Embedding Fonts (Print to PDF)

When uploading documents to Optimal Outsource, you must PRINT to PDF, not save as PDF.

What’s the difference?

Think of this as the computer “taking a picture” of your document. It doesn’t matter what graphics you used, what font you used, or what colors you used. It’s a picture of your document that can be opened with any PDF viewer (available for free on the Internet if needed), and the person opening the document will see it in exactly the same format, with the same fonts and graphics that you had when you printed it to PDF. There is a slight, almost imperceptible degradation of quality when you print it to PDF because the computer isn’t sharpening up your fonts or graphics when you open it.

This will improve the quality and efficiency of the documents you entrust to use for delivery, whether it be electronic or printed delivery.

If you are using Adobe Acrobat; first update your Printer settings:

1. Open any PDF File.

2. Choose File > Print.

3. Within the Print window, make sure you have “Adobe PDF” set as the printer.

4. Choose Properties.

5. Under “Default Settings” click the Edit Button

6. On the left hand side, click the Edit Button
     a. Check the box “Embed all fonts”
     b. Check the box “Subset embedded fonts…”

7. Under “Embedding”, select the very first Font on the list, scroll down to the bottom, hold the SHIFT button & select the last Font on your list.
      a. This will highlight all of your Fonts

8. Select the top “Add” button pointing to the “Always Embed” area

9. Select Save as and name the Print Options “PrintToPDF.joboptions”

Now that your Adobe settings are set, you can now successfully Print to PDF:

  1. Open a file in a Windows application.
  2. Choose File > Print.
  3. Choose “Adobe PDF”, or “PDF Creator” as the printer in the Print dialog box.
  4. Click Print.
  5. Name the PDF file and save it in a desired location.


If you are using PDF-XChange:

If you are using PDF-XChange, please note that you must use PDF-XChange Lite, as “PDF-XChange Viewer and PDF-XChange Editor do not currently feature the functionality to embed fonts.” (source)

For details on how to determine your font embedding options for PDF-XChange Lite, please go here.

‘Save as PDF’ (DON’T DO THIS!):

(Left top image is the Original PDF, Left bottom image is “Saved as PDF”)

The computer is saving your Word, Excel, or Publisher document in a way that makes it hard for others to modify it, but it preserves the font and graphics programming on the back end. This makes the graphics slightly sharper when you open it on a computer, BUT if the computer you are using to open the file doesn’t have that exact font programmed into it, it may look like distorted/illegible on a computer other than the one you used to create the document.

When Optimal prints documents that are saved as PDF’s (instead of printed to PDF), if they don’t have the exact font type you selected — even Arial and Times New Roman have hundreds of variations depending on computer, program, or edition — the font may have overtyping or look completely different from what you submitted.





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