How to Prevent Word Fonts from Being Replaced When Creating a PDF
Question details
The user is looking for a way to stop specific custom fonts from being swapped with default system fonts during the conversion of a Word document to a PDF file.
- Product
- Microsoft Word / PDF Converters
- Device & OS
- not provided
- Scenario
- Exporting a Word document containing custom fonts for electronic distribution.
- Observed behavior
- Custom fonts such as Montserrat or Proxima Nova are incorrectly replaced with standard fonts like Times New Roman or Calibri in the exported PDF.
Verify that the custom fonts used in your document are fully installed on your operating system and do not have restrictive licenses that prevent them from being embedded in electronic documents.
Enable Font Embedding in Word Save Settings
Configure your document options to embed the font files directly into the document, ensuring they carry over during the PDF export.
By default, Word may not embed fonts to keep the file size small. If you are using custom fonts, explicitly telling Word to embed them is the most reliable way to preserve the layout and typography in the final PDF.
Click on 'File' in the top-left corner of Microsoft Word, then select 'Options' at the bottom of the menu.
In the Word Options dialog box, click on the 'Save' tab in 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'. For best results, leave 'Do not embed common system fonts' checked to save space.
Click 'OK' to apply the settings. Go to 'File' > 'Save As', choose 'PDF' as your format, and save the document.
Use Adobe Acrobat PDFMaker Add-in
Utilize a dedicated PDF creator add-in rather than Word's native 'Save as PDF' function, as professional PDF tools handle complex typography better.
Use Microsoft Print to PDF
Use the virtual printer method to flatten the document and force the visual representation of the fonts to be captured.
Convert Word to PDF and Preserve Fonts with WPS Office
WPS Office features a highly compatible, built-in PDF creator that accurately processes and embeds custom fonts during conversion, ensuring your documents look exactly the same on any device without needing expensive third-party PDF add-ins.
- 1. Open the Document: Launch WPS Writer and open your Word document containing the custom fonts.
- 2. Access the PDF Tool: Go to the 'Menu' in the top-left corner and click on 'Export to PDF'.
- 3. Configure Settings: In the export dialog box, verify your save path. If you need advanced options, click 'Advanced settings' to ensure formatting elements are preserved.
- 4. Export the File: Click the 'Export to PDF' button to generate a high-quality PDF with all original fonts securely embedded.
Frequently Asked Questions
Why do my fonts change when I save as a PDF?
This happens when the custom font is not embedded within the document. When the PDF is opened on a system that doesn't have the original font installed, the PDF reader automatically substitutes it with a default system font like Calibri or Arial to make the text readable.
What does it mean if a font is not licensed for embedding?
Font creators apply specific licensing rights to their fonts. If a font's license is restricted, software programs like Microsoft Word are legally prevented from packaging the font file into a PDF. In these cases, the font will always fall back to a standard alternative.
How can I check if my fonts were successfully embedded in a PDF?
Open your created PDF in a reader like Adobe Acrobat or WPS PDF. Go to 'File' > 'Properties' and click on the 'Fonts' tab. If you see the name of your custom font followed by '(Embedded)' or '(Embedded Subset)', the font was successfully included.
Can I edit the PDF to restore the missing fonts?
Yes, if you have a professional PDF editor like WPS PDF or Acrobat, you can open the exported PDF, select the text, and manually reapply the intended font from the formatting menu, provided the font is installed on your local computer.
