MS Word: How to Embed Fonts

Microsoft Word is a word processing software commonly used for creating basic documents such as letters, term papers, tests, and quizzes. Because Word is a word processing software, there can be many issues when using the program for book layout. For example, it can be difficult to control graphics, text flow, and positioning of your book's content may skew when you ‘save’ the Word document as a different file type (such as ‘Save As’ PDF). Another common issue with Word is that it converts colors to RGB, and IngramSpark requires that files be submitted in CMYK.

In addition to color, text, and layout issues, Word’s default page size is 8.5 x 11 (standard letter size). Many publishers mistakenly create their interior pages at this default size, even when the intended trim size is smaller. Doing so will result in a printed book with text cut off on the top or on all sides.

You can export your Word document to PDF / XPS within your Word file.

Please be sure to check that the page size selected matches the trim size of your new book.

How to export your Word document:

• Select file 
• Select export  
• Select Create PDF / XPS

• Select 'Option'

• Select PDF / A: Compliant

• Select 'OK' 
• Name your file e.g. 978123456789_INTERIOR.PDF or 978123456789_COVER.PDF and choose the location you would like to save your document.  
• Select 'Publish'

When fonts are not embedded in the PDF created from Microsoft Word, this is usually due to a default setting that prevents common fonts from embedding. Below is a link to Microsoft support instructions on how to update this setting:

How to Embed Fonts in Word

Before uploading the PDF, please check if the fonts are embedded.

• Open the PDF in Acrobat Reader or Acrobat Professional.
• From the File… menu, select “Properties…”
• From the Document Properties dialog box, click on the “Fonts” tab.
• Each font should have the words “(Embedded Subset)” or “(Embedded)” next to the font name.
• If “(Embedded Subset)” or “(Embedded)” is not listed beside the font name, that font is not embedded and we will not be able to process your file.