You have a document full of tracked changes and need to print a hard copy that shows every insertion, deletion, and comment. By default, Word prints the document as if all changes have been accepted, which defeats the purpose of a review session. This article explains how to configure Word to print the markup layer so reviewers can see exactly what was edited. You will learn the correct settings in the Print dialog and how to avoid common pitfalls that hide the tracked changes on paper.
Key Takeaways: Printing Tracked Changes With Markup
- File > Print > Settings > Print All Pages > Print Markup checkbox: Ensures insertions, deletions, and comments appear on the printed page.
- Review > Show Markup > Specific markup types: Lets you choose which kinds of tracked changes print, such as insertions and deletions only or comments only.
- File > Options > Display > Printing options > Print hidden text: Prints text that is formatted as hidden by Track Changes, which is off by default.
How Word Handles Tracked Changes During Printing
When you print a document that contains tracked changes, Word applies a final layout view to the page. By default, Word prints the document in Print Layout view with all tracked changes accepted visually. This means the printed page shows the text as if all insertions are included and all deletions are removed. The markup balloons on the right side of the screen do not appear on paper unless you specifically enable them.
The key setting is the Print Markup checkbox inside the Print dialog. This checkbox tells Word to render the tracked changes markup exactly as you see it on screen in All Markup view. Without this checkbox selected, Word prints the document in No Markup view, which shows the final version without any revision marks.
Before printing, you must also ensure that the document is in a view that displays markup. The recommended view is Print Layout with All Markup selected in the Review tab. If you use Simple Markup, the printed output may only show a red vertical line in the margin instead of the full change text.
Steps to Print a Document With All Tracked Changes Visible
Follow these steps to configure Word to print tracked changes, comments, and other markup on every page.
- Switch to All Markup view
Go to the Review tab on the ribbon. In the Tracking group, click the Display for Review dropdown and select All Markup. This ensures every insertion, deletion, and comment is visible on screen. If you select Simple Markup, only the red margin line prints. - Open the Print dialog
Press Ctrl + P or go to File > Print. The Print panel opens on the left side of the window. - Check the Print Markup option
Under Settings, click the first dropdown that says Print All Pages by default. At the bottom of the dropdown list, locate the Print Markup checkbox. Click the checkbox to select it. A checkmark indicates that tracked changes and comments will print. - Verify the preview
On the right side of the Print panel, review the print preview. You should see red strikethrough text for deletions, blue underlined text for insertions, and comment balloons in the margin. If the preview shows clean text without markup, the Print Markup checkbox is not selected. - Choose specific markup types to print (optional)
If you want to print only certain types of changes, go to the Review tab and click Show Markup. Uncheck the types you want to hide, such as Formatting or Comments. Only the checked markup types will appear in the print output. - Set the printer and print
Select your printer, adjust copies and page range as needed, then click the Print button at the top of the Print panel.
If Tracked Changes Still Do Not Appear on the Printed Page
The Print Markup checkbox resets after each print job
Word does not remember the Print Markup setting between print sessions. Each time you open the Print dialog, you must reselect the checkbox. This is by design to prevent accidental printing of markup in final documents. Always verify the preview before clicking Print.
Hidden text from Track Changes does not print
When you delete text using Track Changes, Word marks the deletion as hidden text. By default, Word does not print hidden text. To print deleted text as strikethrough, go to File > Options > Display. Under Printing options, check the box Print hidden text. Click OK. Now the deleted text will appear on the printed page with a strikethrough line.
Comments print in the wrong location or are cut off
Comments appear in balloons in the right margin. If the document has many comments, they may overflow the margin and get cut off. To fix this, reduce the comment font size by going to Review > Show Markup > Balloons > Set All Balloons to Show in the Right Margin. Then adjust the zoom level in Print Layout to 80% or 90% to give more horizontal space. Alternatively, print in landscape orientation to widen the printable area.
The print preview shows markup but the physical print does not
This usually happens when the printer driver does not support the balloon rendering. Update your printer driver to the latest version from the manufacturer’s website. If the problem persists, save the document as a PDF with the Print Markup option enabled, then print the PDF file. To save as PDF, go to File > Export > Create PDF/XPS and click Options. Check Document properties and Document structure tags for accessibility, then publish.
Print Layout vs All Markup: What Each View Prints
| Item | Print Layout (No Markup) | All Markup + Print Markup |
|---|---|---|
| Inserted text | Included as normal text | Shown as blue underlined text |
| Deleted text | Removed from output | Shown as red strikethrough text |
| Comments | Not printed | Printed in margin balloons |
| Formatting changes | Applied silently | Shown as markup in balloons |
| Red vertical line (change bar) | Not printed | Printed if Simple Markup is active |
The table above shows the critical difference between printing with and without the Print Markup option. If you need a clean copy of the final document, leave Print Markup unchecked. If you need a review copy that shows every edit, always select Print Markup and use All Markup view.
You can now print any Word document with tracked changes visible on paper. Before each print job, remember to enable the Print Markup checkbox and verify the preview. For complex documents with many comments, switch to landscape orientation or reduce the zoom level to prevent cut-off balloons. As an advanced tip, create a custom Quick Access Toolbar button for the Print Markup setting by adding the Print Markup command from the All Commands list in Word Options, which saves one click each time you print.