Fix Word Formatting Differences Between Microsoft 365 Mac and Word 2021
Question details
The user needs to resolve layout and formatting discrepancies when opening the same Word document in Microsoft 365 on a Mac and Word 2021.
- Product
- Microsoft Word
- Device & OS
- Mac
- Scenario
- Opening and viewing a document across different environments (Microsoft 365 on Mac vs. Word 2021).
- Observed behavior
- The document's formatting and layout change between the two versions, leading the user to believe they need to purchase Word 2021 for the Mac.
Verify that you are using the Microsoft 365 desktop application on your Mac rather than the web browser version, as Word for the web has fewer formatting capabilities.
Check and Install Missing Fonts on Mac
Missing fonts are the most common cause of document layout shifts. Ensuring both systems have the same fonts installed will maintain formatting.
Microsoft 365 desktop Word and Word 2021 use perfectly compatible document formats. If the layout shifts, it is almost always because a font used in Word 2021 is not installed on the Mac. When a font is missing, Word substitutes it with a similar one, which changes line lengths and page breaks.
Open the document in Word 2021 and check the Home tab to see which fonts are applied to the text.
Open the 'Font Book' application on your Mac to see if those specific fonts are installed.
If fonts are missing, download the font files (.ttf or .otf) and double-click them on your Mac to install them. Restart Microsoft 365 Word to apply the changes.
Embed Fonts in the Original Document
Embedding fonts directly into the document file ensures they render correctly on any device, even if the fonts are not locally installed.
Use the Desktop App Instead of Word for the Web
Word for the web does not support all the advanced formatting features found in the desktop versions of Word 2021 or Microsoft 365.
Ensure Consistent Formatting Across Platforms with WPS Office
Tired of troubleshooting layout changes between Mac and PC versions of Office? WPS Office offers a free, highly compatible alternative that ensures your documents look identical regardless of the device or operating system.
- 1. Download WPS Office: Visit the official WPS website and download the free version for Mac.
- 2. Install the application: Run the installer and follow the on-screen instructions to set up WPS Office.
- 3. Open your Word document: Launch WPS Writer and open your .docx file to view it with its original, intended formatting.
Frequently Asked Questions
Do I need to buy Word 2021 for Mac if I already have Microsoft 365?
Generally, no. Microsoft 365 includes the full desktop version of Word for Mac, which uses document formats that are completely compatible with Word 2021. Upgrading or purchasing a standalone license will not fix layout issues caused by missing fonts or web-browser rendering.
Does OneDrive change the formatting of my Word documents?
No, the OneDrive desktop app only synchronizes your files between the cloud and your local device. It does not alter the contents or formatting of your documents. However, if you open a OneDrive link in your browser, you are viewing the document in Word for the web, which renders formatting differently.
Why does my Word document look different on Mac than on Windows?
The most common reason is font availability. Windows and Mac operating systems have different default system fonts. If a document uses a font available on Windows but not on Mac, Word will substitute it with the closest available match, which alters character spacing, line wrapping, and page lengths.
Can I embed fonts using Word for Mac?
Yes, modern versions of Microsoft 365 Word for Mac allow you to embed fonts. You can enable this by going to Word > Preferences > Save, and checking the box for 'Embed fonts in the file'. Note that some fonts have licensing restrictions that prevent embedding.
