Written by Allen Wyatt (last updated May 3, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021
Normally, when you either select a field or move the insertion point into a field, Word highlights the entire field or result of the field. This is done so you can tell you are working in a field. Sometimes you may find this distracting, however. If you want to change the way that Word handles field shading, follow these steps:
Figure 1. The Advanced options of the Word Options dialog box.
There are three options you can specify in step 3. The default is When Selected, which simply means that the field is shaded when it is selected, or you place the insertion point within the field. If you set the option to Never, then fields are never shaded, and (conversely) Always specifies that they are always shaded.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (6107) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Word here: Controlling Field Shading.
Do More in Less Time! An easy-to-understand guide to the more advanced features available in the Microsoft 365 version of Word. Enhance the quality of your documents and boost productivity in any field with this in-depth resource. Complete your Word-related tasks more efficiently as you unlock lesser-known tools and learn to quickly access the features you need. Check out Microsoft 365 Word For Professionals For Dummies today!
When adding page numbers to a header or footer, you may find it helpful to modify how Word determines its "Page X of Y" ...
Discover MoreFields allow you to add simple dynamic content to your document. Here's how you can find the fields when you need to know ...
Discover MoreSometimes you may have two documents that are so integrally related to each other that the one document may require the ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
2020-01-24 15:34:15
Sarah
I'm working with a document that clearly has style formatting that is making the crossreference fields *print* with a grey background. I can't find the style that contains that formatting though. If I remove all formatting, the field behaves normally (highlighted when selected, not highlighted when not selected, and not *printing* with a grey background. Any idea how to track down the style with the background setting?
2020-01-10 10:48:48
Mike
Hello,
is there a way to make text form fields shaded before the user fills them in, but unshaded after the user fills them in? (For on-screen viewing, not printing.)
2019-09-13 13:58:18
When you activate restricted permissions through the review pane the grey shading of the text form fields is removed. How do you get them back? The method above does not work on these type of fields.
2019-08-29 04:54:23
Hip
this does not seem to work on Word for MAC! :-(
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Comments