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If you send someone your PowerPoint presentation, but they don’t have the used fonts installed, the formatting and layout can get messed up. You can prevent this from happening by embedding the fonts in your presentation. Here’s how it works on Windows and Mac.

Embed Fonts in PowerPoint for Windows

To embed the fonts used in your PowerPoint presentation, open the respective file and select the “File” tab.

File tab for Windows Office

At the bottom of the left pane, select “Options.”

Options button in Office Windows

The “PowerPoint Options” window will appear. Here, select “Save” in the left pane.

Save tab in Word Options window Office

Next, find the “Preserve Fidelity When Sharing This Presentation” section at the bottom of the window and check the box next to “Embed Fonts in the File.” You’ll then need to decide between these two embedding options:

  • Embed Only the Characters Used in the Presentation (Best for Reducing File Size).
  • Embed All Characters (Best for Editing by Other People).

Select embed fonts in the file option PowerPoint Windows

Select “OK” after you’re finished. The fonts will now be embedded in your presentation.

Embed Fonts in PowerPoint 2019/Office 365 for Mac

Up until early 2020, Microsoft Office hadn’t provided the feature for embedding fonts in PowerPoint for Mac. Now you can, as long as you’re an Office 365 subscriber or are using PowerPoint 2019 v16.17 or later.

To embed fonts, open your PowerPoint presentation, click the “PowerPoint” menu option, and then select “Preferences.”

PowerPoint preferences

In the window that appears, select “Save” in the “Output and Sharing” group.

output and sharing mac

Now the steps are similar to PowerPoint for Windows. In the “Font Embedding” group, check the box next to “Embed Fonts in the File.” Decide between these two options:

  • Embed Only the Characters Used in the Presentation (Best for Reducing File Size).
  • Embed All Characters (Best for Editing by Other People).

Font embedding options for Mac

That’s all there is to it. The fonts will now be embedded in your presentation.

Marshall Gunnell Marshall Gunnell
Marshall Gunnell is a writer with experience in the data storage industry. He worked at Synology, and most recently as CMO and technical staff writer at StorageReview. He's currently an API/Software Technical Writer at LINE Corporation in Tokyo, Japan.
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