Formatting Issues

Fix Word Table Formatting Changing When Exported to PDF

Maira Mehtab Sep 21, 2026 868 views

Question details

The user has a Word document with a formatted table containing blue headers and uncolored rows. When recipients fill out the document and export it to PDF, the entire table sometimes intermittently turns blue.

PDF table layout compared with Word flow layout after conversion

Product: Word
Device & OS: not provided
Scenario: Sharing a fillable Word document with external partners who then return the completed file as a PDF.
Observed behavior: The original table row colors are lost, and all rows incorrectly inherit the blue background color during the PDF conversion process.

Before you start

Test exporting the document to PDF on your own system first. If the table formatting remains correct, the issue is likely caused by the specific PDF printer or conversion software being used by the recipient.

Solution 1Recommended

Protect the Document as a Fillable Form

Restricting editing capabilities ensures that recipients cannot accidentally alter table properties and forces their PDF software to render the protected layout correctly.

By converting your standard document into a protected form, you lock the structural elements (like table shading) while only allowing data entry in designated fields. This significantly reduces formatting corruption when third-party software converts the file to PDF.

Enable the Developer Tab

Open your Word document. Go to 'File' > 'Options' > 'Customize Ribbon'. In the right pane, check the box next to 'Developer' and click 'OK'.

Insert Content Controls

Click inside the uncolored table cells where you want partners to type. Navigate to the 'Developer' tab and click the 'Plain Text Content Control' or 'Rich Text Content Control' icon to insert a fillable field.

Restrict Editing

Go to the 'Review' tab and click 'Restrict Editing'. In the pane that appears on the right, check the box under 'Editing restrictions' and select 'Filling in forms' from the dropdown menu.

Enforce Protection

Click 'Yes, Start Enforcing Protection'. You can optionally add a password to prevent unauthorized users from removing the protection. Save the document before sending it to your partners.

Solution 2

Advise Recipients to Use Native PDF Export

Standardizing how recipients generate the PDF avoids bugs associated with outdated third-party PDF virtual printers.

Flawless PDF Export

Create, Edit, and Export Forms with WPS Writer

WPS Writer offers a highly reliable built-in PDF converter that ensures your table formatting, cell shading, and document layouts are preserved perfectly without relying on third-party print drivers.

1. Open your Document in WPS: Launch WPS Office and open your existing Word document. The software flawlessly recognizes native table styles and background colors.
2. Adjust Formatting if Needed: Highlight your table rows, navigate to the 'Home' or 'Table Tools' tab, and adjust the 'Shading' to ensure your headers are blue and input rows are uncolored.
3. Export Directly to PDF: Click the 'Menu' button in the top left corner and select 'Export to PDF'. WPS uses its native engine to process the file.
4. Save the Output: Choose your desired save location and click 'Export'. The resulting PDF will retain the exact visual styling of your table.

100% compatible with Microsoft Word (.doc and .docx) formatsBuilt-in, high-fidelity PDF converter with no formatting lossEasily restrict editing and create secure fillable formsLightweight, fast, and completely free to use

microsoft office alternative - wps office

Frequently Asked Questions

Why do table background colors change when printing to PDF?

This happens when a third-party 'Print to PDF' driver misinterprets the document's layer transparency or table cell shading properties during the rendering process. Using a native 'Save as PDF' function usually bypasses this rendering bug.

Does the PDF reader software affect how table colors are displayed?

While it is possible for an outdated PDF viewer to render colors incorrectly, if the entire table has permanently changed color, the error occurred during the creation (export) of the PDF, not during viewing.

How do I clear incorrect formatting from a returned Word document?

If a partner returns a Word file with messed up formatting, select the affected table rows, go to 'Table Design' or 'Table Tools', click 'Shading', and select 'No Color' to reset the background.

Document & File Issues