How to Fix PDF Text Appearing as Boxes or Symbols
Question details
Users are encountering an issue where the text in a PDF document renders as square boxes or incorrect symbols rather than readable characters.
- Product
- Device & OS
- not provided
- Scenario
- Opening and viewing a shared PDF document on different computers or devices.
- Observed behavior
- The document looks completely normal on the creator's computer but displays unreadable boxes or wingding symbols when opened on another computer that lacks the necessary installed fonts.
Check if you have access to the original source document (such as Word or PowerPoint) used to create the PDF, as re-exporting the file with the correct settings is often the most effective fix.
Recreate the PDF with Embedded Fonts
The most reliable way to fix missing characters is to export the file again from the original source, ensuring all fonts are properly embedded.
When a PDF is created without embedded fonts, PDF readers attempt to substitute the missing fonts with local system fonts. If no suitable match is found, they display boxes or incorrect symbols. Embedding fonts ensures the document looks identical across all devices, regardless of what fonts are installed locally.
Open the original file in the application used to create it, such as Microsoft Word, WPS Writer, or PowerPoint.
Go to the 'File' menu and select 'Export', 'Save As', or 'Print to PDF' depending on your software.
Look for an 'Options' or 'Advanced Settings' button in the save dialog. Check the box that says 'Embed fonts in the file' or select 'PDF/A compliance'.
Click 'OK' and save the new PDF document. Share this new version to ensure the text displays correctly for everyone.
Install the Missing Fonts on the Viewer's Computer
If you cannot recreate the PDF because you lack the source file, installing the missing fonts directly on the affected computer can resolve the display issue.
Create Flawless PDFs with Embedded Fonts using WPS Office
WPS Office provides an easy and reliable way to convert your documents into PDFs with all fonts securely embedded. This ensures your text remains perfectly formatted and readable on any device, preventing the dreaded 'boxes and symbols' error.
- 1. Open Your Document: Launch WPS Writer, Presentation, or Spreadsheet and open the document you wish to convert.
- 2. Select Export to PDF: Click the 'Menu' button in the top left corner and select 'Export to PDF' from the dropdown list.
- 3. Configure Advanced Settings: In the export window, click 'Advanced Settings' and ensure the option to embed fonts is checked, or simply choose the PDF/A format option.
- 4. Export the File: Click the 'Export' button to generate your new, universally readable PDF file.
Frequently Asked Questions
Why does my PDF look fine on one computer but show boxes on another?
This happens because the specific fonts used to type the document are installed on the first computer but are missing on the second. If those fonts were not properly embedded into the PDF file during the creation process, the second computer cannot render them and replaces the missing characters with boxes or strange symbols.
Can I embed fonts into an existing PDF without the source file?
It is difficult to embed fonts after a PDF has already been created if you do not have the original source file. While advanced, paid software like Adobe Acrobat Pro has 'Preflight' tools that can sometimes fix font embedding, the easiest and most reliable approach is to request the creator to re-save the PDF with embedded fonts.
How do I check which fonts are missing in my PDF?
You can check font properties by opening the PDF in your reader, navigating to 'File' > 'Properties' (or Document Properties), and looking for the 'Fonts' tab. This section lists all the fonts used in the document and specifically indicates whether each font is embedded or not.
