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How to Embed Fonts in PowerPoint

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  • 0:01 Why Embed Fonts in Powerpoint?
  • 0:57 How To Embed Fonts
  • 1:48 Caution when Embedding Fonts
  • 3:23 Lesson Summary
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Lesson Transcript
Instructor: Karen Sorensen

Karen has a Bachelors in Communications. She has 25 years of experience in Information Systems, Adult Learning and Virtual Training.

In this lesson, you will learn why it is important to embed fonts into your presentation. We will also review the steps to embedding fonts and learn why you need to use caution when embedding fonts in PowerPoint.

Why Embed Fonts in PowerPoint?

So, what is a font? Well, a font is a particular size, weight and style of typeface. Many different fonts come packaged in the software programs you use on your computer, such as PowerPoint. Some examples of fonts are Times New Roman, Arial and Garamond. Did you know that PowerPoint has over 100 different types of fonts that allow you to personalize and customize your slides?

When you create a PowerPoint presentation on your computer that uses one set of fonts, those same fonts may not look the same when you open the same presentation on another computer. This is probably because the fonts on your computer are different from the fonts on other computers. For this reason, you need to be able to embed the fonts directly into your presentation. Embedding fonts gives you the ability to take your fonts with you wherever you go and run your presentation on any computer.

How to Embed Fonts

So, let's talk about how to embed fonts. Embedding fonts is actually a lot easier than it sounds. All we need to do is configure how the presentation is going to be saved. Then, each time you save the file, it will save it with the fonts embedded. This is convenient since as you continue to add your slides and use different types of fonts, you don't need to worry about embedding fonts each time.

So, let's go through the steps: First, open the PowerPoint presentation and go to the File menu - down at the bottom, choose Options. Then, click on Save and select the box to 'Embed fonts in the file' - it's at the bottom of the screen. And then, click OK. Now, each time you save the PowerPoint file, the fonts you are using will be saved with the presentation.

Caution when Embedding Fonts

There are two options for embedding fonts. The first one is saving only those characters that were used in the slides. And the second one is to save and embed all characters.

The most common selection is to save only those characters used in your presentation. However, if your presentation is going to be shared, and the person receiving the presentation will edit it, then it is not recommended to save only those characters. They will likely need all characters to edit the slides. So, why does PowerPoint even give you the choice? Why not embed all characters from the fonts you are using every time?

Well, here is the answer: when you embed fonts in your presentation, the file size increases. And if you embed every character from every font you have used, your file size will become very large.

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