Fix Font Color Changing to Gray When Saving Publisher as PDF
Question details
Users report that text created in Microsoft Publisher automatically turns gray when exporting or saving the document as a PDF, despite a different font color being applied in the original file.
- Product
- Microsoft Publisher
- Device & OS
- not provided
- Scenario
- Exporting or saving a document as a PDF in Microsoft Publisher.
- Observed behavior
- Colored text converts to gray or black-and-white in the resulting PDF file, inheriting monochrome settings from the computer's default printer.
Verify that your computer has at least one color printer installed, or ensure that you have a virtual color printer (like Microsoft Print to PDF) available in your system settings.
Set a Color Printer as Your System's Default Printer
Changing your computer's system-wide default printer to one that supports color resolves the gray text conversion issue.
Microsoft Publisher relies on the system's default printer settings to render PDF colors. If a monochrome or black-and-white laser printer is set as your default printer, the PDF export inherits this limitation, stripping the colors out of your document.
Press the Windows key, type 'Printers & scanners' into the search bar, and hit Enter to open the settings menu.
Scroll down and uncheck or toggle off the option that says 'Let Windows manage my default printer'.
Locate a printer that supports color printing from your device list. If you do not own a physical color printer, select a virtual printer like 'Microsoft Print to PDF'.
Click on the chosen printer, select 'Manage' (if on Windows 10), and then click the 'Set as default' button.
Close Microsoft Publisher, reopen your document, and save your file as a PDF again to verify the colors are intact.
Adjust PDF Export Custom Settings
Modifying the save options during the PDF export process can override the default monochrome behavior and force the document to retain its original colors.
Use WPS Office for Seamless PDF Creation and Editing
If you are tired of complex system configurations and unexpected formatting changes in Microsoft Office, try WPS Office. It provides a lightweight, user-friendly alternative with excellent built-in PDF conversion capabilities that preserve your original colors, fonts, and layouts effortlessly.
- 1. Download WPS Office: Download and install WPS Office for free from the official website.
- 2. Open your document: Open your standard document formats in WPS Writer or Presentation.
- 3. Export to PDF: Navigate to the 'Menu' and click 'Export to PDF' to instantly generate a high-quality PDF with perfectly preserved colors.
Frequently Asked Questions
Why does Microsoft Publisher turn my background colors white or gray in PDF?
This usually happens because Publisher checks your default printer's capabilities during export. If your default printer is a monochrome laser printer, Publisher limits the output to black and white or grayscale to match the printer's profile.
Does 'Microsoft Print to PDF' support color?
Yes, the built-in Microsoft Print to PDF virtual printer supports full color. Setting it as your default system printer before exporting can resolve unexpected grayscale and missing color issues.
Will changing the default printer affect my normal document printing?
Changing the default printer simply changes which printer is automatically highlighted when you hit print. You can still manually select your black-and-white laser printer from the print menu whenever you need a physical copy.
