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How to print hidden text in word

@howtogeek
Aug 26, 2015, 10:24 am EST | 1 min read

How to print hidden text in word

Word makes it easy to format text as hidden so it can’t be viewed or printed. What if you want some text hidden on the screen, but you want to be able to print the hidden text? No worries, easily done.

NOTE: To hide text formatted as hidden so it’s not visible on the screen, make sure the “Home” tab is active and click the “Show/Hide” button in the “Paragraph” section.

Printing hidden text is as easy as turning on an option. To begin, click the “File” tab.

How to print hidden text in word

On the backstage screen, click “Options” in the list of items on the left.

How to print hidden text in word

On the “Word Options” dialog box, click “Display” in the list of items on the left.

How to print hidden text in word

In the “Printing options” section, select the “Print hidden text” check box so there is a check mark in the box.

How to print hidden text in word

Click “OK” to accept the change and close the “Word Options” dialog box.

How to print hidden text in word

You can also quickly remove all hidden text from a Word document if you don’t want anyone else who has access to the document to see it.

Microsoft Word 2013 has a font option that allows you to make selected text hidden. This option is typically used when you have information in a document that you do not want to remove, but you need to share the document with another person and you do not want them to see it.

But if you are in an environment where hidden text is used a lot and you find that you often need to include that hidden text when you print a document, then you can use an option in the Word menu which will automatically print any hidden text in a document. Our guide below will direct you to the location of that setting so that you can turn it on or off as needed.

Printing Hidden Text in Microsoft Word 2013

The steps in this article will change the settings in Word 2013 so that any hidden text that is included with your document will be printed.

    Open Microsoft Word 2013.

Click the File tab at the top-left corner of the window.

How to print hidden text in word

Click the Options button in the column at the left side of the window. This is going to open a new Word Options window.

How to print hidden text in word

Click the Display tab at the left side of the Word Options window.

How to print hidden text in word

  • Scroll down to the Printing Options section of this menu, then click the box to the left of Print hidden text. You can then click the OK button at the bottom of the window to apply the changes.
  • How to print hidden text in word

    It is important to remember that this setting is turned on, especially if you use hidden text in a lot of your documents. This is a setting for the Word 2013 application, which means that it will print the hidden text of any document that you open in the program until you turn this option back off.

    Are you working on a document that has a lot of formatting that you need to remove? It can be very frustrating to attempt to find each formatting option that has been set, which is why it can often be easier to simply clear all of the formatting from an entire document instead.

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    How to print hidden text in word

    Disclaimer: Most of the pages on the internet include affiliate links, including some on this site.

    30 December 2019

    Hidden Text Printing in a Word document is possible but is more complex than it should be.

    Here’s how to change the setting quickly from the ribbon or change the print setting just for one print job.

    By default, the hidden text will not be printed, but you can choose to print it if you want.

    Print Hidden Text is a global Word Option that applies to all documents. Unfortunately, it’s not a document setting nor is it in the Print pane or Print dialog options as you’d expect.

    How to print hidden text in word

    Go to File | Options | Display. Then go down to the Printing Options area and tick or untick the “Print hidden text” box, depending on your preference.

    Why an overall Word setting?

    Why is this a global option for all Word documents rather than a choice set in each document, for example in the Print pane? After all, printing hidden text is something you’re likely to turn on/off for individual documents or separate print jobs.

    There’s no good answer except to say ‘History’. Print Hidden Text is just one of many overall Word options that would make more sense at the document level.

    The decision was made many years ago and it’s now deep in Word’s complex code. Microsoft could fix this but there’s little financial reason to do it.

    That makes it difficult, but not impossible to change the settings a document level or just for one print job.

    Make Hidden Text visible

    One choice we’ve already covered in Hiding in Styles is using a style with hidden text as an attribute. Change the style to make the hidden text visible or not.

    In many ways, that’s a better and more flexible option than using Print Hidden Text.

    Print Hidden Text on the ribbon

    Rather than dig down into Word Options, there is a way to change Print Hidden Text at the document level. It’s not pretty but possible.

    How to print hidden text in word

    Sadly, there’s no ribbon or Quick Access Toolbar option to Print Hidden Text

    How to print hidden text in word

    Instead dig into Word VBA then attach a short macro to a ribbon or QAT button.

    Add the following code to the document.

    Making the ribbon button change according to the setting is a whole different topic so we’ve kept it simple with a little message box to tell you the current setting. Comment the MSGBox lines out if you wish.

    Print Hidden text – shorter version

    The above code is deliberately simple with a full-form IF…Else.. structure. It also allows for additional commands in the IF statement, which will be necessary, see below.

    Several readers including David P. and Sam J. pointed out the much shorter version that does the same job in two lines.

    The Not reverses the current setting. True becomes False or vice-versa.

