how to print word document without comments

how to print word document without comments

how to remove comments before printing in Microsoft Word

Printing a Word document without any comments can be crucial when sharing your work with others, ensuring that the content is not tainted with additional remarks or notes left by you. This article aims to provide comprehensive guidance on how to achieve this, covering various methods and tips that can help streamline the process and ensure a clean output for your document.

Method 1: Using Print Preview

One of the simplest and most straightforward methods to print a Word document without comments involves using the print preview feature. Here’s how:

  1. Open Your Document: Launch Microsoft Word and open the document you wish to print.
  2. Navigate to Print Preview: Go to the “File” tab and select “Print.” In the dropdown menu, click on “Print Preview.”
  3. Remove Comments: In the print preview window, locate the comments (usually indicated by a comment icon) and delete them. Alternatively, you can use the “Clear Comments” button if available.
  4. Finalize Printing: Once all comments are removed, return to the “File” tab and choose “Print” again to initiate the actual printing process.

Method 2: Using VBA Code

For those who prefer a more automated solution, utilizing VBA (Visual Basic for Applications) code can be an effective approach. This method allows for customization and can be run as needed:

  1. Open the VBA Editor: Press Alt + F11 to open the VBA editor.
  2. Insert a New Module: Right-click on the “VBAProject (Your Document)” in the Project Explorer, then select “Insert > Module.”
  3. Write the VBA Code: Copy and paste the following code into the module: 
    Sub RemoveComments()
    Dim doc As Document
    Set doc = ActiveDocument
    doc.Comments.Delete
    doc.Save
End Sub
  4. Run the Macro: Back in Word, go to the “Developer” tab (if it’s not visible, enable it from the “Customize Ribbon” option). Click on “Macros,” find the macro named “RemoveComments,” and click “Run.”

Method 3: Utilizing Third-Party Software

In cases where you need a quick fix or prefer not to deal with coding, third-party software can offer an easy solution. Tools like “OfficeCleaner” or “Word Cleaner” are designed specifically to remove comments and other unnecessary elements from documents:

  1. Download and Install: Visit the respective website to download and install the tool.
  2. Open Your Document: Launch the tool and load your Word document.
  3. Select Options: Choose the options to remove comments and other cluttered elements.
  4. Generate Clean Document: After processing, save the cleaned version of your document.

Conclusion

Whether you opt for the manual method of deleting comments in print preview, leveraging VBA for automation, or using specialized software, the goal remains the same: to ensure that your Word document prints cleanly and without unwanted comments. By employing these strategies, you can maintain the integrity of your work and present it in the best possible light.

  1. How do I remove comments in Word 2016?

    • You can manually delete comments in print preview or use VBA code to automate the process.

  2. What is the fastest way to remove comments in Word?

    • Using third-party software like OfficeCleaner or Word Cleaner can speed up the process significantly.

  3. Can I remove comments while printing in Word Online?

    • No, comments in Word Online cannot be removed during the printing process; you must do so before printing.

  4. How do I remove comments from multiple Word documents?

    • You can apply the above methods to each document individually or use VBA to automate the removal process across multiple files.

  5. Is there a way to hide comments in Word?

    • Yes, you can hide comments by selecting them and using the “Hide” command in the Comments pane. However, this does not remove them; they remain in the document but are hidden from view.