Printing in black and white is a great way to save colored ink, especially when the document you’re printing doesn’t require color printing. Luckily, it’s easy to print in monochrome on Microsoft Word — all you need is enough black ink.
In this article, we’ll explain how to print in black and white on Word.
How to Print a Word Document in Black and White
To print a document in black and white using the Microsoft Word app, you just need to change your print settings. The process should be the same whether you use a Windows 10, Windows 11 , or Mac computer, but the settings will appear slightly differently depending on your printer.
Here’s how to print your document in black and white:
- Open the Microsoft Word document you want to print in black and white.
- Select the File menu .
- Choose Print from the drop-down menu. Alternatively, press Ctrl + P to bring up the print dialog box.
- Under Printer , choose the correct printer.
- Select Printer Properties .
- When the Printer Properties opens, choose the Quick Setup tab and tick the checkbox next to the Grayscale Printing color option. If this printing option isn’t here, check for similar settings. For example, for HP Smart Printing, it’s under Basic > Color Mode .
- Select OK .
- Select Print .
Make sure to change your printing preferences next time you want to print documents with color. To do so, open your document in MS Word, follow the steps above to access the print menu, and uncheck the Grayscale Printer setting. Then, simply click Print to print pages in full color.
Note: Occasionally, printers refuse to print black ink – or print at all . This odd glitch results in all of your documents coming out in colored ink. If this happens to you, find out what to do if your printer won’t print in black .
Printing Grayscale in Microsoft Office
A frustrating feature of modern printers is that when they print in grayscale, they sometimes use a combination of colored inks to mark the paper, which is far more expensive than using the black-and-white option. But hopefully, with this tutorial, you can print your documents in black and white and save your ink cartridges and money.
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Jake Harfield is an Australian freelance writer whose passion is finding out how different technologies work. He has written for several online publications, focusing on explaining what he has learned to help others with their tech problems. He’s an avid hiker and birder, and in his spare time you’ll find him in the Aussie bush listening to the birdsong. Read Jake’s Full Bio
Printers experience several forms of malfunctions, some of which are easy to fix. Fixing printer issues can be a headache—especially on Windows devices—because there’s a wide range of things that could be wrong.
The problem could stem from your PC, the printer, or the connection between both devices. This tutorial highlights ten likely troubleshooting measures for printers that won’t print.
1. Check Paper Tray and Printer Connection
Many printer models won’t print if there’s a loose USB connection or if they’re out of ink or paper. Verify your printer’s ink levels, clean the printhead, fill the paper tray, and avoid using substandard paper. Low-quality paper can cause “Ghost Paper Jams” and other issues that stop your printer from printing documents.
For printers using a wired connection, ensure both cable ends are plugged firmly into your printer and computer. Go through the printer’s manual for instructions on connecting the device to your Windows or Mac computer.
Wireless printers won’t print documents if connected to the wrong Wi-Fi network. Make sure your printer and computer are on the same wireless network. Likewise, check your router settings, disable VPN connections, and make the printer’s IP address static. Refer to our tutorial on troubleshooting Wi-Fi (wireless) printers for more fixes.
2. Run the Printer Troubleshooter
Windows has a suite of troubleshooting tools that diagnoses and resolves hardware and software problems. We recommend running the Printer Troubleshooter before trying other more complex measures.
- Go to Settings > Bluetooth & devices > and select Printers & scanners .
In Windows 10, go to Settings > Devices > Printers & scanners .
- Select the problem printer from the list of connected devices.
Note: If your printer status reads “Offline,” refer to our troubleshooting tutorial on getting an offline printer back online . Proceed to the next step if your printer is online.
- Select Run the troubleshooter in the “Printer settings” tab.
There’s another way to access the printer troubleshooter in Windows 11. Go to Settings > System > Troubleshoot > Other troubleshooters and select Run next to “Printer.”
In Windows 10, go to Settings > Update & Security > Troubleshoot and select Additional troubleshooters > Printer > and select Run the troubleshooter .
Wait for the troubleshooter to run the necessary check on the printer, its drivers, and other associated processes.
