{"id":2029,"date":"2026-10-27T15:13:00","date_gmt":"2026-10-27T19:13:00","guid":{"rendered":"https:\/\/www.xconvert.com\/blog\/?p=2029"},"modified":"2026-08-31T23:06:47","modified_gmt":"2026-09-01T03:06:47","slug":"fonts-change-converting-to-pdf","status":"publish","type":"post","link":"https:\/\/www.xconvert.com\/blog\/fonts-change-converting-to-pdf","title":{"rendered":"Why Fonts Change When You Convert to PDF &#8211; Word and PowerPoint"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">You spent an hour setting a report in a font you like, exported it to PDF, and opened it to find something that is almost \u2014 but very obviously not \u2014 the same typeface. The headings are heavier, a line that fitted has wrapped, and a table has grown an extra row. Nothing corrupted the file. What happened is <strong>font substitution<\/strong>: the font you used was never actually inside the document, so whatever produced the PDF reached for the nearest thing it had. This guide explains the mechanism, the one setting that prevents it, why that setting sometimes refuses to work, and a second, less obvious way fonts get thrown away <em>after<\/em> the PDF already existed.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p><strong>Quick answer:<\/strong> A PDF only shows your exact font if that font is <strong>embedded<\/strong> \u2014 carried inside the file. A <code>.docx<\/code> or <code>.pptx<\/code> does not embed fonts unless you tell it to, and a converter runs on a machine that does not have your fonts installed, so it substitutes. Fix it at the source: in Word, tick <strong>Embed TrueType fonts<\/strong> in the <strong>Save<\/strong> options before you export, and use PowerPoint\u2019s equivalent embed-fonts setting. If embedding is greyed out or silently skips a font, that font\u2019s licence forbids it \u2014 the OpenType <code>fsType<\/code> flag. And <strong>do not compress the finished PDF with the Screen preset<\/strong>: Ghostscript\u2019s <code>\/screen<\/code> settings have <code>EmbedAllFonts<\/code> set to <code>false<\/code>.<\/p><\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\">Jump to a section<\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"#why\">Why the fonts change: substitution, not corruption<\/a><\/li><li><a href=\"#embed\">Fix it at the source: embed before you convert<\/a><\/li><li><a href=\"#fstype\">When \u201cembed fonts\u201d refuses to work<\/a><\/li><li><a href=\"#compress\">The other font-killer: compressing the PDF afterwards<\/a><\/li><li><a href=\"#tool\">Convert DOCX to PDF on xconvert<\/a><\/li><li><a href=\"#faq\">FAQ<\/a><\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"why\">Why the fonts change: substitution, not corruption<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A Word document does not contain the fonts it uses. It contains the <em>names<\/em> of fonts, and your computer supplies the actual glyphs from the fonts installed on it. That works perfectly on your machine and nowhere else.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A PDF is the opposite by design: it is meant to look the same everywhere, which it achieves by carrying the fonts inside the file. So converting to PDF is the moment the question gets asked \u2014 <em>where do the actual letterforms come from?<\/em> There are only two answers:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li><strong>The font came with the document<\/strong> (embedded in the <code>.docx<\/code> or <code>.pptx<\/code>), so it can be embedded into the PDF too. Your typography survives intact.<\/li><li><strong>The font didn\u2019t come with the document<\/strong>, so the converter uses whatever it has. Ghostscript\u2019s documentation describes this behaviour plainly: \u201cFonts which are not embedded in the input will have a substitute assigned and that will be embedded in the output.\u201d<\/li><\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"1147\" src=\"https:\/\/www.xconvert.com\/blog\/wp-content\/uploads\/2026\/08\/font-substitution-chain.png\" alt=\"Flow diagram showing why fonts change: the font is installed only on your machine, the .docx does not carry it, the converter has a different font set, and the PDF ends up with a substitute \u2014 plus the fix, which is to embed the fonts before converting\" class=\"wp-image-2027\" srcset=\"https:\/\/www.xconvert.com\/blog\/wp-content\/uploads\/2026\/08\/font-substitution-chain.png 1600w, https:\/\/www.xconvert.com\/blog\/wp-content\/uploads\/2026\/08\/font-substitution-chain-300x215.png 