Office Settings & Configuration

How to Keep Calibri 12 as the Default Font in Microsoft Excel

Khadija Khan Sep 28, 2026 869 views

Question details

The user needs to maintain Calibri 12 as the default font when copying and pasting between workbooks, preventing Excel from automatically changing the text to the new default font, Aptos.

How to Keep Calibri 12 as the Default Font in Microsoft Excel

Product: Microsoft Excel
Device & OS: not provided
Scenario: Copying and pasting data across Excel workbooks while adhering to strict company font requirements.
Observed behavior: Pasted content automatically changes from the original Calibri 12 format to Aptos, and standard default font settings fail to persist across pasting actions.

Before you start

Verify your current Microsoft 365 version, as recent updates have universally replaced Calibri with Aptos as the default Office theme font.

Solution 1Recommended

Use 'Keep Source Formatting' When Pasting

The easiest and safest way to preserve Calibri 12 is to force Excel to retain the original format of the copied cells during the paste operation.

By default, Excel may adapt pasted text to the destination workbook's theme font (which is likely Aptos in newer builds). Using the source formatting option overrides this behavior.

Copy the content

Highlight your desired content that is formatted in Calibri 12 and press Ctrl+C to copy it.

Select destination

Navigate to the destination cell or workbook where you want to place the data.

Access the Paste menu

Go to the Home tab on the ribbon and click the drop-down arrow directly below the large Paste button.

Apply source formatting

Select 'Keep Source Formatting' (the icon displaying a paintbrush and the letter 'K') from the menu.

Use 'Keep Source Formatting' When Pasting

Quick Tip: You can add the 'Keep Source Formatting' command to your Quick Access Toolbar. Go to File > Options > Quick Access Toolbar, find the command in the list, and click 'Add' for faster access.

Solution 2

Revert to an Earlier Microsoft 365 Build

If you require system-wide persistence of Calibri without relying on manual paste options, you can downgrade your Office installation to a version prior to the Aptos update.

Free Microsoft Office alternative

Use WPS Office to Keep Full Control Over Your Default Fonts

If Microsoft Office updates are forcing unwanted font changes like Aptos upon your workflow, consider switching to WPS Office. It provides a familiar, lightweight interface where your customized default fonts—like Calibri 12—stay exactly as you set them, all while offering seamless compatibility with Microsoft Excel formats.

1. Download and Install: Download WPS Office for free from the official website and install it on your computer.
2. Open Settings: Launch WPS Spreadsheet, click on the 'Menu' button in the top left corner, and select 'Options'.
3. Set Default Font: Navigate to the 'General and Save' tab, set the Standard font to Calibri and Size to 12, then restart the application to apply.

Fully compatible with Microsoft Excel formats (.xlsx, .xls) and retains standard fonts like Calibri seamlessly.Free and lightweight, allowing you to bypass forced UI or font updates.Highly customizable settings to easily enforce company formatting requirements without complex workarounds.

microsoft office alternative - wps office

Frequently Asked Questions

Why did my default font suddenly change from Calibri to Aptos in Excel?

Microsoft recently updated the default theme font for Microsoft 365 from Calibri to Aptos. This change applies automatically to updated versions of Word, Excel, PowerPoint, and Outlook, affecting how new documents and copied text are formatted.

Can I change the default font back to Calibri 12 permanently in Excel options?

You can change the standard font under File > Options > General. However, due to how Office themes operate in the latest Microsoft 365 updates, copied content from newer workbooks may still default to the Aptos theme unless you specifically use the 'Keep Source Formatting' paste option.

How do I make 'Keep Source Formatting' the default paste option in Excel?

Unlike Microsoft Word, Excel does not have a built-in settings menu to make 'Keep Source Formatting' the default paste action. You must manually select it from the Paste menu, use keyboard shortcuts, or add it to your Quick Access Toolbar for quick use.

Is there a keyboard shortcut for keeping source formatting when pasting?

Yes. After pasting your content normally using Ctrl+V, you can immediately press the 'Ctrl' key to open the floating Paste Options menu, and then press the letter 'K' to apply Keep Source Formatting.

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