Formatting Issues

How to Fix Microsoft Word Text Highlighting Disappearing or Not Printing

Khadija Khan Oct 20, 2026 869 views

Question details

The user is experiencing issues where text highlighting in Microsoft Word either disappears after closing the search tool or fails to appear on printed documents.

How to Fix Microsoft Word Text Highlighting Disappearing or Not Printing

Product: Microsoft Word
Device & OS: Windows and Mac
Scenario: Applying text highlights using the Find tool or attempting to print a document with highlighted text.
Observed behavior: Highlights vanish when the document is closed or a new search is performed, and highlighted sections print without the background color.

Before you start

Verify whether the highlight you applied was intended for permanent document formatting or just temporary search visibility, and ensure your printer has sufficient color ink.

Solution 1Recommended

Apply Permanent Text Highlight Color Instead of Reading Highlight

Replace temporary Reading Highlights with permanent Text Highlight Color so the formatting saves properly with your document.

Microsoft Word features two distinct highlighting tools. 'Reading Highlight' in the Find tool is temporary and designed only for visual searching. To keep highlights permanently, you must use the standard 'Text Highlight Color' tool.

Select the target text

Use your cursor to highlight the specific text in your document that you want to color permanently.

Navigate to the Home tab

Look at the ribbon menu at the top of the Word window and click on the 'Home' tab.

Apply Text Highlight Color

In the 'Font' group, locate the 'Text Highlight Color' icon (a marker with a color bar underneath). Click the arrow next to it to select your desired color and apply it.

Apply Permanent Text Highlight Color Instead of Reading Highlight

Cross-Platform Consistency: The permanent Text Highlight Color method works consistently across both Mac and Windows (HP) computers, unlike the temporary search highlights.

Solution 2

Bulk Apply Permanent Highlights Using Find and Replace

Quickly apply permanent highlights to all instances of specific text in your document without clicking them one by one.

Solution 3

Enable Background Colors in Print Settings

Adjust Word's print options to ensure your permanent highlights are actually included when sending the document to the printer.

Seamless Document Editing

Use WPS Writer to Permanently Highlight and Print Text

WPS Writer provides an intuitive and straightforward interface for applying permanent text highlights, bulk formatting with Find and Replace, and printing documents with full color fidelity.

1. Open your document: Launch WPS Writer and open the document you wish to format.
2. Apply highlight color: Select the text, navigate to the 'Home' tab, and click the 'Text Highlight Color' icon to apply permanent color.
3. Print with highlights: To print with background colors visible, go to 'Menu' > 'Options' > 'Print' and ensure 'Print background colors and images' is enabled.

Clear distinction between permanent text highlighting and search selection to prevent formatting loss.Fully compatible with Microsoft Word (.docx) formats, preserving all highlighted text seamlessly.Lightweight application with intuitive print settings to easily toggle background color printing.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my highlighted text lose its color when I close Microsoft Word?

You likely used the 'Reading Highlight' feature from the Find tool. This is a temporary visual aid for searching that clears automatically. To keep the color permanently, you must use the 'Text Highlight Color' tool located on the Home tab.

How do I quickly highlight every instance of a specific word?

First, select your desired highlight color on the Home tab. Then press Ctrl+H to open Find and Replace. Enter your target word, click into the 'Replace with' box, select Format > Highlight, and click Replace All.

Why is my highlight color showing on screen but not on paper?

Your print settings may be configured to hide background colors to save ink. Go to File > Options > Display, scroll down to Printing options, and check 'Print background colors and images' before attempting to print again.

Is text highlighting the same across Mac and Windows versions of Word?

Yes, the permanent 'Text Highlight Color' tool works the exact same way on both Mac and Windows platforms. However, the temporary search highlight behavior (Reading Highlight) can sometimes feel inconsistent across different operating systems.

Document & File Issues