This article is an update to my previous CreativePro.com articles on using Microsoft Word with InDesign (“Moving Text From Word to InDesign,” “Creating Macros in Microsoft Word,” and “Creating Toolbars in Microsoft Word”). While those articles focused on Microsoft Word 2011 for Mac, this article will show what’s new and what’s different with Microsoft Word 2016 for Mac and how to accomplish the same goals outlined in those articles.

For the most part, Word 2016 works just as Word 2011 does—how you create, edit, and style text remains the same. It’s the look of Word 2016 that’s notably different, as it now more closely resembles Word for Windows. Users should have no difficulty switching between the Mac, Windows, or even the iOS environments of the Office suite. Microsoft made a Preview of Office 2016 for Mac available to the public in early 2015 and have been steadfastly improving it ever since. I tested those betas to discover what worked and what didn’t, filing bug reports via their “Help Improve Office” feature for months. By the fall of 2016, I was comfortable switching to Word 2016 full time.

When you first open Microsoft Word 2016, you’ll notice that it resembles Word 2011 but with a “flat” design (i.e., the three-dimensional, Aqua-inspired interface elements of earlier releases of macOS X are gone).

Figure 1. The flat interface of Word 2016 (top), compared to Word 2011 (bottom).

With over 8,000 freeware fonts, you've come to the best place to download fonts! Most fonts on this site are freeware, some are shareware or linkware. Some fonts provided are trial versions of full versions and may not allow embedding unless a commercial license is purchased or may contain a limited character set. I would like to ask if the font Bank Gothic has been completely removed in Microsoft Word 2016? I'm using that font before in Microsoft Office for Mac 2011 but when I installed the Office for Mac 2016, when I opened my old files, the Bank Gothic font was changed to a different font.

Word 2016 is also more compact, with commands in the Quick Access Toolbar found to the right of the Close/Minimize/Expand window widgets instead of below them, and with Paste, Cut, Copy, and Copy Formatting leading off the commands in the Home Tab. If you’ve ever used Word on Windows, this should look immediately familiar.

As I discuss in my Moving Text From Word to InDesign article, you can customize the commands and their arrangement in Word by customizing the “Normal” template. (Figure 2)

Figure 2. My customized template for Word 2011, containing my styles, customized Ribbon, a Styles Toolbar, and a Macros Toolbar.

Word 2011 stores this template on your Mac in user/Library/Application Support/Microsoft/Office/User Templates. To use your Word 2011 customized template in Word 2016, you’ll need to copy it (with Word 2016 not running) to user/Library/Group Containers/UBF8T346G9.Office/User Content/Templates. (I would copy it rather than move it, so that you have a backup and so you can still use it in Word 2011). When you next open Word 2016, it may look like nothing happened, but if you poke around you’ll see that it is, in fact, your customized Word 2011 template. For starters, if you open the Styles Pane, you’ll find all your saved styles from the Word 2011 template. (Figure 3)

When you next open Word 2016, it may look like nothing happened, but if you poke around you’ll see that it is, in fact, your customized Word 2011 template. For starters, if you open the Styles Pane, you’ll find all your saved styles from the Word 2011 template. (Figure 3)

Figure 3. The same Word 2011 template as in Figure 1, opened in Word 2016.

You’ll also find any Macros you had created when you open the Tools > Macro > Macros dialog box. Keyboard shortcuts assigned via Insert > Symbol > Advanced Symbol > Special Characters > Keyboard Shortcut in Word 2011 are also retained. What you won’t find is what’s most obviously missing—your Toolbars. That’s because as of Word 2016 15.34, custom Toolbars created in Word 2011 are not supported. Customized Ribbon commands are also not carried over and will need to be recreated. Fortunately, there are solutions to these issues that will get you 90% back to the look and feel of Word 2011.

Customizing Word Ribbon Commands

Much of the customization in Word 2011 was possible through the View > Toolbars > Customize Toolbars and Menus command. In Word 2016, that functionality has been moved to Word’s Preferences (Word > Preferences > Ribbon & Toolbar. (Figure 4)

Figure 4. Customization of the Ribbon and Quick Access Toolbar has been moved to Word’s Preferences.

Select the Quick Access Toolbar tab and, using the left and right arrows in the center, choose commands listed on the left to add them to the Quick Access Toolbar. Monochromatic icons representing these commands will appear along the top of the Word window. When choosing commands for the Quick Access Toolbar, “Popular Commands” is the default listing to choose from, but be sure to select one of the others from the drop-down menu, such as “All Commands” or “Macros” if you can’t find the command you’re looking for.

