How to Change Font Size in Word (Step-by-Step Guide)

Changing font size in Microsoft Word is a fundamental formatting skill that affects readability, document length, and professional appearance. Whether you’re creating academic papers, business documents, or creative projects, understanding how to adjust font size gives you control over your document’s presentation. This comprehensive guide covers multiple methods to change font size, from quick ribbon access to advanced formatting options.

Understanding Font Sizes

Font size is measured in points, where 1 point equals 1/72 of an inch. Common font sizes include 10, 11, 12, 14, 16, 18, 20, and 24 points. Larger sizes (18+ points) work well for headings and titles, while smaller sizes (10-12 points) suit body text. Readability decreases significantly below 10 points, especially for body text.

Method 1: Using the Font Size Dropdown (Quickest Method)

This is the fastest way to change font size for selected text.

Step 1: Select Your Text

Position your cursor at the beginning of the text you want to resize. Click and drag to select the text, or triple-click to select an entire paragraph. To select all text in your document, use Ctrl+A (Windows) or Cmd+A (Mac).

Step 2: Locate the Font Size Dropdown

Look at the Home tab in the ribbon. You’ll see a dropdown box displaying a number (typically “12”) next to the font name dropdown. This is your font size selector. It usually shows the current size of your selected text.

Step 3: Click the Dropdown Arrow

Click the small arrow on the right side of the font size box to open the dropdown menu displaying preset sizes: 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48, 72.

Step 4: Select Your Size

Click your desired size from the list. The selected text immediately changes to the new size.

Method 2: Typing a Custom Font Size

If you need a size not shown in the preset list, you can type a custom measurement.

Step 1: Select Your Text

Highlight the text you want to resize using click and drag, or use keyboard shortcuts like Ctrl+A for all text.

Step 2: Click in the Font Size Box

Click directly in the font size box (where the number appears), not on the dropdown arrow.

Step 3: Clear the Current Value

Triple-click or use Ctrl+A to select all text in the box, then type your desired size.

Step 4: Enter Your Measurement

Type any number from 1 to 1638 points. You can use half-point increments (e.g., 11.5). Most standard documents use sizes between 8 and 24 points.

Step 5: Press Enter

Press the Enter key to apply the custom size. Your text immediately updates to the new measurement.

Method 3: Using the Font Dialog Box

For more detailed font control alongside size adjustment, use the Font dialog.

Step 1: Select Your Text

Highlight the text you want to modify.

Step 2: Open the Font Dialog

Click the Home tab, then look for the small arrow icon in the bottom-right corner of the Font group. Click this arrow to open the Font dialog box. Alternatively, press Ctrl+D (Windows) or Cmd+D (Mac).

Step 3: Adjust Font Size

In the Font dialog, locate the “Size” field in the left column. You can select from the list or type a custom value directly into the text box.

Step 4: Preview Your Changes

The dialog includes a preview area showing how your text will look at the new size. Check this preview to ensure the size is appropriate before applying.

Step 5: Click OK

After selecting your desired size, click the “OK” button to apply the changes to your selected text.

Method 4: Using Keyboard Shortcuts

For keyboard enthusiasts, Word offers quick shortcuts for resizing text.

Increase Font Size: Ctrl+] (right bracket) increases font size in one-point increments.

Decrease Font Size: Ctrl+[ (left bracket) decreases font size in one-point increments.

These shortcuts work on selected text and are much faster than using the ribbon for small adjustments. Hold the keys to make multiple incremental changes quickly.

Method 5: Changing Default Font Size

If you want new documents to use a different default font size instead of 12 points:

Step 1: Open the Font Dialog

Press Ctrl+D to open the Font dialog when no text is selected.

Step 2: Select Your Default Size

Choose your desired default font size from the Size list or type a custom value.

Step 3: Click “Set as Default”

At the bottom of the Font dialog, click the “Set as Default” button.

Step 4: Confirm the Change

A dialog box appears asking whether you want to change the default for the current document only or for all new documents. Select your preference and click “OK.”

Font Size Best Practices

Following established conventions ensures your documents look professional and meet expectations:

Headings: Use 16-24 points for main headings, 14-16 points for subheadings, 12-14 points for sub-subheadings.

Body Text: Stick to 11-12 points for most documents. This provides optimal readability without wasting space.

Academic Papers: Use 12-point font for body text across all major styles (MLA, APA, Chicago).

Business Documents: 11-12 points for body text is standard. Business letters may use slightly larger headers (14 points).

Digital Documents: For PDFs and documents read on screens, consider 12-14 points for better readability on monitors.

Print vs. Digital: Printed documents can use slightly smaller fonts (10-11 points) since printing quality is typically higher than screen display. Digital documents benefit from slightly larger sizes (12-14 points).

Troubleshooting

Can’t Select the Text: Ensure you’re clicking in the document area before selecting. Some Word features require you to deselect before trying again.

Font Size Not Changing: If your font size selection appears in the ribbon but doesn’t change, check that your text is actually selected. Try clicking elsewhere and reselecting the text.

Custom Size Doesn’t Appear: Word accepts sizes up to 1638 points, but values outside typical ranges (1-72) may display strangely. Stick to conventional sizes for best results.

Size Changes Everything: If changing size for one selection affects the whole document, you may have accidentally selected all text. Click elsewhere and try again with more careful selection.

Keyboard Shortcuts Not Working: Ensure you’re not in a different application or mode. Some Office features override default shortcuts. Try using the ribbon method if shortcuts don’t respond.

Font Size Reference Chart

Purpose	Recommended Size
Main Heading	18-24pt
Subheading	14-16pt
Body Text	11-12pt
Footnotes	10pt
Captions	10-11pt
Headers/Footers	10-11pt
Small Text	9-10pt

Advanced Font Size Techniques

Proportional Sizing: When resizing sections, maintain visual hierarchy. If body text is 12pt, make headings at least 14-16pt for clear distinction.

Size and Leading: Larger fonts often need increased line spacing for readability. A 14pt heading might need 1.5-line spacing, while 12pt body text works well with single or 1.15-line spacing.

Dynamic Size in Tables: Font size in tables can be slightly smaller (10-11pt) since the table structure provides organization. Just ensure it remains readable.

Why Proper Font Sizing Matters

Appropriate font sizing impacts document quality in multiple ways. It affects readability—text too small strains readers’ eyes, while text too large appears unprofessional. Font size influences document length—larger sizes increase page count. It also communicates hierarchy—larger text naturally draws attention, making it perfect for headings and emphasis.

Using GenText for Consistent Formatting

If you’re managing multiple documents with complex formatting requirements, GenText can help maintain consistency. GenText’s intelligent formatting suggestions ensure your font sizes remain appropriate throughout your document while maintaining visual hierarchy and professional appearance.

Conclusion

Mastering font size adjustment in Microsoft Word is essential for creating polished, readable documents. Whether using the quick dropdown method, custom sizes, or keyboard shortcuts, you now have multiple approaches to suit any situation. Remember that font size is just one aspect of formatting—combine it with appropriate line spacing, margins, and fonts to create truly professional documents. Academic papers, business reports, and creative projects all benefit from thoughtful font size choices that balance readability with appropriate space usage.