Embed fonts in Word, PowerPoint, or Excel

You can embed fonts in your Office documents. That way, if you share your document with someone else, the fonts, layout, and styling of the document won't change, and special characters won't turn into meaningless rectangles.

In PowerPoint for Office 365 for Mac and PowerPoint 2019 for Mac, you can now save embedded fonts in a presentation. For more details, see Embedded fonts in PowerPoint for Mac.

Embed fonts in Word and PowerPoint

  1. Click the File tab and then click Options.

    (In Office 2007, click the Office Button in the upper left corner and then click the Options button.)

  2. In the left column, select the Save tab.

  3. At the bottom, under Preserve fidelity when sharing this presentation, select the Embed fonts in the file check box.

    Use File > Options to turn on font embedding for your file

    Leaving that check box blank (or selecting Embed all characters in Office 2007) increases the file size, but is best for allowing others to edit the document and keep the same font.

    Selecting Embed only the characters used in the presentation reduces the file size but limits editing of the file using the same font.

  4. Click OK.

Embed fonts in Excel

You can’t embed a font directly into an Excel file like you can with Word and PowerPoint, but there is a way to ensure that your font choices are consistent when sharing an Excel file.

  1. Follow the preceding section's instructions on how to embed a font into a Word file.

  2. Copy the Excel file you want to use a font in and paste it into the Word document.

  3. After opening the Excel file from within the Word document, you use the fonts embedded in the Word document for your Excel file.

    You must keep the Excel file inside of the Word document for the fonts to remain as they are.

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 Office document.

  • Avoid embedding Postscript fonts (.PFB, .PFM) if possible. Some users report having difficulty opening an Office document that has a Postscript font embedded in it.


  • Is your font installed?     Make sure the font you want to embed is installed by double-clicking it and selecting Install when Windows Font Viewer opens.

  • 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.

    Embed Font screen 2
  • 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.

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