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How to Print Word Version History Changes with Markup
Question details
The user needs to print a Word document with markup to show the cumulative changes between an older version from one month ago and the current version.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- A user wants to print the exact differences (markup) between a historical document stored in OneDrive and the present version.
- Observed behavior
- Word's built-in Version History displays the edits, but the older version opens as a read-only file and cannot be printed with markup directly from that view.
Ensure you have access to your OneDrive version history and download both the older version and the current version of the document to your local hard drive.
Use the Word Compare Feature to Generate Printable Markup
Since read-only Version History documents cannot be printed with markup directly, use Word's Compare feature to create a new document that displays all tracked changes between the two versions.
The Compare tool analyzes two separate Word documents and generates a third document. This newly created document highlights every deletion, insertion, and formatting change, which can then be printed natively with all markup visible.
Open your document from OneDrive, access Version History, locate the version from a month ago, and select 'Download' or 'Save a Copy' to save it to your local computer.
Ensure the latest, up-to-date version of your document is also saved locally as a separate file.
Open Microsoft Word, navigate to the 'Review' tab on the ribbon, click on the 'Compare' button, and choose 'Compare...' from the drop-down menu.
In the Compare Documents dialog box, browse to set the downloaded older version as the 'Original document' and the current version as the 'Revised document'. Click 'OK'.
Word will generate a new document displaying the combined markup. Navigate to 'File' > 'Print', ensure that 'Print Markup' is checked in the print settings drop-down, and proceed to print.
Compare Versions and Print Markup Seamlessly in WPS Office
WPS Writer offers an intuitive and powerful document comparison tool that effortlessly tracks and prints changes between different document versions. It provides an excellent alternative for managing document revisions.
- 1. Open WPS Writer: Launch WPS Office and open a new blank document or your current working file.
- 2. Use the Compare Feature: Navigate to the 'Review' tab in the top ribbon and click on the 'Compare' button.
- 3. Select Document Versions: Choose your original historical document and your revised current document from your local drive, then click OK to merge them.
- 4. Print with Markup: Review the newly generated document containing the markup. Go to 'Menu' > 'Print' and ensure document changes are set to print.
Frequently Asked Questions
Can I print directly from Word's Version History pane?
No, documents opened directly from the Version History pane load in a read-only state. You cannot print them with dynamic markup directly; you must save them as separate files and use the Compare tool.
How do I ensure markup is actually printed on the paper?
When you go to File > Print in Word, click on the 'Print All Pages' dropdown under the Settings section. Look at the bottom of the list and verify that the 'Print Markup' option is checked.
Does the Compare feature overwrite my older version?
No, the Compare tool generates a completely new, third document containing the tracked changes. Both your original older version and your revised current version remain perfectly intact and untouched.
Why are some formatting changes missing in my compared document?
When you select your documents in the Compare dialog box, click the 'More' button to expand the settings. Ensure that the checkboxes for 'Formatting', 'Case changes', and 'White space' are checked before clicking OK.
