To print in black and white, open the document’s Print dialog, select your printer, then open its Printer Properties, Preferences or equivalent settings and choose a monochrome or grayscale option. For one-time printing, make the change in that job’s dialog. To make it the default for later jobs, change the printer’s saved preferences in Windows. The exact labels and locations depend on the printer and driver.
Choose between grayscale and black-only printing
These settings can produce similar-looking pages but are not necessarily the same in how the printer handles ink or toner.
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| Setting | What it generally means | Supply-use caveat |
|---|---|---|
| Grayscale or high-quality grayscale | Prints color content in shades of gray. Some drivers offer a higher-quality grayscale mode. | Some printers use color ink along with black for smoother image quality or maintenance. HP distinguishes high-quality grayscale, which uses color inks and black, from its black-and-white/monochrome options. HP Support; Epson also notes that ink can be used from every cartridge or tank to keep the print head clear, even when Black/Grayscale is selected. Epson Support |
| Black and white, monochrome, or black ink only | Uses the printer’s black-and-white mode; some drivers explicitly offer a black-ink-only or black-toner setting. | Do not assume this guarantees zero use of color supplies. The result depends on the model, driver, and application. Ricoh notes that some combinations can use color toner even when Black and White is selected. Ricoh Knowledge Base |
When you need to conserve color supplies, look specifically for a documented Black Ink Only or equivalent mode for your printer. If you only need a grayscale-looking page, the grayscale option may be sufficient.
Print one job in black and white on Windows
- Open the document and choose File > Print.
- Select the printer you intend to use.
- Open Printer Properties or Preferences. Depending on the driver, the button may instead be called Options, More settings, or something similar.
- Find the color setting. Check areas or menus such as Color, Paper/Quality, Features, or Advanced, then select Black & White, Monochrome, Grayscale, or the closest available option.
- Confirm the settings and print.
Microsoft’s Word instructions use File > Print > Printer Properties. The setting’s name and location are specific to the printer. Microsoft Support HP documents other possible property-button names and driver sections. HP Support
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Make black and white the Windows default
A selection made in an app’s Print dialog applies to that print job. For a saved default, change the printer’s printing preferences in Windows instead. Brother documents this as a separate workflow; its saved driver preference applies to subsequent print jobs. Brother Support
- Open the Windows printer list and select your printer’s Printing Preferences. The route to the printer list can vary by Windows version.
- In the printer driver, find the color or grayscale controls and choose the black-and-white mode you want.
- Apply or save the preference, then close the dialog.
Canon also documents a driver option for printing all print data in black and white, though the screens can vary by environment. Canon Support
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Print in black and white on macOS
- Open the document and choose File > Print.
- Select the intended printer. If the dialog is compact, reveal its additional details.
- Look for Black & White, turn off Print in Color, or open the printer-specific color or grayscale menu.
- Choose the desired mode and print.
The control varies by printer and driver. Microsoft’s Word-for-Mac instructions identify Copies & Pages > Black & White; Brother describes Print Settings > Color/Grayscale > Grayscale. Microsoft Support Brother Support Some drivers place the control under printer features instead: Ricoh documents Color Mode > Black and White on macOS. Ricoh Knowledge Base
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If the black-and-white option is missing
- Check the selected printer. Settings belong to the selected printer queue and driver; switching printers can change the available controls.
- Reveal the full dialog. Expand the print dialog or open its properties/preferences button to see additional driver settings.
- Inspect the driver’s menus. Look for color controls under sections such as Paper/Quality, Features, Advanced, or printer-specific settings.
- Check the model’s manufacturer instructions. Some options may require the manufacturer’s full-feature driver. Microsoft notes that print-dialog options are specific to the printer and directs users to the manufacturer for more detailed information. Microsoft Support HP Support
If color supplies are still being used
A grayscale page does not prove that the printer used black ink or toner alone. Some inkjets use color ink for image quality or print-head servicing, and Ricoh warns that certain application and driver combinations may use color toner despite a Black and White selection. Check the printer’s model-specific documentation for a black-only mode and any exceptions; do not infer supply use from the page’s appearance.
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