Keep Your PowerPoint Presentation Fonts From Changing

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When creating a PowerPoint presentation, choosing the right fonts is key to effectively communicating your message. However, a common issue that presenters face is having fonts change when the presentation is viewed on another computer. This can alter the look and feel of your slides.

Here are tips to keep fonts consistent when sharing your PowerPoint presentation with others:

Use Common Standard Fonts

Stick to common fonts like Arial, Times New Roman, Calibri, and Verdana that are pre-installed on most computers. Avoid using obscure, decorative fonts as these are more likely to be substituted. Though standard fonts may seem boring, they will display properly across devices.

Embed Fonts

Embedding fonts saves a copy of the fonts within the PowerPoint file. To embed fonts:

  • Go to File > Options > Save
  • Check the box for “Embed fonts in the file”
  • Select “Embed all characters” if you want others to edit using the same fonts
  • If file size is an issue, choose “Embed only the characters used in the presentation”

Embedding fonts prevents PowerPoint from having to substitute fonts when opened on other computers.

Learn If Fonts Can Be Embedded

Certain fonts have licensing restrictions that prevent embedding. Before embedding fonts, verify the licenses allow it. TrueType and OpenType fonts typically permit embedding.

You can research font licenses online to see if embedding is allowed. If unsure, choose standard fonts like Arial that can be freely embedded.

Use Font Preview

When applying fonts in PowerPoint, use the font preview feature to see how they will look when substituted on another system. Font preview shows you the fallback font PowerPoint would use if the original font is unavailable.

Set Font Size Properly

If fonts seem inconsistent across slides, check that font sizes are set properly. Avoid using automatic resizing based on text length. Manually set font sizes in the master slides to keep text consistent.

Package Fonts With Presentation

If unable to embed fonts due to restrictions, save copies of the fonts to distribute with your PowerPoint file. Provide clear install instructions so recipients can install fonts before viewing.

Limit Font Use

Using fewer fonts makes a presentation easier to format consistently. Stick to one or two fonts throughout. Vary font style instead of changing entire font families. Using many different fonts can cause issues when shared.

Convert Text to Shapes

For important text like titles, convert text to shapes. This converts fonts to vector outlines, preventing font substitution. Converted text loses editing capabilities but maintains appearance.

Check Font Usage Rights

When using fonts from services like Google Fonts, check what usage rights have been granted. Some only allow embedding for web use, not desktop apps like PowerPoint. Read license terms carefully.

Test on Multiple Devices

After applying above tips, test your presentation on other computers to catch any remaining font issues. Check that it looks as intended before presenting to a wider audience.

Troubleshoot Issues

If fonts change despite efforts, troubleshoot the problem:

  • Verify if fonts are licensed for embedding
  • Check if PowerPoint is configured to embed fonts on save
  • Try different save options like “Strict Open XML”
  • Ensure hardware acceleration is enabled in PowerPoint video settings
  • Update PowerPoint and graphics drivers to latest versions

Embed Fonts in PowerPoint (Step-by-Step)

Here are step-by-step instructions to embed fonts in PowerPoint presentations:

  1. Open PowerPoint and the presentation file
  2. Select the “File” tab
  3. Choose “Options”
  4. Click “Save” in left sidebar
  5. Check the box for “Embed fonts in the file”
  6. Select embed option:
  • “Embed all characters” or
  • “Embed only characters used in presentation”
  1. Click OK
  2. Save presentation

Font embedding only takes a minute but prevents a lot of formatting headaches when you share your presentation!

Using common, standard fonts and testing across devices also helps in creating presentations with consistent text appearance. Follow these PowerPoint font tips and you can share your slides with confidence.

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