Printing comments only in Microsoft Word can be incredibly useful for reviewing documents, sharing feedback, or preparing annotated versions without printing the entire content. Whether you’re an editor, student, or professional, knowing how to isolate and print just the comments saves paper and makes your review process more efficient. Before you start, ensure you have your document ready and Microsoft Word installed on your computer. This guide will walk you through the simple steps to print only comments from your Word document, along with helpful tips and troubleshooting advice to ensure smooth execution.
What You’ll Need
- A computer with Microsoft Word installed (2010 or later recommended)
- The Word document containing comments you want to print
- Printer connected and configured (optional, if printing physically)
Step-by-Step
- Open your Microsoft Word document that contains the comments you wish to print.
- Go to the “Review” tab on the ribbon at the top of Word. This tab contains all comment-related features.
- Ensure that all comments are visible. If comments are hidden, click on “Show Markup” in the Review tab, then select “Comments” to display them.
- Click on the “File” tab to access the backstage view.
- Select “Print” from the menu on the left. This opens the print settings page.
- In the print options, look for the “Settings” section. Click on the dropdown menu that usually defaults to “Print All Pages.”
- From the dropdown, select “Print Markup.” This option ensures that comments and other markup are included in the printout.
- Next, locate the setting for what to print. Click on the dropdown menu that defaults to “Print All Pages,” and choose “Print Markup” again if not already selected.
- Now, to print only the comments and not the main document text, you need to adjust the print selection. Click on the “Print” button, then choose “Print Selection” under the “Print Range” options instead of printing the entire document.
- To do this precisely, go back to your document and select the comments you want to print by clicking on each comment in the margin or using the “Review” pane. If you want to print all comments, select all comments in the review pane.
- Return to the print menu and under “Print Range,” select “Selection”. Confirm that “Print Markup” is still enabled.
- Click the “Print” button. Your printer will now print only the comments you selected or the markup, depending on your choices.
Common Mistakes
- Not enabling “Print Markup”—without this, comments won’t appear in the printout.
- Trying to print comments without selecting “Print Selection”—this may result in printing the entire document instead of comments only.
- Failing to select the comments or markups in the document—comments need to be visible and selected for printing.
- Using an older version of Word that doesn’t support these options—features might differ or be unavailable.
- Not checking print preview—always review the preview to ensure only comments will print before wasting paper.
Tips
- If you frequently need to print comments, consider customizing your Quick Access Toolbar to include the “Print” options for faster access.
- Use the “Review Pane” to see all comments in a list, then select and print specific comments as needed.
- For better clarity, consider exporting comments to a separate document or a PDF, then printing from there.
- Adjust your document’s view settings to ensure all comments are visible before printing.
- If you need to print comments from multiple documents regularly, create a macro to automate the process.
Troubleshooting
If your printout does not contain comments or does not go as planned, try these solutions:
- Verify that “Print Markup” is enabled in the print settings. If not, comments won’t print.
- Ensure you have selected “Print Selection” and correctly highlighted the comments or sections you want to print.
- Check if comments are hidden—go to the “Review” tab and ensure “Show Markup” is set to display comments.
- Update your Microsoft Word to the latest version—sometimes older versions have limited printing features.
- Preview your print before printing to confirm the comments will appear—use the print preview window.
- If printing from a PDF, ensure you export comments properly and select the correct print options.
Frequently Asked Questions
Can I print only comments without the main document in Word?
Yes, by selecting “Print Selection” and ensuring “Print Markup” is enabled, you can print only the comments you’ve selected.
How do I print all comments from a document without printing the entire content?
Open the Review Pane, select all comments, then choose “Print Selection” in the print dialog with “Print Markup” enabled.
What if comments are not showing in the print preview?
Make sure “Show Markup” is enabled in the Review tab, and check that “Print Markup” is selected in the print settings.
Can I automate printing comments in Word?
Yes, advanced users can create macros to automate the process of selecting comments and printing them, saving time for frequent tasks.
Is it possible to print comments only in a specific section of the document?
Yes, select the specific section of your document containing comments, then choose “Print Selection” with “Print Markup” enabled to print only those comments.
Are there any limitations in printing comments in older versions of Word?
Older versions (pre-2010) may have limited options, so upgrading or updating Word is recommended for full functionality.
By following these steps and tips, you can efficiently print only the comments from your Word documents, streamlining your review process and saving resources. Remember to always preview your printout to ensure it meets your needs before printing the final version.
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