[POWERPOINT] I’m working on a joint presentation with a colleague for a tech conference. We’re both adding content to slides in PowerPoint.

The problem is, I like to use hip and impactful fonts to punctuate the message. But when I share the presentation with my co-presenter to edit, those fonts are substituted with others that don’t look the same.

Why won’t the fonts show up correctly on her computer?

The simple answer is that I have downloaded and installed a non-standard font that is not part of the Microsoft package. So of course, she doesn’t have them on her PC for PowerPoint to use them.

What happens? PowerPoint chooses from the fonts it does have. She sees something different from what I intended.

For example, in the slide images to the right, you won’t find these font choices in the PowerPoint font drop-down menu.

I could show her where I downloaded these particular ones, and she can install them… but there’s a quick way to ensure the fonts display correctly — no matter what computer or tablet is used.

It’s called “embedding fonts” and you do this when saving the document.

Embed Fonts in Your Presentation

To ensure that a PowerPoint file contains the actual fonts you chose to use in creating your presentation, just easily embed the fonts in the file.

It’s essential that you do that if there were to be ever a chance of sharing the file with others (or showing the presentation on a different computer).

When you use special fonts, chances are other computers won’t have that particular one installed. You want the font to be part of the document so that it will display correctly. (Because it is embedded, it only makes the font appear properly for that one file).

Here’s what you do. It’s all in the Saving Options:

  • When you’re ready to save your PowerPoint, go to File, Options.
  • Go to Save in the left pane.
  • At the bottom, under Preserve fidelity when sharing this document, check the box that says Embed fonts in the file.

Additionally, depending on what version of PowerPoint you are using, it may show either of these options:

  • Do not embed common system fonts (to keep the file small, keep this option checked).


  • Embed all characters (if someone else will be editing the document, pick this option. It does significantly increase the file size).
  • For either option, Click OK to save.

Now when you share the file with others, the fonts will display correctly.

NOTE: This process ensures the font displays appropriate for that file, but it doesn’t install it on the actual computer to use in other documents.

This Works in Word Too!

Oh… by the way, if you use custom fonts in Word documents you can use the same steps above to embed the fonts in these docs also.

Or, you can save both a Word document or PowerPoint presentation as a PDF file and the fonts do not need to be embedded.

Where Do You Get Custom Fonts?

BONUS! Do you want to find new and fresh fonts for your presentations and documents?

Sites like FontSquirrel or DaFont offer both free and paid font packages.

See more about these sites as well as how to INSTALL a font on your computer by typing in “download fonts” in the Search bar in Tech-Talk.com.

Google Slides – And Special Fonts

When you create a presentation in Google Slides, and you want to convert it to PowerPoint, you may find, when you open it that the fonts are different.  This is because Google uses Web Fonts while PowerPoint uses Windows (locally installed) fonts.

Because of the type of fonts used in Slides, it’s not possible to embed them to keep them from changing when you move to a different platform such as PowerPoint.

The good news though, is that there are more imaginative fonts available on the Web than in Windows, so you can choose which presentation software works best for you.