How to Fix Colored Text Disappearing When Converting Word to PDF
Question details
The user needs to prevent colored text from disappearing or turning black when saving or converting a Microsoft Word document into a PDF file.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Converting a formatted Word document containing colored text into a PDF file for sharing or printing.
- Observed behavior
- Colored text elements present in the original Word document are missing, invisible, or fail to render their color in the resulting PDF file.
Ensure that your printer settings in Microsoft Word are not configured to print in draft mode or 'Print text as black', as these settings can override document colors during the PDF export process.
Embed Fonts in the Word Document
Embedding fonts ensures that all custom formatting, including specific colored fonts, is preserved securely within the file during the conversion process.
When custom fonts are not embedded, the PDF conversion tool may substitute them with default fonts, which can sometimes result in dropped colors or missing characters.
Open your Microsoft Word document, click on the 'File' tab in the top-left corner of the screen, and select 'Options' at the bottom of the navigation menu.
In the Word Options dialog box, click on the 'Save' tab located in the left-hand pane.
Scroll down to the 'Preserve fidelity when sharing this document' section. Check the box that says 'Embed fonts in the file'. For optimal file size, you can also check 'Embed only the characters used in the document'. Click 'OK' to apply.
Save the document normally, then go to 'File' > 'Save As' and select 'PDF' to convert it again. Check the new PDF to verify the colored text is visible.
Print to Adobe PDF
If you have Adobe Acrobat desktop installed, using the virtual Adobe PDF printer bypasses Word's native export engine and often resolves persistent formatting loss.
Use WPS Office to Convert Word to PDF Without Losing Formatting
WPS Office features a robust built-in PDF converter designed to perfectly preserve your document's original formatting, including colored text, images, and custom fonts. It is a highly compatible, free alternative that processes Word documents efficiently without external plugins.
- 1. Open Your Document in WPS Office: Launch WPS Office and open your Word (.docx or .doc) document that contains the colored text.
- 2. Access the PDF Export Tool: Click on the 'Tools' tab in the top ribbon menu and select the 'Export to PDF' button.
- 3. Export and Save: Review the export settings in the prompt, choose your desired save directory, and click 'Export to PDF' to generate a flawless PDF with all colors intact.
Frequently Asked Questions
Why does my text turn black when I save a Word document as a PDF?
This commonly happens if Microsoft Word is configured to 'Print text as black' for draft printing, or if a high-contrast theme is active. Navigating to 'File' > 'Options' > 'Advanced' and unchecking any draft printing options can resolve this.
Does the 'Save As PDF' feature work differently than 'Print to PDF'?
Yes. 'Save As PDF' uses Microsoft Word's native export engine to translate document elements into PDF code. 'Print to PDF' relies on a virtual printer driver (like Microsoft Print to PDF or Adobe PDF) to spool the visual output into a PDF. Switching between these two methods often fixes specific formatting glitches.
Can I fix the missing colored text directly inside the PDF file?
Once the PDF is generated without the colors or text, those elements are missing from the file's code. You must either re-export the PDF from the original Word document with corrected settings, or use an advanced PDF editor to manually retype and recolor the missing text.
