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How to Fix Corrupted Fonts When Saving Excel Files as PDF
Question details
The user is experiencing corrupted and unreadable fonts when trying to save or export an Excel workbook as a PDF document on a specific computer.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Exporting or saving an Excel workbook to a PDF format.
- Observed behavior
- The resulting PDF file has corrupted fonts and is unusable on one computer, even though the same process works on another computer with similar software. Reinstalling the applications did not help.
Ensure that your Windows operating system and Microsoft Office suite are updated to the latest versions, as outdated virtual printer drivers or missing system fonts often cause PDF export errors.
Use Microsoft Print to PDF
Bypassing the built-in Adobe PDF add-in or standard 'Save As' by using the Windows print system can often resolve font rendering issues.
Instead of using the standard 'Save As' or 'Export' features, Windows includes a built-in virtual printer that creates PDFs. This method uses a different rendering engine, which frequently resolves font corruption caused by third-party add-ins.
Open the affected Excel workbook and go to 'File' > 'Print' from the top ribbon menu.
In the 'Printer' dropdown menu, select 'Microsoft Print to PDF' instead of your physical printer.
Click the 'Print' button. A prompt will appear asking you to choose a location to save your new PDF file. Name the file and click 'Save'.
Open the newly generated PDF document to check if the fonts are now rendering correctly.
Verify and Change Workbook Fonts
Non-standard or missing fonts on the specific computer can cause corruption during the PDF conversion process.
Compare System Configurations
Since the file works on one computer but not another, identifying differences in system configurations can pinpoint the root cause.
Export Spreadsheets to PDF Without Font Corruption in WPS Office
WPS Office features a robust, built-in PDF converter that flawlessly exports your spreadsheets without relying on third-party add-ins or virtual printers, ensuring your fonts and formatting remain perfectly intact.
- 1. Open Your Spreadsheet: Launch WPS Office and open your Excel (.xlsx or .xls) file directly.
- 2. Access the Menu: Click on the 'Menu' button located in the top left corner of the interface.
- 3. Select Export to PDF: Hover over the options and select 'Export to PDF' from the drop-down list.
- 4. Save the PDF: Adjust your export settings if necessary, then click 'Export to PDF' to save your file with perfect font formatting.
Frequently Asked Questions
Why do some fonts appear as symbols or boxes when saving Excel to PDF?
This usually happens because the fonts used in the Excel file are not embedded in the PDF, or they are not properly installed on the system performing the conversion. Using standard system fonts or a different PDF engine often resolves this.
Does reinstalling Excel and Adobe Acrobat fix PDF font corruption?
Not always. Reinstalling software frequently fails to fix underlying Windows compatibility issues, corrupted system font files, or outdated virtual printer drivers. Switching the conversion method, like using Microsoft Print to PDF, is usually a more effective workaround.
How can I ensure my fonts are embedded when saving as PDF in Excel?
When using the 'Save As' dialogue, click on 'Options' before saving the PDF and ensure that the setting for 'Bitmap text when fonts may not be embedded' is checked. Alternatively, use a dedicated PDF printer that allows strict font embedding in its properties.
Can outdated printer drivers affect saving a file as a PDF?
Yes. Excel uses the default system printer driver to determine page layout, spacing, and font rendering, even when you are saving the file as a PDF. Updating or temporarily changing your default printer driver can resolve unexpected layout and font issues.
