How to Embed Fonts in a PDF Document

This happens when the fonts used in the document aren’t embedded, and it can throw off critical formatting, especially for resumes, design files, or legal documents. Embedding fonts ensures your PDFs look exactly as you intended, no matter where they’re opened. In this guide, we’ll walk you through how to embed fonts in a PDF document step by step.

What Does "Embed Fonts in a PDF" Mean?

When you embed a font in a PDF, you’re essentially including the font file inside the document. This guarantees:

• Consistent Presentation: Your text will display correctly on any device, even if the font isn’t installed.
• No Substitutions: Fonts won’t be replaced with default ones, which can affect your document’s layout and design.
• Better Accessibility: Embedded fonts ensure that visually impaired users (using screen readers) can experience the document as intended.

Whether you’re sharing a resume, contract, or digital magazine, embedding fonts preserves your content’s integrity.

How to Embed Fonts Before You Create a PDF

The best time to embed fonts is while you’re creating the document, before converting it to PDF. Here’s how you can do it with the most common tools:

Microsoft Word

1. Open your document in Word.
2. Click File > Options.
3. Choose Save from the sidebar.
4. Under “Preserve fidelity when sharing this document,” check Embed fonts in the file.
5. Optionally, select:

• Embed only the characters used in the document (to reduce file size).
• Do not embed common system fonts (e.g., Arial, Times New Roman).

8. Save your document as a PDF by selecting File > Save As, choosing PDF as the file type, and clicking Save.

Word will now include your fonts in the saved PDF file.

Google Docs

Unfortunately, Google Docs doesn’t support font embedding directly. But here’s a workaround:

• Download your document as a Word file (File > Download > Microsoft Word (.docx)).
• Open the file in Word and follow the steps above to embed fonts before saving it as a PDF.

Design Software (Canva, InDesign & Others)

Using a design platform to create your PDF? Many allow you to embed fonts during export to make sure your file looks right on any device.

• Before exporting, check for a “font embedding” or “include fonts” option in the PDF settings.
• In tools like Canva, InDesign, or similar programs, these settings are often found under “Download” or “Export” > PDF format > then look for options like “Flatten PDF” or “Preserve font appearance.”
• If you can’t locate this setting, check the platform’s help center or documentation for the most up-to-date instructions.

Embedding fonts ensures the text in your PDF stays consistent no matter who opens it or what fonts they have installed.

How to Check if Fonts Are Embedded in a PDF

After creating your PDF, it’s important to make sure the fonts are embedded. Here’s how:

Using Smallpdf PDF Reader to Check Fonts

You can quickly preview and work with PDFs using Smallpdf’s PDF Reader. Here’s how to check if your fonts are embedded and fix issues if needed:

• Open your file in PDF Reader
• Drag and drop your PDF, or upload it from Google Drive, Dropbox, or OneDrive
• While Smallpdf Reader doesn’t display detailed font properties like desktop apps do, you can still spot issues with text rendering, spacing, or layout
• If the text looks off (e.g. missing characters, replaced fonts), the file may not have fonts embedded

Need to fix it?

• Use PDF Converter to turn your PDF back into a Word file
• Open it in Word, embed the fonts using Save > Options > Embed Fonts, then re-export to PDF
• Or use Edit PDF to replace or adjust any affected text directly in your file

Tip: If your PDF fonts don’t look consistent across devices or print differently, they’re likely not embedded. Fixing that ensures a clean, universal layout.

What to Do if Fonts Aren’t Embedded

If you’ve already created your PDF and the fonts weren’t embedded, don’t panic. While you can’t add missing fonts directly to an existing PDF, tools like Smallpdf can help resolve formatting issues or fix broken text. Here’s what you can do:

How Smallpdf Can Help:

I. Edit Text and Fonts:

• Use Edit PDF to add or adjust text with system fonts available on any device.

II. Convert and Re-Embed Fonts:

• Upload your PDF to our PDF to Word converter.
• Embed fonts using Microsoft Word (as outlined earlier) and re-export to PDF.

III. Tidy Up Layout Errors:

• Resize, align, or move text blocks with our editing tools.

How to Embed Fonts While Printing to PDF

If you’re printing a file to PDF (e.g., via Chrome’s print function), you’ll want to ensure font embedding is enabled. Here’s how to do it in Windows: 1. Click Print and select a PDF printer (e.g., Microsoft Print to PDF). 2. Open Printer Properties. 3. Look for the option to include or embed fonts (wording varies by printer driver). 4. Check the box and save or print.

For Macs, font embedding is typically enabled by default, but it’s always good to check document properties after printing.

Why Embed Fonts in PDFs?

Embedding fonts ensures your work looks professional, maintains its impact, and avoids embarrassing layout issues. This is particularly crucial for:

• Resumes or Job Applications where every detail matters.
• Legal Documents require exact formatting.
• Creative Projects, such as eBooks or presentations.

Plus, if you frequently share PDFs and receive feedback about layout issues, font embedding is a simple fix to ensure your documents are universally compatible.

FAQs About Embedding Fonts in PDFs

What’s the best way to embed fonts in existing PDFs?

While you can’t re-embed missing fonts directly in a PDF, converting it back to Word using Smallpdf’s PDF to Word and re-exporting with embedded fonts can solve the issue.

Can I embed fonts in Google Docs?

Not directly. You’ll need to download your document as a Word file, embed fonts in Word, and save it as a PDF.

Why aren’t my fonts embedding when I print to PDF?

This may occur due to printer settings. Check for a “font embedding” option in your printer properties and ensure it’s enabled.

What happens if fonts aren’t embedded in my PDF?

If fonts aren’t embedded, they may display incorrectly or be replaced with defaults (like Times New Roman). This can disrupt layouts and designs.

Does embedding fonts increase PDF file size?

Yes, slightly. However, you can compress the file using Smallpdf’s Compress PDF to reduce the size without sacrificing quality.