Fix Word Printing Markup as Multiple Notepad Files Instead of PDF
Question details
The user needs to correctly print or export a Word document with markup to a PDF file without it breaking into multiple text files.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Printing a document containing tracked changes and comments to a PDF.
- Observed behavior
- Word outputs multiple Notepad files containing raw data instead of generating a single, properly formatted PDF.
Ensure you have 'Microsoft Print to PDF' or another PDF printer installed on your system, and verify that your document currently has tracked changes or comments visible.
Select Correct Printer and Adjust Font Settings
Selecting the Microsoft Print to PDF driver and disabling the system font reliance setting typically resolves this output error.
This issue occurs when Word sends raw printer commands to a file, or when driver font settings conflict with the document's formatting. Changing the printer properties ensures the PDF generation handles the embedded fonts and markup correctly.
Open your document in Microsoft Word and click on 'File' > 'Print', or press Ctrl + P on your keyboard.
Click the 'Printer' drop-down menu and choose 'Microsoft Print to PDF'. Carefully ensure that the 'Print to File' checkbox is not selected.
Click on 'Printer Properties' located right below the selected printer.
In the properties window, navigate to the settings (often under an Advanced or Adobe PDF tab) and uncheck the option that says 'Rely on system fonts only; do not use document fonts'. Click OK.
Under the Word Settings section, verify that 'Print Markup' is ticked (found at the bottom of the 'Print All Pages' drop-down list), then click the 'Print' button to save your PDF.
Disable the Print to File Option
If 'Print to File' is accidentally enabled, Word saves raw printer language instructions (often opening in Notepad) instead of a viewable document.
Export Documents to PDF Seamlessly with WPS Office
Bypass complex printer driver conflicts by switching to WPS Office. WPS Writer features a built-in, native PDF exporter that perfectly preserves your document markup, tracked changes, and layouts without relying on external system printers.
- 1. Open Your Document in WPS Writer: Launch WPS Office and open your .docx file containing the tracked changes.
- 2. Use the Built-in PDF Exporter: Navigate to the 'Menu' and select 'Export to PDF'. This bypasses Windows print drivers entirely.
- 3. Include Document Markup: In the Export to PDF options, ensure that you check the option to include comments and markup, then click 'Export'.
Frequently Asked Questions
Why do my printed documents keep opening in Notepad?
This usually happens when the 'Print to File' option is enabled in your print settings. This feature saves the raw printer instructions (often as a .prn file) which Windows defaults to opening with Notepad instead of a PDF viewer.
How do I make sure tracked changes appear in my final PDF?
In the Word Print dialog, click the drop-down menu under 'Settings' (which usually defaults to 'Print All Pages'). At the bottom of this menu, ensure that the 'Print Markup' option has a checkmark next to it before you print.
What does 'Rely on system fonts only' mean?
This is a printer driver setting that forces the printer to substitute your document's unique fonts with standard fonts installed on your Windows system. Disabling it ensures the PDF correctly uses the exact fonts embedded in your document, preventing formatting or conversion glitches.