3. Set the Printer As Default
Windows has a feature that dynamically changes your PC’s default printing device based on your location and other factors. The feature is near-perfect but not failproof. If your PC doesn’t print documents, it might be that an inactive printer is the default printing device.
macOS also sets the last printer connected as your Mac’s default printer. Check your computer settings and ensure the active printer is the default device.
In Windows, go to Settings > Bluetooth & devices > Printers & scanners , select the printer, and select the Set as default button.
On Mac computers, go to System Preferences > Printers & Scanners on Mac computers , right-click the printer, and select Set default printer . Alternatively, open the Default printer drop-down menu and select the printer as the default.
4. Clear Your Computer’s Print Queue
When you send a document for printing, your computer first sends the “print job” to the print queue. The print job is immediately removed from the print queue when the printer prints the document. It’s usually a seamless process, but there are times when completed print jobs remain in the queue.
If that happens, subsequent print jobs will also get stuck in the queue and prevent your printer from printing files. Clearing your computer’s print queue might resolve the problem.
Clear Print Queue in Windows
- Go to Settings > Bluetooth & scanners > Printers & scanners and select your printer.
- Select Open print queue .
- Select Printer on the menu bar and select Cancel All Documents .
- Select Yes on the confirmation prompt.
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Try printing any document or a test page and check if clearing the queue fixed the problem. Open the printer menu and select Print test page .
If completed documents remain in the print queue, refer to our troubleshooting tutorial on deleting stuck print jobs in Windows .
Clear Print Queue in macOS
- Go to System Preferences > Printers & scanners , select the printer on the sidebar, and select Open Print Queue .
- Select the x icon next to the pending print jobs to remove them from the queue.
5. Update Printer Driver
Your printer might not receive print jobs from your PC if its driver is corrupt or outdated. Although Windows automatically installs driver updates, some factors (e.g., a metered internet connection) may prevent that from happening. Here’s how to manually install a driver from your computer or the internet.
Check the printer’s manufacturer website and download the latest driver updates for your printer model. Plug the printer into your computer and follow the steps below.
- Right-click the Start Menu or press the Windows key + X to open the Quick Access Menu. Select Device Manager to proceed.
- Expand the “Printers” category, right-click the printer’s driver, and select Update driver .
- Select Search automatically for drivers and wait for Windows to search for the best driver available for the printer. The process requires an internet connection, so ensure your PC is connected to a Wi-Fi or Ethernet network.
Alternatively, select Browser my computer for drivers to manually install a driver you downloaded from the printer manufacturer’s website. Afterward, choose Browse , navigate to the driver’s location on your PC, and select Next to install the update.
We recommend configuring Windows to automatically download drivers for your printer, especially if you’re using a metered connection.
Go to Settings > Bluetooth & devices > Printers & scanners and toggle on Download drivers and device software over metered connections .
If the Device Manager says the printer’s driver is up-to-date, check the manufacturer’s website for confirmation. You’ll find driver update history in the “Download,” “Software,” or “Drivers” section of the printer manufacturer’s website. Contact the manufacturer if you don’t know how to find, install, or update your printer’s driver update.
6. Reboot Your Devices
Power-cycling your printer and computer can help both devices re-establish a connection. Unplug your printer’s power cord and shut down your computer. Remember to close any open apps or documents so you don’t lose unsaved changes.
Restart both devices, connect your printer to your PC, and check if you can now print documents.
7. Reinstall Printer Driver
Reinstalling a faulty or corrupt driver can resolve issues causing your printer to malfunction. The operation entails deleting or uninstalling the printer driver , restarting your computer, and installing it from scratch. Note that this operation may affect any customizations made on the printer’s settings and preferences on your computer.
- Type device manager into Windows Search and select Device Manager .
- Expand the “Printer” section, right-click the printer’s driver, select Uninstall device , and select Uninstall on the pop-up.
You should also remove the printer from your PC’s memory.
- Go to Settings > Bluetooth & devices > Printers and scanners , select the printer, and select the Remove button.