300w, https:\/\/www.xconvert.com\/blog\/wp-content\/uploads\/2026\/08\/font-substitution-chain-1024x734.png 1024w, https:\/\/www.xconvert.com\/blog\/wp-content\/uploads\/2026\/08\/font-substitution-chain-768x551.png 768w, https:\/\/www.xconvert.com\/blog\/wp-content\/uploads\/2026\/08\/font-substitution-chain-1536x1101.png 1536w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">This is why the problem is so much worse for downloaded, purchased and brand fonts than for Arial or Times New Roman. Everyone\u2019s machine has the latter; almost nothing has your foundry font. And it explains the <em>specific<\/em> symptom people report \u2014 text that is readable but reflowed. A substitute font has different glyph widths, so line breaks move, a heading wraps onto two lines, and a table that fitted on one page now spills onto two.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">One more thing worth internalising: <strong>this is not a bug in the converter and it is not something a converter setting can fix.<\/strong> No option on any conversion page can conjure a font the file never contained. The fix has to happen before the file leaves your machine.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"embed\">Fix it at the source: embed before you convert<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>In Word:<\/strong> Microsoft\u2019s own documentation for the <code>EmbedTrueTypeFonts<\/code> property describes it as \u201cTrue if Microsoft Word embeds TrueType fonts in a document when it is saved\u201d, notes that \u201cEmbedding TrueType fonts allows others to view a document with the same fonts that were used to create it\u201d, and identifies the control as \u201cthe <strong>Embed TrueType fonts<\/strong> check box in the <strong>Save<\/strong> options area on the <strong>Save<\/strong> tab in the <strong>Options<\/strong> dialog box.\u201d In current versions that lives at <strong>File \u2192 Options \u2192 Save<\/strong>. Tick it, <strong>save the document<\/strong>, then convert the saved copy \u2014 the setting only takes effect on a save.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>In PowerPoint:<\/strong> the equivalent lives in the same Save options area, and PowerPoint\u2019s scripting interface confirms the capability: its <code>SaveCopyAs<\/code> method takes an <code>EmbedTrueTypeFonts<\/code> parameter that \u201cspecifies whether TrueType fonts are embedded.\u201d Presentations suffer worse than documents when substitution happens, because slide text is usually set in fixed-size boxes \u2014 a wider substitute overflows the box rather than reflowing gracefully.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Two practical notes:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Embedding makes the file bigger<\/strong>, sometimes substantially, because each embedded font is real font data. Both applications offer an option to embed only the characters actually used, which keeps the growth down; choose the \u201call characters\u201d variant only if someone else will edit the file and type new text in that font.<\/li><li><strong>Save, then convert.<\/strong> A file open in Word with the checkbox freshly ticked has not embedded anything yet. Save first, close it, and upload the saved file.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If the source is a design tool rather than Office \u2014 InDesign, Illustrator, Canva, Figma \u2014 export directly to PDF from that application instead of routing through a document format. Those exporters embed fonts by default and skip the problem entirely.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"fstype\">When \u201cembed fonts\u201d refuses to work<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You ticked the box, saved, converted \u2014 and one font still came out wrong. That is almost always a <strong>licensing flag inside the font file itself<\/strong>, not an application failure.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Every OpenType\/TrueType font carries an <code>fsType<\/code> field in its OS\/2 table which, in the OpenType specification\u2019s words, \u201cindicates font embedding licensing rights for the font.