Why do fonts change when I export to PDF?

Some fonts don't allow embedding in PDFs. Word substitutes a similar font. To fix this, use common fonts (Arial, Times New Roman, Calibri) or go to File > Options > Save and check 'Embed fonts in the file.'

Fix: Formatting Changes When Saving Word as PDF

Why PDF Export Changes Formatting

PDF conversion translates Word’s formatting into a different rendering engine. Some elements don’t translate perfectly, especially fonts, text wrapping around images, and complex layouts.

Step-by-Step Fix

Step 1: Embed Fonts

Go to File > Options > Save
Check Embed fonts in the file
Check Embed only the characters used in the document (reduces size)
Save the document, then export to PDF

Step 2: Use the Best Export Method

Go to File > Export > Create PDF/XPS (preferred over Save As)
Click Options before saving
Check:
- Create bookmarks using: Headings
- Document structure tags for accessibility
- ISO 19005-1 compliant (PDF/A) for archival quality
Click OK, then Publish

Step 3: Fix Image Quality

If images look blurry in the PDF:

Go to File > Options > Advanced
Under Image Size and Quality
Uncheck Discard editing data
Set Default resolution to High fidelity or 330 ppi
Re-export to PDF

Step 4: Fix Text Wrapping Issues

If text flows differently in the PDF:

Set images to In Line with Text wrapping where possible
Avoid floating text boxes near page edges
Use Fixed position on page for images that must stay in specific locations

Step 5: Use Adobe Acrobat (If Available)

If you have Adobe Acrobat:

Go to the Acrobat tab in Word
Click Create PDF
Acrobat’s converter often handles complex layouts better than Word’s built-in exporter

Common Issues and Fixes

Fonts change: Embed fonts (Step 1)
Images blurry: Increase resolution (Step 3)
Hyperlinks missing: Use Export, not Print to PDF
Bookmarks missing: Check Options during export (Step 2)
Page breaks shift: Check section breaks and paragraph settings