How to Fix Font Changes When Converting Publisher to PDF
Question details
Fonts and typography shift, change, or disappear when exporting a document to PDF.
- Product
- Microsoft Publisher, Adobe PDF
- Device & OS
- not provided
- Scenario
- Converting a Microsoft Publisher document into a PDF file for printing or digital sharing.
- Observed behavior
- The resulting PDF displays incorrect fonts, layout shifts, or missing text instead of the original Publisher typography.
Ensure that the custom fonts used in your document are actively installed on your current operating system and do not have restricted licensing that prevents embedding.
Enable Font Embedding in Publisher Settings
Force Microsoft Publisher to embed all document fonts into the file before exporting to PDF, ensuring typography remains intact.
When fonts are not embedded in the original document, PDF converters like Adobe Acrobat try to substitute missing fonts with similar ones, which causes layout shifts and typography changes.
Click on the 'File' tab in the top-left corner of Microsoft Publisher and select 'Options' from the bottom of the menu.
In the Publisher Options dialog box, click on 'Save' in the left-hand navigation pane.
Under the 'Preserve fidelity when sharing this publication' section, check the box for 'Embed fonts in the file'. Avoid checking 'Do not embed common system fonts' if you want maximum accuracy.
Click 'OK' to save the settings, then go to 'File' > 'Export' > 'Create PDF/XPS Document' to generate your PDF.
Use Microsoft Print to PDF
Bypass Adobe's conversion engine by using the built-in Windows virtual printer to create the PDF.
Change Adobe PDF Printer Settings
Modify Adobe Acrobat's default font substitution settings if you are printing directly to the Adobe PDF virtual printer.
Create and Convert Documents Seamlessly with WPS Office
If you frequently struggle with formatting errors and font shifts when exporting documents, switch to WPS Office. It provides a robust, highly compatible alternative to Microsoft Word, Excel, and PowerPoint, featuring a built-in PDF converter that flawlessly preserves your typography.
- 1. Download and Install: Get the free WPS Office installer from the official website and easily set it up on your PC or Mac.
- 2. Open Your Document: Launch WPS Writer, Presentation, or Spreadsheet and create or open your existing office documents.
- 3. Export to PDF Safely: Click 'Menu' > 'Export to PDF' to generate a perfectly formatted PDF with all original fonts embedded automatically.
Frequently Asked Questions
Why do my custom fonts look like standard fonts in the exported PDF?
This happens when the custom font is not embedded in the document. The PDF reader attempts to display the text by substituting the missing custom font with a standard system font like Arial or Times New Roman.
How can I check if a font allows embedding?
In Windows, open the Control Panel, go to 'Appearance and Personalization' > 'Fonts', right-click the font in question, and select 'Properties'. Under the 'Details' tab, look at the 'Font embeddability' status. If it says 'Restricted', it cannot be embedded in a PDF.
Does 'Print to PDF' preserve formatting better than 'Save As PDF'?
In many cases, yes. 'Print to PDF' acts like a virtual printer that flattens the visual layout of the document onto the page, often bypassing strict font licensing restrictions that might cause issues during a standard 'Save As' or 'Export' process.
