Fix Colored Fields Disappearing When Converting Excel to PDF
Question details
User needs to preserve cell background colors and text formatting when saving or converting an Excel spreadsheet into a PDF document.
- Product
- Microsoft Excel / PDF Converters
- Device & OS
- not provided
- Scenario
- Converting an Excel spreadsheet containing colored cells or fields into a PDF file.
- Observed behavior
- The resulting PDF document loses the cell fills and font colors, often appearing entirely in black and white.
Before attempting to convert the file again, go to 'File' > 'Print' to check the Print Preview. If the colors are missing there as well, the issue lies within your spreadsheet's print setup rather than the PDF converter.
Adjust Excel Page Setup and Print Settings
Use this method if your Excel file appears in black and white within the Print Preview, which forces the PDF exporter to strip out colors.
Excel treats PDF conversion as a virtual printing process. If the worksheet is configured to print in draft quality or black and white to save ink, those exact restrictions will apply to the generated PDF.
Navigate to the 'Page Layout' tab on the Excel ribbon. Click the small diagonal arrow icon in the bottom-right corner of the 'Page Setup' group to open the Page Setup dialog box.
In the Page Setup dialog box, click on the 'Sheet' tab located at the top.
Under the 'Print' section, look for the 'Black and white' and 'Draft quality' checkboxes. Ensure both options are completely unchecked.
Click 'OK' to save your settings. Go to 'File' > 'Print' to verify the colors now show correctly in the preview, and then proceed to save your document as a PDF.
Use the Built-in 'Save As PDF' Feature
Bypass third-party PDF printer drivers by utilizing Excel's native PDF export tool to ensure better formatting retention.
Convert Spreadsheets to PDF with Colors Intact Using WPS Office
WPS Spreadsheet features a highly accurate, built-in PDF export tool designed to perfectly mirror your screen. It seamlessly preserves all cell background fills, font colors, and complex layouts without the need for complicated print settings.
- 1. Open Your File: Launch WPS Office and open your Excel spreadsheet.
- 2. Access the Export Tool: Go to the 'Menu' button in the top-left corner and select 'Export to PDF'.
- 3. Configure Output: Select the sheets you want to convert and ensure the export options fit your layout needs.
- 4. Export: Click 'Export to PDF' to create a high-quality document with all colored fields perfectly preserved.
Frequently Asked Questions
Why does my Excel file print in black and white when saved as PDF?
This happens when the 'Black and white' or 'Draft quality' options are enabled in your Excel Page Setup settings. The PDF converter follows these exact print instructions, resulting in a colorless document.
Can high contrast mode on my computer affect PDF colors?
Yes. If your operating system or PDF viewer is set to a high contrast mode for accessibility, it might automatically hide background colors and cell fills to make text more readable. Try opening the PDF on another device or adjusting your viewer's display settings to verify.
What should I do if my third-party PDF converter still drops colors?
If adjusting Excel's print settings doesn't work, your PDF converter software may be outdated. Try updating your PDF printer (like Adobe Acrobat) to the latest version, or bypass it entirely by using Excel's built-in 'Save As PDF' feature.
