Cloud versus Desktop version

Hello Angelique K,

I'm Segunfunmi, an Independent Advisor and Microsoft user like you. Thank you for posting your query in this forum.

When uploading files to a Teams space via the Posts option and subsequently opening the cloud version of the file, one may observe that the document's original formatting is not preserved. In contrast, opening the same document through the desktop version retains the formatting. This paper presents the different aspects that cause this discrepancy, including font compatibility, images and layout, add-ins and compatibility, and saving and rendering.

The web applications, such as the online version of Teams, do not offer as many fonts as the desktop applications. This may lead to font substitution, affecting not only the characters' appearance on the screen but also the space each character occupies vertically and horizontally. Different fonts may cause lines to wrap at different words, potentially adding more lines to a page and affecting page breaks. In contrast, Word for Windows relies on the specific printer driver to define the printable area on a page. Macs may use different printers, and the metrics could be slightly different, even if it is the same printer. Furthermore, Word Online prioritizes online display overprinting, which can lead to visual differences.

Moreover, the Teams version of Word may not handle images in the same way as the desktop version. For instance, Teams might not allow pictures to be square-wrapped, which can impact the layout. Using tables to position images alongside text can help retain the layout. Differences in add-ins or plugins between versions can also affect formatting. Therefore, it is vital to use compatible add-ins across platforms.

Changes made in Word for the web or the desktop Word client will be reflected when opening documents in Teams, but only after the changes are saved. Teams' viewers may render documents slightly differently than the desktop applications.

In conclusion, the formatting discrepancies arise from a combination of font availability, image handling, printer metrics, and rendering behaviour across different versions of Word and Teams. To ensure consistent formatting, it is recommended to use standard fonts, avoid complex layouts, and test your documents across platforms before sharing them.

For further information, please refer to the Microsoft Support article on editing files in Teams. (https://support.microsoft.com/office/257a5e88-205a-4fb5-bbf1-c78c3e64de86)

Kind regards, Segunfunmi.

Thank you.