How to Embed Fonts in PowerPoint 2010

When sharing a presentation with other people you may experience them calling you up saying that things are not aligned and look funny. This could be the result of you using a font in the presentation they don’t have on their computers. PowerPoint then substitutes your font with one on their system. To avoid this, it is possible to embed the fonts you use in the presentation. That’s what we are looking at today.

The place to find the settings for embedding fonts is in the PowerPoint backstage (the file tab), under “options” on the left side.

PowerPoint Backstage View

After clicking on options a new window opens up, the PowerPoint Options dialog. Click on “Save” on the left side and at the bottom of the window are the settings available for embedding fonts.

PowerPoint Options Dialog

Click the little checkbox next to “Embed fonts in the file”. There are two options; one for embedding only the characters used in the presentation and one for embedding all characters in the alphabet. By choosing the first option it will help to keep the file size down. This can be a good option if the people you are sending the presentation to are not going to edit it. If you are sharing the presentation with someone for them to make edits, then you are probably better off choosing to embed all characters.

PowerPoint Options Dialog Embed Font

And that’s how you embed fonts in your presentation.

12 thoughts on “How to Embed Fonts in PowerPoint 2010

  1. Hi
    I follow these instructions with a slide show which has 3 different Fonts embedded. Do you have any idea why embedding works for just two of the three fonts?
    Thanks for any inputs
    Nicolas

  2. Hi Nicolas,

    I believe the problem you are experiencing is because the font you are trying to embed but are not able to has some sort of licensing restrictions associated with it. Basically means you won’t be able to embed that font. The only way to make sure that your presentation looks the same on another machine is if they have that font licensed and installed as well.

    Thanks,
    Kristian

  3. If you absolute must use a font that you are having trouble embedding/viewing on other computers, you may want to create a .gif image of your text with a transparent background (using something like Adobe Photoshop) and include that image instead of the typed text.

  4. This is CRAP. Perfectly fine, licensed, legal fonts refuse to embed. If this is frigging glitch with Office 2010, somebody needs to acknowledge it, own up to it, and try to come up with friggin’ fix! Earlier versions did NOT have this problem.

  5. having the same problem, it simply won’t embed the font, had to make a pdf of presentation for distribution

  6. The difference made by embedding all characters as opposed to only those used is huge. I’ve just tested this on a dummy presentation and the difference is around 1MB. Weird when you consider the font file I downloaded is only 7KB

  7. You can also Package the presentation for CD. That doesn’t mean you have to save it to a CD. You can package it and save it in other locations as well. This will save all linked file, fonts, and sound files.

  8. I looked this up on the Microsoft website and they said it only works for TrueType fonts. So if you’re having trouble, you may also want to make sure they’re TTF.

  9. Hello,

    I selected ‘Embed all characters (best for editing by other people)’ on PowerPoint file so other people may edit, however it doesn’t allow them to edit. How do I correct this?

    When they open the file, they have only two options ‘Open as Read-Only’ and ‘Discard Fonts’. When select the first option, they cannot type in the text boxes provided to modify the spot I have created to include name, a customer and pricing. When they select the second option, they can edit, but now all the fonts are gone that I have embedded.

    Any help in this would be greatly appreciated.

  10. The problem is somewhat complicated but seems to be that the font is embedable but not installable so the font is included with your PowerPoint file but when that file is opened it doesn’t work because the font is in fact not allowed to be installed.
    Some great info about this here: http://www.pptfaq.com/FAQ00637_PowerPoint_opens_presentations_as_Read-Only-_won-t_allow_editing_when_fonts_embedded.htm
    and here: http://www.pptfaq.com/FAQ00076_Embedding_fonts.htm

    It does describe some workarounds but those are not ideal. Basically saying that you should install the font on the receiving computer if possible or send it without the font.

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