Printing Problems

Fix Office Documents Printing Only in Black and White

Tauseeq Magsi Sep 28, 2026 869 views

Question details

Users are unable to print in color from Microsoft Office applications, while other file formats print in color without issues.

How to Fix Office Documents Printing Only in Black and White

Product: Microsoft Office, Xerox Printer
Device & OS: not provided
Scenario: Printing color documents from Word, Excel, or Outlook to a specific networked or local printer.
Observed behavior: Documents from Office applications print only in grayscale or black and white, whereas PDFs, screenshots, and documents from other apps print in color on the same printer.

Before you start

Verify that your printer has sufficient color ink or toner and that the printer's physical control panel is not temporarily locked to a black-and-white only mode.

Solution 1Recommended

Verify Printer Default Color Preferences

Check the default printing preferences in your system settings to ensure the printer is not forced into Grayscale mode for standard documents.

Sometimes, the default printing preferences for a specific printer instance can be inadvertently set to black and white. Microsoft Office applications often rely heavily on these default system print spooler settings, whereas PDF readers might use their own rendering engines to bypass them.

Open Devices and Printers

Navigate to the Control Panel on your computer and select 'Devices and Printers' or 'Printers & scanners' in the system settings.

Access Printing Preferences

Right-click the affected Xerox or network printer and select 'Printing Preferences' from the context menu.

Change Color Settings

Navigate to the 'Color', 'Paper/Quality', or 'Advanced' tab depending on your driver. Ensure that 'Color' or 'Auto Color' is selected instead of 'Grayscale' or 'Black and White'.

Apply and Test

Click 'Apply' and then 'OK'. Restart your Office application and attempt to print a document in color.

Verify Printer Default Color Preferences

Compare with Working Printers: If you are on a network with multiple printers using the same print server driver, compare the settings tab by tab with a working printer to spot any configuration discrepancies.

Solution 2

Check Application-Specific Print Settings

Ensure that Microsoft Word or Excel is not locally configured to print documents in draft mode or black and white.

Solution 3

Reinstall or Update the Printer Driver

Remove and reinstall the printer driver to clear corrupted configurations that specifically affect Office spooling.

Print Documents Flawlessly

Use WPS Office to Print Your Documents in Color

If Microsoft Office applications continue to restrict color printing due to specific software conflicts, you can use WPS Office to open, manage, and print your files. WPS Office communicates seamlessly with your printer drivers, ensuring accurate color output for all your documents.

1. Install WPS Office: Download and install WPS Office for free from the official website.
2. Open Your Document: Right-click your problematic Word or Excel document and choose to open it with WPS Office.
3. Access Print Settings: Click on 'Menu' in the top-left corner and select 'Print', or simply press Ctrl + P.
4. Select Color and Print: Choose your printer, click 'Properties' to verify the color setting is active, and hit 'Print'.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats.Seamless integration with system printer drivers for reliable color output.Free, lightweight, and fast alternative to heavy office suites.Intuitive print preview layout with easy-to-access color toggles.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my printer print PDFs in color but Word documents in black and white?

This usually occurs because Microsoft Office applications and PDF readers process print jobs differently. Office relies heavily on the default system print spooler and driver settings, which might be accidentally set to grayscale, whereas PDF readers often use their own rendering engines that bypass those driver limitations.

How do I force my Office documents to print in color?

To force color printing, press Ctrl + P in your Office application, click on 'Printer Properties' under the selected printer, navigate to the 'Color' or 'Paper/Quality' tab, and ensure 'Color' or 'Auto Color' is selected instead of 'Grayscale'. Also, turn off any 'Draft Quality' settings.

Can a network print server cause only one printer to fail in color printing?

Yes. Even if multiple printers use the same driver on a print server, the specific configuration file or print queue instance for one particular printer can become corrupted or misconfigured, restricting its color output for certain applications while others work fine.

Document & File Issues