how to save powerpoint presentation with fonts

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How to embed fonts in powerpoint.

Microsoft finally brought the embed fonts feature to PowerPoint 2019/Office 365 for Mac. Here's how it works on Windows and Macs.

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Embed fonts in powerpoint for windows, embed fonts in powerpoint 2019/office 365 for mac.

If you send someone your PowerPoint presentation , but they don't have the used fonts installed, the formatting and layout can get messed up. You can prevent this from happening by embedding the fonts in your presentation. Here's how it works on Windows and Mac.

To embed the fonts used in your PowerPoint presentation, open the respective file and select the "File" tab.

At the bottom of the left pane, select "Options."

The "PowerPoint Options" window will appear. Here, select "Save" in the left pane.

Next, find the "Preserve Fidelity When Sharing This Presentation" section at the bottom of the window and check the box next to "Embed Fonts in the File." You'll then need to decide between these two embedding options:

• Embed Only the Characters Used in the Presentation (Best for Reducing File Size ).
• Embed All Characters (Best for Editing by Other People).

Select "OK" after you're finished. The fonts will now be embedded in your presentation.

Up until early 2020, Microsoft Office hadn't provided the feature for embedding fonts in PowerPoint for Mac. Now you can, as long as you're an Office 365 subscriber or are using PowerPoint 2019 v16.17 or later.

To embed fonts, open your PowerPoint presentation, click the "PowerPoint" menu option, and then select "Preferences."

In the window that appears, select "Save" in the "Output and Sharing" group.

Now the steps are similar to PowerPoint for Windows. In the "Font Embedding" group, check the box next to "Embed Fonts in the File." Decide between these two options:

That's all there is to it. The fonts will now be embedded in your presentation.

How to Embed Fonts in Powerpoint: A Step-by-Step Guide

Embedding fonts in PowerPoint is a breeze once you get the hang of it. In just a few clicks, you can ensure that your presentation looks the same on any computer, even if it doesn’t have the fonts you’ve used installed. This quick overview will let you know what to expect in the following steps.

Step by Step Tutorial: How to Embed Fonts in PowerPoint

Before we jump into the steps, let’s understand why embedding fonts is important. It keeps your text looking consistent across different devices and avoids any unpleasant surprises when you present on a different computer. Ready? Let’s get started.

Step 1: Open the PowerPoint Presentation

Open the PowerPoint file where you want to embed the fonts.

When you’ve got your presentation open, make sure it’s the final version. Embedding fonts is one of the last things you’ll want to do before sharing or presenting your PowerPoint.

Step 2: Click on ‘File’

Click on ‘File’ in the upper left corner of the PowerPoint window.

This is your gateway to all the behind-the-scenes settings for your presentation, including the options for embedding fonts.

Step 3: Select ‘Options’

From the File menu, select ‘Options’ at the bottom.

The ‘Options’ window is where you can customize a lot of your PowerPoint settings, including the Save options where font embedding is located.

Step 4: Go to ‘Save’

In the PowerPoint Options window, select ‘Save’ from the menu on the left.

Here, you’ll find various ways to save your presentation, including the all-important font embedding feature.

Step 5: Check ‘Embed Fonts in the File’

Under ‘Preserve fidelity when sharing this presentation’, check the box for ‘Embed fonts in the file’.

You’ll have two embedding options: ‘Embed only the characters used in the presentation’ which creates a smaller file size, or ‘Embed all characters’ if you think the presentation might be edited on another computer.

After you complete these steps, your PowerPoint presentation will have the fonts embedded. This means you can breathe a sigh of relief knowing that your text will display correctly, no matter where or on what device your presentation is opened.

Tips: Ensuring Success When Embedding Fonts in PowerPoint

• Always use legally available fonts for embedding to avoid copyright issues.
• Remember that embedding fonts can increase your file size, so use this feature judiciously.
• If you’re unsure which embedding option to choose, go for ‘Embed all characters’ to cover all bases.
• Check the licensing of your fonts; some may not permit embedding.
• After embedding, always test your presentation on another computer to ensure the fonts display correctly.

Frequently Asked Questions

Can i embed any font in powerpoint.

Most fonts can be embedded, but you should always check the font’s license to ensure it’s allowed.

Will embedding fonts make my PowerPoint file size bigger?

Yes, embedding fonts can increase file size. The increase depends on the number of fonts and characters you embed.

What if I forget to embed the fonts?

If you don’t embed the fonts and the computer you’re presenting on doesn’t have them installed, PowerPoint will substitute a different font, which might alter the design of your slides.

Can I embed fonts in PowerPoint for Mac?

Yes, you can. The process is similar to the Windows version, but the options may be in slightly different places.

Are there any disadvantages to embedding fonts?

The main disadvantage is the potential increase in file size. Also, some fonts may not be embeddable due to licensing restrictions.

• Open your PowerPoint presentation.
• Click on ‘File’.
• Select ‘Options’.
• Go to ‘Save’.
• Check ‘Embed Fonts in the File’.

Now that you know how to embed fonts in PowerPoint, your presentations will shine with consistency and professionalism, no matter where you take them. Remember to always check font licenses and consider file size as you choose what to embed. The steps are simple, and the peace of mind is worth it. So go ahead, make your presentation bulletproof from font mishaps. Who knows, mastering this might just make you the go-to PowerPoint wizard in your office or class. Keep practicing, keep presenting, and most importantly, keep learning new tricks to make your slides stand out. After all, a great presentation can open doors and minds alike. Happy presenting!

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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Keep Your PowerPoint Presentation Fonts From Changing

Embed the fonts to prevent unexpected substitutions

• Brock University

When you run a PowerPoint presentation on a computer that doesn't have the fonts used in the presentation, the computer substitutes what it decides is a similar font, often with unexpected and sometimes disastrous results. The good news is there is a quick fix for this: Embed the fonts in the presentation when you save it. Then the fonts are included in the presentation itself and don't have to be installed on other computers.

Instructions in this article apply to PowerPoint 2019, 2016, 2013, 2010, 2007, 2003; and PowerPoint for Microsoft 365.

Embedding Fonts in PowerPoint

The font embedding process is simple in all versions of PowerPoint.

