Office Settings & Configuration

Why Aptos Looks Like Calibri in Microsoft Office and How to Fix It

Natalie Taylor Oct 10, 2026 869 views

Question details

The user notices that the new default Aptos font appears visually identical to the older Calibri font in Microsoft 365 applications and wants to know why this happens and how to verify which font is actually being displayed.

Why Does Aptos Look Like Calibri in Microsoft Office?

Product: Microsoft Office
Device & OS: not provided
Scenario: Viewing or editing documents after a Microsoft Office update introduces Aptos as the new default font.
Observed behavior: Text formatted as Aptos looks visually indistinguishable from Calibri, potentially due to automatic font substitution or overlooking subtle typographic differences between the two sans-serif fonts.

Before you start

Ensure your Microsoft 365 applications are fully updated to the latest version, as Aptos is a cloud-based font that requires a recent software build and active internet connection to download and display correctly.

Solution 1Recommended

Check Font Substitution Settings in Word

If Aptos is not installed or recognized by your system, Microsoft Word may automatically substitute it with Calibri to maintain document layout. Checking the substitution settings will confirm if this is happening.

Open Word Options

Launch Microsoft Word. Click on the 'File' tab in the top-left corner of the ribbon, and select 'Options' at the very bottom of the left-hand menu.

Navigate to Advanced Settings

In the Word Options dialog box, select the 'Advanced' tab on the left sidebar.

Access Font Substitution

Scroll down the Advanced settings page until you locate the 'Show document content' section. Click the 'Font Substitution...' button.

Verify Substituted Fonts

A new window will appear. Check if 'Aptos' is listed under missing fonts and if it shows that it is being substituted by 'Calibri'. If it is, you need to trigger a cloud font download by updating Office or downloading Aptos directly.

Check Font Substitution Settings in Word

Missing Font Substitution Button: If the Font Substitution button is grayed out or not visible, it means Word is not substituting any fonts in your current document and Aptos is displaying natively.

Solution 2

Identify the Subtle Typographic Differences

Both Aptos and Calibri are clean sans-serif fonts, making them look similar at a quick glance. Knowing their specific design traits helps you confirm visually which font is actually rendering.

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Frequently Asked Questions

Why did Microsoft change the default font from Calibri to Aptos?

Microsoft updated the default font to Aptos to optimize readability on modern, high-resolution screens and to give Microsoft 365 a fresh, updated look after using Calibri as the default for over 15 years.

Can I change my default font back to Calibri?

Yes. In Microsoft Word, press Ctrl+D to open the Font dialog box, select Calibri, click the 'Set As Default' button at the bottom left, and choose 'All documents based on the Normal template' to permanently revert your default font.

Will my older documents created in Calibri change to Aptos automatically?

No. Existing documents that were created and saved with Calibri will retain their original formatting and fonts. Only new documents based on the updated Normal template will default to Aptos.

How do I get the Aptos font if it is completely missing from my computer?

Aptos is distributed exclusively through Microsoft 365 cloud fonts. Ensure you are signed into your Microsoft account within Office and have installed the latest Microsoft 365 software updates to automatically download the Aptos font family to your device.

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