Word-generated PDF changed to wrongly include Calibri font

Question

Last month I saved a Word doc as a PDF and no embedded fonts showed in the PDF properties. The same Word doc running on the same computer with no changes was saved as PDF today and the PDF doubled in size and showed Calibri as an embedded font. I assume something has changed in Word re options or operation but I can't seem to reproduce the original PDF with no embedded fonts. My publisher doesn't accept embedded fonts (I don't know why), so really need to fix this.

Answer 1

Hi David,

That usually means Word saved the file as PDF/A. PDF/A forces font embedding and doubles size fast. Rebuild the PDF with PDF/A turned off.

Open the document in Word. Choose File > Save As, pick a folder, set Save as type to PDF, then select More options or the small Options button in that dialog. In the PDF options, make sure the box named ISO 19005-1 compliant (PDF/A) is not checked. Also clear Bitmap text when fonts may not be embedded, then press OK and Save. Reopen the PDF and check File > Properties > Fonts to confirm that nothing is embedded.

Word remembers the last PDF setting you used, so PDF/A can get switched on without you realizing it and every new export will embed fonts. Try the steps above and tell me what you see in the Fonts tab afterward, and I will guide you to the next fix if needed.

Answer 2

It sounds like you are experiencing an issue with how fonts are embedded when saving a Word document as a PDF. The change in behavior regarding font embedding could be due to updates in Microsoft Word or changes in the settings related to font embedding.

To address your concern about not embedding fonts in the PDF, you can try the following steps:

1. Check Font Embedding Settings: Go to File > Options > Save. Ensure that the option for embedding fonts in the file is unchecked. This setting can affect how fonts are handled when saving as a PDF.
2. Use Print to PDF: Instead of saving directly as a PDF, try using the Print function and select a PDF printer (like Microsoft Print to PDF). This method often does not embed fonts.
3. Check for Updates: Ensure that your version of Microsoft Word is up to date, as updates can sometimes change functionality.
4. Test with Different Fonts: If possible, try using a different font that may not have the same embedding restrictions to see if the issue persists.

If none of these steps resolve the issue, you may want to reach out to Microsoft support for further assistance.

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References:

• Font redistribution FAQ (Frequently Asked Questions) for Windows