There are some limitations. Embedding only works with TrueType fonts. Postscript/Type 1 and OpenType fonts do not support embedding.

Go to File and select Options .

In the Options dialog box, select Save .

At the bottom of the options list in the right panel, place a check next to Embed fonts in the file .

Choose either Embed only the characters used in the presentation or Embed all characters . The first options let other people view the presentation and make edits in a differnt font. The second option permits viewing and editing, but it increases the file size.

Select OK .

Unless you have size restrictions, Embed all characters is the preferred option.

Embedding Fonts in PowerPoint 2007

Select the Office button.

Select Save As .

On the Tools menu in the Save As dialog box, select Save Options .

Place a check next to Embed Fonts in File and make one of the following choices:

• Choose Embed only the characters used in the presentation  if you want to reduce the file size .
• Choose Embed all characters  if you plan to ask other people to edit the presentation and want the edits to be made in the same font as the original presentation file.

You now have a working, embedded font in the presentation.

Embedding Fonts in PowerPoint 2003

Select File > Save As .

From the Tools menu at the top of the Save As dialog box, choose Save Options and place a check next to Embed True Type Fonts .

Leave the default option set to Embed all characters (best for editing by others) unless you have little room left on your computer. Embedding fonts in the presentation increases the file size.

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How to Change, Embed or Add Fonts in PowerPoint

One of the most important elements when it comes to designing is the typography. A good choice will reinforce the context of your message, improving legibility and helping you create a visual hierarchy, so your texts don’t go unnoticed. In this new tutorial, you’ll learn how to change the typography of your presentation . You’ll also find out how to add new fonts or how to embed them to your presentation . 

How to Change the Font

How to change all the fonts of the presentation, how to add fonts, how to embed fonts.

• Open your presentation in PowerPoint.
• Select one or more text boxes whose font you want to change. To select several boxes, hold the Ctrl/Cmd key while clicking them.
• On the Home tab, in the Font group, click the Font drop-down arrow and select the one that best fits your needs.
• If you want to change all the fonts of your presentation, there’s no need to do it one by one. You can do it in the master slides.
• On the View tab, in the Master Views group, click Slide Master.
• Select the first slide (the slide master) from the list on the left side of the screen.
• Select one or more text boxes whose font you want to change. The upper text box affects all the titles of the slides. The lower text box affects the remaining text boxes in your presentation. On the Home tab, in the Font group, click the Font drop-down arrow and choose the font you want to apply.
• You can also change all the fonts using the Fonts option, located on the Slide Master tab, in the Background group. Click the drop-down arrow and choose the one that best suits your needs.
• If you can’t find what you’re looking for, you can customize your fonts using the Customize Fonts option, located at the bottom of the Fonts drop-down list. A new window will open, where you can modify your choice of fonts.
• If you’re working with a presentation that wasn’t originally created in PowerPoint, the previous methods to change the fonts might not work. If you want to change the font in all the master slides at once without having to access the Slide Master, click the Replace drop-down arrow, located on the Home tab, in the Editing group, and choose Replace Fonts.
• Under “Replace”, choose the font you want to replace, and under “With” select the new font that you’ll use. Once you’re done, click Replace to apply the changes.
• To exit the Slide Master view, on the Slide Master tab, in the Close group, click Close Master View.
• The font has now been applied to your presentation.
• PowerPoint detects all the fonts that are installed on your computer. To add a new one to the list, just download and install the font.
• As for our templates, in the final slides you’ll find the fonts that we’ve used, along with their respective Google Fonts URLs in case you want to download them.
• Go to Google Fonts and select the font that you want by clicking the “+” button. Open the tab that appears at the bottom of the screen.
• By default, only the “Regular” style will be selected. If you need more styles, click Customize and select the ones you’re interested in.
• Once you’re done, click the Download button.
• Install the font on your computer.
• If PowerPoint was open during the installation, save your presentation, close PowerPoint and run it again. The new font will now be available.
• Click the File tab (in Office 2017, it’s the Windows button).
• Click Options.
• Select the Save tab. You’ll see some checkboxes. If you check “Embed fonts in the file”, the font will be embedded in your presentation.
• You’ll find two more options just below:
• If you select the first one, only the characters used in the presentation will be embedded , so the size of the document won’t increase too much.
• If you select the second one, all the characters from the fonts will be embedded , so the size of the document will greatly increase, but you’ll be allowed to work with this presentation on any computer.   

• When you’re done, click OK.

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How to Embed Fonts in PowerPoint

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The fonts available on a local system used to create a PowerPoint presentation won’t always be available on the system used during the presentation. At best, the system will substitute a font that works well enough. At worst, the system will substitute a font that makes a mess. This is true for Microsoft 365 and earlier versions of PowerPoint. Don’t leave such an important visual component up to chance — the solution is embedded fonts.

When you embed a font, you ensure your presentation will look the same on any computer, even if the fonts you use aren’t installed. Embedded fonts ensure your presentation is consistent and readable during the actual presentation — as you intended. This is especially important if you’re using a custom font that’s not widely available but is important to your overall design.

SEE: Here’s how to create a dynamic presentation in PowerPoint .

How to embed a font into a Microsoft PowerPoint presentation

The good news is that you can embed or save the fonts you use in your presentation. It won’t matter if the presentation system doesn’t have your fonts of choice because the presentation will have them. Simply tell PowerPoint to save the fonts as follows:

• From the File menu, choose Save As, or choose Save a Copy if you’re using OneDrive.
• If necessary, choose a site other than the default. In this case, we’ll use the default OneDrive site. To the right, click More Options ( Figure A ).

• In the resulting dialog box, select Save Options from the Tools dropdown ( Figure B ).

• In the resulting dialog, click Save in the left pane (if necessary).
• Check the Embed fonts in the file option in the Reserve fidelity when sharing this presentation section near the bottom ( Figure C ). We’ll discuss the two options in a minute.

• Click OK. Click Save, then confirm the save by clicking Yes if you’ve previously saved the presentation.

Choosing an Embed fonts method

Embed fonts in the file has two options:

• Embed only the characters used in the presentation (default) will save only those characters in the specified fonts that you actually use.
• Embed all characters will embed the entire font package, which includes characters you don’t use.

