Embedding fonts in artwork
If the font is not in the file, the computer opening it swaps in something else. Lines shift, words fall off the end, and nobody spots it until the print is on the wall.
Embed or outline?
Both protect your layout. Embedding stores the letterforms inside a PDF, so the text stays as text. Outlining turns each letter into a vector shape, so there is no font left to go missing.
| Your job | Use | Reason |
|---|---|---|
| Normal PDF from InDesign or Affinity | Embed | Happens by default and keeps text searchable |
| Logo or headline with a special font | Outline | The shape can never change |
| File from Illustrator going to print as AI or EPS | Outline | Those files depend on the font being installed |
| Text we may need to correct | Embed, and supply the source file too | Outlined text cannot be edited |
| Long small-print paragraph | Embed | Outlining can make small text look slightly heavier |
| Artwork for cut vinyl | Outline | A cutter follows paths, not fonts |
How to check a PDF.
- Open it in Acrobat or Acrobat Reader.
- Go to File, Properties, then the Fonts tab.
- Look for "Embedded" or "Embedded Subset" after each name. A subset means only the characters you used were stored, which is fine for print.
- If a font has no such label, go back and export again.
- If the list is empty, the text may already be outlined, or the page may be an image. Check by trying to select a word.
How to outline
In Illustrator, select the text and use Type, Create Outlines. In InDesign, the same command exists, but it is better used on single headlines than on the whole document. In Affinity, use Layer, Convert to Curves. Save this as a copy, and keep the live-text version as your working file. Once outlined, you cannot correct a typo without going back to it.
Where the problems usually come from
- Cloud fonts. Fonts activated from a subscription, such as Adobe Fonts, may not be collected when you package a job. They do embed in a PDF as a rule, so PDF is the safer route.
- Restricted licences. Some fonts are set to block embedding. Your software will warn you, or will quietly turn the type into an image. Either way, check the licence.
- Fake bold and italic. Pressing a B button on a font without a true bold can make a version that does not export as you expect.
- Office documents. A Word file opened on another computer can reflow, even if the same font is available. Save to PDF yourself, then check it.
If you are sending working files
Use Package in InDesign or Illustrator so that fonts and links are gathered in one folder, and include any licence terms that apply. Then follow our notes on exporting a print-ready PDF. The artwork guide has the wider file checklist.
Type that arrives as you set it.
Your questions.
Does outlining make text blurry?
No. Outlines are vector shapes, so they stay sharp at any size. They only look different at very small sizes, where they can appear slightly bolder.
Can I just send the font file?
That depends on your licence, as many do not allow it. A PDF with the fonts embedded usually avoids the issue.
What about a JPEG of the text?
It avoids font problems but fixes the text at the resolution of the image, so it may look soft at large sizes. Use a PDF where you can.