Description

when i email a word document the format changes ?

**Maintaining Document Formatting When Emailing: A Comprehensive Guide**

When you share a Microsoft Word document via email, the formatting can sometimes change upon opening by the recipient. This issue can be particularly frustrating when you’ve spent a significant amount of time perfecting the document’s appearance. Here’s a comprehensive guide to help you maintain your document’s formatting throughout the emailing process.

### Common Challenges

For many users, the primary issue is the inconsistent display of formatting upon emailed documents being opened by recipients. This can manifest in various ways, including changes in font sizes, layout disruptions, and misplaced elements like images and tables. This problem can become more pronounced with larger documents or when multiple people are collaborating and different versions of MS Word are involved.

### Why Does This Happen?

There are a few reasons why your document might change format when sent through email. Differences in software versions, settings, and the way recipients open the attachment can all impact the visual uniformity of your document. Additionally, issues can arise when the Word document is opened in an online version of MS Word, such as Word Online, which may not support all advanced formatting features available in the desktop application.

### How to Prevent Formatting Changes

To ensure that your document appears the same for every recipient, consider the following methods:

#### 1. **Export to PDF**

If the recipients don’t need to edit the document, exporting your Word document to a PDF can often lock the formatting into place. PDFs are designed to present as they were when converted, ensuring a consistent appearance across different devices and environments.

#### 2. **Modify AutoFormat Settings**

Sometimes, formatting inconsistencies are the result of automatic formatting settings. Microsoft Word has an AutoCorrect feature that can adjust your document’s formatting as you type. You can modify or disable specific AutoFormat options by following these steps:

– Go to the ‘File’ tab.
– Click on ‘Options’.
– Navigate to ‘Proofing’ from the list on the left.
– Click on ‘AutoCorrect Options’.
– Select the ‘AutoFormat As You Type’ tab.
– Choose which AutoFormat features you want to disable to keep your document as intended.

#### 3. **Use Save As .docx Format**

Maintaining the .docx format when saving and sending the document can also help preserve your original formatting. However, if you are dealing with variations in how people open the attachment (e.g., through online versions of Word), this method isn’t a 100% solution.

#### 4. **Communicate Your Needs**

Sometimes simply communicating with your recipients about how they should open the attachment can solve the issue. Ask them to use the desktop version of Word rather than the online version or an alternative word processing application.

### Advanced Solutions

For more advanced handling of these problems, involve the usage of specific add-ons or tools that can enforce stricter formatting rules. Tools like Adobe Acrobat can help convert your document into a more stable format for distribution.

### Conclusion

While there is no perfect solution that will prevent formatting issues in 100% of scenarios, utilizing the methods outlined above can significantly improve the consistency with which your Word document is displayed across different recipients. Additionally, consider regularly updating your version of Microsoft Word to benefit from the latest enhancements and bug fixes. For a high priority project, an alternative to consider is sending the document as a PDF to guarantee its appearance remains as you intended, sacrificing, if necessary, the ability for the recipient to modify the content directly.