Embedding fonts in a PDF in Word 2016 is a straightforward process that ensures your document’s text appears the same on all devices. To do this, go to File > Options > Save, and under Preserve fidelity when sharing this document, check Embed fonts in the file. Save your document as a PDF, and your fonts will be embedded.
After completing this action, anyone who views the PDF will see the text exactly as you intended, regardless of whether they have the font installed on their device.
Introduction
When you create a document in Word 2016, you put a lot of thought into choosing the perfect fonts that align with the purpose and tone of your content. But what happens when you share that document as a PDF with someone else? Will your carefully chosen fonts display correctly on their device, or will they be substituted with a default font that could potentially throw off your entire design? That’s where embedding fonts comes into play.
Embedding fonts in your PDF ensures that the document looks the same no matter where it’s opened, maintaining the integrity of your design and content. It’s essential for designers, businesses, and anyone else who wants to preserve the look of their documents across different devices and platforms. In this article, we’ll walk you through the steps to embed fonts in a PDF using Word 2016, as well as the advantages and potential drawbacks of doing so. By the end of this piece, you’ll be a font-embedding pro!
Step by Step Tutorial on How to Embed Fonts in a PDF in Word 2016
Before we dive in, it’s important to understand that embedding fonts will increase your file size, so it’s a good idea to only embed the fonts that are necessary. Here’s how you can do it.
Step 1: Open the Word Document
Open the Word document that you want to save as a PDF.
When you open your document, make sure you’re in the final stages of editing. Embedding fonts should be one of the last steps before sharing the document.
Step 2: Click on ‘File’
Click on the ‘File’ tab in the top-left corner of the Word window.
This will take you to the backstage view, where you’ll find options to save, print, share, and more.
Step 3: Select ‘Options’
From the menu that appears, select ‘Options’ at the bottom.
This will open a Word Options dialog box with a plethora of settings that you can customize.
Step 4: Click on ‘Save’
In the Word Options dialog box, click on ‘Save’ in the left-hand menu.
This will show you the save settings where you can manage how documents are saved.
Step 5: Check the ‘Embed fonts in the file’ option
Under the “Preserve fidelity when sharing this document” heading, check the box that says ‘Embed fonts in the file.’
By doing this, you’re including the font files within the Word document itself.
Step 6: Save the Document as PDF
After checking the box, click ‘OK’ to close the dialog box. Then, go to ‘File’ again, click ‘Save As,’ and choose PDF from the list of file types.
Once you hit save, your document will be a PDF with the fonts embedded, ready to be shared while looking consistent across all platforms.
Pros
| Benefits | Explanation |
|---|---|
| Consistency | Embedding fonts ensures that your document’s text will appear the same on all devices, maintaining the design and readability you intended. |
| Professionalism | Documents with embedded fonts look more professional and are less likely to have formatting issues, which is crucial for business or official documents. |
| Control | You have complete control over how your document appears to others, without worrying about the fonts they have installed on their systems. |
Cons
| Drawbacks | Explanation |
|---|---|
| File Size | Embedding fonts can significantly increase the file size of your PDF, which could be an issue when sharing via email or limited storage platforms. |
| Licensing Restrictions | Some fonts have licensing restrictions that do not allow embedding within documents, which could limit your options. |
| Compatibility | While most modern devices support font embedding, some older systems might not display the fonts correctly, leading to potential inconsistencies. |
Additional Information
Now that you’ve got the steps down for embedding fonts in a PDF in Word 2016, let’s cover some extra tips. Remember that not all fonts need to be embedded. If you’re using common fonts like Times New Roman or Arial, chances are the recipient of your document will have these installed, and embedding may be unnecessary. However, for unique or custom fonts, embedding is crucial.
One important note is that embedding fonts may not work if the font’s license doesn’t permit it. Always check the licensing information for the fonts you use to make sure you’re not violating any terms. Additionally, consider the purpose of your document: is it just for viewing or will it be printed? For print purposes, embedding fonts is particularly important to ensure that the document prints exactly as it appears on screen.
Lastly, don’t forget that embedding fonts will only affect the text in your document. If you’ve used fonts in images or graphics, you’ll need to make sure those are properly exported or saved to maintain their appearance.
Summary
- Open the Word document.
- Click on ‘File’.
- Select ‘Options’.
- Click on ‘Save’.
- Check the ‘Embed fonts in the file’ option.
- Save the Document as PDF.
Frequently Asked Questions
Will embedding fonts make my file size too big?
It can increase the file size, but it depends on the number of fonts and the complexity of the document.
Can I embed any font I want?
You can embed most fonts, but you must respect the font’s licensing restrictions.
What if someone can’t view the embedded fonts?
Modern devices typically support font embedding, but in rare cases, older systems might not display them correctly.
Can I embed fonts in a PDF if I’m using a Mac?
The process might differ slightly, but the concept is the same across different operating systems.
Does embedding fonts affect printing?
Yes, it ensures that your document will print exactly as it appears on the screen.
Conclusion
Embedding fonts in a PDF using Word 2016 may seem like a small step, but it has a significant impact on maintaining the integrity and professionalism of your documents. It’s a simple process that can save you from a lot of headaches down the line, ensuring that your audience sees your work exactly as you envisioned it.
Whether you’re a designer, business professional, or just someone looking to share documents, embedding fonts is a practice that can elevate the quality and consistency of your PDFs. Now go forth and embed with confidence!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.