Unwanted formatting changes

[vinceh]

When I am on my laptop on the network in the office, the formatting of Word
is fine. When I open the same document at home on the same laptop, the
formatting of some of the indents and the embedded excel documents get messed
up (and it prints with the messed up formats.

When I go back into the office, the formatting is fine again (assuming I
didn't try to correct the messed up formats at home). If I fixed the formats
at home, they get messed up again in the office.

Has anyone else had this problem? Does anyone know why this happens and how
to fix or prevent it?

I tried installing the office printer driver on my local machine, but that
didn't seem to work. This issue started happening to me when we started
using linked embedded excel objects in our Word documents.

I'd appreciate any help or suggestions. Thanks!

 

[Suzanne S. Barnhill]

See http://word.mvps.org/FAQs/Formatting/TextReflow.htm

 

[Bob Buckland ?:-\)]

Hi Vince,

What version of Word and Windows are you using and what printer drivers?

With the document open if you check Font Substitution
Tools=>Options=>Compatibility=>[Font Substitution]
(or if Word 2007
Office Button=>Word Options=>Advanced=>Show Document Content=>[Font Substitution]
are there any fonts being substituted due to non availability?

What view are you working in and can you be a bit more detailed in regards to what 'messed up' would be in this case?

When you mention that you are using linked spreadsheets, are the spreadsheets also available to you when you're working from home
(i.e. are you linked to your office network?

=================When I am on my laptop on the network in the office, the formatting of Word
is fine. When I open the same document at home on the same laptop, the
formatting of some of the indents and the embedded excel documents get messed
up (and it prints with the messed up formats.

When I go back into the office, the formatting is fine again (assuming I
didn't try to correct the messed up formats at home). If I fixed the formats
at home, they get messed up again in the office.

Has anyone else had this problem? Does anyone know why this happens and how
to fix or prevent it?

I tried installing the office printer driver on my local machine, but that
didn't seem to work. This issue started happening to me when we started
using linked embedded excel objects in our Word documents.

I'd appreciate any help or suggestions. Thanks! >>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[vinceh]

None of those seemed to work. Maybe the correct print driver I installed on
my local laptop wasn't selected properly. Is there a way to be sure the
local print driver is selected when I'm home, but the office printer at the
office?

Do you have any other suggestions to try?

 

[vinceh]

I'm using Word 2003, Windows XP. The office printer is HP Laserjet 4250.
The driver I installed on my local machine was HP Laserjet 4100.

Font Substitutions - Arial Unicode MS and Swis721 BT are substituted with
Arial. The font we use in our documents is Arial.

I'm working in Print Layout view. The primary things that get messed up are
some indent and tab settings (the settings get moved) and the linked Excel
embedded objects become compressed (the width decreases about 0.5".)

Linked spreadsheets - both the Excel and Word documents are on my local hard
drive. I always open the Excel document first, so the Word is automatically
updated if Excel is changed.

I hope these details help. Please let me know if you need any other
information. Thanks!

Hi Vince,

What version of Word and Windows are you using and what printer drivers?

With the document open if you check Font Substitution
Tools=>Options=>Compatibility=>[Font Substitution]
(or if Word 2007
Office Button=>Word Options=>Advanced=>Show Document Content=>[Font Substitution]
are there any fonts being substituted due to non availability?

What view are you working in and can you be a bit more detailed in regards to what 'messed up' would be in this case?

When you mention that you are using linked spreadsheets, are the spreadsheets also available to you when you're working from home
(i.e. are you linked to your office network?

=================When I am on my laptop on the network in the office, the formatting of Word
is fine. When I open the same document at home on the same laptop, the
formatting of some of the indents and the embedded excel documents get messed
up (and it prints with the messed up formats.

When I go back into the office, the formatting is fine again (assuming I
didn't try to correct the messed up formats at home). If I fixed the formats
at home, they get messed up again in the office.

Has anyone else had this problem? Does anyone know why this happens and how
to fix or prevent it?

I tried installing the office printer driver on my local machine, but that
didn't seem to work. This issue started happening to me when we started
using linked embedded excel objects in our Word documents.

I'd appreciate any help or suggestions. Thanks! >>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[Bob Buckland ?:-\)]

Hi Vince,

Check in Help=>About in Word on both machines to see if the same updates (build level) exists.

Check in Page Setup to see if the margin settings are the same on both machines and check the Printer properties advanced settings
to see if the same 'rules' for substituting/downloading fonts on printing are in effect. There shouldn't be a significant
difference between a driver for an HP 4100 and HP 4250 (assuming the driver versions are the same) but you can install the local
HP4250 driver even if you don't have the printer to see if it impacts the onscreen appearance if you then toggle between the two
printer choices in Word.

Somewhere in your document or template or in the styles applied the other two fonts are being called for in the document, in
Edit=>Find
click on the [More] button
turn on the [x] Highlight all items found in... setting
click on the [Format] button and in the Font choice search for either of the two fonts showing as substituted to see where they're
occuring in the document.

