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Word Tips

How to keep your document's original appearance when other users view or print it.

Word provides several options for creating "portable" documents - that is, documents that keep their original appearance. These options are essential when you share documents with other users, or create documents on one computer and then print them from another computer or a different printer.

Embed TrueType fonts in a document

If you used TrueType fonts in a document, "Embed TrueType Fonts". This means others can view, modify, and print the document with its original fonts - even if they do not have those fonts. (Some fonts cannot be embedded, and other embedded fonts can be viewed and printed but not modified, due to license conditions)

• Click Tools, Options, and then the Save tab.
• Tick "Embed TrueType fonts" check box.
• Save the document. (see picture opposite)

If you need to you may be able to reduce the file size of your document by selecting the Embed characters in use only check box. This option embeds only the font styles used in your document. Also, if you used 32 or fewer characters of a font - for example, a few symbols or a headline Word embeds only those characters. Note that this option is most useful for documents that other users plan to view or print only, because the un-embedded font characters and styles aren't available for editing.

 

Preserve a document's original layout and page breaks

By default, Word lays out a document based on its fonts. That way, as long as the fonts remain unchanged, anyone can view and print the document with its original line breaks and page breaks. If you open a document created with an earlier version of Word or with WordPerfect, Word lays out the document based on the printer you're using. If you prefer a document layout that's independent of the printer, you can instead have Word lay out the document based on its fonts.

• Click Tools, Options, and then Compatibility tab.
• In the Options box, make sure the Use printer metrics to lay out.
• document check box is not marked. (see picture opposite)

Note The Use printer metrics to lay out document option affects only the way the document is displayed while you work with it in Word; it doesn't permanently change the document. If you want to restore the document's original layout, you can select this option again.