Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Forcing Printouts to Black and White.

Forcing Printouts to Black and White

by Allen Wyatt
(last updated January 21, 2017)

Kevin has created a performance assessment document (about 12 pages long) that includes many tables separated by sections of text. Many of the tables have rows that have been shaded. He is wondering if there is a way, preferably without using a macro, that he can "force" the document to print the shaded rows in black and white, even when it is being printed on a color-capable printer.

There is no way to do this in Word, and it is not entirely clear if it is possible to do it using a macro. There is a way to configure color graphics so that they print as grayscale, but you want to print colored shading, which doesn't have the same configuration settings available as do graphics.

It is possible, with some printer drivers, to force a document to print in grayscale, but this capability will vary from printer to printer. (You access these individual printer capabilities by displaying the Print dialog box and then clicking the Properties button for the printer you are using.) Since these capabilities are handled by the printer driver, there is no way to access them with a macro, and even if you could, there is no guarantee that they are available for all printers.

The best solution might be to changing the shading used in the tables in the first place. It won't look as colorful on-screen, but it will provide the desired black and white printout.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (452) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Forcing Printouts to Black and White.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Debugging a Macro

Create a macro and you are faced with the (sometimes) challenge of debugging it. Here's how to make that task as simple as ...

Discover More

Understanding Hyphens and Dashes

Word provides you with three types of hyphens and two types of dashes that you can use in your documents. Understanding the ...

Discover More

Pasting Clean Text

One of the most helpful tools in Word is the ability to paste straight text into a document. This is used so much on my ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (menu)

Stable Layout on Different Printers

Want your document to print out the same on printers other than your own? This may be an elusive quest, as explained in this ...

Discover More

Duplexing Documents, by Default

If you have a printer that will print on both sides of a piece of paper, you may want to use that ability within Word. ...

Discover More

Printing Documents without Markup

If you have a document with Track Changes turned on, you can accumulate quite a bit of "markup" in it. Here's how you can ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 1 + 3?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.