- Select Yes on the confirmation prompt.
Restart Windows and reconnect the printer to your computer. Windows should automatically install the printer’s driver when it connects to your PC.
8. Restart the Printer Spooler
Printer Spooler is the system service that manages printers and print jobs on Windows devices. Temporary system glitches can affect the Printer Spooler’s performance and trigger printing-related problems. Restarting the print spooler service can restore the service to normalcy.
- Open the Windows Run box (press Windows key + R ), type services.msc in the dialog box, and press Enter .
- Right-click Printer Spooler and select Restart .
9. Update Your Computer
Asides from fixing software bugs, Windows Updates also updates outdated or buggy drivers. Head to the Windows Updates menu and install the latest Windows build or security patches available for your computer.
In Windows 11, go to Settings > Windows Update and wait for Windows to check for updates. You may need to restart your computer if Windows has already downloaded the update. Select Restart now to update and reboot your computer.
In Windows 10, head to Settings > Updates & Security > Windows Update and select Check for updates . Make sure your computer has an internet connection.
In macOS, go to System Preferences > Software Updates and select Update Now (or Upgrade Now ).
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10. Run the Printer’s Utility Software
HP has a Print and Scan Doctor utility (HP Smart for Mac) that diagnoses problems with HP printers. The tool can detect empty ink cartridges, outdated driver software, blocked nozzles, print feed errors, and other printer problems.
Samsung Printer Experience is the utility that manages Samsung printers. The app has loads of troubleshooting guides for printing problems on Samsung printers. The Canon Inkjet Print Utility is also available for Canon inkjet printers.
Download and install your printer’s utility software on your computer and run the tool according to the manufacturer’s instructions.
Pay Attention to Physical Indicators
Printers have status lights or LCD screens that display error codes. These lights point out the root cause of some printing issues. Check the printer’s instruction manual to learn what the indicator lights and error codes mean and their respective solutions. Contact the printer manufacturer if your printer still won’t print after running these troubleshooting measures.
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Sodiq has written thousands of tutorials, guides, and explainers over the past 4 years to help people solve problems with Android, iOS, Mac, and Windows devices. He also enjoys reviewing consumer tech products (smartphones, smart home devices, accessories, etc.) and binge-watching comedy series in his spare time. Read Sodiq’s Full Bio
One of the most common printing issues that HP printer users report is that their printer will not print black ink. There are a few reasons this might occur, including incorrect printhead alignment, faulty or empty black color printer cartridges, and more.
In this article, we’ll cover ten common printer errors that can cause your HP Printer to stop printing black and explain how to fix them. These methods might also help with color ink or color cartridge issues.
10 Ways to Fix Your HP Printer When It’s Not Printing Black
Below, we cover 10 different methods to troubleshoot your HP color printer. We begin with the easiest and most probable fixes, so start at the top and work your way down.
Note: Your printer problems might be associated with a specific error message. If so, check out our troubleshooting guides for “ Printer Status Unknown ” and “ Driver Is Unavailable .”
1. Make Sure You Have Ink or Toner
This may seem obvious, but if your HP Printer won’t print black, it might be low on ink or toner. Whether your printer requires ink or toner will depend on the model. HP DeskJet, HP Envy and HP Officejet, and HP InkJet Printers all use ink. HP LaserJet printers use toner.
The first thing to do is check your ink levels. Your printer cartridge doesn’t need to be completely out of ink to stop printing in that color—just very low. If there’s an exclamation mark beside the ink level indicator for black, you need to insert a new cartridge.
Keep in mind that if your printer sensors are faulty, they may show that you have ink even when you don’t. So, even if your printer says it has ink, insert a new printer cartridge to test whether it’s an empty cartridge at fault.
2. Clean the Printhead
A clogged printhead nozzle can prevent your printer from printing black ink. Fortunately, this is an easy fix. Printhead cleaning is available in the Printer Maintenance menu or HP printer’s control panel under Deep Cleaning or Clean Printhead .