If you don’t use a character, say X, in the presentation, and you use the default option to save the fonts, the letter X in the embedded font won’t be available to you or anyone else who tries to edit the presentation later on a system that doesn’t already have the specified font installed.

SEE: Learn how to create a moving arrow in Microsoft PowerPoint .

The default option produces a small file, which is a good thing. However, if there’s any possibility that you or someone else will want to edit the presentation on the fly, consider using the second option, so all of the characters in the specified font are available.

How to ensure the font you’re using can be embedded

Nowadays, most fonts are embeddable, but it won’t hurt to check first, especially if you’re using an older system or an older version of PowerPoint. To check for this property, you must be logged in as an administrator. An administrator is someone who can make changes to your computer that will affect other users with user accounts on the same system.

If you’re the only one using your computer, you are probably already logged in as the administrator. When that’s the case, you don’t need to do anything. If, on the other hand, you aren’t logged in as the administrator, you will receive a prompt when you try to check a font’s properties. Enter your user name and password and continue. If that doesn’t work, you don’t have administrator permission. Contact your system administrator for help.

Assuming you are logged in as the administrator, let’s check a font to see if it’s embeddable:

• Using File Explorer, pull up This Computer, your local drive and the Windows folder ( Figure D ).

• From the list of folders and files in the Windows folder, choose Fonts, which will open the fonts installed on your system. You’ll see thumbnails that represent fonts and font families ( Figure E ).

• Right-click the font in question, and choose Properties. If Properties isn’t available, you’ve chosen a font family. Double-click the family thumbnail, then right-click the specific font and choose Properties ( Figure F ).

• In the resulting dialog, click the General tab (if necessary).
• Make sure the Read-Only property in the Attributes section isn’t checked ( Figure G ). If Read-Only is checked, uncheck it.

• Click the Details tab. The Font Embeddability setting will be Editabile or Installable. As you can see in this case, the font is Editable, which means it is embeddable ( Figure H ). You can also embed an Installable font. If you see any other setting, you can’t embed the font.

SEE: Discover how to add multiple flashing stars in a PowerPoint slide .

On the rare chance your system won’t let you uncheck the Read-Only property, contact your system administrator or choose another font. However, this probably won’t happen.

Embed fonts for consistency

It’s easy to be complacent nowadays with so many interesting and creative fonts already installed on our personal systems. For the sake of consistency and avoiding font and spacing bloopers, I recommend embedding fonts in any presentation that has the potential to leave your control. You might save your colleagues and yourself a bit of embarrassment.

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How PowerPoint font embedding and replacement can save your presentation

• The Microsoft 365 Marketing Team
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No doubt about it, fonts can add significant visual appeal to a presentation. As long as they make it onto the screen for your audience to see, that is. If you created your presentation on one computer, but deliver it from another (say, in a conference room), you could be stuck without the very fonts you were counting on, causing some possibly acute pre-show panic. But not to worry. Font embedding in PowerPoint could be the answer to this stealthy little issue. We’ll show you how to do it, and also show you an easy way to remove and replace fonts while we’re at it. 

Font Embedding

These steps guarantee you will have the fonts you want when you move your file to any other PC, and you won’t need to load custom fonts onto the presentation machine when you arrive at your speaking destination.

Note that font embedding will increase your file’s size. To keep the file size a bit smaller, you can embed only the characters that are used in your presentation (rather than a full font set); or, you can embed all font characters, which can result in a much larger file. Unless you are sure you or others won’t make any changes to the file, we recommend embedding all characters.

To embed fonts in your PowerPoint 2010 or 2007 presentation:

1.     Install on your computer any custom fonts that you want to use. You can’t embed fonts into your presentation unless the fonts have already been installed.

2.     Open the PowerPoint presentation.

3.     Do one of the following:

• In PowerPoint 2010, click the File tab, and then click Options in the left pane.
• In PowerPoint 2007, click the Office button in the upper left corner, and then click PowerPoint Options .

4.     In the PowerPoint Options dialog box, in the left pane, click Save .

5.     Under Preserve fidelity when sharing this presentation , select the Embed fonts in the file check box.

6.     We recommend also selecting the second option, Embed all characters (best for editing by other people) .

7.     Click OK .

To turn off embedding, follow the same steps above, but deselect the Embed fonts in the file check box in step 5.

Replacing Fonts

PowerPoint also enables you to remove and replace fonts in your presentation. For instance, let’s say you want to remove all the Segoe fonts from a presentation and replace them with Calbri. You might want to do this to simplify the look of your presentation by reducing the number of fonts, or to reduce the number of fonts and keep your presentation size smaller after you turn on font embedding, or to remove all custom fonts like Segoe so that your presentation only uses standard Windows or Office fonts. Whatever the reason, font replacement is easy to do. Keep in mind, however, that replacing fonts often changes text wrapping, so you should allow time check each slide in your presentation after you finish.

To replace fonts in your PowerPoint 2010 or 2007 presentation:

1.     Open the PowerPoint presentation.

2.     On the Home tab, in the Editing group, click the arrow next to Replace , and then click Replace Fonts .

3.     In the Replace Font dialog box, in the Replace list, click the font that you want to remove from the presentation.

4.     In the With list, click the font that you want to replace the font you selected in the Replace list, and then click Replace .

Repeat these steps as many times as you want, until you remove all the fonts that you don’t want used in your presentation.

–Erik Jensen and Mary Feil-Jacobs

Erik writes about  PowerPoint  and other Office products for Office.com. Mary manages presentations for senior executives. 

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How to deal with missing fonts when saving PowerPoint 365 presentation

I am editing a presentation, in PowerPoint 365 app, based on some old one, probably created by some Apple user. Each and every time when I am saving changes, I see this annoying dialog:

There seems to be no way to get rid of it:

• No way to trigger font substitution (tried Ctrl + A on each and every font and changed font of each and every element to "Arial")
• PowerPoint itself also seems to be not making any substitution 1
• No checkbox to ignore and never ask again

Is there anything I can do about it? Or am I forced to see such dialog each and every time I am saving changes to this presentation?

