Tab, font, or other formatting change occurring between computers in the same file

[scott_4006]

We are using InDesign on three computers, two PCs (1 Dell, 1 HP) and a Macbook, and are working on the same file in a shared drive. The file is a list of items with ID, Description, Year, and Price. We are aligning columns using the tab key.

The file is appearing the same for the HP and Macbook, both of which were setup a year ago.

When the file is opened with the Dell, which was set up a week ago, either the font (Azo Sans) or the formatting is being affected somehow. The Description reaches slightly further into the page, causing a change in where inDesign is placing the first tab. The next column, Year, is then offset for various items when a Description is a certain length.

For one item, this is on the same file opened by each computer, the Description reaches just before 3" into the page on the HP and Mac, but right at 3" for the Dell, which is causing the first tab to be placed differently. So on the HP and Mac it looks "correct," however on the Dell it appears there is an extra tab for various items.

If I delete the tab on the Dell to make it look "correct" then the file looks off for the HP and Mac.

We have re-downloaded Adobe inDesign and Azo Sans. I also attempted to export User Settings from one computer and import them into the Dell, however that did not work either.

Thank you for any help.

[Abhishek Rao]

Hi @scott_4006,

Thanks for providing all the details about the issue. I understand how frustrating this must be when the formatting is inconsistent across different computers.

To assist you further, could you please confirm the following:

1. Are all computers using the same version of InDesign, especially the Dell and Mac? The difference in versions might sometimes cause discrepancies.
2. Can you share the operating system versions for the Dell, HP, and MacBook? This will help us rule out OS-specific behavior.
3. Since you're using a shared drive, does this issue occur when working on the file locally (on each machine) and then uploading it to the shared drive for others to access? This can help narrow down if the issue is related to the file syncing or network access.
4. Are multiple users working on the file at the same time, or is it one person editing at a time?
5. Do you have any other files where a similar scenario happens (multiple users working on it) but the issue doesn’t appear? This will help us see if the problem is isolated to this specific file.

In the meantime, I would recommend trying the following:

• Ensure that the tab settings (such as tab stops and ruler settings) are consistent across all computers. 
• Ensure that Azo Sans is installed correctly on all computers, and there are no font variations (like font substitutions) occurring.

Let me know the answers to these questions, and we'll work through the best possible solution for you!

Best,
Abhishek Rao

[scott_4006]

Hi Abhishek,

1. All computers are using Adobe InDesign 2025 v20.0.

2. Macbook: OS 14.3.1 (Sonoma)

Dell: Windows 11 Pro, Version: 23H2, OS Build 22631.4317

HP: Windows 11 Home, Version 23H2, OS Build 22631.4317

3. We are working through Microsoft SharePoint, typically the file is not saved locally. It is opened through SharePoint, worked on, then updates are saved to SharePoint.

4. One person is working on it at a time.

5. Previous versions/iterations of this creation all have the same issue between computers. I have not found any formatting issues in other InDesign creations.

Thank you!

[Abhishek Rao]

Hi @scott_4006,

Thank you for the details provided. To further troubleshoot, could you please:

1. Save the file locally on each of the machines (Dell, HP, and MacBook), open it, and check if there is any difference in formatting or layout. This will help us determine if the issue is related to SharePoint or network syncing.

2. If possible, please share a packaged version of the file saved locally from both the MacBook and the Dell machine. This can help us compare and identify any discrepancies in the file structure or fonts. Reference: Create and send assignment packages in InDesign

Looking forward to your feedback!

Best,  
Abhishek Rao

[scott_4006]

Hi Abhishek,

I confirmed the tab settings are consistent to the best of my knowledge, and that the font package (Azo Sans) is installed correctly on all machines.

I saved the file locally on the HP and Dell and opened it, to the same result.

The Macbook is with another user, so I will try to get a packaged version from it later.

Thank you,

Scott

[scott_4006]

Hi Abhishek,

We saved the file locally on the Mac, and no changes occurred when opening it locally.

Please see attached for the packaged files from the Mac and the Dell. These were created from the locally saved files on each machine.

Thank you for your help,

Scott

[Abhishek Rao]

Hi @scott_4006,

Thank you for sharing the packaged files from both the Mac and Dell machines. This will be very helpful for further analysis.

To move forward, I'll review the provided files to look for any discrepancies in formatting, font embedding, or structural differences.

If we identify any differences or issues after reviewing these files, I'll share additional troubleshooting steps or solutions.

Thank you for your patience and thorough responses so far!

Best,
Abhishek Rao

[Abhishek Rao]

Hi @scott_4006,  

Thank you for your patience. I’ve reviewed the shared packaged files, and I did not find any discrepancies in the file structure or fonts. To further isolate the issue, I would like to ask you to follow this request:  

1. Please download the file from SharePoint on the Mac and package it directly from there.  
2. Transfer the packaged file to the Dell system and open it to check if you notice any differences in layout or formatting between the two machines.  

Additionally, please share a screenshot of the layout difference that you observe between the Dell and Mac devices so that we can ensure we're aligned on what you're seeing.  

This will help us determine if the issue is machine-specific or related to the file itself.  

Looking forward to your response!  

Best,  
Abhishek Rao  

[scott_4006]

Hi @Abhishek Rao ,

The Mac user packaged the file directly from SharePoint, e-mailed it to me, and I opened it on the Dell to the same formatting issue. Please see attached screenshots from the Mac and Dell from the same file.

