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How to Keep an Embedded Word Font When Converting to PDF
Question details
The user wants to retain custom embedded fonts when converting a Word document to PDF.
- Product
- Microsoft Word / Power Automate
- Device & OS
- not provided
- Scenario
- Converting Word documents to PDF via a Power Automate flow in SharePoint.
- Observed behavior
- The custom embedded font (Futura PT) is replaced by a default system font (Century Gothic) during the cloud conversion process.
Verify that your custom font allows embedding, as some fonts have DRM or license restrictions that prevent cloud services from interpreting them during PDF conversion.
Switch to a Widely Supported System Font
The most reliable workaround for cloud-based conversion tools replacing custom fonts is to use a broadly supported, visually similar system font.
Cloud environments like Power Automate and SharePoint often lack access to custom local fonts. Using a standard, supported alternative guarantees consistent formatting and page layout.
Open the original Word document in your desktop application.
Press Ctrl+A to select all text, or manually highlight the specific sections currently using the custom font.
Go to the Home tab and change the font to a widely supported alternative, such as Segoe UI, which will not be replaced during online conversion.
Save the document, re-upload it to SharePoint, and run your Power Automate PDF conversion to verify the layout.
Verify Font Embedding Settings and Software Updates
Ensure the font is fully embedded within the document file and that the software interpreting the file is up to date.
Convert to PDF Using a Desktop Application
Bypass cloud-conversion limitations by generating the PDF directly from a desktop application that has the font natively installed.
Convert Word to PDF with Embedded Fonts in WPS Office
Bypass cloud-based font replacement issues by converting your documents to PDF locally using WPS Office. This desktop solution ensures your custom fonts and original layouts remain completely intact without relying on complex cloud flows.
- 1. Open the document: Launch WPS Writer and open your .docx file containing the custom fonts.
- 2. Access PDF Export: Go to the 'Menu' button in the top left corner and select 'Export to PDF'.
- 3. Configure Settings: Choose your desired save path and verify the export quality options in the dialog box.
- 4. Export the file: Click 'Export' to generate a PDF that accurately preserves all of your embedded fonts.
Frequently Asked Questions
Why do my fonts change when converting Word to PDF online?
Online or cloud-based converters (like Power Automate or SharePoint) often lack access to custom local fonts. If the font isn't standard, properly embedded, or has licensing restrictions, the converter will substitute it with a similar default font, which alters your layout.
How do I know if my font allows embedding?
In Windows, you can open the Font settings from the Control Panel, select your specific font, and check its 'Font embeddability' property. If it says 'Restricted', it cannot be legally embedded in documents or PDFs.
Does embedding fonts increase the Word document file size?
Yes, embedding fonts stores the actual font data within the document itself, which increases the overall file size. You can mitigate this by checking the 'Embed only the characters used in the document' option in your save settings.
