student sends their draft chapter to their supervisor at UM or UKM. They wait two weeks. Finally, the email comes back. They open the Word document, and… panic.

The page is bleeding red. Every line is crossed out. There are bubbles everywhere. It looks like a crime scene.

First: Take a deep breath.

This “Sea of Red” does not mean you are a bad writer. It does not mean you are failing. In fact, if your supervisor took the time to make that many edits, it means they care. The worst supervisor is the one who sends back a clean document with a “Good job” note (because they didn’t actually read it).

The “Simple Markup” Trick

If looking at the red lines gives you anxiety, Word has a feature just for you.

1. Go to the Review tab.
2. Change the view from “All Markup” to “Simple Markup.”

Suddenly, the red text disappears. You see the clean, final version of what the document would look like if you accepted the changes. Read through that first. It usually reads much better. Once you are calm, switch back to “All Markup” and go through the edits one by one.

The “Accept All” Trap

Never, ever click “Accept All Changes” blindly.

I know it’s tempting. You just want the red lines gone. But your supervisor is human. They make typos. They might accidentally delete a citation. Sometimes, they misunderstand your technical argument.

• You are the author. You have the right to Reject a change if it makes your science wrong.
• The Golden Rule: Go through every single change. Yes, it takes hours. But this is your thesis, not theirs.

Replying to Comments (The “Done” Strategy)

Your supervisor will likely leave comments in the margin asking questions like “What is your source for this?” or “Clarify this.”

• Don’t just delete the comment once you fix it.
• Do reply to the comment with “Done” or “Fixed.”

Why? Because when you send the file back, your supervisor wants to see that you addressed their concerns. If you delete the comments, they might forget they asked, or worse, think you ignored them. Keep the thread alive until they are satisfied.

Why Transparency in Editing Matters

I always make sure that my team provides both versions of your document because I want you to feel in control of your own writing. A proofreader’s job is to suggest improvements, but at the end of the day, it is your research and your voice. By using Track Changes, you can see every single comma we moved and every word we changed. This transparency is important because it helps you understand the mistakes you might be making often, so you can avoid them in the future.

Think of the “Tracked Changes” file as a learning tool. Instead of just getting a “clean” paper back, you get to see the logic behind the editing. This is especially helpful for students who are still learning the rules of academic English. You can go through the document one by one and decide if you agree with the change. If a specific correction changes the technical meaning of your science, you have the power to reject it.

Most of the time, our clients find the final version much easier to read, but the tracked version is what really helps you grow as a writer. If you ever feel overwhelmed by the number of red marks on the page, don’t worry—it just means we are being very thorough to make sure your work is as perfect as possible. At PM Proofreading, we believe that clear communication between the editor and the author is the best way to get your work ready for submission.

Aiming for a Q1 acceptance? Polish your manuscript with our Journal Manuscript Editing & Proofreading Services.