Managing Track Changes in Microsoft Word|Section 508 for Word

Welcome to another post in our series on enhancing Word accessibility to ensure Section 508 compliance. Today, we explore how to manage Track Changes effectively. This feature, while incredibly useful for document collaboration and editing, needs special attention to ensure Word accessibility.

Video Guide

Understanding Track Changes in Word

Track Changes is a powerful tool in Word that allows multiple users to make edits and suggestions to a document. These changes are then visible to all users, making reviewing and accepting or rejecting modifications easier. However, to ensure Section 508 compliance, it’s crucial to manage these changes properly.

Select the Review Ribbon

The first step in managing Track Changes is to select the ‘Review’ ribbon in Word. This ribbon contains all the tools you need to handle document revisions effectively.

Ensure Track Changes is Off

To ensure that your document is Section 508 compliant, you must ensure that Track Changes is not turned on. When Track Changes is active, you’ll notice edits and comments appearing on your document. For instance, if you delete a line, the change will be highlighted. However, when it’s turned off, these edits will not be visible.

Accept or Reject Changes

If there are any tracked changes in your document, it’s essential to review and either accept or reject them. Unresolved changes can create confusion for screen readers and individuals with visual impairments. Therefore, cleaning up these changes is a crucial step in making your document accessible.

Verify the Status of Track Changes

You can easily determine whether Track Changes is on or off by looking at the Track Changes button in the Review ribbon. If this button is highlighted, Track Changes is active. To ensure clarity and accessibility, make sure this feature is turned off after all changes have been reviewed and addressed.

Importance of a Clean Document

A clean document, free of unresolved track changes, is not only essential for Section 508 compliance but also for overall readability and professionalism. Documents cluttered with suggested edits and comments can be challenging to navigate, particularly for users relying on assistive technologies.

Download the Free Section 508 Checklist for Microsoft Word:

---

Additional Tips for Managing Track Changes

1. Regularly Review Changes: Make it a habit to regularly check and address tracked changes during the editing process.
2. Use Comments Wisely: Comments can be helpful but use them sparingly and ensure they are clear and relevant.
3. Final Check: Before finalizing your document, do a thorough check to ensure no tracked changes or comments are left unresolved.

I can be your accessibility expert. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!