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April 23, 2026 · 9 min read

How to Embed Fonts in a PDF for Print

To embed fonts in a PDF from InDesign, export using File > Export, choose Adobe PDF (Print), open the Advanced tab, and set the font subset threshold to 0%. In Illustrator, fonts embed automatically when you use a High Quality Print or Press Quality preset. In Acrobat, go to File > Document Properties > Fonts tab to see which fonts are embedded and which are not.

Without embedded fonts, the printer's system substitutes whatever font it has available. Your headline typeface becomes something different. Text reflows. The job may need reprinting. Embedding fonts takes less than a minute and prevents all of this.

Quick answer: in InDesign, export with the Advanced tab subset threshold set to 0%, or use the PDF/X-1a preset. In Illustrator, use the High Quality Print or Press Quality preset. After export, confirm in Acrobat under File > Document Properties > Fonts.

Why printers require embedded fonts

When you open a PDF on your computer, the text looks correct because your machine has the fonts installed locally. The printer's RIP (raster image processor) does not have your fonts. When it encounters a font that is not embedded in the file, it replaces it with a substitute, usually Helvetica or a generic system font.

The substituted font has different metrics. Characters are wider or narrower. Kerning differs. Lines that fit perfectly in your layout start overflowing. Headings that were tight become loose. The final print does not match what you approved.

Embedding puts a copy of the font data inside the PDF. The printer reads from the file, not from its own library. Your typeface prints exactly as designed.

Pre-send checklist

Before sending any file to print, verify these four things about fonts:

  1. Every font in the document is embedded or converted to outlines.
  2. No font appears without an Embedded label in Acrobat's Document Properties > Fonts tab.
  3. The PDF was exported using a PDF/X preset or with the subset threshold set to 0%.
  4. Any custom or purchased font is not restricted from embedding by its license.

Font embedding is one of five checks every print-ready PDF needs. For a full overview, see How to check if your PDF is print-ready on the PrintPress blog.

How to embed fonts in InDesign

InDesign does not embed fonts by default unless you use the right export settings. The key setting is the font subset threshold in the Advanced tab.

InDesign: export with full font embedding
  1. Go to File > Export.
  2. Name the file and choose Adobe PDF (Print) from the Format dropdown.
  3. Click Save to open the Export Adobe PDF dialog.
  4. Click the Advanced tab on the left.
  5. Find the field labeled Subset Fonts When Percent of Characters Used Is Less Than.
  6. Change the value to 0%.
  7. Click Export.

Shortcut: go to File > Adobe PDF Presets > PDF/X-1a:2001. This preset sets the correct export options automatically, including full font embedding. Use it for any commercial print job.

The subset threshold controls how much of each font is included. At 100%, InDesign embeds only the characters used in the document. At 0%, it embeds the complete font. Most printers accept a 100% subset, but setting it to 0% is the safer default.

How to embed fonts in Illustrator

Illustrator embeds fonts automatically when you use a print-quality PDF preset. You do not need to change any font settings manually.

Illustrator: export as print-ready PDF
  1. Go to File > Save As (or File > Export As).
  2. Choose Adobe PDF (.pdf) as the format.
  3. In the Adobe PDF Options dialog, open the Adobe PDF Preset dropdown.
  4. Choose High Quality Print or Press Quality.
  5. Click Save PDF.

To confirm the settings, click the Advanced category in the Adobe PDF Options dialog and look at the Fonts section. The default threshold is 100%, which embeds the characters used. That is fine for print.

If you use custom or purchased fonts, also run File > Package to keep font files alongside the Illustrator source. This protects your source file if you need to edit and re-export later.

How to check if fonts are embedded in Acrobat

After you export a PDF, open it in Acrobat or Acrobat Reader and check the Fonts tab. This takes less than 30 seconds.

  1. Open the PDF in Acrobat.
  2. Go to File > Document Properties (Ctrl+D on Windows, Cmd+D on Mac).
  3. Click the Fonts tab.
  4. Look at the Type column next to each font name.

What the Fonts tab shows

  • Embedded Subset: the characters used in this document are embedded. This is fine for most print jobs.
  • Embedded: the complete font is included. Required by some printers and preflight systems.
  • No label: the font is not embedded. Fix this before sending the file.

If you want to catch this faster, PrintPress checks font embedding automatically when you upload a PDF. It flags any unembedded fonts in the preflight report alongside color mode, bleed, and resolution, so you get one view of everything that needs fixing.

