Printing Problems

How to Fix a Word Document That Prints Without Color

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to resolve an issue where a Word document prints in black and white, despite having color printing selected in the printer preferences.

Product: Microsoft Word
Device & OS: not provided
Scenario: Attempting to print a document containing text or images in color.
Observed behavior: The physical printout is entirely monochrome (black and white), ignoring the color settings configured by the user.

Before you start

Before adjusting software settings, verify that your printer has sufficient color ink or toner and perform a test print from a different application (like a web browser) to rule out a hardware issue.

Solution 1Recommended

Check Print Preview and Adjust Word Display Options

Determine if the issue stems from Word's internal settings by verifying the Print Preview and enabling background colors.

Word relies on specific display and printing options to process colors. If the document appears black and white in the Print Preview, the issue is within Word's formatting or options rather than the printer itself.

Open Print Preview

Go to 'File' in the top ribbon and select 'Print'. Look at the document preview on the right side of the screen to see if colors are visible.

Enable Background Colors

If the preview is missing colors, navigate to 'File' > 'Options' > 'Display'. Under the 'Printing options' section, check the box next to 'Print background colors and images'.

Disable Draft Quality

Navigate to 'File' > 'Options' > 'Advanced'. Scroll down to the 'Print' section and ensure that 'Use draft quality' is unchecked, as this setting can suppress color output.

Note on Document Formatting: If specific text elements are still monochrome in the preview, ensure the font color isn't set to 'Automatic', which may default to black depending on your theme.

Solution 2

Configure Device-Specific Printer Properties

Adjust the driver settings if the print preview shows color but the physical print remains black and white.

Seamless Document Printing

Print Color Documents Effortlessly with WPS Office

If you continue experiencing printing glitches in Microsoft Word, WPS Office offers a free, highly compatible alternative. WPS Writer handles color printing intuitively, ensuring your documents look exactly as they do on screen without complex configurations.

1. Open Your Document: Launch WPS Writer and open your existing .docx file.
2. Access Print Settings: Click on 'Menu' in the top left corner and select 'Print', or simply press Ctrl+P.
3. Verify Color and Print: Ensure your printer is selected, check the preview to confirm colors are visible, and click 'Print' to generate your color document.

Free and lightweight Office suite for everyday tasksFully compatible with Microsoft Word (.docx) formatsIntuitive print preview and layout settingsReliable color processing for high-quality prints

Frequently Asked Questions

Why does my Word document preview in color but print in black and white?

This usually indicates that Word is sending the correct color data, but your printer driver settings are forcing a grayscale output. You need to open 'Printer Properties' within the print dialog and ensure 'Color' is explicitly selected.

Can an empty color ink cartridge cause Word to print in grayscale automatically?

Yes, many modern printers are designed to automatically switch to composite black or grayscale printing if a color cartridge is depleted. Check your printer's ink levels through its built-in display or system software utility.

How do I force Word to print background colors and images?

Navigate to File > Options > Display. Scroll to the 'Printing options' section, check the box for 'Print background colors and images', and click OK.

Document & File Issues