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Fix Embedded Font Changes to Arial When Editing Word Documents
Question details
Custom embedded fonts display correctly in preview mode but are replaced by fallback fonts like Arial when the document is opened for editing.
- Product
- Word Processing Software
- Device & OS
- not provided
- Scenario
- A user receives or opens a shared Word document and attempts to edit the text, but the custom font formatting is lost.
- Observed behavior
- The text automatically reverts to a default font (such as Arial) during editing, altering the document's intended appearance and formatting.
Ensure you have access to the original computer where the document was created, and verify that the custom font is fully installed and licensed for editable embedding.
Disable the 'Embed Only Characters Used' Setting
Changing this setting ensures that all font characters are embedded in the file, allowing other users to type and edit without losing the custom font.
When 'Embed only the characters used in the document' is enabled, the file size is reduced, but any new characters typed during editing will not have the custom font applied. Disabling this allows full editing capabilities on other devices.
Open the affected document on the original computer where the custom font (e.g., STIX Two Text) is properly installed.
Click on 'File' in the top-left corner, select 'Options', and then click on the 'Save' tab in the left-hand menu.
Scroll down to the 'Preserve fidelity when sharing this document' section. Check the box for 'Embed fonts in the file'.
Uncheck the option that says 'Embed only the characters used in the document (best for reducing file size)'.
Click 'OK' to save the changes. Save the document again and share it with the recipient to test if the font remains stable during editing.
Verify Font Licensing and Reinstall
Some custom fonts have restricted licenses that prevent them from being embedded for editing. Checking permissions or reinstalling the font can resolve compatibility issues.
Prevent Font Substitution Issues with WPS Office
WPS Writer offers robust and intuitive font embedding features to ensure your documents look exactly the same on any device. Easily embed fonts and maintain perfect formatting when sharing files for editing.
- 1. Open your document: Launch WPS Writer and open the document you wish to share.
- 2. Access Options: Click the 'Menu' button in the top left corner and select 'Options' from the dropdown list.
- 3. Navigate to General and Save: In the Options dialog box, click on the 'General and Save' tab on the left.
- 4. Enable full font embedding: Check the box for 'Embed TrueType fonts' and ensure 'Embed characters in use only' is strictly unchecked, then click 'OK' and save your file.
Frequently Asked Questions
Why does my font change to Arial only when I start typing?
This happens when the document was saved with the 'Embed only the characters used in the document' setting enabled. The specific characters you are trying to type were not saved in the file, forcing the software to use a fallback default font like Arial.
How do I know if a custom font can be embedded for editing?
Fonts have specific embedding permissions set by their creators. In Windows, you can right-click the font file, select Properties, and go to the Details tab to check if the 'Font embeddability' license is set to 'Editable' or 'Installable'.
Does this font substitution issue happen on both Windows and Mac?
Yes, font substitution can occur on both Windows and macOS if the recipient's device does not have the font locally installed and the document's original embedding settings restrict full editing.
Can I fix the font if I don't have access to the original computer?
If the font wasn't fully embedded initially, you cannot retrieve the missing characters from the document itself. You will need to install the missing font on your current device manually, or ask the sender to resend the file with proper embedding settings enabled.