1 I recall that other Office products / versions shows such dialog only once; after acknowledge file is saves with missing fonts information stripped off.

• microsoft-powerpoint

From Microsoft Help on Microsoft 365 , this can happen in two situations. In case of:

• an unsupported type of font, such as Adobe PostScript Type 1 or Apple Advanced Typography ,
• a supported type of font where permission to embed the font wasn't granted by the document creator.

In this situation to remove embedded fonts:

• Open the presentation file.
• Go to File menu, select Options and Save on the left side.
• Under Preserve fidelity when sharing this presentation , clear the Embed fonts in the file option:

The next time the presentation file is saved, any embedded fonts will be removed from the file and you will no longer see above mentioned dialog box.

This, sadly, seems to be impossible for document template, so must be repeated for each and every document, where you're getting the warning dialog during save.

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How to Change the Font on All Slides in PowerPoint (3 Ways)

Change the Font on All Slides Using Themes, Masters, Layouts or Replace Fonts

by Avantix Learning Team | Updated May 16, 2022

Applies to: Microsoft ® PowerPoint ® 2013, 2016, 2019, 2021 and 365 (Windows)

If you want to change the font on all slides in a PowerPoint presentation, there are 3 common strategies you can use – change the Document Theme or Font Theme, edit the Slide Master or associated layouts in Slide Master View, or use Replace Fonts.

Recommended article: How to Print PowerPoint Presentations with Notes

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1. Change the font on all slides in a presentation by changing themes

The best way to change the font on all slides in a PowerPoint presentation is to change the Document Theme or Font Theme. Choosing the Document Theme or Font Theme when you first create a PowerPoint presentation is a good practice so it's easy to change themes later on. However, if users have manually changed the font on each slide, this will override the Document Theme or Font Theme.

The Document Theme includes a Color Theme, Font Theme, Effect Theme, and a Slide Master or masters with associated layouts. The best time to apply a theme is when you first create a presentation.

To change the font on all slides by changing the Document (or overall) Theme in the current PowerPoint presentation:

• In Normal View or Slide Sorter View, click the Design tab in the Ribbon.
• Click a theme in the Themes group. Click the More down arrow in the Themes gallery if you want to display more themes.

Below are Document Themes in the Design tab in PowerPoint:

The Font Theme contains a heading font and a body text font. The Heading font is used in Title placeholders and the Body font is used for all other placeholders, text boxes and shapes with text.

To change the font on all slides by changing the Font Theme in the current PowerPoint presentation:

• In the Variants group, click the More down arrow.
• Select Fonts. A drop-down menu appears.
• Click a Font Theme.

Font Themes appear in the Variants area in PowerPoint as follows:

You can also create your own Font Theme.

To create a new Font Theme in the current PowerPoint presentation:

• Select Fonts.
• Click Customize Fonts. A dialog box appears.
• Click the arrow below Heading font and select the font you want to use.
• Click the arrow below Body font and select the font you want to use.
• In the Name box, type a name for the new Font Theme.
• Click Save.

You will be able to apply the custom Font Theme in the current presentation and other presentations. This theme will also appear in other programs such as Word or Excel.

If the font does not change when you change a theme, you can click Reset on the Home tab in the Ribbon in the Layouts group to reset the layout on the current slide. This may, however, cause the placeholders on the slide to move to their original positions and you may need to reposition those objects. Reset affects placeholders, not text boxes.

2. Change the font on slides in a presentation by changing the Slide Master or layouts in Slide Master View

Although it's best to change the font on all slides in a PowerPoint presentation by changing themes, you can also change the font on the Slide Master(s) or layouts.

If users have manually changed the font on each slide in Normal View, this will override the Slide Master or associated layout formatting that has been applied in Slide Master View.

To change the font on all slides by changing the Slide Master:

• Click the View tab in the Ribbon.
• In the Master Views group, click Slide Master. In Slide Master View, note the thumbnails that appear in the left pane. Typically, there are thumbnails for one Slide Master and associated layouts. The layouts "follow" the Slide Master (which appears with the number 1 to the left). If you hover over a layout thumbnail, a screen tip will appear with the name of the layout.
• On the left side of the screen, click the Slide Master to change the font on all slides or the desired layout (such as the Title and Content layout) to change the font on slides based on that layout. Here, we're assuming there is only one Slide Master.
• Select a placeholder in the area on the right side of the screen by clicking its edge.
• Click the Home tab in the Ribbon.
• In the Font group, choose a font from the Font drop-down menu.
• Repeat for other placeholders and layouts if necessary.
• To return to Normal View, click the Normal button on the bottom right of the screen.

In the following example, a Slide Master appears with associated layouts in Slide Master View:

If you change the font on individual layouts in Slide Master View, only slides using those layouts wil change. You can also change other elements such as font size, bullets, backgrounds and footers in Slide Master View. If the font does not change when you return to Normal View, you can click Reset on the Home tab in the Ribbon in the Layouts group to reset the layout on the current slide. This may, however, cause the placeholders on the slide to move to their original positions and you may need to reposition those objects. Reset affects placeholders, not text boxes, backgrounds applied to individual slides, and other inserted objects.

3. Change the font in a presentation using Replace Fonts

The last strategy to change the font on all slides in a presentation is to use Replace Fonts. This may be the best method if a presentation was converted from Google Slides.

To change the font on all slides in a PowerPoint presentation using Replace Fonts:

• Open the presentation with the fonts you want to change.
• In Normal View or Slide Sorter View, click the Home tab in the Ribbon.
• In the Editing group, click the down arrow to the right of Replace and then select Replace Fonts from the drop-down menu. A dialog box appears.
• In the Replace Font dialog box, in the Replace box, select the font that you want to replace from the drop-down menu.
• In the With box, select the font that you want to use from the drop-down menu.
• Click Replace.
• Click Close.

The Replace Font dialog box includes options to find and change fonts:

Replacing fonts is usually the best method to change fonts in text boxes (rather than placeholders) where users have manually changed the font.

This method may not work if a presentation was created in a different operating system (such as Mac OS) or is using a font that is not installed or available on your device. Using a "safe font" that is available in multiple operating systems will prevent common font problems.

It's best to try the first two methods to change the font in a presentation (and to use themes to change fonts, colors, and other design elements if you can) before using Replace Font.