    In a MsgBox the setting Options.PrintHiddenText will return True/False text.

    However neither of these macros is enough, see ‘The Comments Catch‘ below.

    Once you have the macro, attach it to the ribbon or Quick Access Toolbar. Go to Customise Ribbon (or Customize Quick Access Toolbar).

    How to print hidden text in word

    A detailed and independent look at Windows 10, especially for Microsoft Office.

    Fully up-to-date with coverage of the May 2020 major update of Windows 10.

    This 1,000 pages, 40 chapter book shows you important features and details for Windows 10 users.

    Choose commands from: Macros

    How to print hidden text in word

    Add the macro to whichever ribbon tab you like.

    Right-click on the new ribbon item then Rename and give the button a better name (instead of Project.Module….) and select an icon.

    Now the button appears, as shown above.

    Warning – applies to all open documents

    Remember that these are overall Word settings, they’ll apply to all documents open at the time you make the change.

    AND the Print Hidden Text option will remain on for all Word docs until it’s changed.

    The Comments catch

    If that seems too easy for Word and Office, you’d be right. In Microsoft’s documentation is the gotcha if changing the Print Hidden Text setting via VBA.

    “Setting the PrintHiddenText property to False automatically sets the PrintComments property to False.
    However, setting the PrintHiddenText property to True has no effect on the setting of the PrintComments property.”

    Here’s a different version of the macro which takes the PrintComments change into account. It may or may not apply in your situation.

    If you prefer PrintComments to always be OFF, change the line Options.PrintComments = True to = False .

    Hidden text printing for one print job only

    In case you’re wondering, there is no AutoPrint() macro to change settings automatically before or after a print job (we wish for AutoPrintBefore() and AutoPrintAfter() ).

    You’d have to make your own custom print macro. This is a very simple example.

    PrintwithHiddenText macro changes the PrintHiddenText and linked PrintComments settings then opens the standard Print dialog.

    When the Print dialog closes (after printing or it’s cancelled) the settings are changed again.

    How to print hidden text in word

    Again, keep in mind that these are Word global settings that apply to all print jobs. The settings will apply if you run this macro then leave the Print dialog open while switching to print another Word document. Granted, that it’s not likely, but worth keeping in mind.

    Extra tip – turn on Print Hidden text automatically

    Print Hidden Text is an overall Word setting which may or may not be set when you open the document.

    To change a setting when a document is opened use the AutoOpen() special macro. As the name suggests, a macro called AutoOpen() is always run when the document is opened.

    Add this macro to force your document to always open with PrintHiddenText on (or change the True/False as you like).

    Again, keep in mind these a global Word setting which apply to all documents until changed.

    To reset the settings, there’s an AutoClose() macro to run when the doc is closed.

    Question

    I would like enable the option “Print Hidden Text” for all my domain clients for Word 2016.
    The option can be found by going to: “Word options -> Display” under “Printing Options”.

    Does anyone know a way to push this option via Group Policy or any other alternative ways?

    Answers

    If you have installed Administrative Template files (ADMX/ADML) for Office 2016, you can enable the option via GPO: User Configuration | Administrative Template | Microsoft Word 2016 | Word Options | Display | Hidden text

    In addition, you can also refer to the two threads to enable the options via modify ‘Normal’ template or the Office Customize Tool(OCT).

    If you have anything unclear, feel free to post back to let us know.

    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact [email protected]

    Click here to learn more. Visit the dedicated forum to share, explore and talk to experts about Microsoft Office 2019.

    • Marked as answer by Rubn86 Friday, May 10, 2019 7:35 AM

    All replies

    If you have installed Administrative Template files (ADMX/ADML) for Office 2016, you can enable the option via GPO: User Configuration | Administrative Template | Microsoft Word 2016 | Word Options | Display | Hidden text

    In addition, you can also refer to the two threads to enable the options via modify ‘Normal’ template or the Office Customize Tool(OCT).

    If you have anything unclear, feel free to post back to let us know.

    Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact [email protected]

    Click here to learn more. Visit the dedicated forum to share, explore and talk to experts about Microsoft Office 2019.

    • Marked as answer by Rubn86 Friday, May 10, 2019 7:35 AM

    Thanks for your reply.

    The normal template can do what I want, but I would like to avoid doing it that way.
    The other options (GPO & OCT) only show the hidden text, they do not allow to print it.

    After some more searching, it seems these kind of settings are saved in a REG_BINARY key in the registry.
    location: Computer\HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Word\Data

    Pushing this registry key would also change some other settings, which is also not wanted.

    In the end, it seems the Normal template option is the most efficient way to push it.

    Use the hidden text feature to print different versions of a document

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    The hidden text feature in Microsoft Word hides text in a document. The text remains a part of the document, but it doesn’t appear unless you choose to display it. Combined with printing options, this feature prints two or more versions of a document from one file. In one, you can omit portions of a document by hiding the text. There’s no need to save two copies of the same file.

