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How to Embed Fonts in Word and PowerPoint

by Hung Nguyen

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Check out our tutorial on how you can preserve your documents’ fonts, even when you share them with others or view them on other devices.

When you (or someone else) view a Word or PowerPoint file on a different device—if a font in the document does not exist on that machine, Microsoft Word or PowerPoint will display a similar font instead.

Similarly, when you convert an Office file to PDF using our service, we will replace the font if we do not have it on our servers.

To prevent such a nuisance, you can ‘embed’ the font directly from the Word doc to PPT slides itself. When you do this, Word or PPT will create a copy of the font and store it in a document, which, in turn, it will always look the same across devices. The only downside is that your document will be slightly larger—but nothing our Compress Document tool cannot fix!

How To Embed Fonts in a Word File

  1. Open the Word doc, click ‘File.’

  2. Choose ‘Option’ and then the ‘Save’ tab.

  3. Click the option ‘Embed fonts in the file.’

  4. Enable both options to embed only the characters in the document and do not embed common system fonts.


Saving fonts in Word docs is easy in 2020.

Photo by Markus Winkler on Unsplash

And you’re all set. Now, whether you pass the Word document around to convert it to a PDF—you should always see the default fonts. This option is even more useful for custom fonts.

The file size will be slightly larger than before the font embedding, but enabling the second option should slightly reduce the file size. If you convert the file to PDF format, you can use our online tool to compress the PDF as well, to as much as 90% of the original size.

How To Embed Fonts in a Powerpoint Presentation on Windows

  1. Open the PPT, click ‘File.’

  2. Similar to the last step, choose ‘Options’ and then ‘Save.’

  3. Hit ‘Embed fonts in the file’ and enable both of the following options.

  4. Save your PPT, and you’re good to go.

As you can see, the way to do it is the same for any Microsoft Office file—and it’s nice that they’ve standardized how you can manage fonts installed across the software. Older versions of Word and PPT may yield different processes, but they all follow the same procedure.

How To Embed Fonts in a Powerpoint Presentation on Mac


Fortunately, Microsoft has finally enabled font embeddability for Mac users in 2020. If you have an Office 365 subscriber, you can now take your fonts with your files wherever you go. To start:

  1. Open the PPT on your Mac.

  2. Click PowerPoint (at the top left corner) and choose Preferences.

  3. On the next dialog box, click Save.

  4. Tick the option to ‘Embed fonts in the file.’

  5. Decide one of the following two options, depending on your needs—Embed all characters or only the characters used in the presentation.

And you should be good to go. Font embedding should only take a few seconds to achieve—and the same goes for file conversion.

If you ever need to save PPT, Word, and PDF files from one to another—do make use of our file converter to complete your tasks even faster for free.

Hung Nguyen
Hung Nguyen
Senior Growth Marketing Manager @Smallpdf