How to Print Without Comments or Markup in Microsoft Word

When collaborating on Microsoft Word documents, the Track Changes and Comments features are extremely useful for reviewing edits and providing feedback. However, you likely don’t want comments or markup showing when you print the final version of your document.

Fortunately, Word makes it easy to print without tracked changes or comments showing. Here are two simple methods.

Turn Off Markup in the Print Settings

The easiest way to print without markup or comments is to adjust your print settings before printing:

1. Click File > Print to open the print window.
2. Under Settings, click the drop-down menu that probably says Print All Pages.
3. Go toward the bottom of the list and pick Print Markup to deselect it. You should see the checkmark next to it disappear.
4. Click Print.

This will send your document to print without any markup or comments showing.

Hide Markup Before Printing

You can also turn off markup in your Word document first before sending it to print:

1. Click the Review tab.
2. In the Tracking section, click Show Markup.
3. Uncheck the Comments option.
4. Click Print and adjust any other settings as needed.

Print Specific Pages

When printing long documents, you may want to print only certain pages rather than the entire document. Here’s how to select a page range:

1. Go to File > Print.
2. Under Settings, click the drop-down menu below Print All Pages.
3. Click Print Selection or Print Current Page.
4. Enter the specific page numbers and/or ranges you want to print separated by commas. For example: 1, 3, 5-12.
5. Click Print.

Print in Black and White

To save on color ink, you may want to print documents in black and white rather than color:

1. Go to File > Print.
2. Under Settings, click on Color to change the drop-down setting to Black and White.
3. Click Print.

Change Paper Size and Orientation

You can also customize paper size and orientation in the print settings:

1. Go to File > Print.
2. Click on Portrait or Landscape orientation.
3. Click the drop-down menu next to Paper Size to select the desired size like Letter, Legal, A4, etc.
4. Click Print to apply the changes.

Print Multiple Copies

When printing multiple copies of a document:

1. Go to File > Print.
2. Under Copies, enter the number of copies you need.
3. Click Print.

This will automatically print the defined number of copies for you.

Print Double-Sided

To print on both sides of the paper:

1. Go to File > Print.
2. Click on the printer you want to use and click Printer Properties.
3. Go to the Layout tab and select Flip on Long Edge or Flip on Short Edge from the drop-down menu.
4. Click OK to save the changes.
5. Back in the Word print window, click Print.

Use Print Preview

Before printing your final document, always use print preview first:

1. Go to File > Print.
2. Check the preview pane on the left to see exactly how your document will print.
3. Make any necessary adjustments to page numbers, orientation, or other settings.
4. Click Print when you’re ready.

Tips for Printing Word Documents

Here are some additional tips for successfully printing Word documents:

• Proofread thoroughly before printing to catch any errors. Printing with mistakes wastes paper and ink.
• Print a test page first when designing new templates like greeting cards. Check the formatting before printing the final design.
• Keep your printer stocked with paper and ink to prevent errors and print delays.
• Always preview before the final print to catch layout or setting issues.
• Print only the pages or copies you need to conserve resources.
• Use print settings like black and white, draft mode, or eco-friendly ink when possible.
• Print from the original Word document source when possible rather than a PDF conversion.

Frequently Asked Questions

How do I print an entire Word document?

Go to File > Print and leave the default setting of Print All Pages under Settings. Click Print to send the entire document to the printer.

Can I print a document without opening it in Word?

Yes, you can print Word documents without opening them. From File Explorer, right-click the document and select Print from the context menu. This will open the print window – adjust the settings as needed and click Print.

Why does my document look different in print preview?

The print preview shows you exactly how the document will look printed on a physical piece of paper. Things like margins, page size, and formatting may display differently than on your monitor. Always review the preview before printing the final copy.

How do I stop print markup from showing as default?

Go to File > Options > Display and uncheck the box next to Printing options for markup. This will stop print markup from being turned on automatically if you have tracked changes in your document.

Conclusion

Knowing how to print Word documents properly will save you time, money, and frustration. Next time you need to print a Word file, use the print settings to control markup, page ranges, copies, paper size, and other options. Refer to this guide anytime you need a printing refresher!

Citations:
[1] https://answers.microsoft.com/en-us/msoffice/forum/all/how-do-i-print-a-markup-without-the-comments/2eac6f3a-f21d-4de1-96ee-f160223d66c7
[2] https://support.microsoft.com/en-us/office/print-a-document-in-word-591022c4-53e3-4242-95b5-58ca393ba0ee
[3] https://support.microsoft.com/en-au/office/insert-or-delete-a-comment-8d3f868a-867e-4df2-8c68-bf96671641e2
[4] https://support.microsoft.com/en-us/office/add-and-format-text-2e76a31b-a6d6-4b4e-95c2-fb780e3ac8d3
[5] https://answers.microsoft.com/en-us/msoffice/forum/all/how-to-turn-off-modern-comments-when-printing/3de9d7e6-2436-418a-a18f-9e32046952e3
[6] https://answers.microsoft.com/en-us/msoffice/forum/all/setting-default-printer-settings-in-microsoft-word/facc489c-e229-4823-87ed-64f874571a8d
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[20] https://www.reddit.com/r/MicrosoftWord/comments/12f4e7p/how_the_do_you_print_a_document_without_showing/?rdt=32821
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[23] https://www.howtogeek.com/232125/how-to-print-a-word-document-without-the-track-changes-marks/
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