Unlike Word 2011, Word 2016’s Ribbon can be customized. You can choose to show or hide certain Tabs by checking them on or off, and you can create your own Tabs in the Ribbon as well. As Figure 4 shows, I’ve added two custom groups to the Home Tab, “Navigation” and “Spacing,” and created multiple custom Tabs of my own. Adding commands to any of Word’s default Tabs requires that you add them to a custom group.

To create a new Tab or new group, simply click the plus sign at the bottom of the list of Tabs. Click the gear icon to rename the new Tab or group (it would make more sense if when you created a new Tab or group, Word automatically asked you to name it, but alas, it does not work this way). Once created, simply select commands from the list on the left and click the right arrow in the center to add them to your new Tab or group. The drop-down menu offers command categories to choose from, such as “Popular Commands,” “Commands Not in the Ribbon,” “All Commands,” and even your Macros. (If you do add Macros to a Tab in the Ribbon, note that they will appear as just their name—there’s no icon for the Macro.) And while it’s a bit finicky to master, you can then drag the commands of your custom Tab or group into the order that you prefer.

Once you create and order your new Tabs, simply click the Save button and close Word’s Preferences to start using it. Creating customized Tabs is the best way to replicate Word 2011’s custom Toolbars, though you are stuck with them appearing only at the top of the Word window. (Figure 5)

Figure 5. My custom “SMX Tab” for one of my regular projects. Note that it includes my custom Macros as well.

And while you can switch Tabs with a keyboard shortcut on Windows, so far I have found no way to do so for the macOS version of Word 2016.

Finally, if you look back at Figure 1, you’ll notice I had created a Styles Toolbar that I placed to the left of the Word window. I like having styles to the left of the Word window as it cuts down on the amount of mouse movement required to select a paragraph in the Style area section and applying a style from the Styles Pane (you can choose to show the Style area when viewing your document in Draft View by inputting a width in Word > Preferences > View > Show Window Elements).

You can’t create a Styles Toolbar in Word 2016 like you could in Word 2011, nor can you create a Tab in the Ribbon filled with Styles. So you might think you’re stuck with only using the Styles Pane on the right side of the Word window. In fact however, once you open the Styles Pane, if you click-drag the heading that says “Styles,” you can drag it to any other part of your screen. (Figure 6)

Figure 6. My Word 2011 workspace recreated in Word 2016.

The only downside is that the Styles Pane is document specific, meaning you’ll need to drag it out for every document you open in Word 2016.

Final Thoughts on Word 2016 for Mac

Slowly but surely, Microsoft is improving Word 2016 for Mac in a valiant effort to both make it work like Word 2011, but also feel like Word for Windows. Going back and forth between Word for Mac, Word for Windows, and even Word for iOS has become easier than ever. Hopefully, Microsoft will continue to improve platform compatibility while maintaining all the customization we had in Word 2011. Going by the monthly updates over the last year and a half, I feel encouraged that they will.

Word on the Macintosh is basically Word for Windows re-compiled to run on the Mac. It's not just 'compatible'. It's not just 'like' Word for the PC. It is Microsoft Word, the same one Microsoft makes for every platform. However:

• Not all of the modules of Word on the PC are included in Word for the Mac.
• Word for the iPhone and Word for the iPad are quite different.
• Word for the web browser (Office 365) is completely different: a very lite version.

The cost and number of person-hours spent developing Word is mind-boggling. It's well over a billion dollars, and there are well over ten thousand person-years of effort in it. Making a new one just for the Mac would have been so expensive that a copy of Word would cost several thousand dollars. You might buy two at that price, but the rest of us couldn't afford it!

Because it is the same software, and Microsoft has a policy of bringing the two versions closer together, the differences will become less over time. Essentially, each version on the PC is matched a year later by a version on the Mac (Microsoft is trying to reduce that gap, recently the Mac Business Unit became part of the main Office Business Unit that makes Office for every platform).

Same File Formats Used in Mac and PC

Mac Office MVP Jim Gordon writes: 'The Microsoft Office file format Open XML (OOXML) is for Word, Excel and PowerPoint files and used on both the Mac and the PC. The file format was accepted by an international standards body. Office 2010 for Windows with service pack 2 or later and Office 2011 for Mac comply strictly with the standard. Office 2008 for Mac and 2007 and 2010 for Windows prior to service pack 2 comply about 98% of the way to the standard (there's a very minor exception in Excel).

