How to Embed Fonts in PowerPoint

How to Embed Fonts in PowerPoint

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Learn how to embed fonts in PowerPoint on Windows and Mac. Ensure your presentations look consistent and professional, even on devices without the same fonts installed. Microsoft PowerPoint is a widely used tool for creating presentations, and it allows for creative and visually appealing designs. However, when you share your PowerPoint presentation with others, it’s essential to ensure that the fonts you’ve used are displayed correctly on their devices. To achieve this, you can embed the fonts in your presentation. In this comprehensive guide, we will walk you through the process of embedding fonts in PowerPoint on both Windows and Mac platforms.

Why Should Someone Use Fonts in PowerPoint?

Before we delve into the details of embedding fonts, let’s understand why it’s crucial to use fonts effectively in PowerPoint presentations.

1. Maintain Design Consistency

Embedding fonts in your PowerPoint presentation helps maintain design consistency. Whether your presentation is viewed on a different device or operating system, the fonts you’ve chosen will be displayed consistently.

2. Share Presentations Without Matching Issues

When you embed fonts, recipients of your presentation do not need to have the exact fonts installed on their machines. This ensures that your presentation appears consistent across various devices.

How to Embed Fonts in PowerPoint for Windows

Let’s start by looking at how to embed fonts in PowerPoint on a Windows platform.

Step-by-Step Guide:

Step 1: Open a presentation that you want to share.

Step 2: Select “Options” in the lower-left corner of the main PowerPoint menu.

The PowerPoint options window will appear.

Step 3: Go to the Save options on the left.

Step 4: Check the “Embed fonts in the file” checkbox.

In the “Preserve fidelity when sharing this presentation” section, you can choose between two embedding options:

  • Embed Only the Characters Used in the Presentation: This option embeds only the characters used in the text, reducing file size. However, it may not display new characters or changes in content correctly.
  • Embed All Characters: This option embeds the entire character set of the font, ensuring that all characters are available for editing. It may increase the file size.

For safety, we recommend selecting “Embed All Characters.”

Step 5: Click “OK” and save the presentation.

It’s essential to note that embedding all characters in multiple fonts can significantly increase the presentation’s file size. To keep a consistent design and smaller file size, it’s advisable not to use more than two non-standard fonts in your presentation.

How to Embed Fonts in PowerPoint for Mac

Now, let’s explore how to embed fonts in PowerPoint on a Mac.

Step-by-Step Guide:

Step 1: Open your PowerPoint presentation on Mac.

Step 2: In the “PowerPoint” menu option, select the “Preferences…” dialog box.

Step 3: Find the “Output and sharing” group and select “Save.”

Step 4: Select “Embed Fonts in the File.”

You will be prompted to select between embedding only the characters used in the presentation’s text or the entire character set of the font. Choose the embedding option that best suits your needs.

Now that the fonts are embedded in your .pptx file, you can send it to a colleague or upload it to the Internet, confident that the fonts will appear correctly on their devices.

How to Download and Install Custom Fonts for Microsoft PowerPoint?

In some cases, you may want to use custom fonts to make your presentation more unique and visually appealing. Here’s how to download and install custom fonts for use in Microsoft PowerPoint.

Step 1: Go to the web and find sites that offer downloadable fonts.

There are many websites where you can download custom fonts for free or purchase them for commercial use. Some popular options include:

Step 2: Select the font and download its zip archive.

Font files are typically available in zip archives. Download the archive to your computer and locate it in your Downloads folder.

Step 3: Extract and install the font.

Locate the font file in the archive and double-click it to open the Font Previewer. Preview the font, and if it meets your requirements, click “Install” on the panel above.

Close the Font Previewer window and proceed to your PowerPoint program, where you should find your new font listed among the available fonts in the Font menu.

How do I fix fonts not available in PowerPoint?

If you receive a presentation with fonts that have changed from the original version, you can go to the Home tab in PowerPoint, navigate to the Editing group, mouse over the arrow near Replace, and select “Replace fonts” from the dropdown menu. In the “Replace font” window, select the font to be replaced and the new font to substitute it, and click “Replace.”

If you are the author of the presentation and you already have an embedded font, but it’s still unavailable, you can open the presentation, go to the File tab, select “Save as,” type in your file name, and choose “PowerPoint XML Presentation.” Click “Save.”

Locate your presentation in the XML format, open it with Notepad, go to Edit, then select Replace. Type in the font name that causes issues and should be replaced, and select the available font to replace it with.


The quality and impact of your PowerPoint presentations may be greatly increased by making effective use of typefaces. On the other hand, font compatibility must be taken into account while sharing presentations. A strong way to guarantee that your design stays aesthetically pleasing and consistent across a range of platforms and devices is to embed fonts into PowerPoint. You may develop and distribute PowerPoint presentations with confidence knowing that your fonts will display correctly on all platforms by following the detailed guidelines in this article. Allowing font embedding, choosing the right embedding option, and following font licensing agreements are important for producing visually appealing and coherent presentations.

Optimize your PowerPoint presentations with embedded fonts.

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Frequently Asked Questions

Here are some common questions and answers related to fonts in PowerPoint:

How to Send a PowerPoint with Custom Fonts?

To prepare your presentation for sharing, go to File in your PowerPoint, select Options, proceed to Save, and check “Embed fonts in the file.” For a more detailed walkthrough, you can refer to the instructions in this article.

Why are my fonts not embedded in PowerPoint?

Verify that the font file you wish to embed is available for embedding and is not read-only before adding fonts to PowerPoint. You must verify font file characteristics in order to accomplish that, as shown below. If you need to modify the font file properties, log in as an administrator.

How do I show fonts in PowerPoint?

Slide Master may be found on the View tab. Select the typeface you wish to use for the theme by clicking on Fonts on the Slide Master menu.

How do I fix font not showing in PowerPoint?

  1. Click the “Start” button on your computer.
  2. Hover over “Settings” and then select “Control Panel.”
  3. Double-click on the “Fonts” option within the Control Panel.
  4. Within the “Fonts” menu, click on “File” to open the dropdown menu.
  5. Select “Fonts” to ensure it has a checkmark next to it.
  6. While still in the “File” menu, choose “Install New Font.”

Why should I embed fonts in my PowerPoint presentation?

Embedding fonts ensures that your presentation looks consistent and maintains design integrity, even when viewed on different devices or operating systems. It prevents font-related issues and ensures your message is displayed as intended.

How do I embed fonts in PowerPoint on Windows?

To embed fonts on Windows, open your presentation, go to the “File” tab, select “Options,” choose “Save” on the left, and then check the box that says “Embed fonts in the file.” You can choose to embed only the characters used or all characters in the font.

How do I embed fonts in PowerPoint on Mac?

If you’re using PowerPoint 2019/Office 365 for Mac, open your presentation, go to the “PowerPoint” menu, select “Preferences,” and choose “Save” in the “Output and Sharing” section. Check the box next to “Embed Fonts in the File” and select the desired embedding option.

Can I add custom fonts to PowerPoint for more unique designs?

Yes, you can add custom fonts to PowerPoint by installing them on your computer’s operating system. This allows you to use unique fonts to create more personalized and aesthetically appealing designs

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