You can find the Presentation Font Embedder preferences in the menu bar, under the menu item ’Presentation Font Embedder’. When you hover with your mouse cursor on the ‘Preferences’ item, the preferences sub menu appears. These are the available preferences:

Universal Method:


When working with the Universal method, this preference allows you to choose the resolution level that you want Presentation Font Embedder to use for generating the embedded text. A higher resolution level results in sharper, crisper text, especially on high resolution displays. At the same time, higher resolution leads to larger file sizes. We recommend that you experiment with the three options to see which one gives you the best results for your setup.

These levels are available:

  • Low – basic resolution level that meets the needs of standard resolution displays (1440×900 and below).
  • Normal – general resolution level that strikes the best balance between display quality and file size.
  • High – professional resolution level aimed at displaying presentations on 4K and 5K displays (4096×2304 to 5120×2880)

Note that resolution is not described in set pixel density (PPI) but in general display sizes. This is because PowerPoint defines presentation sizes in real-world paper sizes instead of pixel sizes, and stretches all sizes to the size of your current display.

The meaning of this is that if a presentation whose paper size is smaller than the physical size of a 27 inch display for example, was to be embedded at 220 PPI (which is a great pixel density for Retina displays), it would have had ended up displaying at a much lower resolution in slide-show mode, because those same 220 pixels per inch would have been considerably stretched up to fill the full size of the screen.

When you select a resolution level from the options above, Presentation Font Embedder calculates a PPI value that guarantees that your presentation looks its best on your selected level, regardless of its paper-size.

A special note for PowerPoint 2011 users on Retina and other high pixel density displays: the 2011 version of PowerPoint supports Retina resolution only on text boxes (and not, for example images) and only in edit mode. Because of that, it will seem to you as if your presentation becomes less sharp as your text boxes are replaced with images during the Universal method embedding process. However, when opened in versions of PowerPoint capable of high-resolution display on Mac, Windows, or mobile devices, it is guaranteed to be as sharp as you set in this preference.

Furthermore, since PowerPoint 2011 does not support high resolution display in slide-show mode on any shape type, you are not really losing any sharpness in the 2011 version during the embedding process.

Editable Method:

Ignore Windows and Office-supplied fonts warnings

By default, Presentation Font Embedder will embed any font found in a presentation, that is suitable for embedding (see Limitations). When it encounters a font that it cannot embed, it will give out a warning about that font.

This recommended preference tells Presentation Font Embedder to suppress such warnings when it is unable to embed a font that is already commonly available on computer setups that have recent versions of Windows and Office installed. The rational is that since only in extreme cases such a font would not be already available on a Windows computer that is used to display PowerPoint presentations, there is no need to bother and warn about the inability to embed it.

Keep in mind that when a font is suitable for embedding, it will be embedded whether it is common on Windows and Office installations or not. This preference affects warnings only, and not actual embedding.

Note that this preference does not relate to the Universal embedding method, since there are no restrictions on fonts embedding with that method.

Add notice on first slide for computers that cannot display embedded fonts

As also explained in Limitations, not all devices are able to display fonts embedded in presentations using the Editable method. You can insert a notice that would appear on the first slide of your presentation on computers that cannot display embedded fonts, and will inform the users that they are unable to view all fonts.

This notice only appears on computers that do not support the display of embedded fonts. If a user is viewing a presentation on a device that does support embedded fonts, this notice will not show. It may, however, show on every device if the once-embedded fonts have been stripped out. In this case, the notice can be easily deleted from the presentation by editing the first slide.

Note 1: this preference applies to the Editable embedding method only, because fonts embedded with the Universal method are displayable everywhere.

Note 2: this preference is only available when PowerPoint 2011 or PowerPoint 2016 version 15.x is installed on your computer, because of the differences in how PowerPoint version 16.x handles embedded fonts.