The quickest way to change your document background

Open your Word document and go to the Design tab on the ribbon at the top. Click Page Color — it's usually near the right side of the Design tab. A color palette will appear. Click the color you want, and Word will apply it to the entire document background immediately.

If you don't see the Design tab, you may be using an older version of Word. In Word 2010 and earlier, the same feature lives under Page Layout instead. The process is identical: click the tab, find Page Color, and select your color.

The background color you choose will print with your document unless you change your printer settings. If you want the color to appear on screen but not in print, you'll need to adjust your print settings separately — most printers have an option to print background colors or not.

Key Takeaways

  • The Design tab (or Page Layout in older Word versions) holds the Page Color button, which changes your entire document background in one click.
  • Word applies background color to the whole document at once — you cannot color different pages different colors using this method.
  • Background colors print by default, so check your printer settings if you want color on screen only.
  • If you want to color only part of a page or a text box, use the Shading tool under the Home tab instead of Page Color.
  • Custom colors can be created by clicking the dropdown arrow next to the color palette and selecting More Colors.

Using the color palette and custom colors

When you click Page Color, Word shows you a standard palette of colors. The colors in the top rows are theme colors — they match your document's overall design theme and will change if you switch themes later. The colors below are standard colors that don't change with themes.

To use a color not shown in the palette, click the small arrow next to the color options and select More Colors. A dialog box opens where you can enter a specific color code (RGB, HSL, or hex values) or use a color picker to select exactly what you want. This is useful if your organization uses a specific brand color or if you need a shade that isn't in the standard palette.

Coloring only part of your document

Page Color affects the entire document background. If you want to color only a section, a text box, or a paragraph background, use the Shading tool instead. Go to the Home tab, find the Highlighting or Shading button (it looks like a paint bucket), and click the dropdown arrow next to it.

Select Shading from the menu. Choose your color, then select the text or area you want to shade. This method lets you color individual paragraphs, sections, or text boxes without affecting the whole page. You can also use this to highlight specific text while keeping the rest of the page background unchanged.

Removing or changing a background color

To remove a background color you've already applied, go back to the Design tab and click Page Color. Select No Color from the palette. This returns your document to a white or default background.

To change an existing background color to a different one, simply click Page Color again and select the new color. Word replaces the old color immediately — you don't need to remove it first.

Background color and document compatibility

Background colors are saved in your Word document file, so they travel with the document when you share it. Anyone who opens the file will see the same background color you chose, regardless of their computer or Word version.

However, if you open a document with a background color in an older version of Word (2003 or earlier), the color may not display correctly. The document itself is not damaged — the color simply may not show. Newer versions of Word handle background colors reliably across all recent versions.

Printing documents with background colors

By default, Word will print your background color along with your text. If you want to print without the background color, open File and click Print. Look for Print Layout or printer-specific options and uncheck any option that says "Print Background Colors" or "Print Background Graphics." The exact wording depends on your printer.

Alternatively, you can change your page color to white or no color before printing, then change it back afterward. This takes a few extra steps but ensures the document looks exactly as you want it on paper.

Frequently Asked Questions

Can I use different background colors on different pages?

No, the Page Color tool applies one color to the entire document. To color individual pages differently, insert section breaks between pages, then apply different colors to each section using the Page Color dropdown options. This requires more steps but gives you the control you need.

Why doesn't my background color show up when I print?

Your printer settings may be set to skip background colors. Check your printer's print settings for an option like "Print Background Colors" or "Print Background Graphics" and make sure it's turned on. Some printers disable this by default to save ink.

Can I use a picture as a background instead of a solid color?

The Page Color tool only handles solid colors. To add a picture background, use Design > Page Color > Fill Effects (in older Word versions) or insert a picture and send it behind your text using the Arrange tools. The exact steps vary by Word version.

What's the difference between Page Color and text highlighting?

Page Color changes the background of the entire page. Text highlighting (Shading) colors only the text itself or a specific area you select. Use Page Color for a document-wide background and Shading when you want to highlight specific words or paragraphs.