How to Embed Fonts in a Word Document
To include fonts when sharing a Word document, open File → Options → Save and enable Embed fonts in the file. Font permissions can limit embedding or editing, so this setting cannot guarantee that every font will be preserved.
This guide covers the desktop version of Word for Windows. Menu names and positions can differ between versions.
Enable font embedding
- Open the document and choose File → Options → Save. Under the settings for preserving fidelity when sharing the document, confirm the document to which the setting applies.
- Select Embed fonts in the file, then choose the options below according to how the recipient will use the file.
- Choose OK and save the document. The setting must be applied to the saved file before you send it.
Some older Word versions also let you reach the same settings from Save As → Tools → Save Options. Use the route available in your version rather than expecting every dialog to look the same.
Choose the embedding options
| Option | How to choose |
|---|---|
| Embed only the characters used in the document | Reduces the amount of font data included. Clear it when the recipient needs to type additional characters using the same font. |
| Do not embed common system fonts | Excludes common system fonts. Consider the recipient’s environment; clearing this option does not override a font’s embedding restrictions. |
For a document that will be edited, consider embedding the full character set rather than only the characters already used. For reading only, weigh file size against preserving the appearance. Microsoft's font embedding guidance explains these options and their limitations.
If a font cannot be embedded
Font creators can specify restrictions such as no embedding, preview and printing only, or editable embedding. Check the font information in Windows and use an allowed alternative if needed. Distributing the separate font file is not automatically permitted either.
Embedding full fonts can enlarge the document. Check its actual size after saving and, when possible, open it in the recipient’s environment to confirm that fonts and layout are preserved.
Choose Word or PDF for sharing
Use Word when the recipient needs to keep editing the document. For reading or printing, saving a PDF may be more suitable. PDF size depends on images and output settings, so do not assume it will always be smaller. Inspect the exported result before sending it.
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