Embed fonts in a publication to ensure their availability

Embedding the fonts in your publication is one of the best ways to ensure that a font is always available, even if you move the publication to a new computer or take it to a commercial printing service.

You can embed only TrueType fonts, and then only if their licensing allows embedding. All of the TrueType fonts that are included in Publisher allow embedding.

Embedded fonts increase the file size of your publication, so you may want to limit the number of fonts that you embed. You can choose to embed all fonts (with or without system fonts), only certain individual fonts, or subsets of certain fonts.

Note: Publisher embeds TrueType fonts by default when you use the Pack and Go Wizard to prepare your publication to take to a commercial printing service. You do not need to select this in the Fonts dialog box before you run the wizard.

What do you want to do?

Embed all TrueType fonts

Embed individual TrueType fonts

Embed a subset of a TrueType font

Find out whether a font can be embedded

Embed all TrueType fonts

When you embed the fonts in your publication, common system fonts are not included in the embedded fonts because they are likely to be installed on most other computers. You can choose whether to embed the system fonts. (For example, you may choose to embed them when you know that someone working with your publication does not have access to them.)

  1. On the Tools menu, point to Commercial Printing Tools, and then click Fonts.

  2. In the Fonts dialog box, select the Embed TrueType fonts when saving publication check box.

  3. To embed system fonts, clear the Do not embed common system fonts check box.

Note: If Publisher notifies you that you used fonts that cannot be embedded, click OK. Check with your commercial printing service to make sure the service has access to the fonts that were not embedded. If the printing service does not have access to these fonts, you will need to discuss using substitute fonts in your publication.

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Embed individual TrueType fonts

You can set the embedding status for individual fonts. If you know that some TrueType fonts are available on your computer or at your commercial printing service, but that others are unavailable, you can embed only those fonts that you need.

  1. On the Tools menu, point to Commercial Printing Tools, and then click Fonts.

  2. In the Fonts dialog box, select the font, and then do one of the following:

    • To embed the font when the font has been set to not be embedded, click Embed.

    • To change the embedding status to Don't embed when the font has been set to be embedded, click Don't embed.

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Embed a subset of a TrueType font

When you embed fonts, you can embed only the characters of a font that the publication uses instead of embedding the whole font. Embedding a subset of a font may be useful if you need to keep the file size of your publication small. When you do so, you cannot make text changes or additions that use characters that are not included in the subset. If you expect to edit your publication later, don't embed a subset of fonts.

  1. On the Tools menu, point to Commercial Printing Tools, and then click Fonts.

  2. In the Fonts dialog box, select the Embed TrueType fonts when saving publication check box.

  3. Select the Subset fonts when embedding check box.

Note: If squares appear instead of letters when you type text in your publication, you have typed characters that are not included in the embedded subset of the font. To restore the entire font set in your publication, clear the Subset fonts when embedding check box.

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Find out whether a font can be embedded

Font license restrictions may not allow you to embed a font. Fonts that come with Publisher do not have license restrictions, which means that they can be embedded in your publication. Fonts that do not come with Publisher may be restricted.

  1. On the Tools menu, point to Commercial Printing Tools, and then click Fonts.

  2. Under License Restrictions and Embed Font, check the font license details.

    If the license restriction says May embed, the font can be embedded. If the license restriction says Preview-only or May not embed, consider changing this font in your publication.

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