When printing a document in Microsoft Word, especially one that includes coloured text or images, you might want to switch to black and white to save on ink or create a more formal presentation. Whether you are using a home printer, office machine or printing from a laptop at the library, knowing how to print in black and white can help keep costs low and improve print clarity.
This guide is designed for students, office workers, teachers and anyone who regularly uses Microsoft Word and wants to print efficiently. It will take you through the simple steps of changing your print settings to black and white, along with troubleshooting tips if the option is not showing.
What Is Black and White Printing in Word
Black and white printing, sometimes called monochrome or greyscale printing, refers to printing without any colour ink. Greyscale uses different shades of grey to represent images or coloured text, while true black and white will only use pure black ink. In Word, the colour of your content does not automatically change unless you tell the printer to convert it. That is why setting black and white printing correctly is important before pressing print.
How to Print in Black and White on Windows
To print in black and white on Word using a Windows PC, open the document you want to print and click on ‘File’ in the top-left corner. Select ‘Print’ to open the printer menu. Choose your printer from the list, then click ‘Printer Properties’ or ‘Preferences’ next to the printer’s name. This opens the printer-specific settings.
Look for a section labelled ‘Colour’, ‘Quality’ or ‘Advanced’. Depending on your printer, you will see an option for ‘Black and White’, ‘Greyscale’ or ‘Monochrome’. Tick the box or choose the relevant setting. Once selected, click ‘OK’ to confirm, then return to the print screen and press ‘Print’ to begin.
If your printer settings do not show a black and white option, it may be due to the driver or software. Updating your printer drivers through the manufacturer’s website can resolve this. Some printer models also require you to choose the correct paper type or quality setting before showing black and white options.
How to Print in Black and White on a Mac
If you are using a Mac, the process is just as straightforward. Open your Word document, click ‘File’, then ‘Print’. In the print dialogue that appears, select your printer. Now, click the drop-down menu that says, ‘Copies and Pages’ or the one that shows your printer model, and select ‘Quality’ or ‘Media and Quality’.
From there, look for a tick box labelled ‘Black & White’ or ‘Greyscale’. Tick this to enable black and white printing. Once done, click ‘Print’ to send the job to your printer.
Note that some Mac printers may have slightly different menu names depending on the brand. HP, Canon, Epson and Brother printers all use their own versions of driver software. You may need to explore the drop-down options or click ‘Show Details’ to access more advanced settings.
Why Print in Black and White
There are several good reasons to print in black and white. For one, it is more economical. Colour ink cartridges tend to run out faster and are more expensive than black. If you are printing documents like essays, contracts, meeting notes or emails, black and white keeps everything readable without wasting colour ink.
Black and white printing can also reduce distractions. In business documents, legal files and school reports, coloured headings or charts might look great on screen but do not always come out clearly on paper. Printing in black and white makes the content uniform and often easier to mark or review.
When Black and White Is Not an Option
Sometimes, users report that the black and white setting does not appear at all. This could be because the printer only supports colour printing or does not allow manual overrides. Check your printer specifications online to make sure it offers monochrome printing.
You can also try converting the content in your Word document to black before printing. Select the entire document, go to the ‘Home’ tab, and choose the black font colour. This forces the printer to print without converting colours to greyscale. You can do the same for charts or shapes by right-clicking and changing the fill and border colours to black manually.
Final Thoughts
Printing in black and white in Microsoft Word is a simple yet effective way to save ink, reduce print times and make documents more practical. Whether you are using a Mac or Windows device, the settings are easy to find with a few clicks. If the option is missing, updating drivers or manually changing the font colour are helpful workarounds.
Once you learn how to control your print settings, you will find it easier to prepare documents for any purpose, whether it is a professional report or a student essay. Knowing how to print in black and white can make your work look sharper and your printing habits more sustainable.