Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Font Substitution Problems.

Font Substitution Problems

by Allen Wyatt
(last updated April 24, 2017)

4

Font issues, when it comes to Word, are always interesting. The fonts used in Word are those that are installed within Windows. When you first install Windows, only a limited number of fonts are available on a system. As you install other software, other fonts are added to Windows, and those fonts automatically become available to Word. The problem is that over time, every system will have different fonts available on it. This is because different software is installed on each system, and each piece of software has its own set of fonts.

A real problem crops up when you create a Word document on one system, using the fonts available on that system, and then transfer the document to a different system. When you open the document on the other system, not all the fonts used in the document may be available on that new system. If a font is not available, Word substitutes what it believes to be the most similar font that is available, often with unpredictable results.

The best way around this problem is to make sure that both systems have the same fonts installed. In an office environment, this is not an unreasonable expectation, but it does take a bit of management time on the part of users. Some companies have solved the problem by specifying what fonts can be used in official company documents—fonts that are, again, available on all company systems.

If you cannot be sure that a font will be available, and you must use that font, and the font at issue is a TrueType font, then you can follow these steps:

  1. Display the Word Options dialog box. (In Word 2007 click the Office button and then click Word Options. In Word 2010 and Word 2013 display the File tab of the ribbon and then click Options.)
  2. At the left side of the dialog box click Save. (See Figure 1.)
  3. Figure 1. The Save options of the Word Options dialog box.

  4. Make sure the Embed Fonts in the File check box is selected.
  5. If you will be using a small number of characters in a particular font, choose the Embed Only the Characters Used in the Document check box.
  6. To save space in the document, choose the Do Not Embed Common System Fonts check box.
  7. Click on OK.
  8. Work with your documents as normal.

You should realize that embedding TrueType fonts can increase the size of your document files. In fact, if you use a lot of fonts, it can increase the size drastically. (This is why you should make sure you do step 5 in the above steps.) In addition, not all TrueType fonts are "embeddable." Some fonts are protected by their creators against distribution by embedding. If you are curious about whether a particular font can be embedded, you can either contact the vendor or download a free Font Properties Extension Tool from Microsoft. This tool is for use with 32-bit Windows (XP or later) operating systems. You can download it at the following address:

http://www.microsoft.com/typography/TrueTypeProperty21.mspx

The tool updates Windows so it displays more information when you right-click on a font file and choose Properties. One of the pieces of information displayed is whether the font is protected or not. If it is protected, it cannot be embedded in a Word document.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (7836) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Font Substitution Problems.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments

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What is 9 - 2?

2015-03-30 02:15:57

Fred

I infer from "for use with 32-bit Windows (XP or later)" that this MS Font Properties Extension Tool is not for any 16-bit version of Windows. But will it work for 64-bit versions? Or, if not, has MS provided a version of the tool suitable for 64-bit versions of Windows?


2014-01-29 02:01:21

rajni

when i write any line in ms word 2007 by using utsah font,i find when i print that document it breaks the line,tell me what should i do for that,
the line breaks while printing the document, its a big problem for me..


2013-12-27 08:30:24

SANJEEV KUMAR

I've MS Office 2013 on Win7 Ultimate 64bit on vaio laptop.

I've some old files (created/edited with different versions of word starting from may be around MS Office 2000). These files mostly contain four-five fonts in them. But one of these fonts is indian native language 'Hindi'. These fonts (one example is DevLys-010) type hindi language characters. Nothing fancy there.

But lately, I found that I'm not able to change fonts in those files easily. Whenever I click anywhere in the file, and start typing, it always types in 'Kokila' named font. One workaround to this problem is that I strip all formatting of this text (by Ctrl+Spacebar) and then delete one character to the left of my desired font, and then start typing.

In other words, If I click within a sentence, written in Arial font, and start typing, it'll still type in Kokila font. Even if I press Ctrl+ Spacebar and then type, it will still type in 'Kokila' unless I first delete one charater of 'Arial' font and then without clicking anywhere start typing. Then only it will type in 'Arial'.

Kindly help.


2013-10-31 15:45:37

Lauren

If you set the parameters as specified above for a template file, does it work for all documents created from that template?


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