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MS WORD “Review - Track Changes" functionality - how to switch ON automatically

Anonymous
2022-05-21T06:17:56+00:00

Hi All

We continue using this feature when attaching documents to SharePoint lists, but we need to expand this possibility to ALL documents by default and perhaps for some scope of Users in frame of the exact tenant.

Below are what we’ve already found, our results and conclusions on “Review - Track Changes" functionality:

  • applies to each document individually
  • disabled by default when creating new documents in Microsoft 365 environment
  • there are NO global settings for this function (to be applicable to ANY new documents)
  • on the user's workstation, perhaps it’s possible to edit the global document (Word) template and then when creating new documents in Word App, we can track changes immediately
  • as a way (unlikely, haven't found solutions yet) - when loading a document into the library or attaching to SharePoint lists, to try applying a flow that modifies the Track changes option and the document will be stored here with ‘Track Changes’ = YES
  • as a way (but only like some kind of WARNING) - when loading a document into the library or attaching to SharePoint lists, to place a precise explanation (reminder) next to the button like “Please DON’T forget to SWITCH Track changes ON before saving this document”.

So, please advise that it’s feasible to expand “Review - Track changes" functionality to ALL documents by default and perhaps for some scope of Users in frame of the exact tenant.

Microsoft 365 and Office | Word | For business | Windows

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  1. Anonymous
    2022-05-21T08:30:59+00:00

    Hello Oleg,

    Tank you for posting to this community forum.

    Based on your description you are looking for a way to enable Track Changes for all users and documents by default.

    Because Track Changes is a document property, we can’t enable it by default for the existing documents. If you also want to ensure have it enabled for existing ones, you’d need a macro.

    Generally, all such properties could be setup using templates. So, you may create a new empty document, enable Track Changes, and save the result as template.

    You may ask the users to set this template as a default, but as these changes would require modifying Normal.dotm file, we would recommend you to follow the suggestions provided by MVPs in this thread: Set custom template as default for all users in Word - Microsoft Community

    Best Regards.

    Igor

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  1. Stefan Blom 338.6K Reputation points MVP Volunteer Moderator
    2022-05-21T10:05:05+00:00

    As Igor suggested, the best solution is to set up a specific template where Track Changes is enabled.

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  2. Stefan Blom 338.6K Reputation points MVP Volunteer Moderator
    2022-06-14T16:47:18+00:00

    Do not try to replace users' Normal templates. Think of Normal as a "scratch pad" for each user and leave it untouched.

    Instead, create a custom template (*.dotx) where Track Changes is enabled. You can distribute the custom template to users. For more, see https://wordmvp.com/FAQs/MacrosVBA/DistributeMacros.htm.

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  3. Anonymous
    2022-06-14T16:36:56+00:00

    Hi Igor,

    Thanks for your answer !

    Yes, it works for 1 workstation (edited Normal.dotm file). I hope it's not difficult to distribute such a template to needed machine by Group Policy due to this template is located in \Roaming folder of a user profile.

    About a macro - could you please give more information on this? How it works?

    And perhaps you know a way to switch 'Track Changes' ON for a web version of Word ?

    BR,

    Oleg K

    Hello Oleg,

     

    Tank you for posting to this community forum.

     

    Based on your description you are looking for a way to enable Track Changes for all users and documents by default.

     

    Because Track Changes is a document property, we can’t enable it by default for the existing documents. If you also want to ensure have it enabled for existing ones, you’d need a macro.

     

    Generally, all such properties could be setup using templates. So, you may create a new empty document, enable Track Changes, and save the result as template.

    You may ask the users to set this template as a default, but as these changes would require modifying Normal.dotm file, we would recommend you to follow the suggestions provided by MVPs in this thread: Set custom template as default for all users in Word - Microsoft Community

     

    Best Regards.

    Igor

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