Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Using Non-Printing Notes.

Using Non-Printing Notes

by Allen Wyatt
(last updated January 10, 2015)

4

Word has a text attribute that has been around since the early days of Word for DOS. Hidden text is an attribute that allows you to enter information that you can easily suppress. You can turn it off so it does not appear on the screen, or you can turn it off so it doesn't print. To format text as hidden, follow these steps:
  1. Select the text you want hidden.
  2. Select Font from the Format menu. Word displays the Font dialog box. (See Figure 1.)

    3. Figure 1. The Font tab of the Font dialog box.

  3. Click on the Hidden check box. (The check box isn't hidden; it is named "Hidden.")
  4. Click on OK.
Hidden text shows on the screen with a dotted underline. Unfortunately, this is easy to miss as you are reading the document on the screen, so it is a good idea to use a text color to highlight your hidden text. For instance, it could be green as well as hidden. In this way, your notes and messages are much harder to miss. You can even define a character or paragraph style that has the hidden attribute set, along with the color attribute to make the text more noticeable. You can control whether hidden text is displayed or printed. To control the display of hidden text on the screen, follow these steps:
  1. Choose Options from the Tools menu. Word displays the Options dialog box.
  2. Make sure the View tab is selected. (See Figure 2.)

    3. Figure 2. The View tab of the Options dialog box.

  3. Clear the Hidden Text check box if you don't want it displayed, select the check box if you do want it displayed.
  4. Click on OK.
Controlling the printing of hidden text is an entirely different matter. Word allows you to control whether hidden text is printed with your document. To do this, follow these steps:
  1. Select Options from the Tools menu. Word displays the Options dialog box.
  2. Make sure Print tab is selected. (See Figure 3.)

    3. Figure 3. The Print tab of the Options dialog box.

  3. Click on the Hidden Text check box. If the check box is selected Word prints hidden text.
  4. Click on OK.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1135) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Using Non-Printing Notes.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Changing the Orientation of Your Chart

Microsoft Graph is a great way to add simple charts to your documents. Once you've got a graph added, you might want to ...

Discover More

Replacing Cell Formats

Need to replace the formats applied to some cells with a different format? You can use Excel's Find and Replace tool to ...

Discover More

Conditionally Highlighting Cells Containing Formulas

Excel's conditional formatting feature allows you to create formats that are based on a wide variety of criteria. If you ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (menu)

Quickly Increasing Point Size

Want to adjust the size of a text selection? Here's a quick shortcut to increase the size.

Discover More

Accurate Font Sizes

Want to get your typeface exactly the right size? Here's how you can specify just the size you want Word to use.

Discover More

Adjusting Small Caps Text

If you use small caps text in a document, you know that there are several steps involved in properly formatting the text. ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

(Your e-mail address is not shared with anyone, ever.)

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 1 + 3?

2018-12-10 10:07:42

Averell

I reading the above instructions for "Using Non-Printing Notes" - - I am confused because it seems the instructions are backwards (in reverse) the way it reads:

"Clear the Hidden Text check box if you don't want it displayed, select the check box if you do want it displayed."

Is this ACCURATE? Please advise. Thank you!

2016-01-29 22:18:49

Olalekan Benjamin

I want to be updated on MS word

2015-09-24 04:08:46

GeordieLad

Despite following the procedure detailed above I have a problem with a Word 2000 document which contains symbols. Those I need are shown and printed correctly but there are occasional unwanted ones (notably Alt+196, a line drawing character) which appear in my HP LJ1100 printout but do not show on screen, regardless of the Hidden settings. Try as I may, I've been unable to remove these unwanted characters - or see them onscreen! Can anyone help?

2015-09-22 10:42:46

Wes

Thank you!

This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.

Links and Sharing
OUR COMPANY
OUR PRODUCTS
OUR AUTHORS
OUR SITES
 

Copyright © 2019 Sharon Parq Associates, Inc.