How do you avoid font licensing issues when embedding fonts in PDF?

1 What are font licenses and why do they matter?

Font licenses are agreements between the font creator and the font user, that specify how the font can be used, distributed, modified, and embedded. Font licenses can vary widely, from free and open source, to paid and restrictive. If you embed a font in PDF without respecting its license, you could face legal consequences, such as fines, lawsuits, or injunctions. Therefore, it is important to check the license of each font you use, and follow its terms and conditions.

2 How to check the font license and embedding permissions?

There are different ways to check the font license and embedding permissions, depending on where you obtained the font from. If you downloaded the font from a website, you should read the license file or the website terms of use, and look for any clauses that mention embedding. If you purchased the font from a vendor, you should consult the end user license agreement (EULA), and see if it allows embedding. If you are not sure, you can contact the font creator or vendor and ask for clarification. You can also use a tool like Font Squirrel's Font Identifier to scan a PDF and check the license of the embedded fonts.

3 How to embed fonts in PDF with different software?

If you have the right to embed a font in PDF, you need to use a software that supports this feature. Some common desktop publishing software that allow embedding fonts in PDF are Adobe InDesign, Adobe Illustrator, Microsoft Word, and LibreOffice. The exact steps may vary depending on the software, but generally you need to select the option to embed fonts when exporting or saving your document as PDF. You can also choose the level of embedding, such as full or partial, depending on how much of the font data you want to include in the PDF.

4 How to reduce the file size of embedded fonts in PDF?

One of the drawbacks of embedding fonts in PDF is that it can significantly increase the file size of your document, particularly if you employ multiple or complex fonts. This can affect the performance and usability of your PDF, especially if it is intended to be shared online or printed. To reduce the file size of embedded fonts in PDF, you can attempt some of these strategies: using fewer or simpler fonts in your document, embedding only the characters or glyphs that are necessary, subsetting or compressing the embedded fonts with a tool like Acrobat Pro or PDF Optimizer, and converting the fonts to outlines or vector graphics if text editing is not required later.

5 What are the alternatives to embedding fonts in PDF?

If you cannot embed a font in PDF due to licensing or technical reasons, there are some alternatives to ensure that your document looks as intended. Consider using a standard or web-safe font that is widely available on most devices and platforms, or a web font that can be linked or referenced from an online source. Alternatively, you could use a PDF/A format that preserves the visual appearance of your document, regardless of the fonts installed on the viewer's device. Lastly, you could use a raster image format that converts your text to pixels, such as PNG or JPEG.

6 How to test and verify your embedded fonts in PDF?

To ensure that your document displays correctly after embedding fonts in PDF, you should test and verify it. This can be done by opening the PDF with different software and devices such as Acrobat Reader, Preview, Chrome, or a mobile phone. Additionally, check the document properties and fonts list in your PDF viewer to make sure all the fonts are embedded. You can also use a tool like Preflight or PDF Validator to check for any problems or violations in your PDF. Finally, printing your PDF and comparing it with the original document on screen is a good way to test its accuracy.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?