Printing a document in Word without comments might seem like a tricky task. But don’t worry, it’s actually quite simple. By following a few steps in Word’s print settings, you can ensure that your document prints cleanly, free of any distracting comments. Let’s dive into the details.
Step by Step Tutorial: How to Not Print Comments in Word
Before we get into the nitty-gritty, understand that this process will help you print a Word document without showing any of the comments that you or others may have added during the editing process.
Step 1: Open the Word Document
Open the Word document from which you want to print without comments.
When the document is open, you will see the comments on the right side if the ‘Review’ pane is active. Don’t worry about them for now; we’re going to make them disappear from the printed document.
Step 2: Go to ‘File’
Click on ‘File’ in the top left corner of the Word toolbar.
This will open the ‘File’ menu, where you can access various options like saving, opening new documents, and, most importantly for us, printing.
Step 3: Select ‘Print’
From the ‘File’ menu, choose ‘Print.’ This will take you to the print setup screen.
On this screen, you can see a preview of how your document will look when printed. Right now, the comments might still be showing.
Step 4: Click on ‘Print All Pages’
Under ‘Settings,’ you’ll find a dropdown that says ‘Print All Pages.’ Click on it.
This dropdown allows you to choose which parts of your document you want to print. By default, it’s set to print everything, including comments.
Step 5: Choose ‘Print Markup’
In the dropdown list, scroll down and find ‘Print Markup’ and uncheck it.
By unchecking ‘Print Markup,’ you’re telling Word that you don’t want any markup – which includes comments, revisions, etc. – to appear in your printed document.
After you’ve completed these steps, your document will print without any comments, and you’ll have a clean, professional-looking paper. Remember, this doesn’t delete the comments from your document, it just hides them from the printed version.
Tips: How to Not Print Comments in Word
- Make sure you’re in ‘Print View’ before starting the process – it gives you an accurate preview of the printed document.
- If you want to remove comments entirely, rather than just hiding them from print, use the ‘Delete’ option in the ‘Review’ pane.
- Always double-check the print preview before printing to avoid wasting paper and ink.
- Remember that hiding comments from print does not remove them from the digital document – they will still be visible when the document is viewed on a screen.
- If you’re printing a document for official purposes, always ensure that the ‘Print Markup’ option is unchecked to maintain a professional appearance.
Frequently Asked Questions
How do I remove comments from a Word document entirely?
To remove comments entirely, go to the ‘Review’ pane and choose ‘Delete’ for each comment or ‘Delete All Comments in Document’ for a faster approach.
Will these steps work on both Windows and Mac?
Yes, the steps to not print comments in Word are the same for both Windows and Mac users.
Can I save a version of the document without comments?
Yes, you can save a separate copy of the document without comments by going to ‘Review’ > ‘Next’ > ‘Delete All Comments in Document,’ and then save the document.
What if I want to print the document with comments later?
If you want to print the document with comments at a later time, simply go back to the ‘Print’ settings and check the ‘Print Markup’ option again.
Are the comments lost after unchecking ‘Print Markup’?
No, unchecking ‘Print Markup’ does not delete the comments. It only hides them from the printed version. They remain in the digital document.
Summary
- Open the Word document.
- Click on ‘File.’
- Select ‘Print.’
- Click on ‘Print All Pages.’
- Uncheck ‘Print Markup.’
Conclusion
Printing a document without comments in Word is a straightforward process that can save you from potentially embarrassing situations, especially when sharing official documents. The comments are a great tool for collaboration and editing, but when it comes to the final print, you definitely want to keep things clean and professional. By following the easy steps outlined above, you can ensure that your printed document reflects only the final, polished version of your work. Remember, it’s always a good idea to double-check the print preview before going ahead with the printing to avoid any surprises. And if you ever need to print the comments for review purposes, you can always go back and adjust the print settings accordingly. So, go ahead and print with confidence, knowing that you have full control over what appears on paper.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.