In [Font Substitution] (working with an extra copy of a problem document) use the choice to make the substitutions permanent, which
should set all to Arial and see if the spacing improves.

===============
I'm using Word 2003, Windows XP. The office printer is HP Laserjet 4250.
The driver I installed on my local machine was HP Laserjet 4100.

Font Substitutions - Arial Unicode MS and Swis721 BT are substituted with
Arial. The font we use in our documents is Arial.

I'm working in Print Layout view. The primary things that get messed up are
some indent and tab settings (the settings get moved) and the linked Excel
embedded objects become compressed (the width decreases about 0.5".)

Linked spreadsheets - both the Excel and Word documents are on my local hard
drive. I always open the Excel document first, so the Word is automatically
updated if Excel is changed.

I hope these details help. Please let me know if you need any other
information. Thanks! >>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[Suzanne S. Barnhill]

You have to be using the *same* printer driver both places for Word to
format the document the same. You don't have to have that printer physically
attached to the computer; just install the driver and select that printer
when you are working on the document at home.

 

[vinceh]

I think I figured out the indents. For some reason, some of the indentation
settings were in "ch" rather than inches. By changing it to inches, I'm
hoping it'll work.

I'm still having the problem with the linked embedded excel objects
resizing, even with the same printer driver installed on my local machine and
the network. It's fine on the network, but compressed when I'm off of the
network.

Any suggestions?

 

[vinceh]

When I search for the fonts, they are not on the font list. When I type the
name in, it says it can't find any. Can I choose "permanently convert" to
solve the font substitution issue?

I downloaded and installed the same print driver HP 4250 on my local machine
that is on the network.

I'm still having the issue with the linked Excel object. It is compressed
when I am off the office network, but it is fine when I'm on the office
network.

Any other suggestions?

Hi Vince,

Check in Help=>About in Word on both machines to see if the same updates (build level) exists.

Check in Page Setup to see if the margin settings are the same on both machines and check the Printer properties advanced settings
to see if the same 'rules' for substituting/downloading fonts on printing are in effect. There shouldn't be a significant
difference between a driver for an HP 4100 and HP 4250 (assuming the driver versions are the same) but you can install the local
HP4250 driver even if you don't have the printer to see if it impacts the onscreen appearance if you then toggle between the two
printer choices in Word.

Somewhere in your document or template or in the styles applied the other two fonts are being called for in the document, in
Edit=>Find
click on the [More] button
turn on the [x] Highlight all items found in... setting
click on the [Format] button and in the Font choice search for either of the two fonts showing as substituted to see where they're
occuring in the document.

In [Font Substitution] (working with an extra copy of a problem document) use the choice to make the substitutions permanent, which
should set all to Arial and see if the spacing improves.

===============
I'm using Word 2003, Windows XP. The office printer is HP Laserjet 4250.
The driver I installed on my local machine was HP Laserjet 4100.

Font Substitutions - Arial Unicode MS and Swis721 BT are substituted with
Arial. The font we use in our documents is Arial.

I'm working in Print Layout view. The primary things that get messed up are
some indent and tab settings (the settings get moved) and the linked Excel
embedded objects become compressed (the width decreases about 0.5".)

Linked spreadsheets - both the Excel and Word documents are on my local hard
drive. I always open the Excel document first, so the Word is automatically
updated if Excel is changed.

I hope these details help. Please let me know if you need any other
information. Thanks! >>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[vinceh]

I think I figured out the indents. For some reason, some of the indentation
settings were in "ch" rather than inches. By changing it to inches, I'm
hoping it'll work.

I'm still having the problem with the linked embedded excel objects
resizing, even with the same printer driver installed on my local machine and
the network. It's fine on the network, but compressed when I'm off of the
network.

 

[Bob Buckland ?:-\)]

Hi Vince,

You can use the 'permanently convert' choice in the Font Substitution choice if the result you want is to use 'Arial' and that is
the chosen substitution.

What are the steps for inserting the Excel objects?

If you use Alt+F9 to toggle field results vs field code display what does the code read for the item where you see the sizing
reduced and when it's 'regular' sized?

Are you inserting from different files and different Office versions (builds) when using off-net vs on-net sceanarios?

=============
When I search for the fonts, they are not on the font list. When I type the
name in, it says it can't find any. Can I choose "permanently convert" to
solve the font substitution issue?

I downloaded and installed the same print driver HP 4250 on my local machine
that is on the network.

I'm still having the issue with the linked Excel object. It is compressed
when I am off the office network, but it is fine when I'm on the office
network.

Any other suggestions? >>
--

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

 

[vinceh]

Thanks!

The steps are: copy the excel portion you want to include. Then in Word:
Edit --> paste special; select Microsoft Excel object and the "Paste link"
option.

The field codes are the same both on the office network and at home (same
computer--laptop)

The Word and Excel are both 2003. The files are the exact same files on the
same computer (laptop).

Thanks!

 

[vinceh]

Weird. I installed the same printer driver that I use in the office on my
local LPT1 port. That didn't work. When I selected the network printer I
use in the office, it worked. Thanks!