    Instructions in this article apply to Word for Microsoft 365, Word 2019, Word 2016, and Word 2013.

    How to Hide Text in Word

    To hide text in a Microsoft Word document on a Windows computer:

    Highlight the portion of text that you want to hide.

    Right-click the highlighted text, then select Font.

    How to print hidden text in word

    In the Font dialog box, go to the Font tab.

    In the Effects section, select the Hidden check box.

    How to print hidden text in word

    Select OK.

    How to Show Hidden Text in Word

    To show the text, press Ctrl+A to select the entire document, then right-click the highlighted text and select Font. In the Font dialog box, clear the Hidden check box.

    How to Print Hidden Text in Word

    You can print the document with or without the hidden text.

    Go to File > Options.

    In the Word Options dialog box, go to the left panel and select Display.

    In the Printing options section, select the Print hidden text check box to print the document including the hidden text.

    Clear the Print hidden text check box to print the document without including the hidden text.

    Hiding text in a Microsoft Word 2013 document is a good solution when you are not certain that you want to include the text in your document, but want to have it available in case you need it. So you may be wondering how you can unhide your hidden text if you have decided that you now want to include it in the final document.

    Unhiding text in Word 2013 is very similar to the method that was originally used to hide it. Our guide below will show you the formatting option that you need to adjust to display text that was previously hidden in a document.

    Unhiding Text in a Word 2013 Document

    The steps below will assume that your current document has some hidden text, and that you no longer wish for it to be hidden. If the steps below do not display text that you know to be hidden, then the document may be password protected. Find out more about password protecting documents in Word 2013 to learn how to remove the protection.

      Open the document with hidden text in Word 2013.

    Press Ctrl + A on your keyboard to select the entire document. If you only wish to unhide text in a certain location in the document, then select the text before and after that location.

    How to print hidden text in word

    Click the Home tab at the top of the window.

    How to print hidden text in word

    Click the Font Options button at the bottom-right corner of the Font section in the navigational ribbon.

    How to print hidden text in word

  • Click the checkbox to the left of Hidden to remove the checkmark. If there is a blue square in that box, then you may need to click it twice to remove the checkmark. Once the checkmark is gone, click the OK button at the bottom of the window.
  • How to print hidden text in word

    Alternatively, if you would like to hide text, the method for doing so is very similar to the steps that you just performed to unhide it. Learn about formatting hidden text in Word 2013 to keep it in the document, but remove it from view.

    Would you like to print your hidden text without displaying it on the screen? You can print hidden text in Word 2013 by changing a setting on the Word Options menu.

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    How to print hidden text in word

    Disclaimer: Most of the pages on the internet include affiliate links, including some on this site.

    One possibility would be to create a paragraph style called (say) ‘NonPrinting’ and set the font of that style to hidden. Apply the style to the document parts that are not to be printed and use a macro to toggle the display between hidden and not hidden e.g.

    Sub ShowHidden()
    With ActiveWindow.View
    .ShowHiddenText = Not .ShowHiddenText
    .ShowAll = False
    End With
    End Sub

    By default Word does not print hidden text.

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    You could mark the text as hidden, which gives the user the option of printing it or not, via Word’s configuration options. The drawback is that, depending on how those configration options are set, the user may never see the hidden text -and then it might turn up in the printout!

    Alternatively, you could put all the non-printing text in a field coded as:

    After printing, pressing F9 or print preview restores the instruction display. However, since the PRINTDATE field doesn’t support seconds, you might have to wait up to a minute before you can restore the display.

    Note: The field brace pairs (ie ‘< >‘) for the above example are created via Ctrl-F9 – you can’t simply type them or copy & paste them from this message.

    In the following contents, we are dedicated to showing you 2 effective ways to print hidden texts in your Word document.

    Most of the time, we hide texts to make them invisible as to protect sensitive information. But after a specific time range, the hidden texts need to be revealed to the public. For example, if you are a teacher giving test to students, you wouldn’t want the answers to be visible as well. So you hide them. However, in the same case, after a test is given, those hidden texts are in demand. How to print hidden text in word

    Here are 2 effective methods you can take to print hidden texts.

