Loading
Word.Tips.Net WordTips (Menu Interface)

Font Substitution Problems

Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Font Substitution Problems.

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. Choose Options from the Tools menu. Word displays the Options dialog box.
  2. Make sure the Save tab is selected. (See Figure 1.)
  3. Figure 1. The Save tab of the Options dialog box.

  4. Ensure the Embed TrueType Fonts check box is selected.
  5. If you will be using a small number of characters in a particular font, choose the Embed Characters In Use Only check box.
  6. Click on OK.
  7. 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. 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 (1502) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Font Substitution Problems.

Related Tips:

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

 

Leave your own comment:

*Name:
Email:
  Notify me about new comments ONLY FOR THIS TIP
Notify me about new comments ANYWHERE ON THIS SITE
Hide my email address
*Text:
*What is 5+3 (To prevent automated submissions and spam.)
 
 
           Commenting Terms

Comments for this tip:

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
 
 

Our Company

Sharon Parq Associates, Inc.

About Tips.Net

Contact Us

 

Advertise with Us

Our Privacy Policy

Our Sites

Tips.Net

Beauty and Style

Cars

Cleaning

Cooking

DriveTips (Google Drive)

ExcelTips (Excel 97–2003)

ExcelTips (Excel 2007–2016)

Gardening

Health

Home Improvement

Money and Finances

Organizing

Pests and Bugs

Pets and Animals

WindowsTips (Microsoft Windows)

WordTips (Word 97–2003)

WordTips (Word 2007–2016)

Our Products

Helpful E-books

Newsletter Archives

 

Excel Products

Word Products

Our Authors

Author Index

Write for Tips.Net

Copyright © 2016 Sharon Parq Associates, Inc.