Print Tracked Changes and Comments

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.

  1. Tell Word to print the document.
  2. 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.
  3. Select “List of markup” from the Print What: options on a Mac or from the Settings on a Windows computer.
  4. 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.

book cover cropped to banner size
Find out more about using Track Changes starting on pp. 8–26 of the book.

cover of editing in word 2016 2nd edition
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