Printing a Word document and worried about those pesky comments showing up on the hard copy? Don't be! This guide outlines several proven methods to ensure your printed document is clean and comment-free. We'll cover various scenarios, from simple hiding to more advanced techniques, so you can choose the best strategy for your needs.
Understanding the Problem: Why Comments Appear During Printing
Microsoft Word's comment feature is incredibly useful for collaboration and feedback. However, these comments, by default, are often included in the printed output. This can clutter your document and make it unprofessional, especially if you're distributing a final version. Fortunately, there are easy solutions to eliminate this issue.
Method 1: The Simple "Hide" Option
This is the quickest and easiest method for a one-time print job. You don't actually remove the comments; you simply hide them from view before printing:
- Navigate to the "Review" Tab: Locate this tab in the Word ribbon at the top of your screen.
- Click "Show Markup": Within the "Review" tab, you'll find this option. A dropdown menu will appear.
- Select "No Markup": This option will hide all comments, tracked changes, and other markup from your document.
- Print your Document: Now, when you print, your document will appear comment-free.
Important Note: This method only temporarily hides the comments. They will reappear the next time you open the document. This is ideal for a quick print without altering the original document.
Method 2: Printing Specific Sections (For Partial Comment Removal)
If you only want to remove comments from certain parts of your Word document, consider printing only the sections you need. This selective printing avoids editing the entire document.
- Select the Text: Highlight the specific portion of your document that you wish to print without comments.
- Go to "File" > "Print": This will open the print dialog box.
- Choose "Selection" under "Print What": This option ensures only the selected text will be printed.
- Print: Your selected text will print without the comments from other parts of the document.
Method 3: Permanently Removing Comments (For Final Versions)
For a permanent solution, completely removing the comments from your document is necessary. This is best for final versions of your work:
- "Review" Tab > "Delete": In the "Review" tab, you'll find options to delete comments individually or select "Delete All Comments" for a complete removal. Consider using "Delete All Comments" if you need a completely clean copy.
- Save your Document: After deleting the comments, remember to save your document to ensure the changes are permanent.
Advanced Techniques: Using Macros or VBA (For Complex Scenarios)
For users comfortable with VBA (Visual Basic for Applications) scripting, you can create a macro to automate comment removal. This is ideal for repetitive tasks or managing large documents. While this method is beyond the scope of this basic guide, many online resources can assist with developing custom VBA solutions for comment management in Word.
Choosing the Right Method: A Summary
The best method depends on your specific needs:
- Quick Print: Use the "Hide Markup" option (Method 1).
- Partial Comment Removal: Print specific sections (Method 2).
- Permanent Removal: Delete all comments (Method 3).
- Automation: Consider VBA scripting (Method 4).
By following these strategies, you can easily manage comments in your Word documents and ensure clean, professional-looking printouts every time. Remember to save your document after making changes to avoid losing your work!
