To make sure fonts are embedded when you save a Word document as a PDF, go to File > Save As, set the type to PDF, select Options, and check ISO 19005-1 compliant (PDF/A). PDF/A is an archiving standard that keeps the document looking the same on any computer. To embed fonts in the Word file itself, go to File > Options > Save and check Embed fonts in the file.
These steps follow Microsoft’s Save or convert to PDF or XPS and Benefits of embedding custom fonts articles, checked in October 2026. They apply to Word for Microsoft 365 and Word 2016 through 2024 on Windows, with Mac notes below.
Why Fonts Need to Be Embedded
If a PDF uses a font the reader’s computer does not have, the PDF reader may substitute a different font, which can change line breaks, spacing, and special characters. Microsoft notes that Office’s own fonts are now in the cloud for subscribers, so embedding matters most for fonts you downloaded or bought, and for files going to printers, publishers, or people who may not have your fonts.
How to Embed Fonts When Saving a PDF From Word (Windows)
- Select File > Save As (or Save a Copy) and choose a location.
- Set Save as type to PDF.
- Select Options. Result: the PDF options dialog opens.
- Check ISO 19005-1 compliant (PDF/A). Microsoft says this outputs an archival PDF that helps ensure the document looks the same when it is opened later on a different computer.
- Make sure Bitmap text when fonts may not be embedded is checked. Microsoft says that if a font cannot be embedded, this saves the text as images so it still looks the same instead of being replaced.
- Select OK, then Save.
How to Embed Fonts in the Word Document
- Select File > Options.
- Select Save in the left column.
- Under Preserve fidelity when sharing this document, check Embed fonts in the file.
- Choose the two extra options: Embed only the characters used in the document keeps the file smaller but limits editing in that font, and Do not embed common system fonts skips fonts most computers already have.
- Select OK, then save the document.
Microsoft recommends embedding all characters (leave the first extra option unchecked) if someone else will edit the file. It also notes that embedding custom fonts helps when the document is converted to PDF online, because the converter can use the embedded fonts instead of substituting them.
Saving a PDF on a Mac
In Word for Mac, select File > Save As (or Save a Copy), choose PDF under File Format, and select Save. Microsoft warns that its online conversion service can only use fonts Microsoft has rights to, so custom fonts may be substituted. Embedding the fonts in the document avoids that. Word for Microsoft 365 for Mac supports embedding fonts from Word’s preferences.
If a Font Will Not Embed
- Check the font’s license. Microsoft says font makers can set fonts as Non-embeddable, Preview/Print, Editable, or Installable. On Windows, open Control Panel > Fonts and select the font to see its Font embeddability. On a Mac, check the font’s information in Font Book.
- Use the right font format. Microsoft recommends OpenType (.otf) or TrueType (.ttf) and advises avoiding PostScript fonts (.pfb, .pfm).
- Pick another font if the license does not allow embedding, or rely on the bitmap text option above.
How to Check That Fonts Are Embedded
Open the PDF in a reader such as Adobe Acrobat Reader and go to File > Properties > Fonts. Each font should say Embedded or Embedded Subset. A subset means only the characters used were included, which is normal.
Frequently Asked Questions
Does embedding fonts make the file bigger?
Yes. Microsoft notes some fonts are very large. Embedding only the characters used, or choosing another font, keeps the size down.
How do I remove embedded fonts from a Word file?
Turn off Embed fonts in the file in File > Options > Save and save. Microsoft says a different font is substituted the next time the file is opened on a computer without that font.
Can I save a PDF from Word for the web?
Yes. Select File > Print, choose Save as PDF under Printer, and select Save. Embedding custom fonts in the document first helps avoid substitution.
For more Word help, see our Word guides. Related: how to embed a PDF in Word and how to split a PDF into one file per page. Using math symbols in your document? See how to insert a square root symbol in Word.
If the font you want to embed isn’t on your PC yet, see how to install fonts on Windows 11 first.
Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read hundreds of millions of times.
After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.
His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.