How to Fix Incorrect Fonts When Converting Word with Excel Tables to PDF
Question details
Excel tables embedded in a Word document lose their original formatting and switch to default fonts after exporting the document to a PDF file.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Converting a Word document containing embedded or linked Excel tables into a PDF format.
- Observed behavior
- The fonts in the Excel tables change in the final PDF, such as converting from Minion Pro to Arial, failing to retain the original font formatting applied in the source file.
Ensure that the original font used in your Excel table is properly installed on the computer you are using to create the PDF and that the font allows embedding.
Use Dedicated PDF Creation Commands
Using a dedicated Acrobat ribbon or standard 'Create PDF' command ensures proper font embedding compared to basic built-in converters.
The built-in 'Save As PDF' function in Word may handle embedded objects differently, often dropping custom fonts and substituting them with system defaults like Arial.
Instead of using Word's basic 'Save As' > 'PDF', navigate to the Acrobat tab on your Word ribbon.
Click on 'Preferences' within the Acrobat tab and ensure that the setting to 'Embed all fonts' is checked.
Click 'Create PDF' directly from the ribbon, or open the Acrobat app and choose 'File' > 'Create PDF' > 'From File' to select your Word document.
Modify the Excel Object Before Inserting
Changing how the table is pasted into Word can prevent the PDF generator from misinterpreting the fonts.
Convert Word Files with Excel Tables to PDF Flawlessly in WPS Office
WPS Office natively handles advanced document conversions, preserving your original fonts, layouts, and embedded Excel objects perfectly without relying on external PDF creator plugins.
- 1. Open your Word file: Launch WPS Writer and open the document containing your embedded Excel tables.
- 2. Access PDF Export: Go to the 'Tools' tab on the top ribbon and click on 'Export to PDF'.
- 3. Configure and Export: Review the export settings to ensure high quality is selected, then click 'Export' to generate a perfectly formatted PDF with your original fonts intact.
Frequently Asked Questions
Why do fonts change from Minion Pro to Arial when saving to PDF?
This occurs when the PDF generation engine fails to embed the specific font. This is often because the font is not installed locally, has embedding restrictions, or the chosen export method doesn't support embedding from OLE objects, causing a fallback to standard system fonts like Arial.
Does pasting the Excel table as an image prevent font changes?
Yes. Pasting the Excel table as an image (Picture) in Word freezes the visual formatting exactly as it appears. This completely bypasses any text rendering or font embedding issues during the PDF conversion process.
How do I ensure fonts are embedded in a Word document?
In Word, you can go to File > Options > Save, and check the box for 'Embed fonts in the file'. This ensures the specific fonts travel with the document, which can help PDF creators locate and embed them properly.
