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How to Remove Tracked Formatting and Markup When Printing in Word
Question details
The user needs to remove tracked changes and formatting balloons that appear on the right side of printed Word documents or exported PDFs.
- Product
- Microsoft Word / WPS Writer
- Device & OS
- not provided
- Scenario
- Printing or exporting a Word document that contains tracked changes and formatting history.
- Observed behavior
- Formatting balloons and tracked changes are being printed alongside the main document text, often being mistaken for unwanted headers or footers in the right margin.
Determine whether you want to permanently finalize the document by accepting the changes, or if you simply want to hide the revision history for this specific printout.
Hide Markup During Printing or PDF Export
Use this method to keep your revision history intact while ensuring the markup balloons do not appear on your final printed page or exported PDF.
This is the safest approach if the document is still under review. It allows you to generate a clean printout without permanently altering the document's tracked changes.
Click on the 'File' tab in the top-left corner of the Word window and select 'Print' from the sidebar menu.
Under the Settings section, click the drop-down menu that typically says 'Print All Pages' to reveal additional printing options.
Look for the 'Print Markup' option at the bottom of the drop-down list and click it to uncheck or clear the selection. The print preview will update to show the document without the right-side balloons.
Permanently Accept All Changes and Stop Tracking
If the document is finalized and you no longer need the revision history, you can permanently accept all changes to remove the formatting balloons entirely.
Stop Tracking Formatting While Keeping Text Revisions
Use this method if you want to continue tracking text edits but find formatting balloons (like bolding or font changes) distracting.
Manage Tracked Changes Easily with WPS Writer
WPS Office offers a fully compatible, free alternative to Microsoft Word. You can seamlessly manage, hide, or accept tracked changes and print your documents without unwanted markup using WPS Writer.
- 1. Open Your Document in WPS Writer: Launch WPS Office and open your .docx file containing the tracked changes.
- 2. Access the Review Tab: Click on the 'Review' tab in the top ribbon to view all tracked changes and markup options.
- 3. Adjust Markup Display: Click the 'Track Changes' drop-down and choose to 'Accept All Changes', or use the 'Markup' view settings to hide formatting balloons.
- 4. Print Without Markup: Go to Menu > Print, and ensure the document is set to print the final version without markup balloons.
Frequently Asked Questions
Why do my tracked changes look like modified headers or footers?
Tracked changes and comments are displayed in formatting balloons placed in the right margin of the document. Because they align closely with the page edges, users unfamiliar with the Review feature often mistake them for headers or footers.
Will exporting a Word document to PDF include the tracked changes?
Yes, if the document is currently set to display markup, saving or exporting it to PDF will include the formatting balloons on the side of the page. You must disable the 'Print Markup' setting before exporting to create a clean PDF.
Can I hide comments but keep tracked formatting when printing?
Yes. You can selectively choose which types of markup to show or print by clicking the 'Show Markup' dropdown in the Review tab. Uncheck 'Comments' while leaving other tracking options checked before printing.
