How to Print a Google Doc with Comments: The Definitive Guide

Want to print your Google Doc, complete with the insightful feedback and collaborative banter embedded within its comments? You’ve come to the right place. Printing a Google Doc with comments is straightforward but requires a specific process. Here’s how to do it: Before printing, navigate to File > Print > Print with comments. This ensures that the comments will appear alongside the document text on the printed page.

Understanding the nuances of Printing Google Docs with Comments

Printing a Google Doc with comments isn’t just about hitting Ctrl+P. It’s about effectively conveying the context and conversation that shaped the document. Understanding the different printing options available, and why you might choose one over another, can drastically improve the value of your printed output. This guide breaks down the process and delves into common questions to ensure you always print Google Docs with comments exactly as you intend.

Step-by-Step: Printing with Comments Enabled

The beauty of Google Docs lies in its collaborative spirit. When you’re ready to move from the digital realm to a tangible hard copy with the accompanying dialogue, follow these steps:

1. Open Your Google Doc: Ensure the document is fully loaded in your browser.
2. Navigate to the Print Menu: Click on File in the top left corner of the Google Docs interface. Then, select Print. Alternatively, use the keyboard shortcut Ctrl+P (Windows) or Cmd+P (Mac).
3. The Magic Switch: “Print with comments”: In the print dialog box that appears, look for a checkbox labeled “Print with comments.” It’s typically located within the Print Settings pane. Click this box to enable comment printing. If you don’t see this option, ensure you’re using the most up-to-date version of your browser.
4. Customize Print Settings (Optional): Before hitting print, customize any other settings you require. This may include selecting your printer, specifying the number of copies, and adjusting page orientation (portrait or landscape).
5. Print!: Once you’re satisfied with the settings, click the “Print” button. Your document, complete with comments, will now be sent to your printer.

Why Print with Comments? Scenarios and Benefits

You might be thinking, “Why bother printing comments at all?” Here are a few compelling reasons:

• Offline Review and Collaboration: Sometimes, reviewing a document on paper is simply more comfortable or conducive to focused thought. Printing with comments allows individuals without digital access, or those who prefer a hard copy, to participate in the review process.
• Archiving and Record-Keeping: Certain industries or projects require maintaining physical records of all document revisions and feedback. Printing with comments provides a complete audit trail.
• Team Meetings and Presentations: A printed document with comments can serve as a valuable visual aid during team meetings, allowing participants to easily reference specific feedback points.
• Legal and Compliance Purposes: In some cases, regulatory requirements may necessitate the preservation of all communication related to a document. Printing with comments helps ensure compliance.

Troubleshooting Common Printing Issues

Even with a straightforward process, printing can sometimes be a fickle beast. Here are a few common issues and their solutions:

• “Print with comments” Option Missing: This is usually due to an outdated browser. Update your browser to the latest version and try again. Clearing your browser’s cache and cookies can also help.
• Comments Not Appearing on Printout: Double-check that the “Print with comments” box is actually checked before printing.
• Comment Text is Too Small: Unfortunately, Google Docs doesn’t offer direct control over comment font size when printing. Consider adjusting the overall document font size before printing to indirectly increase the size of the comments.
• Comments Overlapping Text: This is rare, but if it happens, try adjusting the margins in the print settings. Wider margins can provide more space for comments.

Frequently Asked Questions (FAQs)

Here are 12 frequently asked questions that shed more light on this topic:

FAQ 1: Can I choose which comments to print?

Unfortunately, no, you cannot selectively choose which comments to print. The “Print with comments” feature prints all comments associated with the document. If you need to print only specific comments, consider creating a separate document containing only those comments, or manually extracting and pasting them into the main document before printing.

FAQ 2: Can I print only the comments without the document text?

No, Google Docs does not offer an option to print comments in isolation. The comments are always printed in conjunction with the document text.

FAQ 3: Does printing with comments include resolved comments?

Yes, the “Print with comments” feature includes both open and resolved comments by default.

FAQ 4: How can I hide resolved comments before printing?

While you can’t exclude them from printing, you can hide resolved comments within the Google Doc interface. This helps declutter the document visually but doesn’t prevent them from being printed. To hide resolved comments, go to Tools > Review resolved comments, and click “Hide”.

FAQ 5: Does printing with comments show the commenter’s name?

Yes, the printout will display the name of the commenter alongside their comment. This provides crucial context regarding the source of the feedback.

FAQ 6: Can I change the layout or formatting of the printed comments?

No, Google Docs offers limited control over the formatting of printed comments. You cannot directly adjust their layout, font, or appearance beyond basic print settings like margins and orientation.

FAQ 7: How does printing with comments affect page numbering?

The page numbering will continue as normal, accounting for the added space required to display the comments. Ensure your page numbering format is set up correctly within the Google Doc to avoid any discrepancies.

FAQ 8: Will the printed comments appear in the same position as they do on screen?

Generally, yes, the comments will appear in roughly the same relative position as they do in the document on screen. However, slight variations may occur due to printer settings and page breaks.

FAQ 9: Is it possible to print comments from older versions of the document?

No, the “Print with comments” feature only prints the comments present in the current version of the document. To print comments from older versions, you would need to revert to that version and print from there.

FAQ 10: Does printing with comments use more ink?

Yes, printing with comments will inevitably use more ink due to the additional text and visual elements.

FAQ 11: Can I print with comments from a mobile device?

The ability to print with comments directly from the Google Docs mobile app may be limited. It is generally recommended to print from a desktop computer for the most reliable results. You might need to share the document to your computer and then print.

FAQ 12: Is there a limit to the number of comments that can be printed?

While there isn’t a formally documented limit, excessively large numbers of comments might affect the overall formatting and readability of the printed document. If you have an extremely comment-heavy document, consider breaking it into smaller sections for printing.

By understanding the intricacies of printing with comments, you can leverage this powerful feature to enhance collaboration, improve communication, and create more comprehensive document records. So go forth and print those comments with confidence!