Formatting Issues

How to Embed Fonts by Default When Exporting Word to PDF

Maira Mehtab Sep 22, 2026 871 views

Question details

The user needs a method to permanently set Microsoft Word to embed nonstandard fonts by default every time a document is exported to a PDF, and wants to know how to verify if the fonts are successfully included.

Product: Microsoft Word
Device & OS: not provided
Scenario: Exporting Word documents containing custom or nonstandard fonts to PDF, aiming to preserve the original typography and layout across different devices.
Observed behavior: Microsoft Word does not have a native, built-in setting to permanently guarantee font embedding during every PDF export, requiring users to rely on VBA macros or manual verification.

Before you start

Ensure that the custom fonts you are using have the appropriate licensing permissions (such as 'Installable' or 'Editable') that allow them to be embedded in PDF files without restriction.

Solution 1Recommended

Automate PDF Export with Font Embedding using VBA Macros

Since Word lacks a permanent toggle for default font embedding during export, you can utilize a VBA macro to automate the PDF export process with specific parameters.

While Word does not provide a permanent user interface setting for this specific workflow, a Visual Basic for Applications (VBA) macro can be written to trigger the ExportAsFixedFormat method with your preferred font settings.

Keep in mind that using macros requires some basic coding knowledge and might prompt security warnings depending on your macro security settings.

Open the VBA Editor

Press Alt + F11 on your keyboard while in Microsoft Word to open the Visual Basic for Applications (VBA) editor interface.

Insert a New Module

In the top menu, click on 'Insert' and select 'Module' to open a blank script window.

Add the Export Script

Write or paste a VBA script that utilizes the `ExportAsFixedFormat` command to save the document as a PDF. If you are unsure of the exact code, consult the Microsoft Office VBA support community for a script tailored to your embedding needs.

Run the Macro

Save your macro and press F5 or use the 'Run' button in the toolbar to execute the script and export your document to PDF.

VBA Support: Creating customized macros for specific font embedding tasks can be complex. Consider visiting the official Office VBA support forums for template scripts and guidance.

Solution 2

Verify Embedded Fonts Using PDF Inspection Tools

Because Word's default export behavior is unpredictable with nonstandard fonts, it is highly recommended to manually verify that your fonts were embedded correctly after creating the PDF.

Free Microsoft Office alternative

Try WPS Office for Seamless PDF Exports

If you find Microsoft Word's lack of default PDF export settings and macro requirements overly complex, consider switching to WPS Office. It provides a lightweight, intuitive alternative with built-in PDF conversion tools designed to preserve your document layouts effortlessly.

1. Download WPS Office: Visit the official WPS website to download and install the free software suite for your computer.
2. Open Your Document: Launch WPS Writer and open your existing Word document that contains the custom typography.
3. Export to PDF: Click on 'Menu', select 'Export to PDF', and follow the simple on-screen prompts to create a perfectly formatted PDF.

Highly compatible with all standard Microsoft Office file formats (.docx, .xlsx, .pptx).Built-in, one-click PDF conversion tool that expertly preserves custom fonts and layouts.Lightweight software architecture that runs smoothly even on older devices.Completely free to download with a familiar interface that requires zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Is there a hidden setting in Microsoft Word to force font embedding for all PDFs?

No, Microsoft Word currently lacks a permanent, built-in setting to guarantee font embedding for every PDF export by default. Users must rely on third-party PDF printers, manual verification, or automated VBA macros.

Why did my PDF export substitute my custom font with Arial?

This usually happens when the custom font's license restricts embedding or if the Word export process failed to include the font data. Always ensure your fonts have 'Installable' or 'Editable' permissions in your operating system.

How can I check if a font allows embedding before I export?

You can verify font embedding permissions by viewing the font's properties in your operating system's Font Settings. Look for the 'Font embeddability' status to confirm it is not set to 'Restricted'.

Does embedding fonts increase the PDF file size?

Yes, embedding fonts includes the font data within the document itself, which will slightly increase the overall file size of the PDF. However, this is necessary to ensure the document looks identical on devices that do not have that font installed.

Document & File Issues