Word documents, versions 6 and prior, are laid out (line breaks and page breaks) based on the printer being used. We are required to print to various printers, causing documents to print with different -- and sometimes unwanted -- results. Microsoft Word 97 has finally solved this problem. Documents created in MSWord 97, by default, are laid out based on fonts, rather than the printer, being used. Now documents created in MSWord 97 will keep their original appearance regardless of the computer or printer being used--as long as the fonts remain unchanged. Embedding truetype fonts into the document will reduce the need for font substitution. Unfortunately, this affects only those documents created in MSWord 97 and will not entirely benefit those files created in earlier versions.

For Best Results in Printing MSWord files:

1. We encourage those who generally supply MSWord files for output to upgrade to MSWord 7 (for Office 97).

2. Keep default setting. Be sure the option, Use Printer Metrics to Lay Out Document is DESELECTED.

3. Embed truetype fonts in document

4. Supply any non-truetype fonts used in document

Below are topics taken directly from the MSWord HELP file.

Maintain a document's original appearance when other users view or print it. Word provides several options for creating "portable" documents--that is, documents that always keep their original appearance no matter which computer or printer you use to view or print them. These options are especially helpful if you share documents with other users, or if you create documents on one computer and then print them from another computer or to a different rinter. For example, you can embed TrueType fonts in a document and preserve the document's layout and page breaks. That way, anyone can view or print the document with its original fonts and layout. In some cases, a document may contain fonts other than TrueType fonts. If users don't have these fonts installed on their computers, they can substitute the fonts that most closely match the missing fonts.

Preserve a document's original layout and page breaks by default, MSWord 7 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, MSWord 7 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 MSWord 7 lay out the document based on its fonts.

1. On the Tools menu, click Options, and then click the Compatibility tab.

2. In the Options box, clear the Use Printer Metrics To Lay Out Document check box.

Note: The Use Printer Metrics To Lay Out Document option affects only the way the document is displayed while you work with it in MSWord 7; it doesn't permanently change the document. If you want to restore the document's original layout, you can select this option again.

Embed TrueType fonts in a document

If you used TrueType fonts in a document, you can save or "embed" them in the document. That way, others can view, modify, and print the document with its original fonts -- even if they haven't installed the fonts on their computers. Note that TrueType font vendors determine the licensing rights for embedding fonts. For example, some fonts can't be embedded, and other embedded fonts can be viewed and printed but not modified.

1. On the Tools menu, click Options, and then click the Save tab.

2. Select the Embed Truetype Fonts check box.

3. Save the Document.

Note: When you embed truetype fonts, 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 -- MSWord 7 embeds only those characters. Note that this option is most useful for documents that other users plan to view or print only, because the unembedded font characters and styles aren't available for editing.