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: Missing Fonts in a Letterhead.

Missing Fonts in a Letterhead

by Allen Wyatt
(last updated December 3, 2015)

Pat is trying to make a letterhead document for her office. The document is simple, consisting only of text. However, Pat noticed that the fonts used in the letterhead (to get the look she wants) aren't available on all systems. If she sends the document to someone who does not have the font, then it does not look right. Pat wonders if there is a way to create a letterhead document that will look correct on other systems, whether they have the font or not.

There are a few approaches you can take to getting the letterhead to work properly. The first thing you should try is to embed the fonts used in the document. You can accomplish this by following 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 your letterhead uses only a small number of characters in a particular font, choose the Embed Characters In Use Only check box.
  6. Click on OK.

When you next save your letterhead document, Word includes the fonts used in the document in the file. Thus, when you share the letterhead with others, they will automatically have the fonts and the letterhead will look correct.

It is possible, however, that embedding fonts won't work in all instances. Some fonts are restricted, by their creators, in how they can be shared. If the creator has limited what can be done with the font, then embedding it won't really work. In that instance, you should consider changing to a different font that can be embedded in your document.

If changing to a different font is not possible, you might consider doing an "end run" around the whole font issue. You could create the textual portion of your letterhead in a graphics program, save it out as a graphic, and then add the graphic to your document in Word. As a graphic, it will print correctly, regardless of the machine on which you use it.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9737) 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: Missing Fonts in a Letterhead.

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. ...


Saving AutoText Entries with Each Document

AutoText can be a great way to add consistent, common text to a document. Unfortunately you cannot save AutoText entries ...

Discover More

Controlling the Format of Cross-References

When you use fields to add cross-references to tables or figures, Word normally takes care of formatting the words used ...

Discover More

Jumping to a Table Row

Need to jump to a particular row in a table? Word provides an easy way to jump to all sorts of things, but it doesn't ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (menu)

Protecting Hidden Text

Formatting some of your text as hidden can be a great help when you need to keep some things from being viewed or ...

Discover More

Using Non-Printing Notes

Adding notes to your document in Word is a handy tool. But what if you don't want those notes to be seen on the screen or ...

Discover More

Applying Formatting to Words

You don't have to select whole words before applying direct character formatting. With the proper Word options set, ...

Discover More

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.


If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is four less than 8?

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

This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.