How to Convert Word to PDF with Embedded Fonts

Converting Word files to PDF is simple, but keeping your fonts intact often isn’t. Sometimes you need to embed fonts in Word. Other times you need a converter that preserves formatting when creating a PDF. Smallpdf handles the conversion side for you, so your fonts, spacing, and layout stay exactly as they appear in Word.

This guide explains both parts of the process:

• How to embed fonts in Word on Windows and Mac
• How to convert Word to PDF with embedded fonts using Smallpdf

You’ll also learn how to check that your fonts are fully embedded, how to fix common font issues, and how Smallpdf protects your files during conversion.

How to Convert Word to PDF Online With Smallpdf

Follow these simple steps to convert your document without losing your fonts or formatting: 1. Open the Smallpdf Word to PDF Converter. 2. Upload your DOC or DOCX file from your device, OneDrive, Google Drive, or Dropbox. 3. Wait a moment while the file converts and fonts are preserved. 4. Download the finished PDF or save it back to Google Drive, OneDrive, Dropbox, or your Smallpdf storage.

This takes less than 30 seconds for most files—no software installation required!

Security and Privacy for Your Word-to-PDF Files

Your document security matters to us. Here’s how we protect your files during conversion:

• TLS Encryption: All file transfers are protected with advanced 256-bit SSL/TLS encryption.
• Automatic Deletion: Files are automatically deleted from our servers after one hour.
• GDPR Compliance: We follow strict European data protection standards.
• No Storage Policy: We don’t store your files unless you save them to your Smallpdf account.

Keep Fonts and Fix Formatting When Converting Word to PDF

Embedding fonts in your PDF ensures that the text appears exactly as intended, regardless of the software or device being used to view it.

Without embedding, the receiver’s system may replace your custom fonts with a default option, ruining your professional or creative layout.

How Smallpdf Preserves Fonts and Layout

Using Smallpdf, you can embed fonts seamlessly when converting your file. No additional software is needed,

Our converter automatically handles font embedding, glyph substitution, and layout fidelity to maintain your document’s visual integrity.

Embed Fonts in Microsoft Word (Windows and Mac)

Here’s a detailed, step-by-step guide on how to embed fonts in Word, tailored for both Windows and Mac users.

For Windows:

1. Open Your Document. Start by opening the Word document you want to share.
2. Access File Options. Click on the “File” tab located at the top left corner, and then select “Options” from the menu at the very bottom.
3. Navigate to the Save Tab. A new window will pop up. On the left-hand side, click on the “Save” tab.
4. Preserve Fidelity When Sharing. Scroll down to the section labeled “Preserve fidelity when sharing this document.”
5. Embed Fonts in the File. Check the box for “Embed fonts in the file.”

Choose the Embedding Option. You’ll have two options here:

• “Embed only the characters used in the document” - This reduces the file size but limits future editing with the same font.
• “Do not embed common system fonts” - This may enlarge the file size but ensures full editing capability for others.

6. Click OK. After making your selection, hit “OK” to save the changes.

For Mac:

1. Open Your Document. Open the desired Word document directly on your Mac.
2. Go to Preferences. Click on “Word” in the top menu bar and select “Preferences.”
3. Find Font Embedding. Under the “Save” section, locate the option for “Font Embedding.”
4. Enable Font Embedding. Check the box for “Embed fonts in the file.”
5. Choose Embedding Options. Select whether you want to embed all fonts or only specific ones. Just like Windows, consider whether others need editing access.
6. Save Your File. Once done, re-save your document to apply the embedded fonts.

Troubleshooting Common Font Problems in PDFs

Font issues often happen before or during conversion. These fixes help you resolve the most frequent problems that cause missing, substituted, or inconsistent text in your final PDF.

PDF Shows a Different Font Than Expected

This usually means the font wasn’t embedded or can’t be embedded due to licensing limits. Re-open the Word file, enable font embedding, and save again. If the font still won’t embed, switch to an open-licensed version of the same typeface or a standard system font.

Characters or Symbols Appear Distorted

Special glyphs in decorative or non-Latin fonts may not support full embedding. Replace the affected characters in Word or choose a similar font family with complete Unicode support before converting again.

PDF Looks Correct on Your Device but Not on Others

This happens when the PDF only stored font references instead of the fonts themselves. Double-check embedding settings in Word, then re-convert the file with embedding enabled. Once embedded, the PDF should appear the same on every device.

PDF File Size Is Larger Than Expected

Embedding full font families can increase the PDF size. In Word, use the option to embed only the characters used in the document. This keeps formatting intact while reducing unnecessary font data.

A Font Refuses to Embed at All

Some fonts block embedding entirely because of designer-set restrictions. Check the font’s licensing details in your system settings. If embedding isn’t permitted, switch to a similar, fully embeddable font before converting.

Fonts Look Blurry or Thin in Browser Viewers

Browser PDF viewers use their own rendering engines, which can make certain fonts appear lighter or less crisp. Download the PDF and open it in a dedicated PDF viewer to verify whether the font itself is affected.

PDF Displays Correctly but Prints With the Wrong Font

If the printer doesn’t support the font and it’s not fully embedded, it may substitute its own fallback typeface. Make sure the Word file has full embedding enabled—not just a reference—and re-convert the PDF before printing.

Do More With Your PDF After Converting

Once you’ve converted your Word document to PDF, explore our other tools to enhance your workflow:

• Compress PDF: Reduce file size without losing quality.
• Merge PDF: Combine multiple PDFs into one document.
• Edit PDF: Add text, images, and annotations.
• PDF to Word: Convert PDFs back to editable Word documents.
• Protect PDF: Add password protection to sensitive documents.
• Translate PDF: Convert your PDF to different languages using AI.

Smallpdf Word to PDF FAQs

Is Smallpdf’s Word to PDF converter free?

Yes! You can use Smallpdf for free, including our Word to PDF converter. Free users get a limited number of tasks per day with full access to all conversion features.

How do I convert Word to PDF without Microsoft Word?

Simply upload your Word file to our Word to PDF Converter. Our browser-based tool works without any software installation. Perfect for Chromebooks, tablets, or any device with internet access.

Do hyperlinks and images stay the same after conversion?

Absolutely. Smallpdf preserves all hyperlinks, images, tables, and formatting during conversion. Your PDF will maintain the same visual layout and functionality as your original Word document.

Can I batch convert multiple Word files to PDF?

Yes, with Smallpdf Pro you can convert multiple Word files simultaneously. Free users can convert one file at a time, up to two conversions per day.

Why does my font change when converting to PDF?

Font changes usually happen when your Word document uses fonts that aren’t embedded or aren’t available on the viewing device. Smallpdf automatically embeds fonts during conversion to prevent this issue.

What’s the difference between Smallpdf free and Pro?

Free users can perform a limited number of tasks per day with full conversion quality. Pro users enjoy unlimited conversions, batch processing, larger file size limits, and advanced features like OCR and Sign PDF.

Start Converting With Smallpdf Word to PDF

Maintaining perfect formatting and fonts shouldn’t be a challenge. With Smallpdf’s PDF Converter, you can easily embed fonts in Word to PDF online in just a few clicks—guaranteeing a professional finish every single time.

Ready to convert more files? Start your free trial to unlock unlimited conversions and advanced features.