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Remove Embedded Fonts in PowerPoint! [An EASY Solution!]

By: Author Shrot Katewa

Embedding fonts can be great when you want to share a presentation with others that contain custom fonts that might not be commonly present on most computers. However, embedding fonts can also increase the size of your presentation files, and you may want to remove the embedded fonts in PowerPoint. But, how exactly do you remove embedded fonts in PowerPoint?

To remove embedded fonts in PowerPoint, click on the “File” ribbon. Then, select “Options”. Click on Save from the list of options on the left. Uncheck the “Embed fonts in the file” option under the “Preserve fidelity when sharing presentation” section. Then, click OK to save your preferences.

In the rest of this article, I will explain the procedure in detail. Plus, I will talk about how to find embedded fonts, replace them, embed new fonts, and more. So, keep on reading to learn everything there is to know about embedding fonts.

What are Embedded Fonts in PowerPoint?

Have you ever been in a situation when you used a custom fonts on your PowerPoint presentation, and the moment you sent it to your colleague, the fonts completely changed! You no longer had the same look and feel as the presentation that you had created.

Embedding fonts in PowerPoint can solve this problem for you. With this feature, you will no longer have to worry about your presentations appearing as gibberish on your colleague’s computer or your office computers. You won’t have to be embarrassed during a slide presentation to your students or coworkers.

So, what are embedded fonts in PowerPoint? Embedded fonts in PowerPoint allow you to share your presentation with custom fonts without having the need to install these custom fonts on the recipient’s computer. This feature allows you to attach specific fonts with a PowerPoint presentation so your presentation always looks the same!

If you are not using the “Embed fonts in PowerPoint” feature, you will need to install custom fonts on the recipient’s computer as well. Without that, either the presentation will not be readable or PowerPoint will change the overall look and feel of your presentation by using alternative fonts for the presentation.

This is a problem because if you are sharing your presentation with five of your colleagues, all of them have to install the font. With the embed font option, you can attach the font file to the PowerPoint file. So, whoever opens your file won’t have to separately install the fonts on his device. The file opens and the fonts appear perfectly.

How to Remove Embedded Fonts in PowerPoint?

While embedding fonts in PowerPoint is great, it can quite easily increase the size of your presentation file.

If you have received a PowerPoint presentation that contains embedded fonts, then you might need to perhaps need to remove embedded fonts from the files in order to reduce the file size.

The process is actually quite simple. In the later part of the article, I will also share with you how to embed the fonts back into the presentation just in case you feel the need to reinstate it back!

Let’s see how to remove embedded fonts in PowerPoint both on Windows PC and Mac:

Remove Embedded Fonts in PowerPoint on Windows PC:

Follow the steps below to remove embedded fonts in PowerPoint:

• Open the file in PowerPoint
• Click on the ‘File’ tab in the top left
• Select ‘Options’

• Click on ‘Save’ from the list of options from the left
• Look for the ‘Preserve fidelity when sharing this presentation’ section
• Uncheck the ‘Embed fonts in the file’ box

This will remove all the embedded fonts in the PowerPoint file.

Remove Embedded Fonts in PowerPoint on Mac:

To remove the embedded fonts in PowerPoint on Mac, follow the below steps:

• Open the PowerPoint file.
• Go to the menu and select “Preferences”.
• You will see a dialogue box opening
• Look for the “Output and Sharing” option.
• Click on ‘Save’.

• Under ‘Font Embedding’, uncheck the ‘Embed fonts in the file’ option.

This will remove the embedded fonts in the PowerPoint file.

How to Find and Replace Hidden Fonts in PowerPoint?

In case you need to change the font in the PowerPoint file, there’s an excellent built-in tool in PowerPoint. There are many reasons that you might want to change fonts. It may be because a certain presentation program or conference demands a specific font. Or maybe the file comes from a colleague whose font choice you don’t like much.

Or maybe you might have a change of heart about your design. Whatever the reason is, there’s a simple solution. Let’s see how:

• Open the file in PowerPoint.
• Select the ‘Home’ tab on top.
• Look for the ‘Replace’ button slightly to the right from the middle-top of the screen

• Click the dropdown icon next to it.
• Select ‘Replace Fonts’
• Choose what you want to replace and with which you want to replace.
• Click on the ‘Replace’ button.

That’s it! You have found and replaced hidden embedded fonts in the PowerPoint file with the font of your choice.

Double Byte and Single-Byte Fonts

When replacing fonts in PowerPoint, you might run into some trouble. This is because PowerPoint can’t replace double-byte fonts with single-byte fonts. So, what are a single byte font and double-byte font? Let’s see:

Single Byte Font

Single byte fonts are where every character of that font uses one byte of space. Which means they cannot contain more than 256 characters in each font. Most languages use single-byte fonts.

Double Byte Font

Double byte fonts are where each character of that font uses two bytes. Languages that have complicated letters use double-byte fonts. Such languages are Chinese, Japanese, Hebrew, etc.

How to Fix the “Unsupported Fonts” Error in PowerPoint?

‘Unsupported fonts’ is a common problem seen among PowerPoint users. If you like a specific font in your presentation and that font is not installed in your colleague’s computer or device, he can face the ‘unsupported fonts’ error when he tries to open the file. This can cause some confusion because the file works on your end but malfunctions in other devices.

There are two solutions to this problem. I am going to talk about both of those:

Method 1 – Embed the Fonts

The best solution is embedding fonts in your file. This will make sure the file runs not only on your colleague’s device but also on any device including mobile phones. Whoever you are sharing the file with won’t have to separately install fonts on their device.

Method 2 – Install the Specific Font on your Computer

Embedding fonts increases the file size. If you are using double-byte fonts that increase the size even more. Due to the large size, sharing files can become a problem. In such cases, if you know which fonts have been used in the file, you can then just install those specific fonts on your device to open the file.

Alternative Option – Replace the Fonts

If you don’t want to install specific fonts and work with what you have, you can replace the fonts. First of all, save the file .XML format. The open with ‘Notepad’. Click on Edit>Replace. In the ‘Find what’ box, write the fonts that you want to replace. In the ‘Replace with’ box, write the name of the font that you want to replace it with.

