When you print a Word document that contains tracked changes, the default output shows deletions as strikethrough text and insertions as underlined text. This standard view can make the document difficult to read, especially when multiple reviewers have made edits. You need a printout that shows each change clearly as an inline annotation, where additions and deletions appear in the margin or as callouts rather than cluttering the main text. Word includes a built-in setting called “Print Markup” that, when configured correctly, prints tracked changes as inline annotations in a separate list at the end of each page or at the end of the document. This article explains how to enable that setting, configure the print output, and troubleshoot common issues where changes do not appear as expected.
Key Takeaways: Printing Tracked Changes as Inline Annotations
- File > Print > Settings > Print Markup: Enables the printing of tracked changes and comments. Without this checked, no changes appear on the printed page.
- Review > Show Markup > Balloons > Show All Revisions Inline: Forces Word to display tracked changes as inline annotations within the document body instead of in margin balloons.
- File > Options > Display > Printing options > Print hidden text: Ensures that deleted text, which is hidden by default, appears as strikethrough or as an annotation when printed.
Why Tracked Changes Print as Inline Annotations Instead of Balloons
Tracked changes in Word can appear in two visual modes: inline and balloon. Inline mode places insertions and deletions directly in the text, with insertions underlined and deletions struck through. Balloon mode moves deletions and formatting changes into the margin, leaving the main text clean. When you print, Word uses the same display mode that you see on screen. If your document uses balloons on screen, the printed output will also show balloons, not inline annotations. To print tracked changes as inline annotations, you must switch the display mode to inline before printing. This setting is controlled by the “Balloons” option in the Review tab. Additionally, the “Print Markup” checkbox in the Print dialog must be enabled. Without it, Word prints the document as if all changes are accepted, ignoring all markup entirely. Understanding these two controls is the foundation for getting the correct printed output.
Steps to Print Word Documents With Tracked Changes as Inline Annotations
- Switch the document to Inline display mode
Go to the Review tab on the ribbon. In the Tracking group, click the small arrow in the bottom-right corner of the group to open the Track Changes Options dialog. Alternatively, click the dialog launcher next to “Balloons” in the Tracking group. In the dialog, under “Balloons in the All Markup view,” select “Show All Revisions Inline.” Click OK. This forces all tracked changes to appear directly in the text body, with insertions underlined and deletions struck through. - Verify the document shows inline changes on screen
On the Review tab, change the Display for Review dropdown to “All Markup” if it is not already selected. Scroll through the document to confirm that deletions appear as red strikethrough text and insertions as red underlined text. No changes should appear in the margin or in balloons. If you still see balloons, repeat step 1 and ensure the “Show All Revisions Inline” option is selected. - Open the Print dialog
Press Ctrl+P or go to File > Print. The Print dialog appears with a preview pane on the right. Below the preview, look for the “Settings” section. - Enable Print Markup
In the Settings section, click the last dropdown (it usually shows “Print All Pages” or “Print Selection”). Scroll down and check the box next to “Print Markup.” This tells Word to include tracked changes and comments in the printed output. The preview pane will update to show the inline changes in the printed layout. - Choose print range and copies
Select the number of copies and the page range you need. For a full document, leave “Print All Pages” selected. Click the Print button to send the job to your printer.
Printing Only the Tracked Changes List
If you want a separate list of all tracked changes rather than inline annotations in the main text, use the “List of Markup” print option. After enabling Print Markup in the Print dialog, click the dropdown that shows “Print All Pages” and select “List of Markup” from the Document Properties section. This prints a standalone page at the end of the document that lists every change, its author, date, and the exact text that was inserted or deleted. This option is useful for review meetings where you want a summary of all edits without inline clutter.
If Tracked Changes Still Do Not Print as Inline Annotations
Word Prints Balloons Instead of Inline Annotations
The most common reason is that the document is still in Balloon mode on screen. Even if you selected “Show All Revisions Inline” in the Track Changes Options dialog, Word may revert to balloons if the document contains comments. Comments always print in balloons regardless of the inline setting. To print comments as inline annotations, you must turn off comments before printing. On the Review tab, in the Tracking group, click “Show Markup” and uncheck “Comments.” Then repeat the print steps. Comments will not appear in the printout, but tracked changes will remain inline.
Changes Print as Accepted Text With No Markup
This happens when “Print Markup” is not checked in the Print dialog. Open the Print dialog, scroll down in the Settings section, and ensure the “Print Markup” checkbox is selected. If the checkbox is grayed out, the document may have no tracked changes, or the changes may have been accepted. Verify that the document still contains tracked changes by looking at the Review tab — if the Track Changes button is highlighted, changes are active. If the document shows no red text, the changes have already been accepted and cannot be printed as annotations.
Deleted Text Does Not Appear in the Printout
Deleted text in tracked changes is hidden by default to keep the document readable. To print deleted text as strikethrough inline annotations, you must enable the printing of hidden text. Go to File > Options > Display. Under “Printing options,” check “Print hidden text.” Click OK. Then print the document again. Deleted text will now appear as red strikethrough in the printed output.
Print Preview Shows No Changes but the Document Has Tracked Changes
This indicates that the “Display for Review” setting is set to “No Markup” or “Original.” On the Review tab, change the dropdown in the Tracking group to “All Markup.” The print preview will update to show the changes. If the preview still shows no changes, close the Print dialog, save the document, reopen it, and try again.
| Setting | Inline Annotations | Balloon Annotations |
|---|---|---|
| Display mode | Show All Revisions Inline | Show Revisions in Balloons |
| Print Markup required | Yes | Yes |
| Comments appear as | Do not appear (must be hidden) | In margin balloons |
| Deleted text visibility | Strikethrough in text | In margin balloon |
| Best for | Reading changes in context | Keeping main text clean |
After printing, you can restore the original display mode by going back to Review > Balloons > Show Revisions in Balloons if needed. The inline setting only affects the current session and the printed output; it does not permanently alter the document. For large documents with many changes, consider printing only the list of markup to save paper and reduce clutter. The “Print hidden text” option in File > Options > Display is a global setting that affects all documents, so remember to uncheck it after printing if you do not want hidden text to appear in future print jobs.