Dave's reply below looks to be a solution for us - we will implement set tabs on the page to avoid misplacement of the first tab when tab-tab-tabbing to do set columns. It will require some reworking but looks like a more appropriate way to set up the list. That said, I am willing to continue attempting to solve the existing issue between computers if interested.

Thank you,

Scott

[Robert at ID-Tasker]

@scott_4006

There isn't much reworking needed - you just need to run multiple tab+tab to tab replacements - until zero changes made - then set TabStops in ParaStyles.

Or run replacements only on specified ParaStyles. 

[Dave Creamer of IDEAS]

There is a slight spaciing different between the Mac and the Dell PDFs. It's definitely a font issue.

My solution is at the end.

This is your PDFs stacked up:

These are my PDFs from your InDesign files:

Two solutions:

Copy the OTF fonts from the HP or Mac to the Dell.

Set your tabs properly. Don't ever use tab-tab-tab. Set ONE tab to where you want it.

Your tabs:

My Tabs:

[Willi Adelberger]

Do you work with styles?

Paragraph, character, table and cell styles?

You must work with styles. It should not happen when you work with style without manual overrides or formatting. 

[Dave Creamer of IDEAS]

Assuming everyone is opening the correct file and not some "recent file" backup accidently stored in the wrong place, the formatting settings won't change. I would copy the font from the HP and install on the Dell (see next paragraph first).

You mentioned you re-downloaded the font so I'm assuming you mean one of the free versions? Adobe offers this font too. I would standardize on one of them, with my perference going towards the Adobe version. Adobe fonts from your Creative Cloud subscription are not something you can copy computer-to-computer but "add family" on each one. It's possible the Dell auto-loaded the font from Adobe while the others had the free version (or vice versa).

[Joel Cherney]

My guess is that Davis is correct, here. But if it's not a font version problem, it could also be the case that there is a different definition of the Basic Paragraph Style on the Dell machine, one with an extra tab, perhaps.  

[Dave Creamer of IDEAS]

I don't that that would affect the text if they are indeed opening the same document. 

[Joel Cherney]

It certainly can! It's a bit of a stretch, which is why I posted it as "if it's not what David posted, maybe it's this?"

But: imagine that someone starts an INDD on Computer A in a brand-new install of InDesign, and makes a Paragraph Style that is Based On the Basic Paragraph Style. So in the style definition it looks like "[Basic Paragraph] + Azo Sans, Paragraph Space After = 3mm" or something along those lines. Save the file and move it to Computer B. Computer B has the same Basic Paragraph Style as Computer A, so it renders identically. But the user of Computer C has never been told "Don't trust the Basic Paragraph Style; it'll ruin your project when you least expect it" or some such, so they've used the Basic Paragraph Style. Perhaps they've gone so far as to modify the Basic Paragraph Style on their laptop, so they always e.g. have a tab stop in their desired location whenever they whack Command-N and start typing into a brand-new InDesign document. But if they open your file from Computer A, your Paragraph Style that is based off of Basic Paragraph will include their settings for their Basic Paragraph Style that aren't on your Computer A or your collaborator's Computer B. 

Pretty unlikely; I'd bet that OP's issue is down to a difference in font metrics between the Azo Sans from Adobe Fonts vs the font Downloaded From One of the First Few Google Results for the Search Terms "Download Azo Sans Free"

[scott_4006]

Hi David,

I have confimed on all three computers that Azo Sans was added through the Creative Cloud. The file being opened is consistent, and the problem reoccurs with previous iterations of the list in our archive folder.

Thank you,

Scott

[Dave Creamer of IDEAS]

I would double check to make sure another version of the font isn't installed too, causing a conflict. 

If you fix your tabs the problem will disappear regardless of the font issue.

[Robert at ID-Tasker]

@scott_4006

Can you post some screenshots - with hidden characters visible - or share a sample partial file? 

[scott_4006]

Hi Robert,

I have attached some packaged files from the Dell and Mac in a reply to Abhishek above.

Thank you for your help,

Scott 

[Dave Creamer of IDEAS]

@scott_4006 See my post with the screen captures for the solution.

[Robert at ID-Tasker]

Hi Robert,

I have attached some packaged files from the Dell and Mac in a reply to Abhishek above.

By @scott_4006

I think reply from @Joel Cherney most likely is the best one - can you check definition of the [Basic Paragraph Style] on all machines?

Also, as @Dave Creamer of IDEAS suggested - set your TAB positions.

[Dave Creamer of IDEAS]

But what in the Basic Paragraph style would change in the same document between different computers?

Even certain preferences, such as super/subscript are document based. 

The only difference would be fonts with the same name but slightly different glyph spacing. 

[Joel Cherney]

You know, Robert, I went and downloaded the INDDs posted by Scott upthread (in response to Abhishek's request) to check out what was going on in the paragraph styles. They are all based on [No Paragraph Style] and are all well applied, with a reasonably small number of overrides on things like superscripts. So it doesn't seem like the problem comes from that corner. 

Scott assures us that they're the same font, but I suspect that Scott maybe has a different cut of the font stashed away in an alternate fonts location, be that at the OS level, or the InDesign Fonts folder, or a Document Fonts folder, or different versions of the same OTF from Adobe fonts... I couldn't tell you exactly where. But David is correct. Here's what happens when I do a manual blink comparison between the two PDFs:

It's not just a kerning issue; they're two different cuts of the same font. The "5" glyph clearly has slightly different curves in the two PDFs, looks to me.

[Dave Creamer of IDEAS]

Interestingly enough, the slight change of font spacing wouldn't have mattered if the tabs would set correctly.