Then click on the ‘Replace All’ button. Repeat the process until you replace every type of font used in the file. Note that this method also works to change double-byte fonts into single-byte fonts.

How to Embed Fonts in PowerPoint

No matter how many fonts you use in your PowerPoint file; you can embed them in the file to make sure the file is accessible on any device.

I actually wrote a detailed post on how to embed fonts in PowerPoint . Be sure to check it out!

I’m also sharing the key steps to embed the fonts in PowerPoint below:

• After finishing your project, click on the ‘File’ tab in the top left.
• Select the ‘Save as’ option.
• Double click on the location that you want to save.
• Go left of the ‘Save’ button, click on the ‘Tools’
• Click on ‘Save options’ from the dropdown menu.
• In the ‘Preserve fidelity when sharing this presentation’ section, check the ‘Embed fonts in the file’ box.
• You can either select ‘Embed all characters’ or ‘Embed only the characters used in the presentation’ depending on your preference.
• Click ‘OK’, then click ‘Save’ to save the file.

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Change the fonts in a presentation

You can replace a font in a single place, or you can make a systematic font change throughout your presentation.

Change the font on a single slide

Do one of the following:

To change the font for a single paragraph or a phrase, select the text that you want to change.

To change the font for all the text in a placeholder, either select all the text in the placeholder, or click the placeholder.

On the Home tab, in the Font group, select a font in the Font list.

Change the fonts throughout your presentation

(This feature is not available for PowerPoint for the web.)

On the View tab, in the Master Views group, click Slide Master .

In the left pane that contains the slide masters and layouts, click the slide master thumbnail or layout that contains the font that you want to change.

On the slide master or layout, click the title text or the level of body text that you want to apply a new font style to.

On the Slide Master tab, in the Background group, click Fonts , and then select a font from the list.

Repeat steps 1 through 4 for any other fonts that you want to change.

When you’re finished, select the  Slide Master  tab, then choose  Close Master View  to return to Normal view.

You can also use the Replace Font option to change a font throughout your presentation. Here's how:

On the Home tab, in the Editing group, select Replace and then select Replace Fonts .

In the Replace Font dialog box, in the Replace field, select the font that you want to replace.

In the With field, select the font that you want to use, select Replace , and then select Close .

If you’re using one slide master , and you change a font on the slide master, the new font choice appears throughout your presentation.

If you’re using multiple slide masters (for example, when you apply more than one template to your presentation), you must change the font style on each slide master.

Use decorative fonts from third-party vendors

Find and replace text

Change the fonts in a footer on a slide

Change the font

After you choose a presentation theme on the Design tab, you can change the font for your presentation in Slide Master view.

On the View tab, click Slide Master .

On the Slide Master tab, select  Fonts , and then click the font that you want for the theme.

You can change the fonts for your presentation at any time in Slide Master view.

When you're done, on the Slide Master tab, select Close Master View to return to Normal view.

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PowerPoint is not recognizing all my fonts in Mac - Help!!

I have gone through so many threads of this same issue and still can't find help.

I have many installed 3rd party (TTF/OTF) fonts in my Mac that all work perfectly in Adobe and other programs. For some reason, Powerpoint is not showing a lot of them. Assuming it's because of the sheer number that is outweighing PPT's capacity.

I have gone through the Prioritized fonts array code in terminal, which used to work, and works for some of these fonts, but I'm desperately trying to install new ones and it just does not want to work. I've restarted the program 100 times, the computer 100 times. I've tried everything and it's probably the most frustrating problem I could have right now considering I've now been trying to solve this for over an hour and need to get to work on this PPT presentation! HELP — I BEG OF SOMEONE HELP!!!

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Thank you for posting to Microsoft Community. We are glad to assist. We are looking into your situation, and we will update the thread shortly.

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Good day! Thanks for posting in our community.

We went through your post carefully and do understand your concern of third-party font installed on Mac but just can't work/appear on PowerPoint font gallery. We understand that you have spent lot of time on troubleshooting with reinstall PowerPoint and restart Mac but still.

If my understanding is correct, we would like to help you test on our Mac devices to see what will we get. Here I created a private chat link for you, and you may share the font package with us and we will deploy the tests for you.

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Full Guide: How to Save PowerPoint as PDF with Notes

Microsoft PowerPoint is helpful presentation software that is mainly used to create, edit, view, or share slideshow presentations. However, when you share your PowerPoint presentation with others, PowerPoint may cause formatting errors due to compatibility. To avoid these errors, you’d better save or convert PowerPoint as a PDF before sharing.

PDF, short for Portable Document Format, is high-compatibility and can preserve the original formatting of a file on different devices. Many tools support converting PowerPoint to PDF easily but some of them won’t keep the notes you add. So, if you have some notes in the PowerPoint slides, how to save PowerPoint as PDF with notes?

Below, we summarize how to save a PowerPoint as a PDF with notes by using Microsoft PowerPoint or other online tools. You can check them and apply a suitable one according to your preference.

While reading a PDF file, you may want to add comments to stand the specific content out. How to add comments to PDF?

Way 1: Save PowerPoint as PDF with Notes Using Microsoft PowerPoint

PowerPoint itself provides two options to help you easily save your presentation as a PDF without losing notes. Keep reading to get details about how to save PowerPoint with notes as PDF with Microsoft PowerPoint.

#1. Via the Save As Option

In this part, you can learn how to save PowerPoint as PDF with notes through the Save As option.

Step 1 : Open PowerPoint and upload the presentation you want to save as PDF.

Step 2 : Click the File option from the top toolbar and then select Save As from the context menu.

Step 3 : Choose a location to save the document.

Step 4 : In the pop-up Save As window, select PDF from the Save as type drop-down menu.

Step 5 : After that, click the Options button to continue.

Step 6 : In the Publish what section, choose Notes pages . Then check the Include comments option. If necessary, you can modify other settings.

Step 7 : Once done, click OK to save the changes and then click Save to save PowerPoint as PDF with notes.

#2. Via the Export Option

Using the Export option in Microsoft PowerPoint is also a great way how to save a PowerPoint as a PDF with notes. Here’s how to do this.