    Method 1: Set Printing Option

    1. Firstly, click “File” tab in the Ribbon.
    2. Secondly, click “Options” to open the “Word Options” box.
    3. Next click the “Display” tab on the left column.
    4. On the right section, under “Printing options” part, check the “Print hidden text” box.
    5. Then click “OK”. Check “Print hidden text” Box->Click “OK”” data-wpfc-original-src=”https://www.datanumen.com/blogs/wp-content/uploads/2017/06/Click-Display-then-Check-Print-hidden-text-Box-then-Click-OK.jpg” alt=”Click “Display” -> Check “Print hidden text” Box->Click “OK”” width=”620″ height=”419″ data-wpfc-original-srcset=”https://www.datanumen.com/blogs/wp-content/uploads/2017/06/Click-Display-then-Check-Print-hidden-text-Box-then-Click-OK.jpg 620w, https://www.datanumen.com/blogs/wp-content/uploads/2017/06/Click-Display-then-Check-Print-hidden-text-Box-then-Click-OK-300×203.jpg 300w, https://www.datanumen.com/blogs/wp-content/uploads/2017/06/Click-Display-then-Check-Print-hidden-text-Box-then-Click-OK-500×338.jpg 500w” sizes=”(max-width: 620px) 100vw, 620px”/>

    If you want hidden texts always on the screen, check “Hidden text” box under “Always show these formatting marks on the screen” part in step 4.

    Method 2: Run Word Macro

    With following instructions, you can print current document or choose one or more documents from a folder.

    Create a User Form

    1. First and foremost, press “Alt+ F11” to invoke VBA editor.
    2. Then click “Normal” and then the “Insert” tab on menu bar.
    3. Next choose “UserForm” on drop-down menu. Resize the form properly.Click “UserForm”” data-wpfc-original-src=”https://www.datanumen.com/blogs/wp-content/uploads/2017/06/Click-Insert-then-Click-UserForm-1.jpg” alt=”Click “Insert”->Click “UserForm”” width=”285″ height=”190″/>
    4. Press “F4” to open the “Properties Window” on the left-down corner.
    5. Click on the user form and name it as “frmPrintHiddenText” and set its caption as “Print Hidden Text”.
    6. Now click “Toolbox” command on menu bar to bring out the box.
    7. Choose command button on the box and create 3 of them and arrange them in following order:
    8. Next set properties for these buttons.
    • First click on the first command button. In the “Properties Window”, name it as “btnPrintCurrentDocument” and set caption as “Print current document”.
    • Then click on the second button, name it as “btnPrintMultiDocFromFolder” and set caption as “Print multiple documents from a folder”.
    • Next click on the third button. Name it as “btnClose” and set caption as “Close”.

    In addition, set other properties accordingly, such as font, background color, etc.

    1. Now double click on the “Print current document” button, and enter codes as below:
    1. Next double click on “Print multiple documents from a folder” button. Input codes there:
    1. Similarly, double click on “Close” button and type codes:

    Insert a Module

    1. First, click “Insert” tab again and this time select “Module”.
    2. Open new module by double click.
    3. Next enter codes on the module:
    1. Rename the module as “ModTriggerHiddenTextPrinting”.

    We suggest you assigning a button for the “TriggerHiddenTextPrinting” macro. For detailed steps, you can refer to this article: How to Remove the Formatting of Pasted Texts with Macro and VBA in Your Word

    Click the macro button to trigger the user form. If you click “Print multiple documents from a folder”, you will have the “Browse” window open. Select target files.

    How to Deal with Word Problem

    Word is not immune to problems and issues. So you should make preparation while you can. For instance, it’s a good habit to back up files on a regular basis. Besides, it’s also advisable to obtain a tool for Word fix in case it fails.

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    • How to Hide Text and Show/Print Hidden Text in Word 2016

    How to print hidden text in word

    Sometimes you may don’t want some certain text in your Word document to be seen by others, but at the same time, you don’t want to completely delete the text. In this case, it will be a good idea to hide the text to make it invisible. Now, this post shows how to hide text and show/print hidden text in Word 2016 document.

    Part 1: How to hide text in Word 2016

    Step 1: Open your Word document.

    Step 2: Select to highlight the target text you want to hide. Then right click it and select Font.

    How to print hidden text in word

    Step 3: In the Font dialog, in the Effects section tick the checkbox next to Hidden, and then click OK.

    How to print hidden text in word

    Step 4: Then you can see your selected text is disappeared from the Word 2016 document. The text is not deleted, but instead just hidden. Then press Ctrl + S to save the document.

    Part 2: Show hidden text in Word 2016

    Step 1: Press Ctrl + A to select and highlight all text. Then right-click on any text and select Font.

    How to print hidden text in word

    Step 2: In the Font dialog, in the Effects section click in the box next to Hidden twice to remove the checkmark, then click OK. Then you can see the hidden text is displayed and visible.

    How to print hidden text in word

    Part 3: Print hidden text in Word 2016

    When you print a Word 2016 document that contains hidden content, you can choose whether or not to print out the hidden content.

    Step 1: Click File -> Options.

    Step 2: In the Word Options dialog, select Display, and then navigate to the Printing options section. To print out the hidden content, check Print hidden text and click OK. In order not to print out the hidden content, uncheck Print hidden text and click OK.