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How to Print Tracked Changes in Red from Word Online
Question details
The user needs to print a document containing red-lined tracked changes directly from Word for the web.
- Product
- Word Online
- Device & OS
- not provided
- Scenario
- Attempting to print a document with visible markups and tracked changes from a web browser.
- Observed behavior
- The print dialog in Microsoft 365 Online does not provide the 'Print Markup' option, preventing the user from printing the tracked changes as they appear on the screen.
Ensure you have access to a desktop word processor such as Microsoft Word Desktop or WPS Office, as the web-based version of Word fundamentally lacks the capability to print document markups.
Open the Document in Microsoft Word Desktop App
Since Microsoft 365 Online lacks the 'Print Markup' feature, you must open the document in the full desktop version of Word to access advanced printing options.
Word for the web is designed for quick edits and streamlined collaboration. While it successfully displays tracked changes on your screen, its simplified print dialog strips out these markups before sending the file to your printer. To print red-lined changes, you must transition to the desktop application.
While viewing your document in Word Online, click the 'Editing' or 'Viewing' button at the top of the ribbon, and select 'Open in Desktop App' from the dropdown menu.
Once the document opens in the desktop version of Word, navigate to the 'Review' tab and verify that 'All Markup' is selected in the Tracking group.
Click 'File' in the top-left corner of the window and select 'Print' from the left-hand sidebar menu.
Under the Settings section, click the first drop-down menu (which usually defaults to 'Print All Pages'). Look at the bottom of the expanded list and click to check the 'Print Markup' option.
Check the print preview pane on the right to ensure your red-lined changes are visible, then click the large 'Print' button to finalize.
Print Tracked Changes and Markups Using WPS Writer
If you do not have a paid Microsoft Word desktop license, you can easily download your document from Word Online and print your tracked changes in red using WPS Writer for free.
- 1. Download your document: In Word Online, go to File > Save As and click 'Download a Copy' to save the .docx file to your computer.
- 2. Open the file in WPS Writer: Launch WPS Office, open the downloaded document in WPS Writer, and navigate to the Review tab to ensure your tracked changes are visible.
- 3. Open the Print dialog: Click 'Menu' in the top-left corner and select 'Print', or simply press Ctrl + P on your keyboard.
- 4. Enable Print markup and print: In the Print dialog box, check the 'Print markup' option located under the Print what section, then click 'OK' to print your red-lined document.
Frequently Asked Questions
Why does Word Online hide my tracked changes when I try to print?
Word for the web utilizes a simplified printing mechanism that generates a clean PDF of your document for the browser to print. This lightweight process currently does not support rendering complex metadata like red-lined tracked changes or margin comments.
How can I save my Word document with red-lined changes as a PDF?
You must use a desktop application like Microsoft Word or WPS Writer. Go to the Print menu, ensure the 'Print Markup' setting is enabled in the print options, and change your selected printer to 'Microsoft Print to PDF' or 'WPS PDF'.
Can I print just a list of the tracked changes without the full document text?
Yes, in the desktop version of Microsoft Word, go to File > Print. Click the first drop-down menu under Settings (usually displaying 'Print All Pages') and select 'List of Markup'. This will print only the revisions and comments on separate pages.
