How to Remove the Gray Markup Area Background in Word
Question details
The user wants to remove or customize the gray background color in the markup area for tracked changes and comments in Microsoft Word to save ink when printing.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Printing or viewing a document that contains tracked changes and comments.
- Observed behavior
- The markup area beside the document page displays a solid gray background that cannot be removed or customized through standard formatting settings.
Decide whether you actually need the comments and tracked changes visible on the physical printout, or if printing the clean, final version of the document is sufficient for your needs.
Print the Document Without the Markup Area
The most effective way to avoid printing the gray background is to hide the markup area entirely by printing the document without tracked changes and comments.
Since Microsoft Word does not offer a built-in feature to change the background color of the markup pane, turning off the markup during the printing process is the best workaround to save printer ink.
Click on 'File' in the top-left corner of the Word ribbon, and select 'Print' from the menu.
Under the 'Settings' section, click on the first drop-down menu (which usually says 'Print All Pages').
Look near the bottom of the drop-down list for the 'Print Markup' option. Click it to uncheck it. The preview will update to show your document without the gray markup area.
Display Revisions Inline Instead of Balloons
Change the tracking settings to show revisions inline, which eliminates the side markup area and its gray background while still keeping changes visible.
Submit Feedback to Microsoft
Since Word does not natively support removing the gray background, submitting a feature request to Microsoft is the official course of action.
Try WPS Office for a Streamlined Document Experience
If Microsoft Word's rigid formatting options are frustrating, try WPS Office. It is a free, lightweight, and highly compatible alternative that offers intuitive document editing, clean track changes viewing, and seamless format compatibility without the heavy resource usage.
- 1. Download WPS Office: Visit the official WPS website and install the free office suite on your device.
- 2. Open Your Document: Launch WPS Writer and seamlessly open your existing .docx files without losing any formatting.
- 3. Manage Revisions: Use the intuitive Review tab to manage tracked changes and comments with a clean, user-friendly interface.
Frequently Asked Questions
Why is the markup area gray in Microsoft Word?
By design, Microsoft Word uses a gray background for the markup area to visually separate comments and tracked changes from the main document text. This helps users quickly distinguish between the content and the revisions.
Can I print comments in balloons without the gray background?
No. In current versions of Word, if you choose to print with the markup area (balloons) visible, Word will automatically include the gray background. You can only avoid it by printing revisions inline or hiding the markup entirely.
Does dark mode affect how the markup area prints?
Yes and no. Dark mode changes the overall canvas and markup area colors on your screen to reduce eye strain, but it does not change how the document prints. The markup area will still print with the standard gray background.
How do I print only the final version of the document?
Go to File > Print, click the settings dropdown under the printer selection (usually labeled 'Print All Pages'), and uncheck 'Print Markup'. This ensures the printer outputs the clean, final version of your text without any gray areas or comments.
