Troubleshooting
Why fonts look different in a Word document on another computer
The short answer
A font is only used if it is installed on the computer showing the document. If it is missing, a substitute is drawn and the text can reflow. Prevent it by using common fonts such as Arial, Calibri or Times New Roman, or by sending a PDF, which keeps the look.
You finish a document, send it, and the other person says it looks strange. The headings are the wrong shape, lines wrap in odd places, and a table has spilled onto the next page. Nothing changed in the file. What changed is the computer showing it.
What is going on
A DOCX stores the name of a font, not the font itself. When you open the file, your computer looks for that name among its installed fonts. If it finds it, the text is drawn as the author intended. If not, it picks a stand-in. Stand-ins are different widths, so words move, lines break differently and pages fill differently.
How to tell it is a font problem
- The overall look is similar but line endings and page breaks differ.
- Click a word. The font box shows the original name even though the text looks different, or shows a name you do not have.
- The difference is worst in documents with custom or downloaded fonts.
Fonts that exist almost everywhere
| Style | Safe choices |
|---|---|
| Sans-serif (plain) | Arial, Verdana, Calibri |
| Serif (with tails) | Times New Roman, Georgia, Cambria |
| Fixed width | Courier New |
Some of these are named differently or replaced on some devices, but the substitutes are close in width, so the layout holds.
How to avoid surprises
- Use common fonts for anything you will share.
- Send a PDF when the look matters. The PDF carries the shapes with it. See saving as PDF.
- Embed fonts if your program offers it, and the font's licence allows it.
- Limit yourself to two fonts: one for headings and one for body text.
- Test on another device before an important send.
Other scripts and languages
If you write in Urdu, Arabic, Hindi or another script, choose a font that includes those letters. If it does not, the program fills in with another font, and the mix can look uneven. Test the document on a second device, and send a PDF for the final copy.
In Wrdio
Wrdio's editor draws text using the fonts available in your browser plus the ones it brings with it, so a document with unusual fonts may look different. That is the same effect described above, and the cure is the same: use common fonts and send a PDF. Our formatting basics shows how to apply fonts through styles so you change them once.
Questions people ask
Why does my document look different on another computer?
Most often because a font you used is not installed there, so a substitute is used. Spacing and line breaks then change.
How do I stop fonts changing?
Use common fonts, or send a PDF, which keeps the look of the page. Some programs can also embed fonts.
Which fonts are safe to use?
Arial, Times New Roman, Calibri, Cambria, Verdana, Georgia and Courier New are on most computers.
Why do my Urdu or Arabic letters change?
The font you chose may not include those letters, so another font fills in. Pick a font that supports the script, and test the document on another device.