Printing Problems

How to Restore Color Printing Options in Microsoft Word

Algirdas Jasaitis Sep 27, 2026 869 views

Question details

The user needs to find and enable color printing options in Microsoft Word when they do not appear in the default print menu.

How to Restore Missing Color Printing Options in Microsoft Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Attempting to print a document in color or black-and-white from Word.
Observed behavior: Color and black-and-white printing choices are missing from the main Print interface in Word, even though the printer supports color printing and the options appear in other programs like PowerPoint.

Before you start

Verify that your printer hardware supports color printing and has sufficient color ink or toner before modifying software settings.

Solution 1Recommended

Access Color Settings via Printer Properties

Since Microsoft Word delegates color controls to your printer's native software, you must open the specific printer properties menu to change the color settings.

Unlike PowerPoint, which features built-in color and grayscale toggles on the main print screen, Microsoft Word relies entirely on your computer's printer driver to manage color output. You will need to dig one level deeper into the properties menu to find these options.

Open the Print Menu

In Microsoft Word, click on 'File' in the top ribbon, then select 'Print' from the left-hand menu. Alternatively, you can press 'Ctrl + P' on your keyboard.

Access Printer Properties

Under the 'Printer' drop-down list where your active printer is selected, click the 'Printer Properties' link.

Select Color or Grayscale

A new window belonging to your printer driver will open. Navigate through the tabs (often named 'Color', 'Paper/Quality', or 'Advanced') and locate the color options. Select 'Color', 'Black and White', or 'Grayscale' as needed.

Apply and Print

Click 'OK' to save the preferences, then click the main 'Print' button in Word to output your document.

Access Color Settings via Printer Properties

Menu Appearance May Vary: The layout of the Printer Properties window is determined by your printer manufacturer (e.g., HP, Canon, Epson), not by Microsoft Word. You may need to explore a few tabs to find the color settings.

Solution 2

Update or Reinstall the Printer Driver

If the color options are completely missing from the Printer Properties window, your printer driver may be outdated, corrupted, or installed as a generic driver.

Easy Document Printing

Print Word Documents in Color Using WPS Office

If you frequently struggle with missing settings or confusing print dialogs in Microsoft Word, try using WPS Office. WPS Writer seamlessly opens standard Word documents and offers a clear, accessible interface for managing your printing preferences.

1. Open Your Document in WPS: Right-click your Word document, select 'Open with', and choose WPS Office to load your file perfectly intact.
2. Navigate to Print Settings: Click the 'Menu' button in the top left corner, then click 'Print', or use the shortcut 'Ctrl + P'.
3. Open Printer Properties: In the print dialog, ensure your color printer is selected and click the 'Properties' button located next to it.
4. Apply Color Mode: Select your desired color output in the driver properties window, click 'OK', and hit 'Print' to finish.

Fully compatible with Microsoft Word (.docx) formats and layoutsIntuitive print dialog box for quick access to printer propertiesFree alternative for everyday document editing and printingLightweight software that runs smoothly without system lag

Frequently Asked Questions

Why does PowerPoint have color print settings but Word doesn't?

Microsoft designed the print interfaces differently across Office apps. PowerPoint often deals with highly visual slides, so Microsoft included a native color/grayscale toggle directly on the print screen. Word, being primarily a text editor, relies on your computer's printer driver to handle color management via the 'Printer Properties' menu.

What should I do if my printer is only printing in black and white in Word?

First, click on 'Printer Properties' in the Word print menu and ensure that the color mode is explicitly selected. If the settings are correct but it still prints in black and white, check your printer's ink levels, run a printhead cleaning cycle from the printer's maintenance menu, or update your printer drivers.

How do I make color printing the default option for all Word documents?

To set color printing as the default, you need to change your global Windows settings. Go to Windows Settings > Devices > Printers & scanners. Click on your printer, select 'Manage', and then click 'Printing preferences'. Set the color mode to 'Color' here, and apply the changes. Word will now default to color printing every time.

Document & File Issues