I use PowerPoint quite a lot in class, and I like to spend a bit of time on some of my PowerPoints to make them look nice, which often means using fonts that don’t come with Windows. I get most of my additional fonts from 1001freefonts.com, mainly because the site is so easy to use and downloading fonts takes just one click. If you’re like me and like to use new fonts in your files, you’ll have no doubt come across this common problem. You spend ages finding the perfect font, making it look right, only to transfer the file to another computer and have the whole thing messed up because the second computer doesn’t have the font installed.
In the past, I’ve got around this by typing what I want in my chosen font and then saving it as an image file and inserting the image file into presentations. The slide looks good, but the big problem there is that there’s no way to edit it. One time, I was creating a PowerPoint that was to be used in different teaching centres around Korea, and really (really) wanted to include a special font. So much so that I downloaded the font to use in the file and then sent the font file along with the PowerPoint to all other centres, with detailed instructions on how to install the font onto the system—this was back when the company computers were still on XP, which, unlike Windows 7 today, didn’t make installing fonts easy.
Turns out all that work was for nothing because Office lets you embed fonts into PowerPoint files, which means no matter where you use the file, or who you send it to, the fonts will always show up as you intended. Embedding the fonts is pretty easy. The steps below work on Office 2010, which is the version I’m using. Other versions, such as 2007 and 2013 will be similar, but some of the options may appear different.
In PowerPoint, go to File on the toolbar and Select Save As. Type in the file name as usual, but before pressing Save, click on the Tools dropdown list to the left of the Save button.
Next, select Save Options… from the dropdown box.
At the bottom of the box that comes up, you should see the section Preserve fidelity when sharing this presentation.
Click on the square check box that says Embed fonts in the file.
And two radio button choices will become available. The first option, Embed only the characters used in the presentation, is supposed to only save the characters you have typed in the new font. The second option, Embed all characters, saves all of the characters. Choose your preferred option and click on OK. Next click save, and you’re done.
I actually tried both of the embed options, and I didn’t notice any difference. When I chose the first option (Embed only the characters…), I was still able to type characters in the new font that hadn’t been included in the original file on a separate machine. The only difference I did notice, which you ware warned about, is the file size. The first option added about 400kb to my file size, and the second option added an extra 1.5mb. I would say that unless you have a good reason otherwise, choosing the second option would always be the best one to go with (even though I’m still not quite sure on the difference).
So, you no longer need to hesitate about downloading pretty fonts for fear of losing your hard work when you transfer the file to another computer. Just embed the fonts into the PowerPoint from now. Embedding fonts also works on other Office programs, such as Word.