Learn How to Change Background Color in Word

Understanding Background Color Basics in Microsoft Word

Microsoft Word offers several ways to change the background color of your document, and understanding the difference between these methods is the first step to customizing your work. The background color you choose affects how your document looks both on screen and when printed. Word distinguishes between page color (which affects the entire page background) and text highlighting (which affects individual words or paragraphs). When you change the page background color, it typically applies to the digital version of your document but may not print by default, depending on your printer settings.

The background color feature has evolved through different versions of Word, but the core functionality remains consistent. In Word 2016, Word 2019, Word for Microsoft 365, and online versions, you'll find color options in similar locations within the interface. The color palette in Word contains a standard set of colors, but you can also create custom colors by entering specific color codes or adjusting RGB (Red, Green, Blue) values. This flexibility allows you to match brand colors, create professional documents with specific color schemes, or simply make your document more visually appealing.

Before changing your background color, consider your document's purpose. Academic papers, business reports, and formal documents often work better with white or light backgrounds for readability and professional appearance. Creative projects, presentations, or internal documents may benefit from colored backgrounds. You should also think about who will read your document and whether they need to print it, as colored backgrounds can use more ink and may look different in print than on screen.

Practical takeaway: Spend a moment considering your document's purpose and audience before selecting a background color. This decision will guide which coloring method you choose and what shade will work best for your needs.

Changing Page Background Color in Word Desktop Versions

To change the page background color in Word on your computer, you'll navigate to the Design tab (called Page Layout in older versions). Start by opening your Word document and clicking on the Design tab in the ribbon at the top of the screen. Once you're in the Design tab, look for the Page Color button, which is typically located in the right portion of the ribbon. This button usually appears as a paint bucket icon or is labeled "Page Color." Click on this button to open a dropdown menu showing color options.

The color menu presents several choices. You'll see a color palette with standard colors arranged in rows. These standard colors include basic options like white, black, gray, red, orange, yellow, green, blue, and purple. Below the standard colors, you may see a "More Colors" option that opens an expanded dialog. If you want a specific color that isn't shown in the standard palette, clicking "More Colors" allows you to either browse a broader color palette or enter specific color values. You can input RGB values (ranging from 0 to 255 for each color component) or enter a hex color code if you know the specific shade you want.

Once you select a color, Word applies it to the background of your entire document. The change takes effect immediately, and you'll see your document with the new background color displayed on screen. If you want to return to a white background, simply click the Page Color button again and select white from the palette. One important note: background colors typically don't print unless you specifically adjust your printer settings. Most printers default to not printing background colors to conserve ink, but you can usually change this in your printer settings or Word's print options if needed.

Practical takeaway: When selecting a page background color, choose a shade light enough that your black text remains clearly readable. Test your color choice by viewing the document in different lighting conditions to ensure good contrast and readability.

Using Word Online and Alternative Methods for Background Color

Microsoft Word Online, accessed through Office.com, provides background color options through a slightly different interface than the desktop version. If you're working in Word Online, click on the Layout tab (in some versions, this may be called Design). Within the Layout tab, locate the Page Color option. The process is similar to the desktop version: click the button and select from the available color palette or choose "More Colors" for additional options. Word Online's color selection tool functions the same way as the desktop version, allowing you to use standard colors or create custom colors with RGB or hex values.

Beyond the page background color feature, Word offers another method to add color to your document: text highlighting. While this isn't technically a background color for the entire page, it allows you to highlight specific words, sentences, or paragraphs with a colored background. To use text highlighting, select the text you want to highlight by clicking and dragging across it. Then, look for the Highlighter tool in the Home tab of the ribbon. This tool typically appears as a marker icon. Click the dropdown arrow next to it to select a highlight color, then click on the text to apply the color. This method works the same way in both desktop and online versions of Word.

Another alternative approach involves using page borders with background colors or inserting a colored rectangle shape behind your text. To insert a shape, go to the Insert tab and select Shapes, then choose a rectangle. Draw the rectangle to cover the area you want colored, then right-click it and select "Format Shape." In the format panel, you can adjust the fill color. Send the shape behind your text by right-clicking and selecting "Send to Back" so your text appears on top of the colored shape. This method gives you more precise control over which parts of the page are colored.

Practical takeaway: Explore multiple coloring methods to find the one that best matches your document's needs. Text highlighting works well for drawing attention to specific content, while full page background color works better for establishing a consistent document theme.

Color Selection and Customization Options

When you open Word's color selection dialog, you're presented with multiple ways to choose your color. The standard color palette shows 10 basic colors arranged horizontally. These colors are pre-selected by Microsoft and provide a quick way to make your selection. Above the standard palette, you may see Theme Colors, which are colors that match your current document theme. Selecting a theme color ensures your background color coordinates well with other design elements in your document.

For more precise color control, access the "More Colors" option. This opens a dialog with two tabs: one showing a color picker (a large square where you can click to select any color) and another showing RGB input fields. If you have a specific color in mind—perhaps a company color or a color from an image—you can match it using the RGB values. Each of the three RGB components ranges from 0 (none of that color) to 255 (maximum of that color). For example, pure red is RGB 255, 0, 0; pure blue is RGB 0, 0, 255; and a light gray might be RGB 192, 192, 192. If you work with web colors or have a hex code (a six-character code starting with #), you can often enter this directly in Word's color picker.

Word also remembers recently used colors, so if you've selected a particular shade before, you can quickly reapply it without hunting through the color palette again. This feature is helpful if you're working on multiple documents that need to match. Additionally, the color picker includes a "Custom" tab in newer versions that lets you save colors for future use. When experimenting with background colors, keep in mind that the shade you see on your screen may look different when printed. If printing is important, print a test page with your chosen color to verify it meets your needs.

Practical takeaway: If you need a specific color, use the RGB or hex color input fields rather than trying to match it visually. Record the RGB or hex values of colors you frequently use so you can apply them consistently across multiple documents.

Printing Considerations and Document Formatting

One of the most important aspects of working with background colors in Word is understanding how they behave when you print. By default, Word and most printers do not print page background colors. This setting exists to conserve ink and toner, which can be significant when printing many documents with colored backgrounds. However, if your document requires the background color to print—perhaps for a formal presentation, a professional brochure, or a document meant to be distributed in printed form—you need to adjust your settings.

To enable background color printing in Word, go to File, then Options (in older versions, this may be Tools, then Options). In the Options window, click Display. Look for a checkbox that says "Print background colors and images" or similar wording (the exact phrase varies by Word version). Check this box and click OK. This setting tells Word to include background colors when you print