'Microsoft also ships a set of fonts with the same names on both Microsoft Office for Mac and PC. The fonts distributed with Mac Office have been very carefully adjusted ('hinted') so documents on the Mac will look and orint the same way as documents using the PC versions of those fonts on the PC. The differences are tiny, but they account for the differences in the way the Mac places pixels on the screen.

'As for having documents be identical when moving from one computer to another there are factors you must consider. This is true PC to PC, PC to Mac, Mac to Mac, and Mac to PC. Microsoft Word is a word processor that has text that flows, unlike a PDF or page layout program. Any difference in font or printer driver from one machine to another has the potential to affect spacing, breaks, window & orphans, paragraphs, etc. To repeat - these changes have nothing to do with Mac to PC, rather they are caused by computer to computer differences.

'Your documents should look the same on the Mac as long as ALL of these conditions are met:

• The documents on the PC originated in Microsoft Word 2010 with service pack 2
• The documents were saved in a current OOXML file format in Word 2010
• The documents used only fonts supplied with Microsoft Office 2010
• Old versions of the same fonts are not installed or active on either the Mac or the PC
• The documents are opened on the Mac in Microsoft Word 2011
• The current versions of the Microsoft Office fonts are active on the Mac
• The printer driver on the Mac behaves identically to the printer driver that was being used on the PC where the documents were saved.

The behavior of Word is identical on the two platforms, provided the above conditions are met, if you want your documents to look alike when moving from one computer to another - regardless of platform. It's the fonts, file formats and printer drivers that are the sticky points when moving a document from one computer to another regardless of platform.'

Rules of Thumb

Having said all this:

• It’s a totally moving target. Every patch Tuesday, something changes.
• Network Templates 'Don’t' work in Mac Word. Due to multiple bugs in the file path resolving and handling mechanism, templates in network directories should not be shared between PC Word and Mac Word. For a long and happy life, copy the templates locally to the user's My Templates folder on the Mac.
• Ribbon Customizations are not available in Mac Word. They will be silently ignored, unless done in code, where they will blow up.
• Mac Word can use ONLY TrueType fonts and OpenType fonts with TrueType outlines. Other fonts will not appear/work or occasionally, crash.
• The color table is markedly different between Mac and PC (and even between PowerPoint and Word/Excel on the Mac). Generally Mac Office has a wider gamut, but Mac monitors have a very different gamma. Unless you are prepared to create color profiles and carefully color-match every device in the chain on both the PC and the Mac, just accept that colors are going to look quite different. It is expensive and time-consuming to fix this, and you will never get it perfect.
• Various commands in Mac Word exist only in the menu bar, which Mac Word still has, or on the toolbars that Mac Word still has. Toolbars remain customizable in Mac Word.
• The same physical printer will often produce different results from the same document depending on whether the printer driver is on a Mac or a PC. If the printer driver is running on a Print Server, results will be closer (but remember: the fonts are different!).
• Design for the Difference, Design for Re-Flow. Do not use hard page breaks anywhere. Minimize section breaks. Use paragraph properties to manage pagination. Assume your user is going to throw an A4 document onto a US Letter paperstock, or vice versa. Assume that a Mac will reflow text by about half a per cent. The people who have real trouble are the ones that have used floating text boxes and spaces to try to line things up: that will produce word-salad. Tossed word-salad…

• Jim says 'The text-flow problem is the same as you will find moving from one PC to another where font versions and default printer driver are different. The fonts provided by Microsoft should provide smooth cross-platform sailing provided the same version of each is the active version on all machines involved.'

Differences in Appearance

On each platform, Word adopts the default appearance of the Operating System. There is almost nothing that you see on the screen that is drawn by Word: on the Mac, the display is created by Mac OS; on the PC, by Windows. It saves money and it saves vast amounts of disk space and processor power.

The only difference you are likely to notice is that if you are in OS X, the window controls are on the opposite side to Windows.

Different Keystrokes

On the Mac the Command (Apple) key is the Control Key in Windows, whereas the Control Key from the Mac is the Right-Click in Windows.

