All fonts should be embedded in your document before being uploaded to the Intelliprint portal, if you are using Mail Merge and saving as a PDF, please follow the below instructions to ensure all fonts are embedded correctly:  

1. Once you have completed the mail merge, click the ‘Print’ option in the mail merge menu 

2. Select the range of documents to export and click ‘Ok’ 

3. Select Adobe PDF from the dropdown menu and click ‘Properties’ 

4. Ensure ‘Rely on system fonts only; do not use document fonts’ is unchecked and click ‘Edit’ 

5. In the Compatibility dropdown, ensure Acrobat 8.0 is selected then click ‘Fonts’ from the left-hand menu. 

6. Ensure all 3 options at the top of the Fonts setting are checked, the dropdown for ‘When embedding fails’ should state’ Warn and continue’. If there are any fonts in the bottom right ‘Never embed section’, highlight them all and click ‘Remove’ 

7. Click ‘Save as’ 

8. Select the filename for the settings and click ‘Save’ and the ‘Ok’ 

9. You’ll be returned to the PDF Properties menu – the name will be saved in your settings and will now be in the Default Settings dropdown. Next time you export your mail merge to PDF you can simply ensure this option is selected  

Instructions to output mail merge to PDF, ensuring fonts are embedded 

1. Once you have completed the mail merge, click the ‘Print’ option in the mail merge menu 

2. Select the range of documents to export and click ok 

3. Select Adobe PDF from the drop-down menu and click Properties 

4. Ensure ‘Rely on system fonts only; do not use document fonts’ is unchecked and click Edit 

5. In the Compatibility dropdown, ensure Acrobat 8.0 is selected then click Fonts from the left-hand menu 

6. Ensure all 3 options at the top of the Fonts settings are checked and that the dropdown for ‘When embedding fails:’ says ‘Warn and continue’. If there are any fonts in the bottom right ‘Never Embed’ section, highlight them all and click Remove. 

7. The Fonts settings should now resemble the image below – when happy, click Save As 

8. Select a filename for the settings and click Save and then OK 

9. You’ll be returned to the PDF Properties menu – the name you saved your settings under will now be in the Default Settings dropdown. Next time you export your mail merge to PDFs you can simply ensure this option is selected. 

10. Click OK to return to the Print menu, then OK again to export your PDFs. Enter a filename as usual and your PDFs will be output as normal. 

Embedding fonts in Microsoft Word

1. To embed a font, click the “File” menu while working on a document in the Windows versions of Word 

2. Click the “Options” link at the bottom of the menu that appears. 

3. Click “Save” in the left panel. 

4. Under “Preserve fidelity when sharing this document”, check the “Embed fonts in the file” option. 

5. To reduce the resulting document’s file size, be sure to check the “Embed only the characters used in the document (best for reducing file size)” option. Office will only embed a font if it’s used in the document. Otherwise, Office will embed other fonts from your system into the file, even if you haven’t used them.  
    
   Leave the “Do not embed common system fonts” option enabled. This will also help reduce the file size by omitting Windows system fonts that the recipient likely has installed. 

6. Click “OK” to save your changes and save the document normally. The fonts you used in the document will be embedded into the file.