Printing Problems

How to Fix Microsoft Word Printing Incorrect Colors on Windows

Maira Mehtab Sep 22, 2026 869 views

Question details

A Word document displays correct colors on a Windows computer but prints in the wrong colors (e.g., only red instead of blue and yellow). However, exporting and printing the same file as a PDF produces the correct colors.

Product: Microsoft Word
Device & OS: Windows
Scenario: Printing a Word document containing colored elements from a Windows PC to a local or network printer.
Observed behavior: The document displays perfectly on the screen and prints correctly as a PDF, but prints with incorrect or missing colors when printed directly through Microsoft Word.

Before you start

Print a hardware test page directly from your printer's physical control panel to verify that all ink or toner cartridges are full and functioning correctly.

Solution 1Recommended

Update Windows, Office, and Printer Drivers

Since the document displays correctly on screen and prints perfectly as a PDF, the issue is most likely caused by a conflict between Microsoft Word and an outdated Windows printer driver.

Different applications send different types of print spooling commands. A PDF reader and Microsoft Word communicate with your printer differently. Updating your software stack ensures full compatibility between Word's rendering engine and your printer.

Update Printer Drivers

Click the Windows Start menu, go to 'Settings' > 'Devices' > 'Printers & scanners'. Click on your printer, select 'Manage', and look for driver updates. For the best results, download the newest driver directly from your printer manufacturer's official website.

Update Windows OS

Navigate to 'Settings' > 'Update & Security' > 'Windows Update' and click the 'Check for updates' button to install any pending system patches.

Update Microsoft Office

Open Microsoft Word, navigate to 'File' > 'Account' (or 'Office Account'). Click on 'Update Options' next to Office Updates, and select 'Update Now'.

Mac to Windows Compatibility: Even if the document was originally created on a Mac, the color printing failure on Windows is almost always related to the local Windows printer configuration, not the file's Mac origins.

Solution 2

Use the 'Export to PDF' Workaround

If you need to print the document immediately and do not have time to troubleshoot drivers, converting the file to PDF is a reliable bypass.

Free Microsoft Office alternative

Use WPS Office for Flawless Document Printing

If Microsoft Word continues to struggle with color accuracy during printing due to driver conflicts, try switching to WPS Office. It handles print spooling efficiently and serves as a highly compatible, free alternative to Microsoft Office.

1. Download and Install: Visit the official WPS website to download and install the free WPS Office suite.
2. Open the File: Launch WPS Writer and open the problematic Word document.
3. Print Successfully: Press Ctrl + P to open the print dialog. Select your printer and print the document with accurate colors.

Excellent format compatibility with Microsoft Word (.docx, .doc).Accurate color rendering for printing and seamless PDF exporting.Lightweight design with a familiar interface for zero learning curve.Completely free to use for daily document processing needs.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my document print correctly as a PDF but not directly from Word?

Microsoft Word and PDF readers process print commands and color data differently. If a specific printer driver has a compatibility glitch with Microsoft Word's color rendering system, it can cause missing or altered colors, whereas the PDF reader bypasses this glitch.

Does creating a document on a Mac cause color printing issues on Windows?

No. While Mac and Windows operating systems handle screen color profiles slightly differently, a file that opens and displays correctly on a Windows screen should print correctly. The printing error is generally tied to the local Windows printer driver.

How can I tell if my printer is simply out of colored ink?

The easiest way to check ink levels is to print a diagnostic or nozzle check page directly from the printer's physical menu. If the test page shows correct colors, the ink cartridges are fine and the issue is software-related.

What should I do if updating my printer driver does not fix the Word printing issue?

If an update doesn't work, try completely uninstalling the printer from your 'Printers & scanners' settings, restarting your computer, and performing a clean installation of the newest driver. If the problem persists, use the 'Save as PDF' method to print.

Document & File Issues