How to Copy & Paste Marked Up Text & Preserve Changes in Word

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When preparing a document for review by multiple users, it can be useful to allow reviewers to see the various changes made to the document as well as to view comments posted by earlier reviewers. Microsoft Word provides functions to track changes and enter comments into the document. To reuse a part of the document for a new purpose while still preserving the editing, you can copy and paste the excerpt, including its changes and comments, into a new document.

  • Open the document you wish to copy. Verify that all changes and comments are visible by selecting the "Review" tab and clicking "Show Markup" in the "Tracking" section. Verify that all the boxes have a check mark on the left side. Click "Reviewers" and verify that there is a check mark next to "All Reviewers."

  • Select the "Review" tab and view the "Track Changes" button in the "Tracking" section. The function is turned off when the button has the standard blue background and is turned on when the background is an orange color. Click the upper half of the "Track Changes" button once to turn off the function if necessary.

  • Highlight the section of text you wish to copy by clicking the left mouse button over the beginning of the text section. Hold down the left mouse button and move the mouse until the entire section you want to copy has been highlighted. Release the mouse button. Right-click and choose "Copy" from the menu.

  • Open a new document. Select the "Review" tab and view the "Track Changes" button in the "Tracking" section. The function is turned off when the button has the standard blue background and is turned on when the background is an orange color. Click the upper half of the "Track Changes" button once to turn off the function if necessary in the new document.

  • Go to the point in the new document where you want to copy the edited text. Position the mouse at the desired location, right-click and choose "Paste" from the menu. Your edited text with changes will be inserted at the point you selected. To continue making changes to the copied text and tracking the changes, click on the "Review" tab and click the upper half of the "Track Changes" button in the "Tracking" section to turn on the function.

Tips & Warnings

  • If you copy text with edited changes from a document with the "Track Changes" function turned on into a document where the "Track Changes" function is turned off, the changes will be accepted as modifications to the document and will no longer appear as changes.

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