Print a document showing tracked changes and comments

In Word 2010, you can use the new Backstage view to easily preview and print your files. Watch a video or try Office 2010

Microsoft Office Word provides several options for printing documents with tracked changes. You can also hide the tracked changes for printing.

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• Print a document with tracked changes and comments showing
• Change the layout for printing tracked changes
• Print a list of changes made to a document
• Hide tracked changes and comments when printing

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Print a document with tracked changes and comments showing

Before you print the document, switch to Print Layout view (Print Layout view: A view of a document or other object as it will appear when you print it. For example, items such as headers, footnotes, columns, and text boxes appear in their actual positions.) and display the tracked changes (tracked change: A mark that shows where a deletion, insertion, or other editing change has been made in a document.) and comments (comment: A note or annotation that an author or reviewer adds to a document. Microsoft Word displays the comment in a balloon in the margin of the document or in the Reviewing Pane.) the way that you want them to appear in the printed document. You have several options.

• Print showing all markup    On the Review tab, in the Tracking group, click Show Markup.

 Note   Clicking Show Markup displays or hides all markup (markup: Comments and tracked changes such as insertions, deletions, and formatting changes. View markup when you want to process tracked changes and comments. Print a document with markup to keep a record of changes made to a document.) in the document for selected reviewers. When you display all markup, all types of markup are selected on the Show Markup menu.

• Print showing changes and comments by type or reviewer    On the Review tab, in the Tracking group, click Show Markup, and then select the type of change that you want to display.

• Print changes and comments for an editor or other reviewer    On the Review tab, in the Tracking group, in the Display for Review box, click Final Showing Markup.

When the markup appears the way that you want it to, you are ready to print the document.

1. Click the Microsoft Office Button , and then click Print.

2. In the Print dialog box, in the Print what box, click Document showing markup, and then click OK.

 Notes 

• By default, Microsoft Word chooses the zoom level and page orientation to best display the tracked changes in your printed document.
• If balloons (balloons: In print layout view or Web layout view, markup balloons show markup elements, such as comments and tracked changes, in the margins of your document. Use these balloons to easily see and respond to reviewers' changes and comments.) are turned on, the document will shrink to fit the balloons on the printed page. To make your printed page readable, you can turn off balloons by clicking Balloons in the Tracking group and then clicking Show all revisions inline. You can also set the page layout to landscape to print the balloons and the text in a more readable format. On the Page Layout tab, under Page Setup, click Orientation, and then click Landscape.

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Change the layout for printing tracked changes

1. On the Review tab, in the Tracking group, click the arrow next to Track Changes, and then click Change Tracking Options.

2. Under Balloons, in the Paper orientation in printing list, click one of the following:
• Auto    When you select this option, Word decides the orientation that will provide the best layout for your document.
• Preserve    When you select this option, Word prints the document with the orientation that is specified in the Page Setup dialog box.
• Force Landscape    When you select this option, the orientation is landscape and the most room is allowed for balloons (balloons: In print layout view or Web layout view, markup balloons show markup elements, such as comments and tracked changes, in the margins of your document. Use these balloons to easily see and respond to reviewers' changes and comments.).

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Print a list of changes made to a document

1. Click the Microsoft Office Button , and then click Print.

2. In the Print what box, click List of markup.

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Hide tracked changes and comments when printing

1. Click the Microsoft Office Button , and then click Print.

2. In the Print what box, click Document (instead of Document showing markup).

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