How to Fix Microsoft Word Changing Fonts When Converting to PDF
Question details
The user needs to prevent selected words from changing their font when exporting a document to PDF.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Converting or downloading a Word document, such as a formatted résumé, into a PDF file.
- Observed behavior
- The resulting PDF does not maintain the original font (e.g., Times New Roman), and instead substitutes it with an unexpected font for selected words.
Verify that the specific font used in your document is fully installed on your local operating system, and avoid using specialized web fonts that PDF converters may fail to recognize.
Embed Fonts in the Microsoft Word Document
Embedding fonts directly into the document file ensures that the PDF conversion tool has access to the exact typography used, preventing arbitrary font substitution.
When a third-party application or PDF printer converts your document, it may fail to find the original fonts if they are not securely embedded. Activating font embedding forces Word to package the font data within the file itself.
Click on 'File' in the top-left corner of Microsoft Word, and select 'Options' at the bottom of the menu.
In the Word Options dialog box, click on the 'Save' tab from the left-hand pane.
Scroll down to the 'Preserve fidelity when sharing this document' section. Check the box that says 'Embed fonts in the file'.
Click 'OK' to apply the settings, save your document, and then try converting the file to PDF again.
Use Microsoft Word's Native Export Feature
Instead of using a third-party 'Print to PDF' application, use Word's built-in PDF export tool to securely translate the original formatting.
Use an Alternative PDF Application
If the existing PDF conversion tool inherently struggles with your fonts, switching to a more robust alternative can resolve the substitution issues instantly.
Convert Word to PDF Flawlessly with WPS Office
If Microsoft Word and third-party tools keep altering your document fonts during conversion, switch to WPS Office. It provides high-fidelity document rendering and a superior built-in PDF converter that completely avoids unexpected formatting changes.
- 1. Download WPS Office: Download and install the free WPS Office suite on your computer.
- 2. Open Your Document: Launch WPS Writer and open your original Word document.
- 3. Export to PDF: Click the 'Export to PDF' button on the toolbar to generate a pixel-perfect PDF file.
Frequently Asked Questions
Why does Microsoft Word change my fonts when saving to PDF?
This usually happens because the PDF conversion tool fails to recognize or access the specific fonts used in the document, prompting it to substitute them with default system fonts. It can also occur if the fonts are restricted by copyright and cannot be embedded.
Does printing to PDF yield different results than saving as PDF?
Yes. The 'Print to PDF' function relies on printer drivers that handle graphics differently and may flatten or substitute fonts. The native 'Save As' or 'Export' to PDF functions in Word are generally more reliable for preserving typography.
How can I tell if a font is restricted from being embedded?
Some fonts have licensing restrictions built into their files. If you try to check the 'Embed fonts in the file' option and Word displays a warning that the font cannot be embedded due to licensing, the font is restricted and will likely be substituted during conversion.
Will converting the document online fix the font issue?
It depends on the online tool. If you use a reputable online converter and the fonts in your document are standard (like Times New Roman or Arial), it should work. However, if you are using custom or rare fonts, online converters may not have them installed and will substitute them anyway.