\u201d The permission values are:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th><code>fsType<\/code> value<\/th><th>Name<\/th><th>What it means<\/th><\/tr><\/thead><tbody><tr><td>0<\/td><td>Installable embedding<\/td><td>\u201cthe font may be embedded, and may be permanently installed for use on a remote systems, or for use by other users\u201d (the spec\u2019s own wording)<\/td><\/tr><tr><td>2<\/td><td><strong>Restricted License embedding<\/strong><\/td><td>\u201cthe font must not be modified, embedded or exchanged in any manner without first obtaining explicit permission of the legal owner\u201d<\/td><\/tr><tr><td>4<\/td><td>Preview &amp; Print embedding<\/td><td>May be embedded and temporarily loaded elsewhere for viewing or printing; such documents \u201cmust be opened \u2018read-only\u2019\u201d<\/td><\/tr><tr><td>8<\/td><td>Editable embedding<\/td><td>May be embedded and temporarily loaded, and the document may be edited with the embedded font<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">The spec is explicit about what software must do: \u201cApplications that implement support for font embedding must not embed fonts which are not licensed to permit embedding.\u201d So a font marked value 2 is skipped by Word, by PowerPoint and by every well-behaved converter \u2014 correctly. Two further flags can bite: bit 8 forbids subsetting, and bit 9 restricts embedding to bitmaps, where \u201cif there are no bitmaps available in the font, then the font is considered unembeddable and the embedding services will fail.\u201d<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Your options then are to buy an embedding licence from the foundry, swap in a font you <em>can<\/em> embed, or convert the affected text to outlines in a design tool before it reaches the PDF.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"compress\">The other font-killer: compressing the PDF afterwards<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Here is the one almost nobody knows. You produce a perfect PDF with everything embedded \u2014 then run it through a PDF compressor to get under an upload limit, and the fonts change <em>again<\/em>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">PDF compressors built on Ghostscript work by applying one of five <code>PDFSETTINGS<\/code> presets, and those presets do not just resample images. They set a whole block of distiller parameters, including <code>EmbedAllFonts<\/code>:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th>Preset<\/th><th><code>EmbedAllFonts<\/code><\/th><th>Ghostscript\u2019s description<\/th><\/tr><\/thead><tbody><tr><td><code>\/default<\/code><\/td><td><strong>true<\/strong><\/td><td>\u201coutput intended to be useful across a wide variety of uses, possibly at the expense of a larger output file\u201d<\/td><\/tr><tr><td><code>\/screen<\/code><\/td><td><strong>false<\/strong><\/td><td>\u201clow-resolution output similar to the Acrobat Distiller \u2026 \u2018Screen Optimized\u2019 setting\u201d<\/td><\/tr><tr><td><code>\/ebook<\/code><\/td><td><strong>true<\/strong><\/td><td>\u201cmedium-resolution output similar to the Acrobat Distiller \u2026 \u2018eBook\u2019 setting\u201d<\/td><\/tr><tr><td><code>\/printer<\/code><\/td><td><strong>true<\/strong><\/td><td>\u201coutput similar to the Acrobat Distiller \u2018Print Optimized\u2019 \u2026 setting\u201d<\/td><\/tr><tr><td><code>\/prepress<\/code><\/td><td><strong>true<\/strong><\/td><td>\u201coutput similar to Acrobat Distiller \u2018Prepress Optimized\u2019 \u2026 setting\u201d<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">And Ghostscript spells out the consequence: \u201cWhen <code>EmbedAllFonts<\/code> is false only Fonts (not CIDFonts) which are symbolic will be embedded in the output file.\u201d<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">On <a href=\"https:\/\/www.xconvert.com\/compress-pdf\">xconvert\u2019s PDF compressor<\/a>, that maps directly onto the <strong>Compression Type<\/strong> control \u2014 <strong>Screen (Best)<\/strong>, <strong>Ebook<\/strong>, <strong>Default<\/strong>, <strong>Prepress<\/strong>, <strong>Printer<\/strong> \u2014 with <strong>Screen (Best)<\/strong> preselected because it produces the smallest file. If typographic fidelity matters more than the last few hundred kilobytes, <strong>pick Ebook or Printer instead<\/strong>. For the wider quality trade-offs, <a href=\"https:\/\/www.xconvert.com\/blog\/compress-a-pdf-without-losing-quality\/\">how to compress a PDF without losing quality<\/a> works through the rest of what each preset changes.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"tool\">Convert DOCX to PDF on xconvert<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Embed your fonts and save the document first \u2014 everything below assumes you have done that.<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Open <a href=\"https:\/\/www.xconvert.com\/convert-docx-to-pdf\">xconvert.com\/convert-docx-to-pdf<\/a> and click <strong>Upload<\/strong> to add the saved <code>.docx<\/code>.