When a PowerPoint file’s fonts or formatting go wonky on another computer, it’s usually because of missing fonts, different software versions, or compatibility hiccups. Fixing it is about bridging those gaps without too much hassle. Here’s how to tackle it.
First, check the fonts. If the original file uses a font the new computer doesn’t have—like Calibri on a system without it—PowerPoint swaps in a substitute, often mangling spacing or alignment. Open the file, go to “Home” > “Replace Fonts” (in the Editing group), and see what’s listed. If it says something like “Font not found,” pick a close match that’s installed—like Arial for sans-serif or Times New Roman for serif—and replace it across the deck. Better yet, if you’ve got the original font file (.ttf or .otf), install it on the new computer: on Windows, right-click the font file and hit “Install”; on Mac, double-click and use Font Book to add it. Restart PowerPoint after.
For formatting—like layouts or images shifting—save the file in a universal format before moving it. Open it on the original computer, go to “File” > “Save As,” and choose “PowerPoint 97-2003 Presentation” (.ppt) instead of .pptx. This strips some modern features but boosts compatibility across versions. Alternatively, export as a PDF (“File” > “Export” > “Create PDF/XPS”) to lock everything in place, though you lose animations and editability.
If the file’s from a newer PowerPoint version (say, 365) and the other computer’s ancient (like 2010), update the old machine’s software via “File” > “Account” > “Update Options” if possible. No update access? Open the file on the original machine, go to “File” > “Info” > “Check for Issues” > “Check Compatibility,” and let it flag problems—like unsupported effects. Tweak those (e.g., swap fancy transitions for basic ones) and resave.
Embedding fonts is a proactive fix: on the original computer, go to “File” > “Options” > “Save,” check “Embed fonts in the file,” and pick “Embed all characters” (not just used ones). This bundles the fonts into the .pptx, so they travel with it—though it bumps file size and only works for TrueType/OpenType fonts, not system defaults like Arial. Test it on the new machine after.
If stuff still looks off—like stretched graphics—check the slide size. Go to “Design” > “Slide Size” and match it to the new computer’s display (e.g., 16:9 for widescreen). For quick fixes on the spot, select messed-up text or objects, hit “Home” > “Reset” to snap them back to the slide’s layout, or manually adjust font sizes and alignments.