Printing Problems

How to Fix Microsoft Publisher Printing Only in Black and White

Amos Gikunda Oct 22, 2026 868 views

Question details

Users are experiencing an issue where Microsoft Publisher prints documents in black and white even when color printing is selected in the settings.

Product: Microsoft Publisher
Device & OS: not provided
Scenario: Attempting to print color documents from Microsoft Publisher on multiple shared school devices.
Observed behavior: The document prints in black and white. Opening and closing the printer properties temporarily forces the printer to follow the correct Publisher settings, but the issue persists across multiple devices.

Before you start

Before troubleshooting, try printing a color document from another application like Microsoft Word or a PDF reader to determine if the issue is isolated to Microsoft Publisher or caused by a system-wide printer configuration.

Solution 1Recommended

Update Shared Printer Drivers and Policies

Since the issue affects multiple school devices, it is highly likely caused by a shared printer driver bug or an outdated network policy.

When an issue spans across multiple computers in an organization, local software reinstallations rarely work. The print server or deployed drivers need to be inspected by an administrator.

Open printer settings

Click the Start menu, type 'Printers & scanners', and press Enter.

Access printer properties

Select the affected network printer from the list, click 'Manage', and then click 'Printer properties'.

Check the driver version

Navigate to the 'Advanced' tab and check the 'Driver' field. Contact your IT administrator to update this shared driver to the latest manufacturer-provided version on the print server.

Update Shared Printer Drivers and Policies

Solution 2

Verify Publisher Print and Color Settings

Ensure that Publisher is not forcing a composite black or grayscale output in its specific print menu.

Solution 3

Export the Document to PDF Before Printing

Bypass Publisher's printing mechanism entirely by exporting the file to a PDF format and printing it using a PDF reader.

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Frequently Asked Questions

Why does Publisher print in grayscale when color is selected?

This usually happens due to a miscommunication between Publisher and the installed printer driver. It can also occur if the printer's default system preferences are strictly set to black and white by a network administrator.

Does reinstalling Microsoft Office fix network printing issues?

Rarely. If multiple computers in a school or office are experiencing the exact same printing issue, the problem is almost always tied to the print server, a shared driver, or a group policy rather than the local Office installation.

How do I force my Windows printer to always print in color?

Go to your computer's 'Printers & scanners' settings, select your printer, click 'Manage', and open 'Printing preferences'. Under the 'Paper/Quality' or 'Color' tab, set the default color mode to Color, then click Apply and OK.

Document & File Issues