Font substitution in Microsoft Office documents by tre72542

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									                   Font substitution in Microsoft Office documents

Have you ever wondered when sending a Word document to someone, whether that person will see
exactly what you see on your screen? Or have you ever found it odd that you received a document from
someone in which the text didn't seem to fit onto the pages?
Many people create documents using the different fonts they have available, ranging from specially-
made company fonts to nice-looking fonts bought from the internet. However, most people are unaware
that the display and printout of the document may change if they send the document to someone who
does not have all of those fonts. This relatively unknown, yet quite common problem is known as font
substitution.


What is font substitution ?

Microsoft Office documents — such as Word documents and PowerPoint presentations — are created
using the fonts available on that particular computer (e.g. Arial, Courier New and Tahoma). However,
different computers have different applications installed (each with their accompanying fonts) and many
companies now have specially-made company fonts. Different computers therefore have different fonts
available on them.
When a document is opened on a different computer and a font is not available, Word or PowerPoint
(temporarily) substitute the missing font — without notifying you — with what they believe to be the
most similar font that is available. For example, if a colleague creates a document in the "Bliss" font
which is not installed on your computer, Word may display that document on your screen in "Arial"
instead.


Is font substitution a problem ?

Yes, it usually is. As Word and PowerPoint are not very good at finding "similar" fonts, the page layout
of the document is very likely to change. In our example above: letters in "Bliss" are much smaller than
in "Arial", so the text will become longer. Text that fits onto one page on the author's screen may now
need an additional page with just one or two lines on it.
Sometimes, unexpected characters or symbols may even appear in the text: a Euro symbol in a special
Euro font may be replaced throughout a document by an é, or a Russian text may become a long list of
squares.


Some examples:




This is the text in "Times" as seen by the author.       When "Times" is not available on your computer and is
                                                         substituted with "Arial", the words don't fit into the
                                                         columns anymore.




              NCI Translation Center | tel +32 (0)2 535 74 44 | www.ncitranslation.be | info@nci.be
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This is a bulleted list in a PowerPoint file             When the font for the bullet is substituted with "Arial",
as the author intended us to see it.                     this is the result.




How to check for font substitution

In Microsoft Word, go to "Tools" > "Options…" > "Compatibility" > "Font Substitution". If any fonts are
missing on your computer, Word will list them for you and show you which "similar" font it is using to
display and print the text.




In Microsoft PowerPoint, go to "Format" > "Replace Fonts…". If a font in the "Replace:" drop-down list is
preceded by a question mark, then that font is missing on your computer.




              NCI Translation Center | tel +32 (0)2 535 74 44 | www.ncitranslation.be | info@nci.be
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Avoiding problems for translation


>   Send us any missing fonts
At NCI Translation Center, every Word and PowerPoint document is carefully analysed before
translation. If we notice that a document uses fonts which we do not have installed, we will ask you
to send us the missing fonts. These fonts are then installed on all NCI computers, which enables us to
see your document in its intended formatting.
Furthermore, this allows us to send the translation to you in a perfect formatting. Upon receipt of the
translation, you can immediately print it without having to worry about layout.
You can find fonts on your computer in the folder C:\WINNT\Fonts or C:\Windows\Fonts. The full name
of the font is always indicated in the first column. You can simply copy or zip the appropriate fonts and
send them to us by e-mail.
Especially in larger companies, documents sometimes go a long way between different departments, so
it may well be possible that you don't have certain fonts installed either. In this case, try to get the
fonts from the author or responsible department.

>   If you cannot send us the fonts
If you don't have certain fonts installed either and you can't find them, we have the possibility to
permanently replace the missing fonts. This ensures that we can finalise the layout, knowing that you
will see the same result on your screen.
There is, however, one reservation to be made about this option: we may not always be able to find
similar default fonts, so the document may look (very) different from the original. For large documents
with several missing fonts, this may therefore not be a viable option.


Avoiding problems after translation


>   Word documents
To ensure that the display and printout of the translated document do not change when you send it to
colleagues or clients, we will gladly provide you – upon simple request – with a PDF version in addition
to the translated Word document.
Adobe PDF files look exactly like the original documents and preserve the fonts, images, graphics, and
layout of any source file. They can be shared, viewed and printed by anyone, on any system —
regardless of the operating system, original application or fonts.
However, please note that PDF files are not suitable for translation purposes! For translation, it is
highly recommended to send us the documents in their original Word format.


>   PowerPoint documents
It is quite common to copy PowerPoint presentations for meetings or conferences. To avoid any
problems if you want to use a presentation on another computer, use the "Pack and Go Wizard" (pre-
2003 versions) or "Package for CD" (PowerPoint 2003). These features allow you to package all the
required files and fonts into one file and copy that file to a disk or network location. You can then
unpackage it onto the destination computer or network and run the presentation.




              NCI Translation Center | tel +32 (0)2 535 74 44 | www.ncitranslation.be | info@nci.be
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