how to remove comments in word when printing

Yum Al Zember

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27-11-2024

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Removing Comments in Word When Printing: A Comprehensive Guide

Printing a Word document often requires a clean, comment-free output. Whether you're submitting a formal report, sharing a draft with colleagues, or simply want a clear printed copy for your own use, knowing how to remove comments before printing is essential. This article will explore various methods for achieving this, drawing on best practices and addressing common scenarios. We'll also delve into why comments might appear on your printouts and how to prevent this from happening in the future.

Understanding the Problem: Why Do Comments Appear When Printing?

Before we jump into solutions, let's understand why comments might inadvertently appear on your printed document. This often stems from incorrect print settings. Unlike some other elements, such as tracked changes, comments aren't automatically excluded from printing by default. They're considered part of the document's content, unless explicitly hidden. The simple act of reviewing and accepting or rejecting them doesn't automatically remove their visual presence from the printout.

Method 1: The Simple Print Setting (Most Effective)

The most straightforward and reliable method involves adjusting your Word print settings. This is the recommended approach for most users.

Steps:

1. Open the Print Dialog Box: Click "File" -> "Print". Alternatively, press Ctrl+P.
2. Access Printer Properties: Look for a button or link labelled "Printer Properties" or similar (the exact wording depends on your printer and Word version). This opens the driver settings for your chosen printer.
3. Locate the "Print Comments" Option: Within the printer properties, navigate to the options relating to print settings or document handling. You should find a checkbox or dropdown menu that allows you to control whether comments are printed. This might be labeled "Print Comments," "Comments," or something similar.
4. Deselect "Print Comments": Uncheck the box or select the option to not print comments.
5. Print: Click "Print" to generate a comment-free document.

Important Note: The exact location of this setting might vary slightly based on your operating system (Windows, macOS), Word version, and printer driver. If you have difficulty finding it, consult your printer's documentation or the Word help feature.

Why this method is best: This approach directly controls the printing process, ensuring that comments are excluded before the document is sent to the printer. It bypasses the need for in-document manipulations which could unintentionally alter the document.

Method 2: Hiding Comments Before Printing (Less Reliable)

This approach involves hiding the comments within the Word document itself before printing. While simpler in terms of print dialog navigation, it's less reliable as it relies on the printing settings respecting the "hidden" status of the comments. In some scenarios, hidden comments might still appear.

Steps:

1. Navigate to the "Review" Tab: Locate and click the "Review" tab in the Word ribbon.
2. Show/Hide Markup: Click the "Show Markup" button. From the dropdown, select the option to show only what you want (e.g., "No Markup"). This hides comments visually. Note that you might need to select a specific option to hide all the comments in the document.
3. Print: Proceed with printing as usual.

Analysis and Comparison of Methods:

Method 1 (adjusting the printer properties) is the preferred technique because it ensures complete control over what is sent to the printer, regardless of the document's internal settings. Method 2 offers a quick visual fix but doesn't guarantee complete removal of comments in the printed output. A minor printer setting misconfiguration could lead to unwanted comments.

Method 3: Deleting Comments (Permanent Solution)

This is a drastic measure but guarantees complete comment removal. If you no longer need the comments, deleting them permanently is an option. However, proceed cautiously, as this action is irreversible.

Steps:

1. Select Comments: Click on a comment to highlight it.
2. Delete: Press the Delete key. Repeat for all comments.

Caveat: Always back up your document before deleting comments permanently.

Advanced Considerations:

• Different Comment Types: Word might allow for various comment types (e.g., tracked changes, annotations). Ensure your chosen method addresses all the types of comments that are appearing.
• Print Preview: Always utilize the print preview function before committing to printing a large document. This allows you to visually check that comments are indeed excluded.
• PDF Conversion: Converting your Word document to a PDF before printing can sometimes simplify the process and provide a more reliable way to exclude comments. Many PDF creators have specific options to handle comments during conversion.

Preventing Future Issues:

• Develop a consistent workflow: Establish a clear process for handling comments. Decide whether you will delete, accept, reject, or retain comments before printing.
• Use the correct print settings as default: Once you have found the correct print setting for comment removal, save the printer settings as your default.

Conclusion:

Removing comments when printing in Word is achievable using several methods. While hiding comments offers a temporary solution, directly adjusting printer settings or permanently deleting them offers more reliable and complete control. Remember to always use a print preview before printing and consider developing a consistent workflow to avoid encountering this issue repeatedly. By employing the methods discussed above, you can ensure that your printed documents are clear, concise, and free of unwanted comments. The best method depends on your specific needs and comfort level with Word’s functionalities. Prioritizing the direct printer setting adjustment (Method 1) provides the most consistent and reliable results.