[Libs-Or] Tech-Talk: PPT - To Keep Special Fonts in Place, Embed Them

Tue May 1 12:03:14 PDT 2018

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 This Week's Tech-Talk: POWERPOINT

1. VIDEO ... To Keep Special Fonts in Place, Embed Them
2. ARTICLE ... To Keep Special Fonts in Place, Embed Them
3. COMMUNICATING ... Avoid "n't"

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Tech-Talk: PPT - To Keep Special Fonts in Place, Embed Them
Advanced

I'm working on a joint presentation with a colleague for a tech conference. We're both adding content to slides in PowerPoint.

The problem is, I like to use hip and impactful fonts to punctuate the message. But when I share the presentation with my co-presenter to edit, those fonts are substituted with others that don't look the same.

Why won't the fonts show up correctly on her computer?

[embedded fonts]

The simple answer is that I have downloaded and installed a non-standard font that is not part of the Microsoft package. So of course, she doesn't have them on her PC for PowerPoint to use them.

What happens? PowerPoint chooses from the fonts it does have. She sees something different from what I intended.

For example, in the slide images to the right, you won't find these font choices in the PowerPoint font drop-down menu.

I could show her where I downloaded these particular ones, and she can install them… but there's a quick way to ensure the fonts display correctly -- no matter what computer or tablet is used.

It's called "embedding fonts" and you do this when saving the document.

Embed Fonts in Your Presentation

[Options]

To ensure that a PowerPoint file contains the actual fonts you chose to use in creating your presentation, just easily embed the fonts in the file.
It's essential that you do that if there were to be ever a chance of sharing the file with others (or showing the presentation on a different computer).

When you use special fonts, chances are other computers won't have that particular one installed. You want the font to be part of the document so that it will display correctly. (Because it is embedded, it only makes the font appear properly for that one file).

Here's what you do. It's all in the Saving Options:

·     When you're ready to save your PowerPoint, go to File, Options.

·     Go to Save in the left pane.

·     At the bottom, under Preserve fidelity when sharing this document, check the box that says Embed fonts in the file.

[embed fonts]

Additionally, depending on what version of PowerPoint you are using, it may show either of these options:

·     Do not embed common system fonts (to keep the file small, keep this option checked).

 Or

·     Embed all characters (if someone else will be editing the document, pick this option. It does significantly increase the file size).

·     For either option, Click OK to save.

Now when you share the file with others, the fonts will display correctly.

NOTE: This process ensures the font displays appropriate for that file, but it doesn't install it on the actual computer to use in other documents.

This Works in Word Too!

Oh... by the way, if you use custom fonts in Word documents you can use the same steps above to embed the fonts in these docs also.

Or, you can save both a Word document or PowerPoint presentation as a PDF file and the fonts do not need to be embedded.

Where Do You Get Custom Fonts?

[dafont]

BONUS! Do you want to find new and fresh fonts for your presentations and documents?

Sites like FontSquirrel or DaFont offer both free and paid font packages.

See more about these sites as well as how to INSTALL a font on your computer by typing in "download fonts" in the Search bar in Tech-Talk.com.

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Communicating: Being Positive
Avoid the "n't"

I had a female friend when I lived in Iran who was a great mom. She had three children, all of whom were fine kids. I mentioned one day how well they had turned out ... well-adjusted, kind and active.

She said her motto was, "Say yes as much as you can. And when you tell them no, mean it."

What we're really talking about is the power of being supportive. Looking for ways to reinforce others, rather than tearing them down.

So here comes my little secret for one way to do that when talking and writing:

Avoid the "n't". You know ... the words don't, can't, won't and so on.

Why? Because it's a "no". It's a " do not." It introduces negativity into the thought.

Of course there are lots of good and appropriate times to use these contractions, along with the word no and not. But the point is, especially when you are writing (where the impact can feel stronger) avoid unintended negativity by re-phrasing the "not" thought into a positive, supportive one.

Try This: Watch what you say and write. See how often you find yourself using the "no" concept.

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