How to Run a Redline in Word for Contracts: The Professional’s Guide

How to Compare Two Versions of a Redlined Contract in MS Word

Contracts often circulate among multiple reviewers-internal counsel, external counsel, vendors, and clients. The result? Multiple versions, each with different edits.

Word’s Compare and Combine features help you:

• Identify changes between two versions of the same redlined contract
• Consolidate edits from different reviewers into one master redline
• Avoid missing or duplicating changes

Best practice in contract management: Always compare the latest vendor revision to your last internally approved draft before making decisions-this ensures no clause is silently reintroduced or altered.

Once you have your working version, it’s time to make your own edits and record them in a way that’s both visible and professional.

A Step-by-Step Guide to Redlining in Microsoft Word

Ready to start editing? The entire process can be broken down into a few simple steps, forming the core of your contract management workflow.

Step 1: Turn On Track Changes

Navigate to the Review tab and click the Track Changes button. It will become highlighted, indicating that every change you make from this point forward will be recorded.

Step 2: Make Your Edits

Simply start working on the document.

• Deleting text: When you delete words, Word won’t just erase them. It will put a strikethrough on the text.
• Adding text: New words you type will appear, usually underlined and in a different color.
• Formatting: Changes like making text bold or italic will be noted in a balloon in the margin.

Step 3: Add Comments for Context

Sometimes, an edit needs an explanation. Instead of typing your thoughts directly into the document text, use comments. Highlight the relevant text, go to the Review tab, and click New Comment. This keeps your rationale separate from the proposed changes and is a key part of effective contract collaboration.

For high-volume contract teams, efficiency is as important as accuracy-this is where advanced Track Changes settings can transform your workflow.

Advanced Tips for Redlining in Word for Contract Professionals

1. Color-Coding by Reviewer – Assign colors for internal teams vs. external counsel so you can quickly scan for the source of changes.
2. Locking Track Changes – Prevent unauthorized edits by locking the feature with a password. Especially important in regulated industries.
3. Filtering Change Types – Focus reviews by showing only insertions/deletions, not formatting changes.
4. Using the Reviewing Pane – See all changes and comments in one list for faster review cycles.

Impact on contract management: These practices ensure that negotiations stay controlled, auditable, and defensible in case of disputes.

But even the most careful redlining can be undermined if you overlook one silent threat-metadata.

Metadata Risks in Contract Documents (and How to Eliminate Them)

Metadata is the hidden data embedded in Word files-author names, tracked changes, timestamps, even fragments of deleted clauses. In contracts, this can:

• Expose negotiation history you didn’t intend to share
• Reveal internal comments or legal strategies
• Create compliance risks under data privacy regulations

How to clean it:

• Inspect Document (File > Info > Check for Issues)
• Remove hidden data before sending externally
• For critical contracts, save as PDF to “lock” the final content

Reviewing and Finalizing Changes in Redlined Contracts in Word

Creating redlines is only half the battle. The real work of contract negotiation happens when you review the changes made by others.

In the Review tab, use the Next and Previous buttons in the „Changes“ section to jump from one edit to the next. For each change, you have two choices:

• Accept: This makes the change permanent.
• Reject: This discards the change and reverts to the original text.

Common Mistake Alert: Many users think switching to the „No Markup“ view finalizes the document. It does not. It only hides the markup visually. If you send the file, the recipient can switch the view back to „All Markup“ and see every change, comment, and rejection.

To truly finalize your contract documents, you must systematically accept or reject every change. You can do this one by one or use the dropdown arrows under Accept/Reject to Accept All Changes or Reject All Changes. Once you’re done, click Accept All Changes and Stop Tracking to create a clean version.

Once the file is clean, you’re ready to prepare the final execution version.

Safety Check: Creating a „Clean“ Contract Document in Word

Before you ever attach that document to an email, perform this crucial safety check. This is how you ensure no hidden data leaves your control, a vital step in the overall contract management lifecycle.

1. Save a New Version: First, save a copy of the document. This preserves your redlined version with all its history, just in case.
2. Accept/Reject All Changes: Go through and formally accept or reject all changes until there are no more markups in the document.
3. Delete All Comments: Go through and resolve/delete every comment.
4. Run the Document Inspector: Go to File > Info > Check for Issues > Inspect Document. This powerful tool will scan for hidden metadata, comments, and tracked changes you might have missed. Click „Remove All“ for any categories you want to clean.
5. Save as PDF (The Ultimate Lock): For maximum security when sharing an executed or final version, save it as a PDF. This „bakes in“ the final text and makes it much harder for anything to be altered or uncovered.

Of course, redlining isn’t just about the tool-it’s about how teams collaborate.

Best Practices for Contract Collaboration in Word

• Use consistent version naming (e.g., MSA_ClientName_v5_Redlined.docx)
• Limit edit rights for external parties to prevent unauthorized changes
• Agree on review order to avoid conflicts
• Store all versions in a centralized contract repository for easy retrieval

While Microsoft Word is the global standard for redlining, enterprise teams managing hundreds of contracts often benefit from integrated CLM solutions.

When to Use Word vs. a CLM Platform for Redlining

Microsoft Word remains the industry standard for manual redlining. It’s familiar, flexible, and widely supported. But for enterprises managing high volumes of contracts-or for teams aiming to reduce review cycles from days to hours-manual redlining can become a bottleneck.

A Contract Lifecycle Management (CLM) platform transforms redlining from a purely manual process into an intelligent, automated stage of negotiation. Among these, Sirion sets the standard for clause-level redlining automation. Unlike Word, Sirion dynamically routes reviews to the right stakeholders with generative workflows, keeps versions in sync with Outlook integration, and allows counterparties to collaborate securely through a portal. This eliminates the version sprawl and email back-and-forth that slow down negotiations.

The benefits include:

• Automated clause comparison against pre-approved positions
• Centralized version control with full audit trails
• Real-time collaboration without email chains
• Integrated e-signature workflows for faster execution

This is where Sirion’s AI-powered redlining steps in, taking what’s possible in Word and supercharging it with automation, intelligence, and collaboration tools.