How to Add Screen-Only Text to a PDF That Will Not Print
Question details
The user wants to insert instructions or text into a PDF that can be viewed digitally on a screen but will be automatically excluded when the document is printed.
- Product
- Device & OS
- not provided
- Scenario
- Creating a digital form or document that requires user instructions without having those instructions appear on the final printed hard copy.
- Observed behavior
- The user needs to configure specific text properties to ensure the text acts as a screen-only element, displaying electronically but omitting itself during the printing process.
Ensure you have an advanced PDF editor installed, such as WPS Office or Adobe Acrobat, as standard PDF readers do not have the capability to create or modify form field properties.
Use a Read-Only Form Field with Adjusted Visibility
By adding a text form field and changing its visibility properties to 'Visible but Does Not Print', you can easily create screen-only instructions.
This method utilizes the built-in form features of PDF standards. Rather than adding standard static text, you create a text field that looks like normal text but follows special form rules during printing.
Launch your PDF editor, open the desired document, and navigate to the 'Prepare Form' or 'Form' tab to access form-building tools.
Select the 'Text Field' option and drag to draw a box in the area where you want the screen-only instructions to appear.
Type the necessary text into the newly created text field. You can adjust the font size and formatting as needed.
Right-click the text field and select 'Properties'. Under the General tab, check the box for 'Read-Only' so users cannot alter the instructional text.
Still in the Properties menu, locate the 'Form Field' visibility dropdown. Change the setting from 'Visible' to 'Visible but Does Not Print'.
Close the Properties dialog, save your PDF, and open the Print Preview. Confirm that the instructional text is visible on the document page but disappears in the print preview.
Easily Create Interactive PDFs with WPS Office
WPS Office includes a comprehensive PDF editor that makes managing form fields, adding screen-only text, and editing document layouts incredibly simple.
- 1. Open Your PDF in WPS Office: Launch WPS Office, open your PDF file, and click on the 'Form' tab at the top.
- 2. Add a Text Field: Click 'Text Field' and draw the box on your document where the instructions belong.
- 3. Adjust Properties: Double-click the field to open its Properties. Check the 'Read-Only' box.
- 4. Change Print Settings: In the Visibility dropdown within Properties, select 'Visible but doesn't print', then save the file.
Frequently Asked Questions
Can I make images or shapes screen-only in a PDF as well?
Yes. While standard image inserts cannot have form properties applied directly, you can create a 'Button' form field, set your desired image as the button's icon, make it read-only, and apply the 'Visible but Does Not Print' setting to it.
Why is my screen-only text still showing up when I print?
This usually happens if the user's print dialog is set to print 'Document and Markups' or 'Document and Stamps'. To ensure the text doesn't print, the print settings should be set to print 'Document' only. Additionally, double-check that the field's property was properly saved as 'Visible but Does Not Print'.
Will 'Visible but Does Not Print' work in web browsers?
Advanced PDF readers like WPS Office and Adobe Acrobat fully support this standard PDF form feature. However, some basic built-in web browser PDF viewers may not fully respect advanced form field properties and might print the text anyway.
