How to Embed Fonts in a MS Word Document

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At times it so happens that you email someone a copy of your Word document or PowerPoint presentation and they don’t have a font installed. In such cases, Microsoft Office shows that document with the default font. This can mess up the whole layout and make the document look completely different, but you can actually fix this by embedding fonts into your documents and let the recipient of your file see it just as you want them to.

How The Thing Works?

When you enable this option, Office takes the font file from your system and embeds a copy of it into the Office document. Though this increases the size of the document, anyone who opens the document will be able to see the document with its intended font.
Note: You can only do this in the Windows versions of Microsoft Word, PowerPoint, and Publisher. This doesn’t work in the Mac, iPhone, iPad, Android, or web version of Word or PowerPoint.
This also works only if the font you’re trying to embed actually allows embedding. The font files on your system have embedding permissions in them. You may not be able to embed some fonts, or the resulting document may not be editable after fonts are embedded.

How to Embed Fonts?

To embed a font, go to the File menu while working on a document in Word, PowerPoint, or Publisher.
Click the Options link at the bottom of the menu that appears on the screen.
Click Save in the left pane.
Under Preserve fidelity when sharing this document, check the Embed fonts in the file option.
If you wish to reduce the resulting document’s file size, all you need to do is check the Embed only the characters used in the document (best for reducing file size) option. Office will only embed a font if it’s used in the document. Otherwise, what Office does is that it embeds other fonts from your system into the file, even if you haven’t used them.
Leave the Do not embed common system fonts option enabled. This will also help reduce the file size by omitting Windows system fonts that the recipient is most likely to have installed on their computer.
Click OK to save changes you've made and save the document normally. The fonts you used in the document will be embedded into the file.

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