<\/li><li>Open <strong>Advanced Options<\/strong> (the gear icon). This page is deliberately short, and shorter than it looks: it renders a <strong>Compression Type<\/strong> control, but that setting is only read by the PDF <em>compressor<\/em> \u2014 a DOCX conversion runs through LibreOffice with no Ghostscript stage, so changing it here has no effect on the output. There is no font control either, because there is nothing a converter can do about a font that was never in your file.<\/li><li>Click <strong>Convert<\/strong> and download the PDF.<\/li><li><strong>Check the result on a device that does not have your fonts installed<\/strong> \u2014 a phone, or a browser PDF viewer. That is the only test that proves the fonts travelled with the file rather than being supplied by your own system.<\/li><li>If you also need the PDF smaller, do it as a separate step on the <a href=\"https:\/\/www.xconvert.com\/compress-pdf\">PDF compressor<\/a> and choose <strong>Ebook<\/strong> or <strong>Printer<\/strong> rather than the default Screen preset, for the reason above.<\/li><\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Your file uploads over an encrypted connection, is processed on our servers, and is deleted automatically a few hours later.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"faq\">FAQ<\/h2>\n\n\n\n<h5 class=\"wp-block-heading\">Why do my fonts change when I convert a Word document to PDF?<\/h5>\n\n\n\n<p class=\"wp-block-paragraph\">Because the font was not embedded in the <code>.docx<\/code>. A Word file stores font <em>names<\/em>, not the fonts themselves, and supplies the glyphs from your own installed fonts. Any machine that converts the file \u2014 including a conversion server \u2014 has a different set of fonts installed, so it substitutes the closest match it has. Tick <strong>Embed TrueType fonts<\/strong> under <strong>File \u2192 Options \u2192 Save<\/strong>, save the document, and convert the saved copy.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\">Why did my text reflow and my page count change?<\/h5>\n\n\n\n<p class=\"wp-block-paragraph\">A substitute font has different glyph widths from the original. Wider letters push words onto the next line, which pushes lines onto the next page, which is why a two-page document arrives as three with a heading orphaned at the top. The text itself is unchanged \u2014 only the metrics are. Embedding the original font keeps the widths identical, and the layout with them.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\">Does embedding fonts make the file much bigger?<\/h5>\n\n\n\n<p class=\"wp-block-paragraph\">It can. Each embedded font adds real font data to the file, and a document using several weights of a family embeds several fonts. Both Word and PowerPoint offer the option to embed only the characters actually used in the document, which limits the growth considerably. Embed the full character set only when someone else will edit the file and type new text in that font.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\">The \u201cembed fonts\u201d option is there, but one font still isn\u2019t embedded. Why?<\/h5>\n\n\n\n<p class=\"wp-block-paragraph\">That font\u2019s licence forbids it. Fonts carry an <code>fsType<\/code> field declaring their embedding rights, and the value <strong>2, \u201cRestricted License embedding\u201d<\/strong>, means \u201cthe font must not be modified, embedded or exchanged in any manner without first obtaining explicit permission of the legal owner.\u201d The OpenType specification requires that applications \u201cmust not embed fonts which are not licensed to permit embedding\u201d, so Word is obeying the font, not failing. Buy an embedding licence, swap in an embeddable font, or convert that text to outlines before export.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\">My PDF looked right until I compressed it. What happened?<\/h5>\n\n\n\n<p class=\"wp-block-paragraph\">Ghostscript-based PDF compressors apply a <code>PDFSETTINGS<\/code> preset, and the presets differ in which fonts they will leave out. Ghostscript\u2019s documentation table shows <code>EmbedAllFonts<\/code> as false for <code>\/screen<\/code>, but its own source (<code>Resource\/Init\/gs_pdfwr.ps<\/code>) sets <code>\/EmbedAllFonts \/\/true<\/code> in all five preset blocks \u2014 what actually differs is <code>NeverEmbed<\/code>, which is <code>.standardfonts<\/code> for <code>\/default<\/code>, <code>\/screen<\/code> and <code>\/ebook<\/code> and an empty list for <code>\/printer<\/code> and <code>\/prepress<\/code>. In practice that means the three lighter presets decline to embed the 14 standard fonts (the Courier, Helvetica and Times families, Symbol and ZapfDingbats), leaving the viewer to substitute them. If those substitutions are what you are seeing, re-compress the original PDF with the <strong>Printer<\/strong> or <strong>Prepress<\/strong> Compression Type, which embed everything.