Embedding fonts is a print step that’s easy to skip. A printer can only print what’s in your PDF. If a font isn’t embedded, the file can get flagged, holding up production, or the font can get swapped for a different one. Here’s how to embed fonts in a PDF so neither happens. Sounds technical, but it’s super easy once you know where the setting lives.

Want another set of eyes on your PDF before it prints? PrintingCenterUSA’s free file review is there for that.

What Does Embed Fonts In A PDF Mean?

Embedding fonts just means saving a copy of your fonts inside your PDF so the file will look the same on any computer, including your printer’s. Without it, the PDF will only have the name of the font. When a computer opens the file and doesn’t have that font, it’ll swap in a different font as a stand-in. Adobe Acrobat, for example, uses its own substitute font so it can look different from yours, especially if you have an unusual, unique font. In some cases, the text can just drop out altogether when printing. Some print companies will check for embedded fonts and flag the file before it prints. Embedding your fonts fixes your problems before you send your file and then no one will need to have your fonts installed. A printer probably doesn’t have your fonts installed. It prints from the file you send using its own system instead of your computer. If your fonts aren’t embedded in the PDF, your printed product can look different from what you designed in your file.

How Do I Embed a Font into A PDF?

1. Open your PDF in Adobe Acrobat Pro
2. Go to Tools or All Tools > Use Print Production > Preflight.
3. Click the wrench icon, select Single Fixes at the top.
4. Search for Embed Missing Fonts and select it.
5. Click Analyze and Fix.
6. Save the file under a new name so you keep the original.

The Preflight tool is only an option in Adobe Acrobat Pro. Unless you have used this options before, Adobe will have to install this which can take a few minutes. If you can’t the preflight option, you’re most likely on a free plan. Embedding missing fonts only works on fonts that allow embedding so, if a font’s license blocks it, Acrobat can’t embed it. If that is the case, you’ll need to go back to the original file and export the PDF again with embedding turned on.

If you want to confirm the fix worked, go to File > Properties > Fonts. Every font should say “Embedded” or “Embedded Subset.”

How Do I Embed Fonts In an Adobe PDF?

1. Open your PDF in Adobe Acrobat and go to Menu > Print.
2. Choose Adobe PDF as the printer and click Properties.
3. Click Edit next to the default settings, then open Fonts.

4. Check Embed All Fonts.

5. Move the fonts you need to the Always Embed list and click OK.

6. Click Print, then save the new PDF under a new name so you keep the original.

These steps are for Windows. “Embed all fonts” only works on fonts that show up in your font list. If one is missing, you’ll need to add it to your Windows fonts folder. You also have to make sure that none of your fonts are on the “Never Embed” list, or they’ll be left out completely. If a font’s license blocks embedding, this method can’t override it, and you’ll need to go back to the original file and export the PDF again with embedding turned on.

To confirm it worked, go to File > Properties > Fonts. Every font should say “Embedded” or “Embedded Subset.”

How Do I Know if Fonts Are Embedded in a PDF?

1. Open the PDF in Adobe Acrobat or the free Adobe Reader
2. Go to Menu > Document Properties
3. Click the Fonts Tab
4. Look at the label next to each font name

Why Are Fonts Not Embedded in My PDF?

Your fonts won’t be embedded in your PDF if your export setting is off or the font’s license doesn’t allow embedding. Some programs will only embed fonts if you turn the specific setting on. For example, Word and InDesign each have their own setting. Every font also has an embedding permission set by its creator. If the font is restricted, Acrobat can’t embed it. You’ll have to either pick a different font or ask the creator about a license that allows embedding.

How to Embed Fonts in Word

1. Open your document in Word.
2. Go to File > Options > Save.
3. Check the box for “Embed fonts in the file” > click OK.
4. Go to File > Save As > PDF as the file type.
5. Click Options and check ISO 19005-1 compliant (PDF/A).
6. Click OK > Save.

When you export a Word document as a PDF, Word will automatically embed your fonts in the file, but you must use the PDF/A file type because it’s required to have every font embedded. If a font license blocks embedding, Word won’t be able to embed it, so you’ll have to switch fonts. To make sure it worked, open the saved PDF and go to File > Properties > Fonts. Every font should say “embedded” or “embedded subset.”

How to Embed Fonts in InDesign

1. Go to File > Export.
2. Choose Adobe PDF (Print) as the format. Name your file and click Save. Pick a preset from the Adobe PDF preset dropdown, such as High-Quality Print. Click Export.

InDesign automatically embeds your fonts when it exports a PDF. By default, it only embeds the characters you use, which is called a subset and is fine for printing. If you want the whole font embedded instead, click Advanced on the left side of the export window and change “Subset fonts when percent of characters used is less than,” from 100% to 0%.

If a font’s license blocks embedding, you can turn the text into outlines. Select the text frame with the Selection tool, then go to Type > Create Outlines. Outlined text can’t be edited, so keep a copy of your file with the live text. To check your work, open the exported PDF and go to File > Properties > Fonts. Every font should say “Embedded” or “Embedded Subset.”

FAQ

How can I embed fonts in a PDF document for free? Just use the program you already created the file in. If you have Word when you save as a PDF, use the PDF/A option.

Why are my fonts not displaying correctly in my Adobe PDF? Most of the time the fonts weren’t embedded in the PDF. When that happens, the program that opens the file will swap in a different font, so the text will look different. To see if your fonts are embedded, open your PDF and go to File > Properties > Symbols > Fonts to see which fonts are missing the “embedded” or “embedded subset” label. If this label isn’t there, then your fonts aren’t embedded. If they aren’t embedded, re-export the PDF from your original file with embedding turned on.

Can PDF support embedded fonts? PDF can support embedded fonts. A PDF can store the font it uses right inside the file, which is what embedding is. That is why an embedded PDF, looks the same on any computer even one that doesn’t have your fonts installed.

Can you embed licensed fonts in a PDF? You can only embed licensed fonts in a PDF if the font’s license allows it. Every font created has an embedding permission set by its creator, and if the font is restricted, no program can embed it. Check the licensing that came with the font. If you can’t get a license that allows embedding, switch to a font that does.

Choose Printing Center USA for Your Printing

Embedding fonts in your PDF is what keeps your text looking the way you designed it. Whether you use Adobe Acrobat or not, there are plenty of ways to do it so your printed materials come out consistent and professional.When it comes to printing, every detail matters, and at PrintingCenterUSA, we help you get your files print-ready for a hassle-free printing experience.

Want another set of eyes on your PDF first? Try PrintingCenterUSA’s free file review or contact us at 800-995-1555. Get started today on your printing project.

Please share, follow and like us: