Printing a Word document with comments can be a useful way to share feedback, track changes, or preserve notes within a document. However, Microsoft Word does not directly print comments by default. Here's a step-by-step guide on how to print Word documents with comments visible.
Before we dive into the printing process, ensure that your Word document is set up to display comments correctly:
Displaying Comments in Word
Word offers several view modes to display comments. Here's how to change the view:
Balloon Comments
Balloon comments are the most common and appear as small, detachable notes on the side of your document. To enable balloon comments, go to the 'Review' tab and click 'Show Comments (Balloon)'.
Inline Comments
Inline comments, on the other hand, appear directly in the text, allowing for easier reference. To view comments inline, go to the 'View' tab, click 'View Comments', and select 'Show Comments in Text'.
Printing with Comments
Once your comments are visible, printing the document with comments is straightforward:
Starting with Word 2003:
Word 2003 and Later
1. Click 'File' in the menu and select 'Print'.
2. In the 'Page Setup' group, click on 'Print What'.
3. Select 'Comments (Reduced)'.
Word 2000 and Earlier
4. Click 'File' > 'Print'.
5. In the 'Print' dialog box, select the 'Proof' tab.
6. Choose 'Comment' from the 'Print what' drop-down menu.
Word will now print the comments along with the main text. Ensure your printer has sufficient ink or toner, as printing comments might use more ink than a standard print job.
Printing Comments Only
If you want to print only the comments, follow these steps:
Starting with Word 2007:
Word 2007 and Later
1. Click on 'File' and select 'Print'.
2. In the 'Settings' group, click on 'Print What'.
3. Select 'Comments'.
Word 2000 and Earlier
4. Click 'File' > 'Print'.
5. In the 'Print' dialog box, select the 'Proof' tab.
6. Choose 'Comment Only' from the 'Print what' drop-down menu.
When using the 'Comments Only' option, ensure to proofread the printed comments to ensure they make sense without the main text. Remember to replace or disclose sensitive information before distributing printed comments.
Printing Word documents with comments makes it easier to share feedback and track changes. By following these steps, you can include or exclude comments from your printed documents. Happy printing!