How to Track Changes in Google Docs

Previously, we covered how to use the track changes and compare tools in Microsoft Word. In this blog post, we’ll take a look at how to track changes in Google Docs. 

As a freelancer, you may come across clients who use Google Docs to collaborate on content. Understanding how to use Google Docs’ editing tools will enable you to work efficiently with these clients.

What Is Track Changes in Google Docs?

Google Docs is an internet-based word processor that enables multiple users to read, edit, and review a document simultaneously. But this functionality, though convenient, can make following the edits difficult. The track changes tool helps with this problem.

Track changes is a built-in function that displays edits in a document according to who made them and when that person applied them. With track changes, you can either edit the document directly or suggest changes using Suggesting mode. You can:

• Suggest edits without making direct changes to the document
• View your client’s or other editors’ edits and suggestions remotely
• Restore previous versions of a document 

These capabilities make track changes a great tool for editors.

How to Track Changes in Google Docs

1. Open the Document You Want to Use

First, choose the document you want to use by typing its title in the search bar at the top of the Google Docs home page. Alternatively, create a new file by clicking the + symbol at the top left of the page.

2. Enable Suggesting Mode

Suggesting mode will allow you to suggest changes to a document rather than making direct edits. It’s also what will enable your changes to be trackable.

To turn on Suggesting mode, either select Suggesting from the drop-down menu at the top right of the document or highlight the text for which you’d like to make a suggestion and select the green pencil icon that appears. If your client accepts your suggestion, they will apply it to the document.

3. Share the Document

To collaborate with your client, you’ll need to make sure you’ve shared your document properly so that they can see and accept your edits.

To do this:

1. Select the blue Share button in the top right-hand corner.
2. Start typing a name into the search bar that appears and select the person (or people) with whom you want to share the document.
3. Alternatively, select Anyone with the link under General access. This will allow anyone who has the link to the document to view it.
4. Once you’ve selected this option, open the drop-down list to the right and select either Viewer, Commenter, or Editor to give the recipient the proper permission(s).

Your collaborators can now access the document and, depending on the permission(s) you’ve granted, will be able to comment on and make changes to it.

4. Check Version History

Checking the version history will enable you to see the changes contributors have made to your document. In Google Docs, you can view the version history in one of three ways:

1. Click on the File tab at the top left of the document. Then select Version history > See version history from the drop-down menu. 
2. Use the keyboard shortcut Ctrl + Alt + Shift + H.
3. Click the line next to the Help tab that reads Last edit was [X amount of time] ago.

Once you have opened the version history, you’ll see a list on the right side of the screen displaying time stamps and names. These refer to when each change was made and who made it. You’ll see all the changes highlighted in the color associated with the contributor. 

You can toggle through different edits by using the up and down arrows in the top right corner or by using the shortcuts Ctrl + Alt + J and Ctrl + Alt + K.

To help keep track of earlier drafts, you can rename them in the Version history window. In the right-hand panel, select the date of the version you want to rename and type the new name (e.g., Draft 1).

5. Restore an Earlier Version

If you would like to revert to an earlier draft of a document, you can select that version and click the blue Restore this version button at the top of the screen. However, keep in mind that doing so will remove all the changes to the more recent versions of the document.

Knowadays Courses

To learn more about the tools editors use, take a look at our Becoming A Proofreader and Becoming An Editor courses. You can buy both courses together and get 15% off or try them out for free.