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\">Do PowerPoint presentations have the same problem?<\/h5>\n\n\n\n<p class=\"wp-block-paragraph\">Yes, and usually worse. Slide text sits in fixed-size placeholders rather than reflowing paragraphs, so a wider substitute overflows the box, overlaps a graphic, or gets auto-shrunk to an odd size. PowerPoint has the same embedding capability \u2014 its <code>SaveCopyAs<\/code> method exposes an <code>EmbedTrueTypeFonts<\/code> parameter \u2014 so turn it on in the Save options, save, then convert.<\/p>\n\n\n\n<h5 class=\"wp-block-heading\">How can I tell whether a PDF\u2019s fonts are embedded?<\/h5>\n\n\n\n<p class=\"wp-block-paragraph\">Open it in a full PDF reader and look at the document properties \u2014 Acrobat, for instance, lists every font used with an \u201cEmbedded\u201d or \u201cEmbedded Subset\u201d annotation next to it. Any font listed without that annotation is being supplied by the machine you are viewing on, which means it will look different somewhere else. Failing that, view the PDF on a phone, which will not have your desktop fonts installed.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Sources<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Last verified 2026-08-31.<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/learn.microsoft.com\/en-us\/office\/vba\/api\/word.document.embedtruetypefonts\">Microsoft Learn \u2014 Document.EmbedTrueTypeFonts property (Word)<\/a> \u2014 \u201cTrue if Microsoft Word embeds TrueType fonts in a document when it is saved\u201d; \u201cEmbedding TrueType fonts allows others to view a document with the same fonts that were used to create it\u201d; the \u201cEmbed TrueType fonts\u201d check box in the Save options area on the Save tab of the Options dialog box.<\/li><li><a href=\"https:\/\/learn.microsoft.com\/en-us\/office\/vba\/api\/powerpoint.presentation.savecopyas\">Microsoft Learn \u2014 Presentation.SaveCopyAs method (PowerPoint)<\/a> \u2014 the <code>EmbedTrueTypeFonts<\/code> parameter: \u201cSpecifies whether TrueType fonts are embedded.\u201d<\/li><li><a href=\"https:\/\/learn.microsoft.com\/en-us\/typography\/opentype\/spec\/os2\">Microsoft Typography \u2014 OpenType OS\/2 table specification<\/a> \u2014 the <code>fsType<\/code> field \u201cindicates font embedding licensing rights for the font\u201d; permission values 0\/2\/4\/8 including \u201cRestricted License embedding\u201d; and \u201cApplications that implement support for font embedding must not embed fonts which are not licensed to permit embedding.\u201d<\/li><li><a href=\"https:\/\/ghostscript.readthedocs.io\/en\/latest\/VectorDevices.html\">Ghostscript documentation \u2014 High level devices (pdfwrite \/ PDFSETTINGS)<\/a> \u2014 the distiller-parameters table showing <code>EmbedAllFonts<\/code> as false for <code>\/screen<\/code> and true for <code>\/default<\/code>, <code>\/ebook<\/code>, <code>\/printer<\/code> and <code>\/prepress<\/code>; the preset descriptions; and \u201cWhen EmbedAllFonts is false only Fonts (not CIDFonts) which are symbolic will be embedded in the output file.\u201d<\/li><li><a href=\"https:\/\/www.xconvert.com\/convert-docx-to-pdf\">xconvert DOCX to PDF converter<\/a> and <a href=\"https:\/\/www.xconvert.com\/compress-pdf\">PDF compressor<\/a> \u2014 the live control names quoted in the steps.<\/li><\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Fonts change converting to PDF because they were never embedded. Tick Embed TrueType fonts in Word or PowerPoint, save, then convert.<\/p>\n","protected":false},"author":4,"featured_media":2026,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[5,14],"tags":[],"class_list":["post-2029","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-how-to-guides","category-tools"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Why Fonts Change When You Convert to PDF - Word and PowerPoint<\/title>\n<meta name=\"description\" content=\"Fonts change converting to PDF because they were never embedded. 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