You have found new fonts on the web, installed them, and now want to use them in Word or PowerPoint? Great. But what happens when you send those documents to others? Unfortunately, those new fonts will be replaced by similar fonts. This can also disrupt the overall layout of the document. Embedding fonts is a way to solve this issue. In this article, find out how to embed fonts in Word and PowerPoint.
Follow our short instructions.
How To Embed Fonts in a Word File
- Open the Word document and click 'File'.
- Choose 'Options' and then the 'Save' tab.
- Click the option 'Embed fonts in the file'.
- Optionally, you can embed only the characters that are used in the document, which will reduce the file size. We recommend selecting the option to not embed common system fonts, as shown in the picture below.
Since the font is now part of the document, the recipient will see your document correctly, whether or not they have the font installed on their device.
Note: When embedding a font, the file size will increase by the size of the font file. Only TrueTypeandOpenType fonts are supported, since these fonts use the least storage space.
How To Embed Fonts in a PowerPoint Presentation on Windows
- Open the PowerPoint presentation and click 'File'.
- Choose 'Options' and then click 'Save'.
- Select 'Embed fonts in the file' and enable both of the following options.
- Save your PPT. That's it!
How To Embed Fonts in a PowerPoint Presentation on Mac
Since early 2020, if you are an Office 365 subscriber or use PowerPoint 2019, you can embed fonts in PowerPoint for Mac as well.
Do the following:
- Open the PowerPoint presentation on your Mac.
- Go to the PowerPoint menu and select 'Preferences'.
- In the next dialog box, click 'Save' in the 'Output and Sharing' group.
- Under 'Font Embedding', select the 'Embed fonts in the file' option.
Choose between these two options:
- Embed Only the Characters Used in the Presentation (best for reducing file size).
- Embed All Characters (best for editing by other people).
Conclusion
If the font in your document is not embedded, when you convert the file to PDF using the PDF2GO service, we will also have to replace it. Since we do not have it on our servers, we cannot use it.
That is just one of the reasons why you should embed fonts in Word and PPT. Once you have done that, Word or PPT will create a copy of the font and store it in the document. The document will always look the same on different devices for all recipients.
As we have already mentioned, the PDF will be slightly larger. But you can easily reduce its size using a online PDF compressor..
Font embedding should only take a few seconds. When you need to quickly convert Word, PPT, and PDF files from one format to another, you can always rely on PDF2Go document converters.