On a Windows keyboard, the Control key is always labeled Ctrl. On a Mac keyboard, expect to find the ⌘ or ? symbol on the Command key. (These characters will not display on the PC; they should look like this:.) This paragraph is a classic example of the cross-platform font difficulties you will experience. There is no default font common to the PC and the Mac that contains both of those characters (in case you are interested, that's 'Lucida Grande', the most wide-ranging of the Mac OS X Unicode fonts).

Word is very right-click-centric. If you do not have a two-button mouse, you will find it is a very worthwhile investment if you are going to spend much time in Word.

The Control-Click (or Right-Click) brings up the 'context menu' wherever you happen to be. In Word almost everything you want to do, or everything you want to know, will appear on the right-click. The menus that appear vary dramatically depending on where your mouse-pointer is.

Word also responds to the scroll-wheel if you have one. (Not all windows; for example preferences and options dialogs do not..). Mouse scroll wheel support in Word pre-X depends totally on the mouse drivers. Microsoft drivers for the Microsoft Mouse generally work (and will often drive other companies' mice!).

In Windows, the keyboard shortcuts are listed in the Help, in a topic surprisingly enough called 'keyword shortcuts'. On the Mac, only some of the keystrokes are listed, in various topics such as 'About using shortcut keys' and 'Select text and graphics'. To find the list on either platform, use Search from the Microsoft Office Help to look for the word 'keyboard'.

You can look at the Key Assignments by using Tools>Customize>Keyboard on either platform. If you select a command, and it has a key assignment, the Customize dialog will tell you what it is. This is a better place to look than the Help, because users can (and should) change their keystrokes to suit themselves on either platform. The Customize dialog also includes a handy Reset button if you decide you do not like the keystrokes you inherited from the previous user on that computer.

Finally, each version of Word enables you to print a list of the currently-assigned keystrokes so you can stick them on the wall. To print them on the Mac:

1. Go to Tools>Macro>Macros
2. In the Macros In pop-up menu, click Word Commands
3. In the Macro name box click ListCommands
4. Click Run
5. In the List Commands dialog, click Current Menu and Keyboard settings and OK
6. On the File menu, click Print.

You do it exactly the same way in Windows, or see here for a more extensive pre-built list.

One keystroke that will catch you out a few times is Command + h. Ctrl + h in Windows is the shortcut for the Replace dialog. On Mac OS X, Command + h hides the application! Use Command + Shift + H for the Replace dialog on OS X.

With OS X, Apple changed some of the keystrokes reserved for the operating system and added some new ones. On each version of Mac OS, Word follows system convention.

Some Mac keyboards do not have a Forward Delete key. Word needs one: there is a difference in Word between Forward Delete and Back Delete. You will strike it most often in tables: in a Table, Delete becomes 'Clear' which removes the cell contents without removing the cells. Use Cut to delete the cells themselves. Back Delete will remove text within a cell but has no effect if more than one cell is selected. If you are on a Mac laptop, the Forward Delete key is probably Function + Delete.

The Mac has an Option Key, Windows does not have an equivalent. Generally what you expect from the Option key will be on the Control Key in Windows.

Three very commonly-used shortcuts are Command + c (Copy), Command + v (Paste), and Command + s (Save). On Windows these are Ctrl + v, Ctrl + c, and Ctrl + s.

A keystroke that may catch you out a few times is Clear Formatting: on the PC it's Ctrl + q to restore paragraph formatting to that of the underlying style, and Ctrl + Space Bar to restore character (font) formatting. On Mac OS 9, they are the same. On Mac OS X, these are Command + Option + q and Ctrl + Space Bar.

Later versions of Word have an Edit>Clear>Formats command on the Menu bar, which will save you trying to remember the other two. However, note that Clear>Formats resets the formatting back to the formatting of Normal Style (it applies Normal Style) whereas the individual commands simply reset a paragraph to the formatting of the current style.

Different Menus

One thing that will catch you out all the time is that on the Mac, Word adopts the Mac convention of having a Preferences command. In OS X it's on the Application (Word) menu, in OS 9 it's on the Edit menu, again, following the OS convention. On the PC, this is Tools>Options on the Tools menu. It's the same thing, the tabs are exactly the same inside.

Word on the Mac still has a Work menu you can put on your menu bar; this has been replaced by the Task Pane (which is nowhere near as convenient) in later versions of PC Word.

Mac Word also has a Font menu which the PC lacks.

Different Print Mechanism

In order to display a document in WYSIWYG mode, Word needs to know a lot about the capabilities of the printer the document will eventually be sent to.

