How-To Geek

How to Embed Fonts in a Microsoft Word Document


When you email someone a copy of your document or presentation and they don’t have a font installed, the font reverts to default. This can mess up the whole layout, and can be fixed by embedding fonts into your documents.

Embedding Fonts

Just because you use awesome fonts that nobody else has doesn’t mean you should stop using them, instead you can easily embed the fonts in your documents, so go ahead and click on the Files and select Options from the Menu.


When the Options open switch over to the Save section.

Check the embed fonts in the file option.


Since the font is now part of the document the user will be able to see your documents correctly, whether or not they have the font installed. You could also choose to only embed the characters used in your document to reduce file size.

Taylor Gibb is a Microsoft MVP and all round geek, he loves everything from Windows 8 to Windows Server 2012 and even C# and PowerShell. You can also follow him on Google+

  • Published 02/29/12

Comments (10)

  1. LadyFitzgerald

    If the document is to be edited by the receipient, make sure you DO NOT check the “Embed only the characters used in the document” box.

  2. LadyFitzgerald

    By the way, I do know how to spell recipient.

  3. Ms Max

    Question: does this embedded font feature transfer over to emails, too? I have a fabulous font collection but whenever I want to email someone a snazy looking font of their name or whatever, I have to freeze the font-ized text into a jpg that won’t be lost.
    If this embed feature works and is set in Word and Outlook (my email program) uses Word then can I expect to have the embed feature transfer to emails, too? That would be TOOOO awesome. I hope you say yes.

  4. Ms Max

    Does this font setting work only on a per doc basis, or is this a case of, once set becoming the default in all documents? Btw, I would test the font embed feature in an email. But sending one to myself would still have access to the fonts I have on my computer. That’s why I thought to ask.

  5. Don Ebberts

    I use Word 2003. I found where I can embed the font, however I believe that I have to do it on a per document basis.

    I had a simple document, 24 KB in size, all in Arial. When I turned on the Embed fonts control, and also checked “do not embed common system fonts” the file size went down to 17 KB.

    When I changed part of the document to another font, Ambulance Shotgun, (I picked that one because of the obscurity of it) and saved it, the file size went up to 88 KB. Also, it didn’t seem to matter how much of the document I changed to that font, 2 lines or 6 lines, the file size stayed at 88 KB. When I changed another couple of lines to another font, the file size went up even higher.

    My conclusion, this is a great tip, I just don’t think you would want to use it on everything. Thanks.

  6. Taylor Gibb

    @Ms Max i have no clue if this will work with outlook, i dont use it myself so i really wouldnt know.

  7. kenedy123

    Thanks for giving more information about the How to Embed Fonts in a Microsoft Word Document

  8. Ronni

    I have Microsoft Office 2011 for the Mac (also 2008) and wanted to know if using OpenType fonts increases the file size of Word documents? No matter what I try, including saving the two images as transparent gif and pnp and reducing the file size, I can’t get it under 324k. Also I cannot find anywhere to embed the fonts, if that makes a difference. Thanks for any help on this.

  9. Ronni

    I meant png. Duh.

  10. MC

    How do you embed fonts with MS Office 2011 Mac?

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