Can text boxes be set to NOT print?

We would like to use some form of a text box for providing instructions to users on filling out a document.  In turn, we do not want the instruction boxes to print, yet also allow other text boxes, if any, to print as expected.  Is there any way to prevent specific individual text boxes from printing?

In Excel, text boxes have a setting that allows the user to toggle printing of an object ON or OFF.  In Word is there a similar setting or property that we can toggle ON or OFF?  Or perhaps some other method of displaying overlaid instructions that do not print?

Answer
Answer

For instructions that are actually in the body of the document, the closest you can get in Word is to mark the instructions as Hidden text. Then turn on the option to display hidden text on screen and turn off the option to print hidden text (both of these are on the Display page of the options dialog).

These option settings are specific to one computer, so this method isn't appropriate for a document that will be shared to multiple computers. To do that you'll need some macro code. One way is just to use macros to set and restore the options when the document is opened and closed. This will do it:

Dim ShowHidden As Boolean
Dim PrintHidden As Boolean

Sub AutoOpen()
    ShowHidden = ActiveWindow.View.ShowHiddenText
    PrintHidden = Options.PrintHiddenText
    
    ActiveWindow.View.ShowHiddenText = True
    Options.PrintHiddenText = False
End Sub

Sub AutoClose()
    ActiveWindow.View.ShowHiddenText = ShowHidden
    Options.PrintHiddenText = PrintHidden
End Sub

However, the printing option will remain set to False as long as the document is open, and any other documents that you print during that time also won't print any hidden text they contain. That may or may not cause a problem.

As long as you're working with macros, you can use another method to display the instructions in a message box (if the text is fairly short) or a userform (if it's longer). For instructions, see http://gregmaxey.mvps.org/word_tip_pages/custom_vba_msgbox.html. Because such a message isn't part of the document body, it naturally won't print. You could also provide a Quick Access Toolbar button to let users display the instructions at any time while they work on the document.

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Answer
Answer

Actually, you can hide an individual shape by using the Selection pane (Home tab | Select | Selection Pane). Click the little "eye" icon on the right.

Stefan Blom
Microsoft 365 Word MVP since 2005
Volunteer Moderator (Office)
MS 365, Win 11 Pro
~~~~
Please note that I do not work for Microsoft
MVP program info: https://mvp.microsoft.com/
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Last updated March 4, 2024 Views 7,507 Applies to: