Embedding fonts in a Word document allows you to share files with others while preserving the original formatting, fonts, and layout. This guide will walk you through everything you need to know about embedding fonts in Word on both Windows and Mac.
What Does “Embedding Fonts” Mean?
- When you embed fonts in a Word doc, the font files are included inside the document file itself.
- This means anyone who opens the document will see the text in its original fonts, even if they don’t have those fonts installed on their own computer.
- Without embedded fonts, opening a document on another device could replace the text with a substitute font, messing up formatting and layout.
Key Benefits of Embedding Fonts
- Preserves the visual design as intended.
- Maintains formatting consistency when sharing files.
- Allows printing the file with proper fonts from any device.
- Essential for graphic design work, publications, and professional documents.
Prerequisites for Embedding Fonts
Before getting started, note that:
- Only TrueType (.ttf) and OpenType (.otf) fonts can be embedded in Word for Windows. Other formats like PostScript aren’t supported.
- You can only embed fonts that have licensing permissions enabled for editing documents. Restricted fonts may not allow embedding.
Checking Font Embedding Permissions
- In Windows File Explorer, right-click the font files > Properties > Embedding tab.
- See if editing documents after embedding is allowed. If not, you need to find an alternative font.
Step-by-Step Guide for Embedding Fonts in Word
Follow these steps to successfully embed fonts in a Microsoft Word document:
Word for Microsoft 365 and 2019 (Windows)
- Open your Word document and select all text.
- On the Home tab, open the Font dialog box launcher. Font dialog box launcher
- In the Font window, go to the Advanced tab.
- Check the box for “Embed fonts in the file”.
- Check the box for “Embed only the characters used in the document (best for reducing file size)”.
- Click “Save as” and give your document a new name if you want to keep the original.
- Click OK and save the changes.
The fonts used in the document are now embedded!
Older Versions of Word (2016, 2013, 2010, 2007)
The process is mostly similar if you have an older version of Word for Windows:
- Select all text after opening the document.
- Go to the Home tab and open the Font dialog box.
- Go to the Advanced tab > Embed fonts in the file.
- Enable only embedding used characters to minimize size.
- Save with a new name or save changes to existing file.
Word for Mac
- Open the Word document on your Mac.
- On the Home tab select all text.
- Open the Fonts pane under the Text tab.
- Check the boxes for embedding fonts and used characters only. Embed fonts checkbox on Mac
- Click the X to close and apply changes.
- Save the Word document.
The steps are straightforward but let you securely embed fonts on both Windows and Mac OS.
Tips for Managing File Size
Embedding lots of different fonts or complex fonts can significantly increase document size. To minimize impact:
- Only embed fonts used in majority of text. Leave out fonts used sparingly.
- Embed used characters only. This skips unused letters and symbols.
- Avoid embedding multiple styles of one font (bold/italic). Each style counts as a separate font.
- Use font compression where allowed. Some fonts enable compression to reduce size when embedding.
- If size becomes problematic, pick simpler/smaller replacement fonts. Verify licensing permits embedding if unsure.
Troubleshooting Embedded Fonts in Word
Fonts Not Embedding Correctly
If you see font substitution warnings after embedding fonts, try these fixes:
- Confirm the font file is a supported format like .ttf or .otf. Other formats won’t embed.
- Verify the font allows editable embedding based on license. Restricted fonts may replace.
- Try reselecting all text and repeating the embed process. Close and reopen file after.
Document File Size Too Large
If your file size balloons after embedding many fonts, reduce size with these tips:
- Embed only essential fonts used in majority of text.
- Select used characters only instead of entire font.
- Avoid embedding multiple style variants (bold/italic).
- Replace overly complex fonts with simpler alternatives if needed.
- Enable font compression options if available.
Can’t Find Advanced Font Options in Word
If you don’t see the Advanced tab in the Font dialog box:
- Go to File > Options > Advanced.
- In Editing options, check “Show font substitution warning” and “Show document content”.
- Close and reopen your document to access advanced font embedding.
Key Takeaways
- Embedding Word fonts ensures proper formatting is preserved for anyone accessing your document.
- Take care to embed fonts selectively and minimize file size where possible.
- Troubleshoot issues with fonts not embedding or document size growing too big.
With this handy guide, you have all the key details on how to successfully embed fonts in Microsoft Word. Just follow the step-by-step instructions to embed fonts like a pro!
