Office Compatibility Issues

Fix Xerox PostScript Fonts Not Appearing in Microsoft Office

Maira Mehtab Sep 22, 2026 869 views

Question details

The user is unable to find PostScript fonts stored in a Xerox WorkCentre printer within the Microsoft Office font selection menu.

Product: Microsoft Office
Device & OS: not provided
Scenario: Attempting to use specific printer-stored PostScript fonts, such as Helvetica or Schoolbook, while editing documents in Office applications.
Observed behavior: The Xerox PostScript fonts do not populate in the font dropdown lists in Microsoft Office.

Before you start

Ensure you have administrator privileges on your computer, as installing new system fonts requires elevated permissions.

Solution 1Recommended

Install TrueType or OpenType Fonts Locally

Microsoft Office relies on fonts installed within the computer's operating system rather than pulling them directly from peripheral devices like printers.

Office applications cannot natively access or display PostScript fonts that are stored exclusively on printer hardware (such as a Xerox WorkCentre 6515). To use these fonts in your documents, you must download and install the equivalent TrueType (.ttf) or OpenType (.otf) font files directly onto your computer.

Download the required fonts

Find and download TrueType or OpenType versions of the missing PostScript fonts (like Helvetica or Schoolbook) from a reputable font provider.

Install the fonts on your OS

Right-click the downloaded .ttf or .otf font file and select 'Install' or 'Install for all users' to add it to your system directory.

Restart Microsoft Office

Close any open Microsoft Office applications (such as Word, Excel, or PowerPoint) completely, then reopen them. The newly installed fonts will now appear in your font dropdown list.

Font Sharing: If you plan to share the document with others, remember to embed the fonts into your file so the layout remains intact on computers that lack these specific fonts.

Free Microsoft Office alternative

Try WPS Office for Seamless Font and Document Management

If you are dealing with document formatting and font compatibility issues, try WPS Office. It perfectly supports system-installed TrueType and OpenType fonts while offering a fast, free, and highly compatible working environment.

1. Download and Install: Get WPS Office for free from the official website and run the quick installer.
2. Open Your Document: Launch WPS Writer, Spreadsheets, or Presentation and open your existing Office file.
3. Apply System Fonts: Highlight your text and seamlessly choose your newly installed TrueType or OpenType fonts from the drop-down menu.

Fully compatible with Microsoft Office formats (.docx, .xlsx, .pptx).Automatically detects and flawlessly supports all system-installed TrueType and OpenType fonts.Lightweight application that loads quickly and consumes fewer system resources.Free to use with a familiar, tabbed user interface for easy migration.

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Frequently Asked Questions

Can I use printer-stored PostScript fonts directly in Word?

No. Word and other Office applications only recognize fonts installed in the local operating system's font directory, not those stored solely on external printer hardware.

What is the difference between TrueType, OpenType, and PostScript fonts?

TrueType and OpenType are modern, scalable font formats natively supported by Windows and macOS. PostScript (Type 1) fonts are an older format used primarily in professional printing and are no longer natively supported in modern Office applications.

Why did my document layout change when I printed it?

If the specific font used in a document is not installed locally on your computer, the software will substitute it with a default font. This substitution can alter character spacing and line breaks. Installing the correct local font resolves this.

How do I ensure my fonts display correctly on other computers?

You can embed the fonts into your document. In most Office applications, navigate to Options > Save, and check the box for 'Embed fonts in the file'. This ensures the document looks identical on other devices, provided the font's licensing allows embedding.

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