You carefully format a document in Word, choose Print > Microsoft Print to PDF, and the output PDF shows different fonts. Text might appear larger, smaller, or use a substitute typeface entirely. This happens because the PDF printer does not embed the original fonts or cannot access them during conversion. This article explains the root cause and gives you three methods to produce a PDF that matches your original document exactly.
Key Takeaways: Fixing Font Mismatch in Word’s Print to PDF
- File > Save As PDF (not Print to PDF): Uses Word’s own PDF export engine, which embeds fonts and preserves layout more reliably than the Windows print driver.
- File > Options > Save > Embed fonts in the file: Ensures all fonts used in the document are included before any PDF conversion method.
- Install missing fonts on the target system: If the PDF is viewed on a computer that lacks the original fonts, the viewer substitutes them — embed fonts to prevent this.
Why Print to PDF Changes Fonts in the Output
The Microsoft Print to PDF driver is a generic printer driver that converts page layouts into PDF format. It does not embed all font data by default. Instead, it relies on the system’s installed fonts. When the driver encounters a font that is not installed on the current Windows system, it substitutes a fallback font such as Arial or Times New Roman. This substitution causes the visual difference between the source document and the PDF.
Another common scenario is font subsetting. Even when the driver embeds fonts, it may only embed the characters used in the document. If the PDF viewer later re-renders the text with a different font engine, spacing and glyph shapes can shift. The result is a PDF that looks noticeably different from the original Word document.
Font Licensing and Embedding Restrictions
Some commercial fonts have license flags that prohibit embedding. When the Print to PDF driver detects a restricted font, it substitutes a system font. Word’s Save As PDF feature respects the same license flags but handles substitution differently, often producing a closer visual match.
Driver vs. Word Export Engine
The Print to PDF driver treats the document as a series of page images. It interprets font metrics through the Windows Graphics Device Interface, which can introduce rounding errors in character widths and line breaks. Word’s built-in PDF export engine reads the document’s internal font data directly, producing a more faithful output.
Steps to Produce a Font-Accurate PDF From Word
Use one of the following methods. Method 1 is the recommended approach for most users. Method 2 is useful when you need to share the source document for collaborative editing. Method 3 is for situations where you must use the Print to PDF driver.
Method 1: Use File > Save As PDF
- Open the document in Word
Ensure you have the latest version of the document saved before exporting. - Click File > Save As
Choose a location such as This PC or OneDrive. The Save As dialog box opens. - Select PDF from the Save as type dropdown
Near the bottom of the dialog, click the dropdown and choose PDF. - Click Options before saving
In the same dialog, click the Options button. A small window appears. - Check PDF options for font fidelity
In the Options window, under PDF options, check the box labeled ISO 19005-1 compliant (PDF/A). This forces font embedding. Click OK. - Click Save
Word exports the PDF with embedded fonts. Open the PDF and compare it to the source document.
Method 2: Embed Fonts in the Source Document First
- Click File > Options
The Word Options dialog opens. - Go to the Save category
In the left pane, click Save. - Enable font embedding
Under Preserve fidelity when sharing this document, check Embed fonts in the file. For best results, also check Embed only the characters used in the document and Do not embed common system fonts. Click OK. - Save the document
Press Ctrl+S to save the document with embedded fonts. - Use Print to PDF or Save As PDF
After embedding, either method produces a PDF with the correct fonts.
Method 3: Install Missing Fonts on the Target System
- Identify the fonts used in the document
In Word, go to Home and open the Font dropdown to see the font list. Note any non-standard fonts. - Obtain the font files
Download the font from the foundry or extract it from another system that has it installed. Font files typically have .ttf or .otf extensions. - Install the fonts on the Windows system
Right-click each font file and select Install. Alternatively, copy the files to C:\Windows\Fonts. - Re-run Print to PDF
Open the document again and choose File > Print. Select Microsoft Print to PDF and click Print. The PDF now uses the correct fonts because they are available on the system.
Common Issues After Font Substitution in PDF
PDF Text Is Blurry or Has Jagged Edges
When the Print to PDF driver substitutes a font, it may rasterize the text at a lower resolution. This makes the text appear fuzzy. To fix this, use Save As PDF instead of Print to PDF. If you must print, set the printer properties to a higher DPI — 600 DPI or more.
Line Breaks and Page Breaks Shift in the PDF
A substituted font has different character widths, causing text to reflow. Paragraphs may break at different points, and page breaks can move. The only reliable fix is to embed the original fonts before creating the PDF. If embedding is not possible, adjust the Word document using a monospaced or universally installed font such as Calibri or Arial.
PDF Shows Blank Spaces Where Fonts Should Be
This occurs when the font license prohibits embedding and the driver cannot find a suitable substitute. Word’s Save As PDF handles this by converting the affected text to outlines, which preserves the visual appearance but makes the text unselectable. To avoid blank spaces, use a font that allows embedding or convert the text to shapes manually before export.
Print to PDF vs Save As PDF: Font Handling Differences
| Item | Print to PDF (Driver) | Save As PDF (Word Export) |
|---|---|---|
| Font embedding method | Uses Windows GDI font subsetting | Uses Word’s internal font data |
| Handles restricted fonts | Substitutes with system font | Converts text to outlines or substitutes |
| Preserves hyperlinks | Often loses hyperlinks | Preserves hyperlinks |
| File size | Smaller due to subsetting | Larger with full font embedding |
| Recommended for font fidelity | No | Yes |
You can now produce a PDF from Word that matches the font appearance of your source document. Use File > Save As PDF with the PDF/A option for the most reliable results. For collaborative workflows, embed fonts in the Word file before sharing. An advanced tip: if you work with custom fonts frequently, create a Word template that has font embedding enabled by default under File > Options > Save.