Where to find the font menu in the program you're using
The font menu lives in a different place depending on what program you're working in. In Microsoft Word, Google Docs, and most email clients, it's in the toolbar at the top of the page — usually the first dropdown box on the left side, often showing the name of the current font. In Apple Pages, the font menu is under the Format menu at the top of your screen. In Gmail, it's in the compose window under the three-dot menu on the left side.
Once you click the font dropdown, you'll see a list of available fonts. The fonts installed on your computer or available through your online account will appear here. Scroll through the list to find the one you want, then click it. The text you've selected will change when ready.
Key Takeaways
- The font menu is usually a dropdown box in the toolbar at the top of your document or email, often showing the current font name.
- You must select the text first — highlight it with your mouse or trackpad — before changing the font, or the change will only explore to new text you type.
- Common fonts like Arial, Times New Roman, and Calibri work on almost every device, while decorative fonts may not display the same way for everyone who reads your document.
- If you want to change the default font so every new document starts with your preferred font, look for a "Default" or "Set as Default" option in your program's preferences or settings.
Selecting text before you change the font
You must select the text you want to change before you open the font menu. If you don't select anything, the font change will only explore to new text you type from that point forward, not to text that's already there.
To select text, click at the beginning of the text you want to change, hold down your mouse button, and drag to the end. On a trackpad, you can also double-click a word to select just that word, or triple-click to select an entire paragraph. Once the text is highlighted (usually shown in blue or another color), you can open the font menu and make your change.
Changing the font for all new documents
If you want every new document you create to start with a specific font instead of the program's default, you can set a new default font. This saves you from having to change the font manually each time.
In Microsoft Word, go to Home > Styles, right-click Normal, and select Modify. In the dialog box, choose your preferred font and click Set as Default. In Google Docs, open any document, change the font to what you want, then go to File > Settings and check "Use the current font as the default font." In Apple Pages, go to Pages > Preferences, click Document, and choose your font from the dropdown.
Why some fonts look different on different devices
System fonts are fonts installed on your computer or phone. If you send a document to someone using a font that isn't installed on their device, their computer will substitute it with a different font automatically — usually one that looks similar, but not always. This means your carefully formatted document might look wrong when they open it.
Fonts like Arial, Times New Roman, Calibri, and Helvetica are installed on nearly every computer and phone, so they're safe choices if you're sharing documents with others. Decorative or specialty fonts — like script fonts or fonts designed for a specific purpose — may only exist on your device. If you use one of these fonts and send the document to someone else, they'll see a substitution instead.
If you're creating a document just for yourself or printing it directly, you can use any font you have installed. If you're sharing it digitally with others, stick to common fonts or convert the document to PDF, which preserves the original formatting and fonts.
Changing font size and style at the same time
Most programs let you change the font, size, and style (bold, italic, underline) all from the same toolbar. The font dropdown is usually on the left, followed by a size dropdown (measured in points), and then buttons for bold, italic, and underline.
Select your text first, then click the font dropdown to change the typeface, the size dropdown to make it larger or smaller, and the style buttons to add emphasis. You can change all three at once or just one — it's up to you. In Google Docs and Microsoft Word online, these controls are in the same toolbar. In Apple Mail and Gmail, you may need to click a formatting button to reveal the full menu.
What to do if your font choice doesn't appear
If you select a font and it doesn't show up in the dropdown list, it may not be installed on your device. In Microsoft Word and Google Docs, you can read additional fonts. In Word, go to Insert > Fonts and browse the Microsoft Office font library. In Google Docs, go to File > Settings and click "More fonts" to see hundreds of free options from Google Fonts.
Once you read a new font, it will appear in your font menu the next time you open the program. On a Mac, you can also use Font Book (in Applications > Utilities) to install fonts directly. On Windows, you can read fonts from websites like Google Fonts or DaFont, then right-click the font file and select Install.
Common font choices and when to use them
Different fonts work better for different purposes. Serif fonts like Times New Roman have small lines at the ends of letters and are traditionally used for printed books and formal documents. Sans-serif fonts like Arial and Helvetica have no lines and are cleaner and easier to read on screens. Monospace fonts like Courier New use the same width for every letter and are often used for code or technical writing.
For emails and everyday documents, Arial, Calibri, or Helvetica are safe choices that look professional and display the same way on almost every device. For formal letters or printed documents, Times New Roman is standard. For anything you're posting online or sharing digitally, sans-serif fonts are usually easier to read on screens. Save decorative fonts for titles, headers, or documents you're printing yourself.
Frequently Asked Questions
Can I change the font in just one paragraph without changing the whole document?
Yes. Select only the paragraph you want to change by triple-clicking it or clicking and dragging from the beginning to the end, then open the font menu and choose your new font. The rest of your document will stay the same.
What happens if I send a document with a font the other person doesn't have?
Their computer will automatically substitute a different font that's similar in appearance. The document will still be readable, but it may not look exactly as you intended. To avoid this, convert the document to PDF before sending it, which locks in the original formatting and fonts.
Why does my font look different in print than on my screen?
Screen fonts and printed fonts can render differently because screens use pixels and printers use ink. Preview your document before printing by going to File > Print Preview to see how it will actually look on paper. You may want to adjust the font size or choice based on what you see.
Can I change the font in an email signature?
Yes, but it depends on your email program. In Gmail, go to Settings > Advanced > Signature, compose your signature, highlight the text, and use the formatting toolbar to change the font. In Outlook, go to File > Options > Mail > Signatures, then use the formatting buttons in the signature editor. Keep in mind that some email clients may override your font choice when displaying the signature.
Is there a keyboard shortcut to change fonts quickly?
Most programs don't have a single keyboard shortcut for font selection, but you can use Ctrl+D (Windows) or Command+D (Mac) to open the font dialog in some applications like Word. The fastest method is usually to click the font dropdown and type the first letter of the font name to jump to it in the list.