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How can you track document changes made by team members?

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If you work in an office, you probably need to collaborate and share documents with your team members. However, keeping track of who made what changes and when can be challenging, especially if you use different formats and tools. In this article, you will learn how to track document changes made by team members using some common methods and best practices.

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Nitesh Singh

Senior Technical Lead - Experience in Azure, SharePoint SPFX, .NET, and React Full Stack Development, Driving…
Adrienne Smith

Human Resources Coordinator @ United States Sports Academy | Recruiting, Onboarding, Mentoring
Terence Rabe

Microsoft 365 Adoption & Change Manager at Transparity

1 Use Track Changes feature

One of the easiest ways to track document changes made by team members is to use the Track Changes feature in word processors like Microsoft Word, Google Docs, or LibreOffice Writer. This feature allows you to see who added, deleted, or modified text, comments, or formatting in a document. You can also accept or reject changes, compare different versions, and protect the document from unauthorized edits. To use Track Changes, you need to turn it on before you start editing or reviewing a document, and save it as a different file name or in a shared folder.

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Adrienne Smith

Human Resources Coordinator @ United States Sports Academy | Recruiting, Onboarding, Mentoring
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One of the ways that we track is with version control. Another is sending editable real time links to contributors instead of a copy of a document. We ask all that receive the document to use an assigned color to make their edits, so they are visible to all and then we use the track changes in Microsoft Office.

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Daniel Enebe

Transaction Officer at Access Bank Plc | Banking Operations Expert
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You can track document changes made by team members by utilizing version control systems such as Git for code-related documents or collaborative platforms like Google Docs or Microsoft Word's Track Changes feature for text-based documents. These tools allow you to monitor who made changes, what changes were made, and when they were made, facilitating collaboration and accountability within the team.

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Nitesh Singh

Senior Technical Lead - Experience in Azure, SharePoint SPFX, .NET, and React Full Stack Development, Driving Innovation and Digital Transformation Across Diverse Industries
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Track Changes is a powerful feature found in word processing applications like Microsoft Word and Google Docs. It allows users to see who made specific edits, what those edits were, and when they were made. This feature is indispensable for document revision and collaborative editing. How to Use It: 1. Enable Track Changes 2. Review Changes 3. Accept or Reject Changes

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2 Use Version History feature

Another way to track document changes made by team members is to use the Version History feature in cloud-based platforms like Google Drive, Dropbox, or OneDrive. This feature allows you to see the history of a document, including who made changes, when, and what they changed. You can also restore previous versions, view or download different versions, and rename or delete versions. To use Version History, you need to enable it in the settings of your platform, and save your document in a compatible format and in a shared folder.

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3 Use Document Management System

A third way to track document changes made by team members is to use a document management system (DMS) like Zoho Docs, SharePoint, or DocuWare. A DMS is a software that helps you store, organize, access, and control documents in a centralized location. A DMS allows you to see the metadata of a document, including who created, modified, or accessed it, and when. You can also set permissions, workflows, and notifications for document collaboration and sharing. To use a DMS, you need to install or subscribe to it, and upload or sync your documents to it.

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Nitesh Singh

Senior Technical Lead - Experience in Azure, SharePoint SPFX, .NET, and React Full Stack Development, Driving Innovation and Digital Transformation Across Diverse Industries
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A Document Management System (DMS) is a software platform designed to store, manage, and track documents. It offers robust features like version control, audit trails, and access permissions. Key Features: Version Control: Every document revision is saved, allowing you to revert to previous versions if needed. Audit Trails: See a comprehensive history of who accessed the document and what changes they made. Access Permissions: Control who can view, edit, or share documents. Choosing a DMS: Select a DMS that fits your team’s size and project complexity. Consider integration capabilities, user-friendliness, and budget.

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4 Use Comments and Feedback tools

A fourth way to track document changes made by team members is to use comments and feedback tools like Microsoft Word Review, Google Docs Comments, or Adobe Acrobat Annotations. These tools allow you to add notes, suggestions, questions, or corrections to a document without changing the original text. You can also reply to, resolve, or delete comments, and see who made them and when. To use comments and feedback tools, you need to open the document in the appropriate application or platform, and select the tool from the menu or toolbar.

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Nitesh Singh

Senior Technical Lead - Experience in Azure, SharePoint SPFX, .NET, and React Full Stack Development, Driving Innovation and Digital Transformation Across Diverse Industries
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Comments and feedback tools embedded in document editing software enable direct communication on specific document parts. They streamline the review process and facilitate constructive discussions. How to Use Them: Leave Comments: Highlight text or select a document area and leave a comment for specific team members. Resolve Comments: Once addressed, comments can be marked as resolved, keeping the document clean and up-to-date. Examples: Google Docs allows real-time commenting and tagging, while Adobe Acrobat offers detailed feedback features for PDFs.

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5 Use Naming Conventions and File Formats

A fifth way to track document changes made by team members is to use naming conventions and file formats for your documents. Naming conventions are rules or guidelines that help you name your documents consistently and clearly. For example, you can use the date, the author, the version number, or the status of the document in the file name. File formats are the types of files that you use for your documents. For example, you can use PDF for final versions, DOCX for editable versions, or TXT for plain text versions. To use naming conventions and file formats, you need to agree on them with your team members, and follow them when you create, edit, or share documents.

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Terence Rabe

Microsoft 365 Adoption & Change Manager at Transparity
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Tracking versioning through a file naming convention is the most prone to human error. It's built on the persistent myth that you need to know what is file is called to find it and know anything about it. Search, metadata and AI will hopefully kill off this old fashioned approach soon.

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6 Use Communication and Collaboration tools

A sixth way to track document changes made by team members is to use communication and collaboration tools like Slack, Microsoft Teams, or Zoom. These tools allow you to communicate with your team members in real time or asynchronously, and share documents or updates with them. You can also create channels, groups, or threads for different topics or projects, and use emojis, reactions, or polls to express your opinions or feedback. To use communication and collaboration tools, you need to sign up or join them, and invite or add your team members to them.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Terence Rabe

Microsoft 365 Adoption & Change Manager at Transparity
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Regardless of which tool or method you choose, you should discuss and agree on which tools will be used and how. Having different departments, teams or even team members doing their own thing undermines the value and negates much of the benefit of using these tools.

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How can you track document changes made by team members?

1

2

3

4

5

6

7

1 Use Track Changes feature

2 Use Version History feature

3 Use Document Management System

4 Use Comments and Feedback tools

5 Use Naming Conventions and File Formats

6 Use Communication and Collaboration tools

7 Here’s what else to consider

Office Administration

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How can you track document changes made by team members?

1

2

3

4

5

6

7

1 Use Track Changes feature

2 Use Version History feature

3 Use Document Management System

4 Use Comments and Feedback tools

5 Use Naming Conventions and File Formats

6 Use Communication and Collaboration tools

7 Here’s what else to consider

Office Administration

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