Select the appropriate option on your printer and allow the cleaning process to take place. This may take a while. The printer will then usually print a test page to see if the issue has been resolved. You may need to do this a few times to restore print quality fully.
To prevent clogging in the future, avoid going for long periods of not using your printer, and do not use third-party black ink cartridges.
Note: Another common error HP users get is that they have “Missing or Failed Printheads.” See how to fix this error if it occurs .
3. Clean the Cartridges
If you have cleaned the printhead a few times and are having no luck, it may be worth cleaning the cartridges themselves. Printer cartridges can become clogged or dry out, causing that color to fail.
The easiest way to clean cartridges is to wipe the nozzle plate (where the ink comes out) with some isopropyl alcohol. If this doesn’t work, your cartridge may be dry. Pour some boiling water into a container and submerge about a quarter of the cartridge face down. Leave until the water cools. Dry the cartridge and reinsert it into the printer as normal.
4. Use the HP Smart App
The HP Smart App is available for some HP users and can be used to troubleshoot various printing issues. Most Wi-Fi-enabled HP printers manufactured after 2010 are compatible with this app.
- Open the HP Smart app on your device.
- Select the three bars on the left-hand side to open the home menu.
- Select Diagnose and Fix.
- Select Start . Follow the instructions from the troubleshooter.
5. Use the Windows Printer Troubleshooter
Windows users can also use the Printer Troubleshooter to see what may be causing the issues.
- Type Printers and scanners into the taskbar and select Printers & scanners .
- Under related settings, select Troubleshoot .
- Choose your HP printer model . This should be listed in the troubleshooter’s window.
- Select Next .
- Follow any instructions in the diagnostic report.
If Windows identifies any problems with the software or printer driver, it will fix them or recommend actions for you to take.
6. Use the HP Print and Scan Doctor
For those with models that aren’t compatible with HP Smart, there is another piece of software that may be helpful. If you don’t have it already, you can download the HP Print and Scan Doctor software here .
- Open the HP Print and Scan Doctor software.
- Select Start to choose your HP printer, and then select Next .
- Select the Fix Printing option.
- Follow the troubleshooting instructions.
7. Use Genuine Hewlett-Packard Cartridges
Third-party ink cartridges, while usually cheaper, don’t always work so well on HP printers. Sometimes the cartridge is faulty, other times it is not compatible with the HP software.
If you’re using a third-party ink cartridge, and having printing problems, try replacing it with an official HP ink cartridge.
8. Align the Printhead
A printer might not print black ink if it has not been calibrated properly. Calibrating your HP Printer by aligning its printhead may fix these issues.
HP printers have an Align Printhead option in their Printer Maintenance menu or within the Control Panel menu that can be used to calibrate the printer.
When you select the Align Printhead option, the printer will print an alignment page and prompt you to make changes based on the outcome of the alignment printout. The actual process will depend on your model. Refer to your HP printer manual for specific printhead alignment guidelines.
9. Check the Paper Type
If you’re printing in black and white and getting blank pages (or it won’t print at all ), the issue may not be the ink but the paper. Try inserting plain paper rather than any specialty paper and see whether the issue is resolved.
If the printer prints fine on normal paper, you might need to adjust your paper settings. Make sure that the paper selected in your printer settings for the print job matches the paper type you’re trying to print on.
10. Contact HP Support
If all else fails, it’s time to contact customer service. You can access HP Support here . Select Contact Us to get in contact with an HP staff member that can hopefully talk you through your printer problems.
Print it Black
Hopefully, the above solutions have helped you fix your HP printer so that it prints in black once again. If they don’t help and HP support is unable to identify the problem, the printer itself might need repairing.
Users can return HP printers within their warranty periods to the manufacturer for repairs. So check the warranty period of your printer to see if you can return it.
- How to Fix the “Error – Printing” Status Error in Windows
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Jake Harfield is an Australian freelance writer whose passion is finding out how different technologies work. He has written for several online publications, focusing on explaining what he has learned to help others with their tech problems. He’s an avid hiker and birder, and in his spare time you’ll find him in the Aussie bush listening to the birdsong. Read Jake’s Full Bio
