Formatting Issues

Export Word for Mac to PDF with Simple Markup and No Balloons

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to print or export a Word for Mac document to PDF using the Simple Markup view, showing only the vertical change bar instead of the detailed balloons and full revision history.

Product: Microsoft Word
Device & OS: Mac
Scenario: Saving or printing a document containing tracked changes into a PDF format.
Observed behavior: When saving or printing to PDF, Word displays all tracked revisions and side balloons instead of the desired simplified vertical change bar seen in the Simple Markup screen view.

Before you start

Verify that all document edits are finalized so you only need to adjust the final track changes display settings before generating your PDF.

Solution 1Recommended

Configure Track Changes Preferences and Hide Balloons

Manually adjust your markup and balloon settings so deletions are hidden and revisions are shown inline, allowing the PDF to reflect the Simple Markup appearance.

The 'Simple Markup' option in Microsoft Word is strictly an on-screen display view. It does not dictate how tracked changes will appear when printed or exported to PDF. To achieve the simplified look in your exported file, you must override the balloon and deletion settings.

Access Markup Preferences

Navigate to the 'Review' tab on the top ribbon, click on 'Markup Options', and select 'Preferences'.

Format Insertions and Deletions

Configure the track changes settings to hide deletions and set insertions to display as regular text, minimizing on-page clutter.

Disable Balloons

Go back to the 'Review' tab, choose 'Markup Options', navigate to 'Balloons', and select 'Show All Revisions Inline'. This prevents the margins from expanding to show comment and revision bubbles.

Export to PDF

Click 'File' > 'Save As' and choose PDF as the format, or use 'File' > 'Print' and select 'Save as PDF'. The document will now export without the markup balloons.

Pro Tip: Always preview your document using the Print menu before saving the final PDF to ensure the markup displays exactly as intended.

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Try WPS Office for Clearer Document Formatting and PDF Export

If Microsoft Word's markup and printing settings are too complex or confusing, consider switching to WPS Office. It provides a highly compatible, free, and lightweight alternative with straightforward document formatting and built-in PDF export capabilities.

1. Download WPS Office: Install WPS Office on your Mac for free from the official website.
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3. Export to PDF: Use the built-in 'Export to PDF' feature for a predictable, clean layout that matches exactly what you see on screen.

Seamlessly compatible with Microsoft Word (.doc, .docx) formatsStraightforward Track Changes and document review toolsBuilt-in, one-click export to PDF without confusing layout shiftsLightweight application that runs smoothly on Mac devices

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Frequently Asked Questions

Why does Simple Markup change to All Markup when saving as PDF?

Simple Markup is only a display view in Microsoft Word designed for on-screen reading. When exporting or printing, Word reverts to the actual document data, which defaults to printing all tracked changes and balloons unless manually overridden in the Markup Options.

Can I remove all tracked changes entirely before exporting?

Yes, if you no longer need the revision history to show at all, you can go to the Review tab and select 'Accept All Changes' (or Reject). This will finalize the text so it exports exactly as it appears without any markup bars or balloons.

Where is the Preferences menu for Markup Options on Mac?

In Word for Mac, you can find the tracking preferences by navigating to the Review tab, clicking the small arrow next to Markup Options, and selecting Preferences. Alternatively, you can go to Word > Preferences > Track Changes from the top Mac menu bar.

Document & File Issues