How to change default font to something other than Aptos

Question

I've researched and tried all of the recommended settings, but when I copy/paste text from Excel workbook to another AND/OR when I copy the worksheet into another workbook, some of the cells revert back to Aptos. I cannot fine any rhyme nor reason as to why.

Answer 1

Dear @Charles R. Rodriguez,

Thank you for reaching out to the Microsoft 365 Q&A forum. We understand how frustrating it is when fonts revert to Aptos despite your custom settings, especially during copy-paste operations between workbooks. 

The "rhyme or reason" behind this behavior usually lies in Workbook Themes and Cell Styles, which often override the default application font when data is moved across different files. 

Here is the professional solution to ensure your preferred font stays permanent. 

Option 1: Update the "Body" Font in the Office Theme 

Excel often pulls the "Aptos" font from the underlying Office Theme. Even if you change the default font in Options, a copy-paste action may trigger a theme sync. 

1. Open your workbook and go to the Page Layout tab. 
2. Select Fonts > Customize Fonts... (at the bottom of the list). 
3. Change both the Heading font and Body font to your preferred font (e.g., Calibri or Arial). 
4. Name this font scheme (e.g., "Company Standard") and click Save. 

Option 2: Modify the "Normal" cell style 

This is the most likely culprit. If the "Normal" style in the destination workbook is set to Aptos, any pasted cells relying on that style will revert. 

1. On the Home tab, look at the Styles group. 
2. Right-click on the Normal style and select Modify. 
3. Click the Format... button. 
4. Go to the Font tab, select your desired font, and click OK. 

Option 3: Ensure default settings match 

To prevent this in all future workbooks, ensure your global settings are synchronized: 

• Go to File > Options > General. 
• Under When creating new workbooks, set Use this as the default font to your preference. 

Note: This only applies to newly created files; existing files must be updated using the "Theme" method above. 

Option 4: Set the default font for Excel 

(Please note that if you are a user you will need to ask your global administrator to perform these steps) 

1. Setting a Font Policy (for Microsoft 365):  
   • Go to the Cloud Policy service - Microsoft 365 Apps admin center - Microsoft 365 Apps admin center 
   • Create a font policy and apply it to a security group that includes the users you want to impact. 
2. Group Policy Objects (for Excel 2016):  
   • If you're using Excel 2016, you can create a GPO. Here’s a detailed pathway to help: 
   • Navigate to the setting: Microsoft Excel 2016\Excel Options\General. 
   • Specify your desired font in the relevant policy setting, ensuring it writes to HKEY_CURRENT_USER\software\policies\microsoft\office\16.0\excel\options\font. 

Note: When IT administrators establish a rule, they need time for the rule to take effect or patience to wait for it to work. 

For further details, you can refer to the Set the Default Font for Office Applications - Microsoft 365 Apps | Microsoft Learn 

When you copy a worksheet to a new workbook, Excel tries to map the "Body" font of the source to the "Body" font of the destination. If the destination workbook is using the new Microsoft 365 default theme (which uses Aptos), the text will automatically update to match that theme. By following the steps above, you redefine what the "Body" font is for that specific file. 

Note: 

• Format Cells Option: Sometimes, specific cells may have formatting that overrides the default font settings. Check the individual cell formats by selecting the cell(s) and going to the Format Cells dialog. Adjust as necessary under the Font tab. 
• Clearing Formatting: If you're copying and pasting from Excel, it's sometimes helpful to use "Paste Special" and select "Keep Text Only" to avoid carrying over any unwanted styles. 

For further details, you can refer to the Control settings in the Format Cells dialog box - Microsoft 365 Apps | Microsoft Learn 

Please let me know if you have any further questions or if the problem persists after trying these solutions. Thank you for your patience and cooperation. 

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