Step 1 : Open the target presentation in Microsoft PowerPoint.

Step 2 : Go to File > Export > Create PDF/XPS Document . Then click Create PDF/XPS from the rightmost side.

Step 3 : In the Publish as PDF or XPS window, choose PDF in the Save as type field and click Options.

Step 4 : In the prompted window, select Publish Notes pages , check Include comments , and customize other publish settings.

Step 5 : After you set everything properly, click OK > Publish to save the presentation as PDF with notes.

Further reading:

After you save PowerPoint as PDF with notes, there might be a need to make some changes to the PDF document. As for this, we’d like to recommend you use MiniTool PDF Editor. It’s a professional PDF editing tool that allows you to create/edit/share PDFs, encrypt/ decrypt PDFs , convert PDFs to other formats, crop/ resize PDFs , etc.

MiniTool PDF Editor Click to Download 100% Clean & Safe

Way 2: Save PowerPoint as PDF with Notes Using Google Slides

Google Slides is a free, web-based presentation program that enables you to save PowerPoint as PDF with speaker notes. If you don’t know how to save PowerPoint as PDF with notes online via this tool, you can refer to the following steps.

Step 1 : Open the target PowerPoint presentation in Google Slides.

• Open Google Slides in your browser.
• Click the Folder icon and then go to the Upload tab.
• Click Browser and select the file you want to save as PDF. Also, you can drop and drag the file here directly.

Step 2 : Click the File option and then select Print preview .

Step 3 : In the next window, select 1 slide with notes . Then click Download as PDF to save this presentation as PDF with notes.

Bottom Line

How to save PowerPoint as PDF with notes? This post shows 2 ways how to save PowerPoint with notes as PDF. Hope you can get what you want to know from the above content.

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• Star Wars look in Word and PowerPoint

Whether you’d like to join the Force or make fun of it, here’s how to get the famous Star Wars look in Word, PowerPoint and Office.

Star Wars logo shortcut

See  Star Wars movie opening and end credits in PowerPoint

Star Wars font

There are a few ‘Star Wars’ fonts available.  All probably in breach of many copyright rules but apparently tolerated.

An excellent collection is Star Jedi which has a good set of characters and link lines to emulate parts of the logo.  Available here .  There are block, hollow and outline versions of the font.

A Logo shortcut, use the @ symbol in Star Jedi  or Star Jedi Hollow to insert the logo in one swipe of your light sabre.

In the download ZIP are Word documents that explain all the characters available, including all the underlines and links.  Make sure you install the matching fonts first, otherwise the document will look very weird.  Hint:  Copy symbols into your document is often the easiest way to get some of the special characters.

As usual, the fonts can be colorized to suit:

Use them in PowerPoint presentations.  Start with a ‘star’ background then add some text or a title:

or perhaps more ominously …

Star Wars in the Office dictionary

Make your own ‘Snow Flakes’ posters in Word or PowerPoint

Obviously, Star Wars, the logo and many other related things are the property of the Disney Corp and, originally, George Lucas.

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How to Loop a PowerPoint Presentation?

Table of Contents

PowerPoint presentations are a go-to for clear and informative content delivery. But what if you want your presentation to run on repeat, like at a kiosk or digital sign? The good news is, that PowerPoint has a built-in feature to loop your slideshow, ensuring your message stays on display without interruption. 

This blog post will guide you through the simple steps to set your presentation on a loop, keeping your audience engaged and informed around the clock.

What is PowerPoint Looping?

Normally, in a PowerPoint presentation, you have to manually move from one slide to the next by pressing keys on the keyboard or clicking buttons on a mouse or presentation remote.

However, when you enable looping in PowerPoint, the presentation progresses automatically from one slide to the next without requiring manual input. This eliminates the need for the presenter to interact with the computer or mouse during the presentation.

With PowerPoint looping, you can also set each slide to display automatically for a specified duration, determined by you. Once the preset time elapses, the next slide seamlessly appears. Additionally, upon reaching the final slide, the slideshow automatically starts over from the beginning.

Why Do You Need to Loop Your Slideshow in PowerPoint? 

There are several reasons why you might want to loop your slideshow in PowerPoint:

• Unattended Presentations: Looping is ideal for situations where the presentation runs without a presenter. This could be at a kiosk, trade show booth, or in a waiting room. Looping ensures the information is continuously displayed for viewers to come and go as they please.
• Automated Playback: Looping allows for a hands-off presentation experience. Once started, the presentation progresses automatically, freeing you up to greet attendees or answer questions.
• Self-Paced Learning: Looping can be useful for self-paced learning environments. Viewers can revisit slides or take breaks without needing someone to control the flow.
• Continuous Engagement: Looping keeps the audience engaged with a constant stream of information. This can be beneficial for displaying menus, directions, or other ongoing updates.

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How to Make a PowerPoint Presentation loop?

Ready to loop your presentation? Here’s how it’s done:

Step 1:  Open your PowerPoint and head over to the “Slide Show” tab.

Step 2:  Click the button that says “Set Up Slide Show.” A new window will pop up.

Step 3:  Under “Show options,” find the magic checkbox that says “Loop continuously until ‘Esc’.” Check that box to make your presentation run on repeat.

Step 4:  Want to control how long each slide shows? Look for the option “Automatically advance slides” and check it. Then, use the up and down arrows to set the display time for each slide.

Step 5:  Once you’re happy with the settings, click “OK” to save them.

Step 6: Time to loop! Go back to the “Slide Show” tab and click “From Beginning” (or “From Start”). Your presentation will start playing and keep going until you press the “Esc” key.

How To Loop a PowerPoint SlideShow from Selected Slides?

PowerPoint lets you loop a customized selection of slides, creating engaging presentations that run unattended. This eliminates the need for manual slide changes while maintaining audience interest. Here’s how to loop specific slides:

Step 1:  Select Slides: In the Slide Sorter view, hold “Shift” and click the first and last slides you want to loop.

Step 2:  Enable Looping: Go to the “Slide Show” tab and click “Set Up Show.” Check the box for “Loop continuously until ‘Esc'” and choose “Show slides” from the dropdown menu. Select “From” and enter the slide number where your loop should begin.

