Please Note: This article is written for users of the following Microsoft Word versions: 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: Printing Documents without Markup.

Printing Documents without Markup

by Allen Wyatt
(last updated April 14, 2018)

1

Beginning with Word 2002 Microsoft included the ability to print your documents with or without "markup" showing. Markup is defined as editing marks (using Word's Track Changes feature) and comments placed in a document during its development.

You can control whether or not markup is printed by displaying the Print dialog box (See Figure 1.) and using the Print What drop-down list. If you choose Document, then only the document is printed. If you choose Document with Markup, then the markup is printed along with the document.

Figure 1. The Print dialog box.

Actually, the default behavior of the Print What drop-down list is rather odd. In fact, at times it can seem to have a mind of its own. In doing testing, I found out that the default for the Print What drop-down list will be Document unless one of the following is true:

  • You have Markup chosen on the View menu.
  • You have Final with Markup chosen in the Display for Review drop-down list on the Reviewing toolbar.
  • You have Original with Markup chosen in the Display for Review drop-down list on the Reviewing toolbar.

Changing the setting of the Print What drop-down list to Document does not override the Markup setting. Basically, all you are doing is specifying that you want this one printing of the document to not show markup. The next time you display the Print dialog box, the Print What drop-down list is again set based on the Markup setting in the document. (It is not the Print What drop-down list that is "sticky," but the Markup setting, which always overrides the Print What drop-down list.)

The setting of the Markup option is saved with your document. Similarly, if you have a template open, then the setting can be saved with the template, to be used as a default for all future documents based on the template.

If you want the Print What drop-down list to always default to Document, then you need to turn off the Markup option in the document or in the template, and then save the document and template. Since the setting is saved on a per-document basis, you may need to do this in lots of documents to get the effect you want.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (3462) applies to Microsoft Word 2002 and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Printing Documents without Markup.

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

Getting Rid of Spreadsheet Panes

When working with different parts of your worksheet at the same time, it is often helpful to utilize panes. Here's how to ...

Discover More

Searching for Line Breaks

If you need to find where line breaks are located in cells, there are a couple of ways you can proceed. Here's a quick ...

Discover More

Suppressing Headers or Footers

Don't want a header or footer to appear on just a portion of your document? It's easy to do when you understand that ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (menu)

Printing a List of AutoCorrect Entries

Want a printed record of the AutoCorrect entries you've created in Word? There is no built-in way to do it, but you can ...

Discover More

Printing a File List

It is often helpful to have a list of all the documents in a given directory or folder. Word doesn't have a built-in way ...

Discover More

Duplex by Default

Many printers these days have the capability to print on both sides of a piece of paper. You may want Word to use this ...

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.

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 9 + 8?

2020-09-01 16:11:18

Andres

My printer doesn't have the Print What dialog blank. It is defaulted to Document, but even when I deselect Print Markup, it still prints the Markup page.
I have an HP Office Jet 4650


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.