Use the landscape layout to print a Word document with comments

by Mary Ann Richardson | Jun 26, 2006 6:30:00 PM

Tags: Word processors, Microsoft Office, Mary Ann Richardson, Microsoft Word, Microsoft Office Suite Word Tips Newsletter

Takeaway: Have you ever tried to print a Word document that contains comments only to find the comments cut off? If so, a simple page orientation change may be the answer. Mary Ann Richardson explains how to print a Word document, comments and all.

Suppose a Word document comes back to you from a reviewer with a number of lengthy revisions and comments. You would like to print all of the comments and revisions in the document, but your margins are not wide enough to print all the tracked changes.

To allow for the most room for Word to print both the comment balloons and the document text in your printout, you can change the page orientation to landscape. Follow these steps:

1. On the Reviewing toolbar, click Show, and then click Options.
2. Select Force Landscape in the Paper Orientation drop-down list.
3. Click OK.

You can prevent any tracked changes other than comments from printing by following these steps:

1. On the Reviewing toolbar, click Show.
2. Clear the check marks from all options except Comments.

You are now ready to print the document with the comments alongside the text. Follow these steps:

1. Go to File | Print.
2. In the Print What box, select Document Showing Markup and click OK.

The landscape layout will only be in effect when you are printing the marked up version; it will not alter your original layout when you print the document without comments.

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can I do this in the Mac version of Word? padler@... | 09/14/06