A presentation can look correct on its author’s computer and reflow when another person opens it without the same fonts. If the recipient needs to edit the slides offline, plan for their font environment before sending the deck.

Use a handover copy and identify the fonts used in titles, body text and charts. Note which slides are especially sensitive to line wrapping, such as a densely labelled diagram. These become your acceptance samples.

Embed fonts where the font allows it

In desktop PowerPoint for Windows, open File, Options, Save and enable font embedding for the presentation. Microsoft distinguishes embedding only the characters used from embedding all characters. The latter is the better fit when another person must add or change text.

Embedding only used characters can reduce file size but limits what the recipient can do with that embedded character set. A slide that opens correctly is not enough evidence that new wording will work as intended.

Not every font permits embedding; restrictions depend on the font creator. If embedding is unavailable, choose a permitted alternative and inspect the resulting layout rather than assuming a saved checkbox overcomes the restriction.

Test editing as well as viewing

On the intended recipient computer, open the handover copy without relying on a new internet download. Inspect your sample slides for changed line breaks, missing symbols and text outside its box.

Add a temporary sentence containing characters not present in the original slide, then check its appearance. Remove the test text afterwards. This checks the editing requirement that a simple slideshow review misses.

Keep a visual reference of the approved layout, such as a reviewed PDF, alongside the editable file when useful. Explain any font substitution you deliberately made. The handover is ready when the recipient can read and edit the actual deck with an acceptable layout, rather than when the sender alone can still open it.

References: Microsoft: embedding custom fonts.