How to Show Word Content Controls on Screen but Not Print Them
Question details
The user needs to display placeholder text inside Word form content controls on the screen but prevent that text from appearing on the final printed document, without relying on macros.
- Product
- Word
- Device & OS
- not provided
- Scenario
- Creating a fillable form or template with instructional placeholder text that should only be visible to the user digitally.
- Observed behavior
- By default, the placeholder text prints out alongside the rest of the document, which ruins the clean layout of the printed form.
Ensure your document is saved and that you have enabled the Developer tab in your Word ribbon, as you will need access to Design Mode to format the content control tags properly.
Use Design Mode and Hidden Text Settings
Format the placeholder text as hidden, then instruct the word processor to display hidden text on screen but ignore it during printing.
This built-in approach safely bypasses the need for complex VBA macros by utilizing standard font attributes and display toggles. It ensures your form remains functional and easy to maintain.
Go to the Developer tab on the ribbon and click 'Design Mode' to reveal the structural tags of your content controls.
Select the placeholder text inside the content control. Press Ctrl+D to open the Font dialog box, check the 'Hidden' box, and click OK.
Navigate to File > Options > Display. Under the 'Always show these formatting marks on the screen' section, check the box for 'Hidden text'.
In the same File > Options > Display menu, look under 'Printing options' and ensure 'Print hidden text' is unchecked. Click OK to save your changes.
Easily Manage Document Printing Options with WPS Office
WPS Writer provides a streamlined interface for creating forms and managing advanced print settings. It is fully compatible with Microsoft Word document formats and offers a simplified way to control hidden text visibility and printing behaviors.
- 1. Open your Document: Launch WPS Writer and open your form document containing the placeholder text.
- 2. Format Text as Hidden: Highlight your placeholder text, right-click and select 'Font'. In the dialog box, check the 'Hidden text' option and apply.
- 3. Show Formatting Marks: Go to Menu > Options > View, and under formatting marks, check 'Hidden text' to keep it visible on your screen.
- 4. Adjust Print Settings: Navigate to Menu > Options > Print, and ensure that 'Hidden text' is unchecked so the placeholder won't appear on your printed pages.
Frequently Asked Questions
Why is my hidden text still printing?
If your hidden text is printing, the 'Print hidden text' setting is likely enabled. Check File > Options > Display in Word (or Options > Print in WPS Writer) and ensure the print hidden text option is completely unchecked.
Do I need to use VBA macros to hide content controls when printing?
No. By formatting the specific placeholder text as hidden and adjusting your application's display and print settings, you can achieve this dynamically without writing any macros.
Will the content control placeholder reappear if someone else opens the document?
The on-screen visibility of hidden text depends on the local application settings of the person opening the document. If they do not have 'Show hidden text' enabled in their display options, they will not see the placeholder.
How do I turn on the Developer tab to access Design Mode?
To enable the Developer tab, right-click anywhere on the main ribbon and select 'Customize the Ribbon'. In the right-hand column of the window that appears, check the box next to 'Developer' and click OK.
