Extract Tracked Changes to New Document

You may wish to get en overview of tracked changes (revisions) in a document. You can print the changes by selecting List of Markup in the Print What field in the Print dialog box. However, you may want the overview in electronic form.

Here you will find both a macro, and introduction to an advanced Word add-in and a free Word add-in that let you extract the tracked changes to a new document. Note that only insertions and deletions will be included whereas other types of changes (formatting changes etc.) will be skipped. Also note that the macro and the free add-in will only include insertions and deletions found in the main body of the document whereas the advanced add-in will also include insertions and deletions found in headers, footers, footnotes and endnotes.

Instead of installing the macro available via this page you may be interested in one of the ready-to-use add-ins, DocTools ExtractChanges Pro or DocTools ExtractData. Below, you can read about both the add-ins and the macro.

Word add-ins ready for use

DocTools ExtractChanges Pro – advanced add-in for Word

DocTools ExtractChanges Pro is an advanced Word add-in that lets you extract insertions, deletions and comments in full context and including headings and subheadings.

The add-in works with Microsoft Word 2007, 2010, 2013, 2016 on PC.

The add-in lets you quickly and easily extract data to a new document. The data, incl. additional metadata, will be listed in a table for easy overview.

DocTools ExtractChanges Pro is the perfect, time-saving tool for anyone who is editing large contracts and similar documents.

The add-in does not only extract tracked changes. The following applies to DocTools ExtractChanges Pro but not to the free add-in and the macro:

  • Insertions, deletions and comments are shown in full context in the extract document
  • The add-in extracts insertions and deletions both form the main body of the document and from headers, footers, footnotes and endnotes
  • Headings and subheadings are detected and extracted with the changes – even in poorly formatted Word documents (e.g. converted from PDF to Word)
  • You can customize several options in relation to the extract and the resulting document

You can access the functionality of the add-in from a custom tab in the Ribbon.

How to get the DocTools ExtractChanges Pro add-in

This advanced add-in is not free but the return on investment is almost immediate. Save hours of work already on the first use.

Click the button below to learn more about DocTools ExtractChanges Pro or to buy the add-in.

You can try DocTools ExtractChanges Pro risk-free for 15 days.

Macro solution

Read below if you want to use the macro instead of one of the add-ins.

About the tracked changes document that is created

The document with the extracted tracked changes will include a header with the following information:

  • Full name of the document from which the changes were extracted
  • Name of the document creator
  • Creation date

The tracked changed and metadata will be filled into a 6-column table. For each tracked change, the table will show:

  • Page number
  • Line number
  • The type of change
  • The text that was inserted or deleted
  • stopName of the author who made the change
  • stopThe date the change was made

See the illustrations below.

Figure 1. Example of a document with changes made by different authors. In this example, the insertions and deletions are shown with underline/strikethrough. However, when running the macro, it does not matter how or whether tracked changes are shown.

The tracked changes from the example above have been extracted to a new document

Figure 2. The tracked changes from the example in Figure 1 have been extracted to a new document. If a footnote or endnote reference has been inserted or deleted, the text “[footnote reference]” or “[endnote reference]” will be shown where such reference was found. In order to make it easy to distinguish between deletions and insertions, inserted text will be applied black font color whereas deleted text will be applied red font color.

Note that you may need to change the table layout. Among other factors, the result will depend on your default table settings.

How to get the macro

Click the link below to open a window with the macro code:

Alternative method – print tracked changes to PDF

You can create a PDF file that contains the tracked changes. The layout and contents of the PDF file will correspond to the version you can print on paper by selecting “List of Markup” in the “Print What” field in the Print dialog box. In order to print to PDF instead of paper, you need to select the installed PDF printer (e.g. “Adobe PDF”) in the Print dialog box.

Note that the exact look of the printed tracked changes depends on your currently selected options for tracked changes.

Related information

For a macro that can extract all comments from the active document, see Extract Comments to New Document.

For a macro that can extract ACRONYMS from the active document, see Extract ACRONYMS to New Document.

You may also be interested in MVP Shauna Kelly’s article How does Track Changes in Microsoft Word work?.