Changing the Default 'Print What' Setting

by Allen Wyatt
(last updated September 13, 2016)

When you print a document, Word attempts to figure out the best printing method, based on the characteristics of your document. If you have a regular document to print, and you display the Print dialog box, the Print What drop-down list is set to Document. However, if you have the Track Changes feature turned on, then the behavior of the Print dialog box differs.

When you turn on Track Changes, Word automatically changes the viewing mode to Final Showing Markup. This mode is obvious if you have the Reviewing toolbar displayed, and if you display the full View menu you will see the Markup toggle is selected. When you later display the Print dialog box, provided you have made at least one tracked edit, you will see that Document Showing Markup is now selected in the Print What drop-down list. (See Figure 1.)

Figure 1. The Print dialog box.

If you don't want to print your markup, it can get bothersome to continually remember to change the Print What setting to Document. There is no way to change the value of this setting to some other default; it is set on-the-fly, each time you display the Print dialog box.

You can, however, create a macro to do your printing. The macro could then be assigned to a toolbar button or a shortcut key, so it can be quickly executed. The following macro prints one copy of the current document, as if you had selected Document in the Print What drop-down:

Sub PrintDoc()
    Application.PrintOut Range:=wdPrintAllDocument, _
      Item:=wdPrintDocumentContent, Copies:=1
End Sub

The Item parameter is the one that specifies what should be printed. If you wanted to print the document with markup, then Item should be set to wdPrintDocumentWithMarkup, whereas wdPrintDocumentContent prints just the document, without markup.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (3790) applies to Microsoft Word 97, 2000, 2002, and 2003.

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

Resetting All Shortcut Keys

At some point you might want to wipe out all the custom shortcut keys you've created in Word. This is easy to do by following ...

Discover More

Changing the User Name in Existing Comments

Want to change the name that Word associates with various comments previously added to your document? Here are some ideas you ...

Discover More

Counting Odds and Evens

If you have a series of values in a range of cells, you may wonder how many of those values are even and how many are odd. ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

MORE WORDTIPS (MENU)

Printing XML Tags

Word 2003 allows you to use and save your information in XML format. If you want to, you can have Word print a document's XML ...

Discover More

Printing Odd or Even Pages

You can instruct Word, when printing your document, to print only the odd- or even-numbered pages. This tip explains how you ...

Discover More

Left and Right Aligned on One Line in a Label

If you need to put information on a label that has both left- and right-aligned information on the same line, it can be ...

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 for this tip:

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

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.

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
Share