Embedding special fonts in Word

When a font is not pre-installed in Windows or Office, it is called a special font. Even if you have a special font installed on your computer, you can never be sure that the recipient of your Word document has it. If the recipient does not have the special font installed, it will be indicated that the special font is used, but in reality, a default font such as Calibri or Arial is used. This happens because the font file is not included in the document - they are referenced.

To avoid this issue, you can embed the font in the file. This ensures that the correct font is displayed for the recipient, regardless of whether they have the font or not. If you do not embed the font in the document, the user receiving the file needs to have the same font installed for it to be displayed.

Please be aware that font embedding does not work well for Mac or Word online. It is also good to know that the file will become slightly heavier.

1. The font in the example is not pre-installed with Windows or Office and is therefore identified as a special font. To collaborate with others who do not have the font installed, it is advisable to embed it.
2. Click on the File tab, at the far left of the menu.
3. Select the option, More, at the bottom left of the menu.
4. In the box that appears just to the right of More, click on the lower option; Options.
5. A box called Word options will appear on the screen. In the box, there is a menu on the left. Choose Save in the menu.
6. Among the options under Save, you will find Embed fonts. You can find this option under the heading Preserve fidelity when sharing this document. It is advisable not to choose Embed common system fonts as you would then embed fonts that most people already have, making the file unnecessarily heavier. Also, do not choose Embed only the characters used in the document. This might result in some letters or symbols not being embedded.
7. Click the OK button to save your choices. When you save your document next time, the fonts will be included in the file and visible to those who do not have the font installed on their computer.