Formatting Issues

How to Remove Highlighting and Shading from Converted PDF Text in Word

Emma Brown Oct 9, 2026 869 views

Question details

The user needs to remove unwanted background colors, highlighting, or shading from text that was converted from a PDF to a Word document.

How to Remove Highlighting and Shading from Converted PDF Text in Word

Product: Microsoft Word / WPS Writer
Device & OS: not provided
Scenario: Editing and reformatting text in a Word document after converting it from a PDF file.
Observed behavior: Standard removal of text highlight color fails to clear the background color because the converted text may use paragraph shading or direct paragraph styles instead of standard highlighting.

Before you start

Ensure you have the converted document open in your word processor. It is highly recommended to enable paragraph marks (Show/Hide ¶) so you can clearly see where paragraph formatting and distinct sections begin and end.

Solution 1Recommended

Clear Text Highlight Color and Paragraph Shading

The most common and effective fix is to check and clear both the text highlight color and the paragraph shading settings from the Home tab.

Converted PDFs often use both highlighting and shading to replicate the original document's background colors. You need to turn off both settings to ensure all color is removed.

Select the text

Highlight the specific text or paragraphs that have the unwanted background color.

Remove Text Highlight Color

Navigate to the Home tab on the ribbon. Click the arrow next to the 'Text Highlight Color' icon (usually an 'ab' with a marker) and choose 'No Color'.

Remove Paragraph Shading

If the color remains, it is likely paragraph shading. While still on the Home tab, find the 'Shading' icon (a paint bucket), click the drop-down arrow, and select 'No Color'.

Clear Text Highlight Color and Paragraph Shading

Tip for bulk removal: You can press Ctrl+A to select the entire document and apply these 'No Color' settings to clear all highlighting and shading at once.

Solution 2

Clear Direct Paragraph Formatting

If standard shading options do not work, the color might be applied via direct paragraph formatting generated during the PDF conversion process.

Solution 3

Paste as Unformatted Text

Use this as a last resort if you only need the plain text and want to completely strip all formatting, including fonts, colors, and layout elements.

Easy Document Formatting

Use WPS Office to Seamlessly Convert and Clean PDFs

WPS Office features highly accurate PDF-to-Word conversion, minimizing annoying formatting glitches like unwanted shading. If stubborn formatting does occur, WPS Writer offers intuitive tools to clear styles instantly.

1. Open your file: Launch WPS Writer and open the converted PDF document containing the shaded text.
2. Select the text: Highlight the sentences or paragraphs you want to clean up.
3. Clear Highlighting and Shading: Navigate to the Home tab and use the 'Text Highlight Color' or 'Shading' tools to quickly select 'No Color'.
4. Use Clear Formatting: Alternatively, click the 'Clear Formatting' button (an eraser icon on the Home tab) to instantly strip all unwanted styles and background colors.

Industry-leading PDF to Word conversion accuracy100% compatible with Microsoft Word formats (.docx and .doc)One-click 'Clear Formatting' tool to instantly fix messy textFree, lightweight, and features a familiar user interface

Frequently Asked Questions

Why does my text have a gray background after converting from a PDF?

During the conversion process, PDF background elements and text boxes are often translated into Word as paragraph shading or character highlights to preserve the visual layout of the original document as closely as possible.

Can I use Find and Replace to remove all highlighted text?

Yes. You can press Ctrl+H to open the Find and Replace dialog. Click 'More', select 'Format' at the bottom, and choose 'Highlight'. Leave the 'Replace with' field blank (or set it to Not Highlighted) to remove highlights across the entire document.

What is the difference between Text Highlight Color and Paragraph Shading?

Text Highlight Color applies a background color strictly behind the selected text characters, much like a real-life marker. Paragraph Shading applies color to the entire background block of the paragraph, extending evenly from the left margin to the right margin.

Will pressing Ctrl+Q remove my font styles like bold or italics?

No, Ctrl+Q only removes direct paragraph-level formatting, such as line spacing, indents, and paragraph shading. Your character-level formatting, including bold, italics, underlines, and font colors, will remain perfectly intact.

Document & File Issues