Step 3:  Create Custom Show (Optional): For easier access, name your looped sequence as a “Custom Show” within the “Set Up Show” dialog.

Step 4:  Start Looping: Navigate back to the “Slide Show” tab and choose “Custom Slide Show” to launch your looped presentation.

Closing Thoughts

Looping your PowerPoint presentation is a simple yet powerful technique that unlocks a variety of use cases. By following these steps, you can ensure your message runs continuously, keeping your audience informed and engaged, whether it’s at a kiosk, trade show booth, waiting room, or any other scenario that demands unattended playback. 

• No design skills required
• 3 presentations/month free
• Don’t need to learn a new software

Frequently Asked Questions

My presentation has animations and transitions. will they loop as well.

Absolutely! When you loop your presentation, animations and transitions will also repeat continuously, regardless of the looping method you choose.

Does looping affect animation timing?

There’s a possibility. Looping might affect how your animations play out, especially if they have specific timings set. To avoid any hiccups, be sure to thoroughly test your looped presentation. This will ensure your animations sync smoothly with the slide transitions.

Can I loop specific slides in my PowerPoint presentation?

Yes! PowerPoint gives you the flexibility to loop a selected group of slides, creating engaging presentations that run unattended.

How do I stop or pause a looped slideshow in PowerPoint?

Need a break? Simply press the “Esc” key on your keyboard to interrupt the looped slideshow at any time.

Can I customize the duration of each slide in a looped PowerPoint presentation?

Yes, you can! PowerPoint allows you to adjust the slide transition settings for each slide. This lets you control how long each slide displays, creating a tailored and dynamic looping experience.

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Governor Newsom Unveils Revised State Budget, Prioritizing Balanced Solutions for a Leaner, More Efficient Government

Published: May 10, 2024

The Budget Proposal — Covering Two Years — Cuts Spending, Makes Government Leaner, and Preserves Core Services Without New Taxes on Hardworking Californians

Watch Governor Newsom’s May Revise presentation here

WHAT YOU NEED TO KNOW:  The Governor’s revised budget proposal closes both this year’s remaining $27.6 billion budget shortfall and next year’s projected $28.4 billion deficit while preserving many key services that Californians rely on — including education, housing, health care, and food assistance.

SACRAMENTO – Governor Gavin Newsom today released a May Revision proposal for the 2024-25 fiscal year that ensures the budget is balanced over the next two fiscal years by tightening the state’s belt and stabilizing spending following the tumultuous COVID-19 pandemic, all while preserving key ongoing investments.

Under the Governor’s proposal, the state is projected to achieve a positive operating reserve balance not only in this budget year but also in the next. This “budget year, plus one” proposal is designed to bring longer-term stability to state finances without delay and create an operating surplus in the 2025-26 budget year.

In the years leading up to this May Revision, the Newsom Administration recognized the threats of an uncertain stock market and federal tax deadline delays – setting aside $38 billion in reserves that could be utilized for shortfalls. That has put California in a strong position to maintain fiscal stability.

“Even when revenues were booming, we were preparing for possible downturns by investing in reserves and paying down debts – that’s put us in a position to close budget gaps while protecting core services that Californians depend on. Without raising taxes on Californians, we’re delivering a balanced budget over two years that continues the progress we’ve fought so hard to achieve, from getting folks off the streets to addressing the climate crisis to keeping our communities safe.” – Governor Gavin Newsom

Below are the key takeaways from Governor Newsom’s proposed budget:

A BALANCED BUDGET OVER TWO YEARS.  The Governor is solving two years of budget problems in a single budget, tightening the state’s belt to get the budget back to normal after the tumultuous years of the COVID-19 pandemic. By addressing the shortfall for this budget year — and next year — the Governor is eliminating the 2024-25 deficit and eliminating a projected deficit for the 2025-26 budget year that is $27.6 billion (after taking an early budget action) and $28.4 billion respectively.

CUTTING SPENDING, MAKING GOVERNMENT LEANER.  Governor Newsom’s revised balanced state budget cuts one-time spending by $19.1 billion and ongoing spending by $13.7 billion through 2025-26. This includes a nearly 8% cut to state operations and a targeted elimination of 10,000 unfilled state positions, improving government efficiency and reducing non-essential spending — without raising taxes on individuals or proposing state worker furloughs. The budget makes California government more efficient, leaner, and modern — saving costs by streamlining procurement, cutting bureaucratic red tape, and reducing redundancies.

PRESERVING CORE SERVICES & SAFETY NETS.  The budget maintains service levels for key housing, food, health care, and other assistance programs that Californians rely on while addressing the deficit by pausing the expansion of certain programs and decreasing numerous recent one-time and ongoing investments.

NO NEW TAXES & MORE RAINY DAY SAVINGS.  Governor Newsom is balancing the budget by getting state spending under control — cutting costs, not proposing new taxes on hardworking Californians and small businesses — and reducing the reliance on the state’s “Rainy Day” reserves this year.

HOW WE GOT HERE:  California’s budget shortfall is rooted in two separate but related developments over the past two years.

• First, the state’s revenue, heavily reliant on personal income taxes including capital gains, surged in 2021 due to a robust stock market but plummeted in 2022 following a market downturn. While the market bounced back by late 2023, the state continued to collect less tax revenue than projected in part due to something called “capital loss carryover,” which allows losses from previous years to reduce how much an individual is taxed.
• Second, the IRS extended the tax filing deadline for most California taxpayers in 2023 following severe winter storms, delaying the revelation of reduced tax receipts. When these receipts were able to eventually be processed, they were 22% below expectations. Without the filing delay, the revenue drop would have been incorporated into last year’s budget and the shortfall this year would be significantly smaller.

CALIFORNIA’S ECONOMY REMAINS STRONG:  The Governor’s revised balanced budget sets the state up for continued economic success. California’s economy remains the 5th largest economy in the world and for the first time in years, the state’s population is increasing and tourism spending recently experienced a record high. California is #1 in the nation for new business starts , #1 for access to venture capital funding , and the #1 state for manufacturing , high-tech , and agriculture .

Additional details on the May Revise proposal can be found in this fact sheet and at www.ebudget.ca.gov .