There are at least two reasons you might want to have a “print” copy of the tracked changes and comments in a Word document: to distribute hard copy, or to extract the information into a memo or other use. Print is in scare quotes because this method can produce a PDF just as easily as a paper copy.
- Tell Word to print the document.
- In the print dialogue box, open the Word settings. This will look slightly different on your computer than shown below, as the print dialogue box is custom to your printer.
- Select “List of markup” from the Print What: options on a Mac or from the Settings on a Windows computer.
- Either click Print for a paper copy or click PDF to generate an electronic version.
A paper print of “Document showing markup” (or “Print all pages” plus “Print Markup” on a Windows computer) will look just like it does on screen, with the markup area on the side.
Printing the List of Markup generates a literal list of the markup, separated by page.
Why Use a PDF
The advantage of PDF format — aside from the usual, that it is “unalterable” and transmittable electronically — is that the contents can then be exported. The text in a PDF can be copy–pasted into a Word document or an email to summarize as transmittal notes, create a checklist of issues, or any other editorial use.