Some Microsoft 365 apps let you embed fonts in your documents. That way, if you share your document with someone else who doesn't have the same fonts installed that you do, the fonts, layout, and styling of the document won't change, and special characters won't turn into meaningless rectangles.
In recent years we've moved our Office fonts to the cloud, so they're available to all Office subscribers with Internet access and there's no need to embed them. Font embedding is still useful when using non-standard fonts, or if you expect the presentation to be edited or viewed offline by someone else.
Also, embedding custom fonts into your document does help with the online conversion to pdf files.
When we embed such custom fonts into the document, the online conversion will use these fonts (if they comply with the following constraints: Some of your fonts can't be saved with the presentation) to avoid font substitution.
Embed fonts in Word or PowerPoint
-
Click the File tab and then click Options (it's near the bottom left corner of the window).
-
In the left column, select the Save tab.
-
At the bottom, under Preserve fidelity when sharing this presentation, select the Embed fonts in the file check box.
You will see two checkboxes - such as Embed only the characters used in the presentation, and Do not embed common system fonts. Selecting Embed only the characters used in the presentation reduces the file size but limits editing of the file using the same font. This checkbox is common for both PowerPoint and Word. In Word, selecting Do not embed common system fonts may increase the file size but is best for allowing others to edit the document and keep the same font. In PowerPoint, the second checkbox is slightly different. You can select the Embed all characters (best for editing by other people) check box if other people may edit the document.
-
Click OK.
Troubleshooting
-
Is embedding your font still not working? Not all TrueType fonts can be embedded. Font creators can set different options for their fonts, including: Non-embeddable, Preview/Print, Editable, and Installable. To see what level of embedding your installed font is, go to Control Panel in Windows and click Fonts. Clicking on the font shows the Font embeddability setting.
-
Is your file size too large after embedding fonts? Certain fonts can be very large compared to others, so if file size is a concern, consider using alternative fonts. If you want to remove the embedding, you can turn off the Embed setting in the File > Options dialog box (described above) and save the file. Then, once you close and re-open the file, a different font is substituted for the font that had been embedded previously.
In Word for Microsoft 365 for Mac, PowerPoint for Microsoft 365 for Mac, PowerPoint 2024 for Mac, and PowerPoint 2021 for Mac, you can embed fonts in a file.
Recommendations for embedding fonts
-
When embedding a font, avoid using Embed only the characters used in the presentation. It is better to embed all the characters in a font so that another user can successfully edit the file, if necessary.
-
Use OpenType (.OTF) or TrueType (.TTF), if possible. OpenType fonts consume the least storage space when embedded in an Microsoft 365 document.
-
Avoid embedding Postscript fonts (.PFB, .PFM) if possible. Some users report having difficulty opening an Microsoft 365 document that has a Postscript font embedded in it.
Troubleshooting
-
Check this article to make sure you are using the best file format of the font for this feature: Some of your fonts can't be saved with the presentation
-
Is embedding your font still not working? Not all TrueType fonts can be embedded. Font creators can set different options for their fonts, including: Non-embeddable, Preview/Print, Editable, and Installable. To see what level of embedding your installed font is, go to the Font Book app and select the Information button at the top left. Clicking on the font shows the font information in the right-hand panel, and for many (but not all) fonts you'll be able to locate information on whether the font can be embedded.
-
Is your file size too large after embedding fonts? Certain fonts can be very large compared to others, so if file size is a concern, consider using alternative fonts. If you want to remove the embedding, you can turn off the Embed setting in the Preferences dialog box (described in the procedure above) and save the file. Then, once you close and re-open the file, a different font is substituted for the font that had been embedded previously.
Requirements for embedded fonts
 |
Applies to |
|---|---|
|
Save embedded fonts in a file |
Word for Microsoft 365 for Mac, PowerPoint for Microsoft 365, PowerPoint 2024 for Mac, PowerPoint 2021 for MacFind your Office version number |
