Embed Fonts in PowerPoint

When creating a presentation in PowerPoint, you might choose to use unique fonts sourced online or your company’s corporate font.

However, when you present on-site, the font can appear completely different, potentially ruining your entire slide layout.

Understanding the Problem

The issue arises when the font you are using is non-standard; it is installed on your PC but not on the presentation computer. When the presentation computer encounters an unfamiliar font, it tries to replace it with a similar one, often leading to undesirable results.

The Solution: Embedding Fonts

To ensure your presentation displays as planned, you need to embed the fonts in your PowerPoint file before the presentation. This guarantees that the font will display correctly on any computer.

The Importance of a Unique Selling Point

Every presentation needs a solid foundation in terms of both content and appearance. Content is about presenting your facts clearly and cohesively, while appearance involves maintaining structure and continuity. A professional-looking presentation with a cohesive design can greatly enhance your message.

Using a unique typeface—especially a corporate font—can have positive branding effects and improve your company’s recognition value. However, this can lead to challenges if the required font is not recognized on presentation devices. This article provides guidance on how to embed fonts effectively.

How to Embed Fonts in PowerPoint

Disclaimer: Be aware that certain fonts cannot be embedded due to licensing restrictions. Typically, you do not own a font outright but only have its usage rights. If you have any doubts, check with your font provider or look at their licensing FAQs.

To embed a font that may not be recognized by the presentation computer, follow these steps:

Steps to Embed Fonts

1. Open PowerPoint (2010, 2013, 2016, 2019, Microsoft Office 365, etc.) and load the presentation where you want to embed a font.

   

2. Click on the File tab.

3. Select Options from the menu.

   

4. Navigate to the Save category on the left side. Check the box for Embed fonts in the file and then click OK.

   

   Tip: You can opt to embed only the characters used in your presentation or the entire font. The full font increases file size but allows for more flexibility in future edits.

Quick Workaround: Use Standard Windows Fonts

With many different operating systems and versions of PowerPoint available, ensuring consistent font display can be challenging. To avoid potential issues with font compatibility and licensing, consider using standard fonts, which come pre-installed on all Windows systems. Recommended standard fonts include:

• Arial
• Garamond
• Tahoma
• Verdana
• Calibri

Discovering New Fonts

If you’re looking for distinct, non-standard fonts for your presentation, you can find many options online. Here are some popular sources:

• Fontshop.com: Mostly paid, some free fonts.
• Myfonts.de: Mostly paid, some free fonts.
• fonts.google.com: All fonts are free.
• dafont.com/de: Offers many free fonts organized by category.

Using Google Fonts

Microsoft users have access to a free library of Google Fonts, which are ideal for Office applications. These fonts can be easily implemented in PowerPoint for a modern, individualized look. Since Google Fonts are stored in the cloud, they are often referred to as cloud fonts.

Tip: All Google/cloud fonts are available in PowerPoint 2019 or Microsoft Office 365. If the presentation computer is connected to the internet, PowerPoint automatically downloads the required font, ensuring your presentation appears as intended. Cloud fonts are indicated by a small cloud icon.

How to Download and Install Google Fonts

1. Visit fonts.google.com.

   

2. Browse and type your text to see how the fonts look.

3. Once you find a font you like, click Select this style.

4. In the pop-up menu, review your selection and click Download all.

5. Unzip the downloaded file on your computer. The relevant files will be in ttf format (TrueType fonts).

6. In the Windows search bar, type Fonts and hit Enter. You can add the new fonts to your library by dragging and dropping.

   

7. The downloaded fonts will now be available in all Office 365 applications.

Conclusion: The Benefits of Embedding Fonts

Embedding fonts in PowerPoint enhances your ability to create presentations tailored to effectively convey your ideas. Whether using your corporate font or distinctive online fonts, you can create engaging presentations without the fear of encountering font-related issues during your presentation.

You can approach your next presentation with confidence, knowing that your carefully crafted slides will display as intended, allowing you to focus on delivering your message effectively.