Overview
Sometimes printers swap your text for random symbols because they don't recognize the fonts used in your document. To ensure your document prints exactly how it looks on your screen, use one of these three simple fixes.
Requirements
These steps below are for Microsoft Word. If you are working with a document on your Google Drive, save it as a Word file before following the steps below.
Instructions
Option 1: The "Gold Standard" (PDF/A)
This is the most reliable way to "lock" your fonts into a file, so the printer doesn't have to guess what they are.
Windows
- Go to File > Save As.
- Choose your destination.
- In Save Type dropdown choose PDF as the file type.
- Click the Options button.
- Check PDF/A compliant.
- Click OK and Save.
macOS
- Go to File > Save As.
- In File Format choose PDF as the file type.
- Select Best for Printing.
- Click Export.
Option 2: The "Quick Reset" (Print to PDF)
If a regular PDF still shows symbols, this "Quick Reset" strips out hidden coding that might be confusing the printer.
Windows
- Go to File > Print.
- Select Microsoft Print to PDF from the printer list.
- Click Print, name your new file, and save it.
macOS
- Go to File > Print (or Command + P).
- Click the small PDF dropdown menu at the bottom left.
- Select Save as PDF
Option 3: For Math & Science (Embed Fonts)
This is best for documents with complex equations or rare symbols to keep them from turning into random symbols.
Windows
- Go to File > Options.
- On left hand side choose Save.
- Scroll down to where it says Preserve fidelity.
- Check Embed fonts in the file.
- For best results, uncheck Embed only the characters used.
- Click OK and save your document.
macOS
- Click Word in the top menu bar, then select Preferences.
- Click the Save icon (it looks like a floppy disk).
- At the bottom, check Embed fonts in the file.
- For best results, uncheck Embed only the characters used.
- Click OK and save your document.
Additional Help
Some of these steps above are a bit advanced. Please use the service request button on the top to request additional help.