Skip the manual steps.

Check your PDF for unembedded fonts

How to fix unembedded fonts in Acrobat Pro

If you find unembedded fonts after export, Acrobat Pro can often fix them without going back to the source file.

  1. Go to Tools > Print Production > Preflight.
  2. In the Preflight dialog, click the wrench icon to open PDF Fixups.
  3. Find and select Embed Missing Fonts.
  4. Click Analyze and Fix.
  5. Save the PDF.

This fix only works if the font is installed on your computer and the license allows embedding. If the font is missing or embedding is restricted, Acrobat cannot add it. Go back to the source file, replace the font, or convert text to outlines.

What to do when a font cannot be embedded

Some fonts have an embedding restriction in their license. The font vendor sets a flag inside the font file that tells applications not to include it in PDFs. InDesign, Illustrator, and Acrobat all respect this flag. You cannot override it.

You have two options.

Option 1: convert text to outlines

Converting text to outlines turns each letter into a vector shape. No font data is needed. The printer reads the shapes directly. The text prints exactly as designed, but it becomes uneditable.

Illustrator: convert to outlines
  1. Select all (Cmd+A or Ctrl+A).
  2. Go to Type > Create Outlines (Shift+Cmd+O or Shift+Ctrl+O).
  3. Export as PDF.
InDesign: convert to outlines
  1. Select the text frames you want to convert.
  2. Go to Type > Create Outlines.
  3. InDesign replaces the live text with outlined paths. The original text is no longer editable.
  4. Export as PDF.

Keep a copy of the source file with live text before converting to outlines. Once converted, you cannot edit the text without going back to the original file.

Option 2: replace the font

Replace the restricted font with one that allows embedding. Most professional typefaces from Adobe Fonts, Fontspring, or Google Fonts permit embedding. Check the font license (usually the End User License Agreement) for language like 'allows embedding in PDF' or 'embedding permitted'.

Embedded vs embedded subset: what is the difference

Embedded means the complete font file is inside the PDF, including every character, glyph, and OpenType feature. Embedded subset means only the characters actually used in the document are included.

For most print jobs, embedded subset is fine. The printer only needs the characters in your document. Subset embedding also keeps the file smaller.

When to use full embedding: some printers or preflight workflows require it. If your printer asks for fully embedded fonts, set the InDesign subset threshold to 0% or use the PDF/X-1a preset. Both values are correct for print. The distinction matters more in specific technical or accessibility contexts.

FAQ

Why do printers require embedded fonts in a PDF?
The printer's RIP cannot access fonts installed on your computer. If a font is not embedded, the system substitutes a different font, which changes character metrics, shifts line breaks, and alters the appearance of the printed piece.
What happens if I send a PDF with unembedded fonts?
The printer's system replaces the missing font with a default substitute. Characters may be wider or narrower, lines may overflow, and your design will look different from what you approved. Some print shops reject files with unembedded fonts outright.
What is the difference between embedded and embedded subset?
Embedded means the complete font file is inside the PDF. Embedded subset means only the characters used in the document are included. For most print jobs, embedded subset is fine. Some printers require full embedding, in which case set the InDesign subset threshold to 0%.
Can I embed fonts in a PDF using Acrobat Reader?
No. Acrobat Reader is view-only. You need Acrobat Pro for the Preflight fixup approach. If you do not have Acrobat Pro, go back to the source file in InDesign or Illustrator, correct the export settings, and re-export.
Why can some fonts not be embedded?
The font vendor may have set an embedding restriction in the font file. InDesign, Illustrator, and Acrobat respect this restriction. Your options are to convert the text to outlines or to replace the font with one that permits embedding.
How do I find which fonts in my PDF are not embedded?
Open the PDF in Acrobat, go to File > Document Properties, and click the Fonts tab. Any font listed without an Embedded or Embedded Subset label is not embedded. PrintPress also flags unembedded fonts automatically in its preflight report.
Does embedding fonts increase PDF file size?
Yes, slightly. Full embedding adds more data than subset embedding. For a typical print PDF, the size increase is small and should not cause problems with file transfer or printing.
Should I convert fonts to outlines instead of embedding them?
Converting to outlines is a reliable alternative, especially for logos and short headlines. The downside is that outlined text is no longer editable. For body text with many characters, embedding is usually better because outlines can increase file size significantly.