Do I need to embed or outline my fonts?
Yes. Every font in your PDF needs to be either embedded or outlined. If it is not, the file may open with a different font, and your text can reflow, change size or lose characters.
What the two terms mean
- Embedding stores a copy of the font inside the PDF. The text stays as real text, and the file carries everything needed to display it.
- Outlining turns each letter into a shape. The font is no longer needed at all, but the text can no longer be edited.
Either is fine. Most software embeds fonts for you when you export a PDF.
How to embed
Menus vary between versions of each program, so treat the steps in this article as a guide and contact us if you get stuck.
| Tool | What to do |
|---|---|
| Canva | Download as PDF Print. Fonts are embedded for you. |
| InDesign, Illustrator | Export using a print PDF preset. Fonts are embedded unless the font’s licence blocks it. |
| Word | When saving as PDF, open Options and tick the PDF/A option. This forces fonts to embed. |
How to outline
In Illustrator or InDesign, select all the text and choose Type > Create Outlines. Save this as a separate copy. Keep your original with live text, because you will need it to make changes later.
How to check a PDF
- Open the PDF in Adobe Acrobat Reader.
- Go to File > Properties, then the Fonts tab.
- Each font should say “Embedded” or “Embedded Subset” next to it. If the list is empty, the text has been outlined, which is also fine.
Font licences
You need the right to use any font you send us for print. Fonts that came with your design software, or that you bought or downloaded under a commercial licence, are normally fine. If a font refuses to embed, its licence usually does not allow it. Outline the text or choose another font.