How to Fix Missing Characters in PDFs Created from Word or PowerPoint
Question details
The user needs to resolve an issue where specific letters or characters are missing from a PDF file generated from Word or PowerPoint.
- Product
- Microsoft Word, Microsoft PowerPoint, PDF Viewer
- Device & OS
- not provided
- Scenario
- Exporting or saving a Word document or PowerPoint presentation as a PDF file.
- Observed behavior
- Letters are completely missing from the generated PDF file, and PDF readers display an error stating that they cannot extract an embedded font.
Ensure you have access to the original source document (Word or PowerPoint) and verify that any custom fonts used in the document are properly installed on your current system.
Embed Fonts Before Exporting to PDF
Configure your Microsoft Office application settings to fully embed the fonts into the document before saving it as a PDF.
When a document uses custom fonts, the PDF exporter might fail to render the characters if the fonts are not embedded. Forcing the application to embed the fonts guarantees that the text displays correctly across all devices and PDF readers.
Open your source document in Microsoft Word or PowerPoint. Click on 'File' in the top-left corner, select 'Options', and then navigate to the 'Save' tab in the left sidebar.
Under the 'Preserve fidelity when sharing this document' section, check the box that says 'Embed fonts in the file'.
Ensure you select 'Embed all characters (best for editing by other people)' instead of just embedding characters in use.
Click 'OK' to apply the settings. Go to 'File' > 'Save As' or 'Export' and recreate your PDF file. Open the new PDF to verify the missing characters are now visible.
Replace the Problematic Font
If a specific custom font continues to cause missing characters, replace it with a standard, universally supported system font.
Create Flawless PDFs with Embedded Fonts Using WPS Office
Avoid missing characters and font extraction errors by using WPS Office's built-in PDF exporter, which natively supports high-fidelity font embedding and accurate formatting retention.
- 1. Open Your Document: Launch WPS Office and open your Word (.docx) or PowerPoint (.pptx) file.
- 2. Select Export to PDF: Click on the 'Menu' button in the top-left corner and select 'Export to PDF'.
- 3. Configure Export Settings: In the export dialog box, ensure the standard or high-quality output option is checked to retain all visual elements and fonts.
- 4. Generate the PDF: Click 'Export to PDF'. WPS Office will seamlessly process the file, fully embedding the necessary fonts so no characters are dropped.
Frequently Asked Questions
Why does Adobe Acrobat say it cannot extract an embedded font?
This error occurs when the PDF was created without proper font embedding, the font file on the creator's system was corrupted, or the font's licensing explicitly restricts it from being embedded into a document.
Do standard fonts cause missing characters in PDFs?
Standard system fonts (like Arial, Calibri, or Times New Roman) rarely cause missing characters. This issue is almost exclusively tied to custom or downloaded third-party fonts that fail to embed correctly during the PDF export.
How can I check if a PDF has missing or unembedded fonts?
You can open the PDF in Adobe Acrobat, navigate to 'File' > 'Properties', and click the 'Fonts' tab. This will display a list of all fonts used in the document and indicate whether they are fully embedded or subset embedded. Alternatively, you can run a Preflight inventory check.