In Windows this is very simple: Word reads all the information it needs from the printer driver for the printer set as the Windows default. On the Mac, it attempts to do the same thing, but the mechanism is vastly more complex. Look here for more detail.

Some Features Didn't Make it

Making software is a depressingly manual activity. Every line of code has to be planned, typed, and checked. There are more than 30 million of them in Microsoft Office. There simply was not enough time and money to bring all the features of PC Word across to the Mac. And some of them we wouldn't want, anyway! Most of the omissions are of interest only to solution developers:

• Font embedding is not supported on the Mac.
• Customized toolbar buttons are supported on the Mac, but the Icon Editor is missing.
• Speech recognition is not available.
• HTML support in Word for the Mac is not at the same level as it is in Word on the PC: many web pages load as a shattered mess. The code stripping utility HTMLFilter2 available for the PC is not available for the Mac.
• Word on the PC has a menu item enabling you to Export to Compact HTML. On the Mac, this is an option on the File>Save As Web Page menu option named Save only display information into HTML. The other option, Save entire file into HTML is the equivalent of the Word PC's Save As Web Page; it saves a Word document expressed in XML. Note: if you 'Save only display information', the file looks the same, but the structural information and content that enable Word to reconstruct a Word document from the XML file has been removed.

Fonts Can be a Problem

On the PC, you can use characters with impunity: if the PC does not have the font, it will find the closest font that contains the character. On the Mac, in Word 2004 and above, you can use the exact same range of characters because Word 2004 is running in Unicode; however, because you cannot embed the font in the document, you need to make sure that each character that you use exists in one or more of the Unicode fonts your recipient has. If in doubt, for PC compatibility, use only the fonts that Microsoft supplies.

Microsoft includes a pack of fonts with Mac Office that have been very carefully hinted to display and print the same on the Mac as the same-named fonts do on the PC. Although the Mac can happily use PC fonts, the rendering of those may be subtly different, particularly on the high-res Mac displays.

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Jim Gordon reports that he has no problems at all with the following list of fonts:

Arial

Calibri

Cambria

Candara

Consolas

Constantia

Corbel

Times New Roman

Verdana

Meiryo

Jim says 'Office for Mac has a very nice feature to make font compatibility a cinch. When you choose a font using the Home tab of the Ribbon, the first item in the list is Font Collections. The easy way to ensure compatibility is to choose fonts from the Windows Office Compatible font collection submenu.

'If you have company specific fonts they must be installed onto each Mac in order for Mac Word to use them. There is no work-around to the restrictions John mentioned. Fonts embedded by Windows Word are ignored.

'I haven't had problems with cross-platform differences with our HP, Epson, and Lanier printer drivers, but we do test for differences before purchasing so that we don't run into such problems.

While there's no interface on Mac Word to make Font Themes and Color Themes (you can do it in PowerPoint, or with VBA), Themes made on PCs will work on a Mac.

The Advanced Typography settings you can apply in Mac Word will display in Windows Word, but there's no Advanced Typography interface in Word for Windows, so you have to use Mac Word for this feature.

VBA a Level Behind

The VBA level in Mac Word is markedly less capable than in PC Word: around the level of Word 2003 but with missing bits.

Visual Basic for Applications on the Mac is at version 6 (on the PC, this is Word 2000 level of VBA); Word 2013 on the PC is at version 7. Code you write on the Mac will run on the PC if you are careful. Expect code you write on the PC in Word 2000 or above to generate compile- or run-time errors on the Mac.

Active-X controls will not work on Macs. 'Legacy' controls will work. Some of the latest controls from 2103 won't work on a Mac.

Developers should read George Clark's article for more detail.

ActiveX is not supported on the Mac at all. If you create userforms, use only the controls provided in the Forms Toolbar on the Mac, anything else you bring from the PC will generate an error when the user opens the document.

Digital Signatures are not supported on the Mac, and neither is code signing. You will not be able to open a signed project in Mac Word. If the signature prevents you from changing a macro, the code will be execute-only on the Mac.

AppleScript is not available on the PC. VBA is very powerful: investigate scripting your application from AppleScript with VBA, using the 'Do Visual Basic' command.

The VBA Integrated Development Environment is severely cut back on the Mac. If you plan to develop much VBA, invest in a copy of Virtual PC: the productivity you gain is enormous. Hint: Use Windows 7 and NTFS disk format.