Set a Word Background for PDF Export Without Printing It
Question details
The user wants to include a background image in a digital PDF export of a Word document, but needs to hide that same background when physically printing the document onto preprinted letterhead.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Exporting a digital PDF for online distribution with a background, while also printing physical copies of the same document on preprinted company letterhead.
- Observed behavior
- The user needs to separate the background visibility settings for digital PDF conversion and physical printing.
Ensure your background image, color, or watermark has already been inserted into your document using the Design tab before adjusting your print and export settings.
Adjust Word Display Options Before Exporting and Printing
Toggle the built-in background printing feature in Word's display options to control whether the background is included during the PDF export or physical print process.
Microsoft Word uses the same underlying printing engine for both sending a document to a physical printer and saving it as a PDF. To achieve different results for each, you must manually toggle the background print setting depending on your current task.
Click on the 'File' tab in the top-left corner, then click 'Options' at the bottom of the left-hand menu to open the Word Options dialog box.
In the left pane of the Word Options window, select 'Display' to view page display and printing options.
Under the 'Printing options' section, check the box for 'Print background colors and images'. Click OK, then proceed to 'File > Save As' to export your document as a PDF. The background will be included.
Before printing onto your preprinted letterhead, return to 'File > Options > Display', uncheck 'Print background colors and images', and click OK. Print the document normally.
Use Legacy Print Options for Background Printing
For older versions of Microsoft Word, background printing is managed directly through the legacy Tools menu.
Easily Manage Backgrounds and Export to PDF with WPS Office
WPS Writer offers an intuitive layout and powerful PDF conversion tools, allowing you to easily manage document backgrounds, page layouts, and high-quality PDF exports without digging through complex settings menus.
- 1. Open your Document: Launch WPS Writer and open the Word document you wish to edit.
- 2. Set Document Background: Navigate to the 'Page Layout' tab on the ribbon to add or adjust your background image or color.
- 3. Export to PDF: Click 'Menu' in the top left corner, select 'Export to PDF', and configure your export settings to save the digital file with the background intact.
- 4. Print to Letterhead: Go to 'Menu' > 'Print' and access the print options to easily omit background graphics when printing physical copies.
Frequently Asked Questions
Why doesn't my background color show up when I save as PDF?
By default, Word often disables printing background colors and images to save printer ink. Because saving to PDF uses the print engine, you must enable 'Print background colors and images' in File > Options > Display for it to appear in the PDF.
Can I set separate default settings for printing and PDF export?
No, Microsoft Word uses the same background printing toggle for both physical printing and saving/exporting to PDF. You have to change the setting manually based on which action you are performing at the time.
Will this setting affect my watermarks?
Standard text or image watermarks inserted via the Design tab's Watermark tool are typically anchored to the header/footer rather than the page background layer. They will usually print regardless of the background setting. The Display toggle specifically affects page colors and fill effects.
What if my printer still prints the background after disabling the Word setting?
If the background still prints, check your printer's specific system properties. Some printer drivers have their own watermark or background settings that override application settings. You can find these by clicking 'Printer Properties' in the Print dialog.
