This video explains how to embed the fonts used in a PowerPoint presentation to ensure that the slideshow looks the way you intended it to when copying to other computers or storage devices.
- [Instructor] Hi, I'm Garrick Chow, and welcome to PowerPoint Tips Weekly. See if this sounds like a familiar scenario. You need to copy a PowerPoint presentation to another computer. Maybe you're speaking at a conference, and they're using a single computer to display all the presenters' slides. Or maybe you just need to send a copy of your presentation to a coworker for them to check out. But when your PowerPoint file is opened on that other computer, suddenly your text is all over the place, maybe with line breaks where there weren't line breaks before, or the text being the wrong size. The issue is usually because of the fonts. If you've used fonts in your PowerPoint that aren't installed on the computer that's opening the file, PowerPoint on that computer will substitute in other fonts, sometimes with okay results, but also sometimes with disastrous results.
Now if you're using the Windows version of PowerPoint, you have the option to embed your fonts into your presentation, making it unnecessary to include the font files when you copy your presentation from computer to computer. Let's go to File, and Options. Here I'll select Save, and down at the bottom we'll find embed fonts in the file. Notice it says here by doing so, other people who open the document can view and use the fonts, even if the fonts are not installed on their computers. So I'll check that, and then we have two additional options.
The default is embed only the characters used in the presentation. And as you can see, it tells me that this reduces the file size. Embedding fonts adds size to your files, but by not including letters, numbers, and other characters that don't appear in the slideshow, you can keep the file size a little bit smaller. And that's fine if you're done working on your presentation, and just need to make a copy to send to the computer you're presenting on. But if you think you'll continue to tweak your presentation, or if someone else is going to be working on it, it's a good idea to select the second option here, embed all characters.
That way if they need to make an edit to some of your text, they'll be able to do so, because all the characters will be available. Otherwise if they need to use a letter that's not embedded, they won't be able to add that character in the same font. Truthfully though, embedding all the characters is not going to add that much more file size to your file in most cases. So if you know you're going to be copying your presentation to another computer for any reason, it makes sense to come into Options, turn on Font Embedding, and then click OK. And be sure to save your file to make sure the fonts save in it. Now be aware that this only works with TrueType and OpenType fonts.
So notice if I click Save right now, there's some fonts in this presentation that can't be saved. In this case, News Gothic Mt and Apple Chancery. And you can see neither of those are TrueType fonts, so they won't be saved in this particular presentation. I'll click OK. So if I really want to be sure that my fonts appear the way I want them to appear, I might want to change those fonts to other TrueType fonts in this case. And then it's always a good idea to check your presentation on a different computer where those fonts aren't installed, to make sure the fonts were properly embedded in your file.
Okay, so there you have it. I'm Garrick Chow, and we'll see you next time for more PowerPoint tips.
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