Many Word users struggle with unwanted comment columns appearing when they print their documents. This guide provides optimal practices to ensure a clean, comment-free printout every time. We'll cover various methods, from simple print settings adjustments to leveraging Word's powerful features. Mastering these techniques will save you time, frustration, and unnecessary paper waste.
Understanding the Problem: Why Comments Appear During Printing
Before diving into solutions, let's understand why the comments column might appear in your print output. Word, by default, sometimes includes comments in the print preview and final print. This is usually due to a setting that's accidentally enabled or a misunderstanding of Word's print options.
Method 1: The Quickest Fix – Adjusting Print Settings
This is the simplest and most effective method for most users. Follow these steps:
-
Open the Print Preview: Before printing, click "File" > "Print" to open the print preview window.
-
Check the Print Options: Look closely at the preview. If you see the comments column, check for options like "Print Comments" or "Show Comments in Print Preview." These options are usually found within the print settings window, possibly under a tab named "Options" or "Settings."
-
Uncheck or Disable: If you find a checkbox for printing comments, simply uncheck it. If you have a dropdown menu related to comments, select an option like "Print without comments" or a similar equivalent.
-
Print: Now print your document, and the comments column should be absent from your printout.
Method 2: Removing Comments Before Printing (For a Clean Document)
Sometimes, you need a cleaner document entirely, free from comments. This is ideal for sharing a final version or archiving.
-
Navigate to the Review Tab: Go to the "Review" tab in the Word ribbon.
-
Select "Show Markup": In the "Tracking" group, click the "Show Markup" button.
-
Choose "No Markup": From the dropdown menu, select "No Markup." This hides all tracked changes, including comments.
-
Print: Proceed to print your document. The comments will not be included.
Important Note: This method removes the visual representation of the comments. The comments themselves remain within the document's code. If you need to permanently delete comments, refer to method 3.
Method 3: Permanently Deleting Comments (Advanced)
If you need to completely erase comments from your Word document, follow these steps:
-
Review Tab: Again, navigate to the "Review" tab.
-
Select Comments: Find the "Comments" group and select "Select All Comments." This will highlight all comments within your document.
-
Delete: Press the "Delete" key on your keyboard to remove all selected comments.
-
Print: Now print your document—comments should be completely gone.
Method 4: Using Print to PDF for Preview and Control (Best Practice)
Printing to PDF first allows you to preview your document accurately before using ink and paper. This is a crucial step in ensuring you get the desired output:
-
Print as PDF: In the "Print" dialogue box, select "Microsoft Print to PDF" or a similar PDF printer option.
-
Save the PDF: Save the PDF to your computer.
-
Check PDF: Open the PDF and verify that the comments column isn't present.
-
Print (if needed): Once satisfied, print the PDF file. This method offers unparalleled control and allows for error-free print results.
Pro Tip: Troubleshooting Persistent Issues
If you're still facing difficulties removing the comments column, consider these additional points:
- Templates: If you're using a template, the template itself may have settings that include comments in print output. Check the template's settings.
- Document Protection: Document protection settings can sometimes interfere with print options. Ensure your document isn't protected in a manner that prevents comment control.
- Software Updates: Ensure your version of Microsoft Word is up to date. Software updates frequently include bug fixes that might solve printing anomalies.
By mastering these optimal practices, you can successfully remove the comments column when printing in Word, ensuring clean, professional printouts every time. Remember to experiment with these methods and find the one that best suits your workflow.
