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Fix Microsoft Word Fonts Not Formatting Correctly in PDF
Question details
The user needs to know which Microsoft Word fonts work correctly in PDFs and how to fix formatting issues with specific variable fonts during conversion.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Converting a Microsoft Word document containing variable fonts to a PDF file.
- Observed behavior
- Specific fonts, such as Segoe UI Variable Display Semilight and Semibold, do not format correctly and lose their intended appearance in the resulting PDF document.
Ensure your PDF viewer is updated to the latest version, as older PDF software may struggle to render modern variable fonts accurately even when they are properly embedded.
Enable Font Embedding Before Exporting to PDF
Embedding fonts ensures that the exact font styles used in your Word document are saved within the PDF, preventing unexpected formatting changes on other devices.
When a font is not embedded, the PDF viewer will attempt to substitute it with a similar font available on the system. By forcing Word to embed the fonts, you preserve the original design.
In Microsoft Word, click on the 'File' tab in the top-left corner and select 'Options' at the bottom of the menu.
In the Word Options dialog box, select the 'Save' tab from the left-hand pane.
Scroll down to the 'Preserve fidelity when sharing this document' section and check the box next to 'Embed fonts in the file'.
Click 'OK' to save your settings, then go to 'File' > 'Save As' and choose PDF as the format to export your document.
Replace Variable Fonts with Standard Static Fonts
Variable fonts like Segoe UI Variable can sometimes cause rendering bugs in PDF engines. Switching to standard, widely supported fonts is a reliable workaround.
Use the Microsoft Print to PDF Feature
If the native 'Save As PDF' feature fails to format fonts correctly, using the system's virtual PDF printer can sometimes bypass application-specific rendering bugs.
Convert Word to PDF Flawlessly with WPS Office
WPS Office provides a highly reliable, built-in PDF converter that flawlessly preserves your document's original formatting, including complex fonts and layouts, eliminating the need for third-party plugins.
- 1. Open Your Document: Launch WPS Writer and open your Microsoft Word (.docx) document.
- 2. Select Export to PDF: Click on the 'Menu' button in the top-left corner and select 'Export to PDF' from the dropdown list.
- 3. Adjust Settings and Export: In the prompt, verify your export settings and click the 'Export' button to instantly save your perfectly formatted PDF file.
Frequently Asked Questions
Why do some fonts change when saving a Word document as a PDF?
Fonts may change if they are not embedded during the export process, if the font's license restricts embedding, or if the PDF viewer uses a substitute font because the original is missing on the viewing device.
What are variable fonts and why do they cause PDF formatting issues?
Variable fonts contain multiple stylistic variations (like weight and width) within a single file. Some older or less advanced PDF rendering engines do not fully support this format, leading to display errors such as incorrect spacing or font weight.
How do I know if a font can be legally embedded in a PDF?
You can check a font's embedding permissions by viewing its properties in the Windows Fonts control panel. Look for the 'Font embeddability' status, which should indicate 'Installable' or 'Editable' for it to work properly in PDFs.
