Printing Problems

Fix Printing Restrictions for Word Documents with Content Controls

Phi Hung Vo Oct 21, 2026 868 views

Question details

Users are unable to print a Word document containing content controls, despite having access to edit and save the file.

Fix Printing Restrictions for Word Documents with Content Controls

Product: Word
Device & OS: not provided
Scenario: A user with 'Change' permissions is trying to print a protected document, but the print function is unavailable or blocked.
Observed behavior: The document can be read, edited, and saved, but printing is restricted due to Information Rights Management policies rather than the content controls themselves.

Before you start

Verify that you have the necessary administrative or document owner rights to modify the Information Rights Management (IRM) policies for the specific file.

Solution 1Recommended

Modify Information Rights Management (IRM) Permissions

Adjust the user's document permission level to explicitly grant printing access.

Content controls themselves do not block printing. When users can read, edit, and save a document but cannot print it, the issue is typically caused by the 'Change' permission level in Microsoft's Information Rights Management (IRM). You must manually update these rights to allow printing.

Open the restricted document

Launch Microsoft Word and open the document using an account that has owner or administrator privileges.

Access the Info tab

Click on the 'File' menu in the top-left corner of the screen and select 'Info' from the left-hand sidebar.

Open protection settings

Click on the 'Protect Document' button to reveal a dropdown menu, then select 'Restrict Access'.

Update user permissions

Modify the user permissions from 'Change' to a level that explicitly includes printing rights (such as 'Full Control'), or use the 'More Options' button to customize the specific user rights and check the box that allows printing.

Modify Information Rights Management (IRM) Permissions

Enterprise Policies: If the document is governed by a corporate rights-management policy, you may need to contact your IT administrator to update the global policy template so that printing is allowed.

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Frequently Asked Questions

Do content controls restrict document printing in Word?

No, content controls are designed to guide data entry and structure the document. They do not have built-in functions to prevent a document from being printed.

Why can a user edit and save a document but not print it?

This happens when Information Rights Management (IRM) is applied to the document. The 'Change' permission level allows users to read, edit, and save the file, but it specifically restricts printing by default.

How do I check if my document has Information Rights Management applied?

Go to the 'File' menu, select 'Info', and check the 'Protect Document' section. If IRM is active, it will state that access is restricted and list the specific permissions applied to your user account.

Document & File Issues