custom typeface | Presentation Xpert

How to Embed Fonts In Your Presentation

One of the most popular question asked by our attendees during our Laura Foley webinar on May 18th was, “How do you embed fonts in a presentation.” Laura liked the question so much that she provided a more detailed answer. Enjoy!

You can use beautiful font types that make a statement when you create your presentations. But, if the audience doesn’t have the same font installed on their computers, it will not display correctly and PowerPoint substitutes a similar font. How do I embed fonts in a presentation so I can fix this?

Laura Foley
Email
Website

Why embedding fonts is a great idea…

Using non-standard fonts in your presentations makes them stand out. With the right fonts, presentations can look fresh and modern (even if the non-typographically inclined can’t exactly figure out why). But you’ll know why…it’s because you took the initiative to spend a few minutes locating and installing a fresh-looking font!

There’s nothing inherently wrong with Calibri, the humanist sans-serif typeface so familiar to users of Microsoft Office. But everybody’s using it, so if you are too then your presentations might look the same as everyone else’s. Here’s how to stand out from the crowd.

Calibri, you’ve overstayed your welcome.

In The Incredibles, the main villain, Syndrome, declares, “When everyone’s super, no-one will be!” It’s the same with Calibri. When everybody uses it, it ceases to be special. So if your presentations feature Calibri, which was once fresh and new, then they look like millions of other presentations. That whole “blending in with the crowd” thing might work for some people. But if you’ve read this far, I’m confident that you’re not satisfied with going with the flow. It’s time to customize your presentations with a non-standard font.

Google, your main source for awesome fonts!

There are loads of websites where you can find free fonts. Ignore them all and head right on over to Google Fonts. Here, you’ll find well-thought-out font families that contain boldface, italics, ligatures and all kinds of amazing typographical goodies. But the main thing is that here you will find a typeface that 10 billion other PowerPoint users AREN’T using. Oh, and did I mention they’re all free?

1. Follow the instructions on Google Fonts to download your chosen font.
2. Unzip the file
3. Double click on the .TTF file.
4. Click on Install

These are the steps I follow to install fonts on my PC. Your operating system might be different, so if this doesn’t work for you then you’ll need to look up how to install fonts on your own PC.

Embedding a font in your PowerPoint presentation

It’s very easy to embed fonts into individual presentations. By embedding the fonts, you ensure that they will look the same when opened on other systems even if they don’t have your custom font installed.

Click on the File tab in the ribbon then select Options.
Click Save on the left side of the dialog box that appears.
Under Preserve fidelity when sharing this presentation on the right, put a check next to Embed fonts in the file then choose Embed only the characters used in the presentation (best of reducing file size) or Embed all characters (best for editing by other people).
Click OK and continue saving normally.

The bad news for Mac users

The Mac version of PowerPoint doesn’t allow you to embed fonts. I guess it’s just too complicated to ensure that embedded PC fonts display the same on a Mac and vice versa.

About Laura Foley:
As the Cheater of Death by PowerPoint, Laura Foley provides training and presentation design services to help people communicate their ideas and be better presenters. She has worked with Procter & Gamble, Nestlé, General Dynamics, Juniper Networks, Harvard Business School, DST, Eloqua, EMC, TE Connectivity, and VMware and has conducted training sessions at Worcester Polytechnic Institute, Simmons College, the Central Mass Business Expo, and the Isenberg School of Management at UMass Amherst. Her speaking engagements include HOW Design Live, the largest conference for creative professionals in the world. A graduate of the Massachusetts College of Art and Design, Laura has over two decades’ experience in presentation design, marketing, and copywriting. She lives in Central Massachusetts with her husband and two sons. Laura serves as Cubmaster and Den Leader for Hubbardston Cub Scouts Pack 12. It’s like herding cats, but more rewarding.

Webinar Wrap-Up: More Q & A with Laura Foley

In our May 18th webinar, Cheating Death by PowerPoint with presentation designer Laura Foley, the questions were coming faster than we could share them with both Laura and the attendees. Our presenter was kind enough to answer many of the webinar questions so we could share them with you.

To watch the webinar and get the handouts, click here

Question:
Do you have any tips for a “welcome” slide that might be used during opening speeches, etc. but not actually referenced directly?

Answer:
It’s always a good idea to have your organization’s logo, the name of your presentation, your name and your contact information on your opening slide. Repeat this at the end of the presentation so people know how to get in touch with you if they have questions. See example below:

Question:
Do you have font recommendations? Including size

Answer:
Think of a slide as a billboard. If you have to slow down to read it, then the type is too small. While I have no set and fast rule for point sizes of type on a slide, I try to make the text very large so that people can read it no matter how far away from the screen they may be.

Question:
I notice you use a lot of Orange against a white background. Has this combination been proven successful or just your preference?

Answer:
It’s one of my corporate colors.

Question:
How do you work with (around?) a mandatory company template or one that is a very generic company background?

Answer:
I use the typeface and colors specified in the template, but I’ll usually never use the established text boxes and bullet points. I prefer to use very large text on a slide and no bullet points. Also, you can make text bold, italic, or all caps to give it many different looks while still using the same typeface.

Question:
Are gradients opportunity or threat?

Answer:
Now that flat design is the rage, I don’t use as many gradients. When I do, they’re very subtle. Any gradient and highlight that makes a graphic look three-dimensional or glasslike also make it look dated.

Question:
Could you comment on using company logos and names, etc. in the footer?

Answer:
Do it if the client demands it. Otherwise, you can just use it at the beginning and the end of the presentation. By deleting the standard header and footer, you free up a lot more slide real estate to be used for information.

Question:
What do you think about decorative themes? For example, if we create a title slide that looks like a movie poster (maybe an ocean theme to discuss a “deep dive” into a subject)…do you think keeping ocean imagery on every slide is cohesive and engaging, or purely decorative and distracting?

Answer:
There’s nothing wrong with being creative with your slides. But if the theme is as you suggest a “deep dive,” that’s just another way of saying an in-depth view of a subject. I wouldn’t carry the “deep dive” analogy through every slide, maybe just the title. Make sure that the design of your slide reflects the content of the presentation, not the type of presentation it is.

Question:
What is the best font to use for numbers (like in charts)?

Answer:
The same typeface that is standard for the template you’re using.

Question:
What are your thoughts on using custom (non-standard) fonts?

Answer:
It’s amazing! Your presentations will look different from everyone else’s, which helps make them memorable. For more ideas, and step-by-step instructions on how to do it, click here.

About Laura Foley:
As the Cheater of Death by PowerPoint, Laura Foley provides training and presentation design services to help people communicate their ideas and be better presenters. She has worked with Procter & Gamble, Nestlé, General Dynamics, Juniper Networks, Harvard Business School, DST, Eloqua, EMC, TE Connectivity, and VMware and has conducted training sessions at Worcester Polytechnic Institute, Simmons College, the Central Mass Business Expo, and the Isenberg School of Management at UMass Amherst. Her speaking engagements include HOW Design Live, the largest conference for creative professionals in the world. A graduate of the Massachusetts College of Art and Design, Laura has over two decades’ experience in presentation design, marketing, and copywriting. She lives in Central Massachusetts with her husband and two sons. Laura serves as Cubmaster and Den Leader for Hubbardston Cub Scouts Pack 12. It’s like herding cats, but more rewarding.