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How to use a custom handwriting font in email messages

Unfortunately, at this moment in time there is no easy way to 'embed' fonts in e-mail messages.

The easiest way to ensure that the recipient sees your handwriting font is to attach your message to the e-mail message as a PDF document or in a Microsoft Word document (ensuring that the 'embed font' option is selected - see below).

If you are certain that the recipient already has your font installed, or has easy access and the technical ability to install it, you can also use later versions Microsoft Outlook or Outlook Express to send a message in your handwriting font. Some web based e-mail services also support custom fonts, but also rely on the font to be installed.

We will explain how to use each of the three options below, with an example letter in PDF and Microsoft Word Formats. The examples also help to compare file sizes of the available options.

NOTE: The example letter was created using a font produced by our Premium 'Ultra' Handwriting Font Service, and 'Scriptalized' (i.e. had additional randomisations added for realism) using our unique Scriptalizer™ Software.


Sending your message in Public Document Format (PDF)

This is one of the best methods, as it produces a very small file size and ensures that the recipient sees your message, in your handwriting font, exactly as you sent it.

If you wish to send your e-mail message as a PDF document, your recipient will require a PDF viewer to be able to read it. However, the PDF format is now so common that almost all PC users have a PDF viewer already installed on their PC. You can test to see if you have a PDF viewer installed on your PC by clicking on the Example Letter link.

If you (or your recipient) do not have a PDF viewer installed, you can download a free one from Adobe at www.adobe.com. If you are sending your message as a PDF file, you are recommended to provide this link in the main body of your message. An example of such as link is given below:

This e-mail message is written in my own handwriting using a custom handwriting font, and attached as a PDF document.
To see the message, you will need to have a PDF document viewer installed on your computer.
If you cannot open the file, please go to www.adobe.com to download and install a free PDF viewer.
To find out how to get your own custom handwriting font, please point your web browser to www.quantumenterprises.co.uk/handwriting-fonts

To create your message as a PDF document, you will need a PDF document creator. Later versions of Windows have a built-in PDF creator called 'Microsoft Print to PDF'. Otherwise, a free Windows PDF document creator (which acts like a printer driver) can be obtained from pdf995.com.

Once you have a PDF document creator installed, you can simply create your message in your favourite word processor, then use the PDF software to produce your message as a PDF file.

All you have to do is write your message in your font, then select 'Print' from the file menu and select the relevant PDF writer as the printer. You are then able to save your message in PDF format.

You can then attach the PDF file to an e-mail in the same way you would attached any other file to an e-mail message.

Example Letter.pdf - 17 KB

Sending your message as a Microsoft Word Document

Sending the message as an attached Microsoft Word document may seem to require less steps than required to create a PDF document, but as you can see from the example, the resulting file size is larger (46KB versus 17KB) and there may be incompatibilities between versions of Word that affect the embedding of the font, or layout of the document.

If you decide to send your message as an attached Word document, the important thing to remember is to embed your font in the document.

How to embed fonts in Word:

Microsoft Word 2004 or earlier
Click 'Format' on the menu and then 'Paragraph'.

Open up Microsoft Word, and start a new document.

Before you save your message, ensure that you have selected the option to embed True Type fonts, as explained below.

Click 'Tools' on the menu, then select 'Options'. Click on the 'Save' tab - the screen-shot below shows the dialogue box you should now see.

Embed font options in Word

To embed your handwriting font in the Word document you wish to send, check the 'Embed True Type Fonts' box (arrowed). To reduce the file size, be sure to also check the 'Embed characters in use only' box (arrowed). (In the example, this reduces the file size from 1,159 KB to 46 KB).

Microsoft Word 2007 or later
These instructions use Microsoft Word 2007 as an example. Microsoft now has several different versions of Office / Word, so if you have problems finding the settings in your version we suggest you conduct a search for how to do this in the version that you have.

Click on the Microsoft Office button in Word and then select 'Word Options' at the bottom right of the window.

In the Word Options window that opens, click on the Save button in the left hand column. (See example below - click for a larger version).

Embed font options (Word 2007) - Click for larger image
Click this image for a larger version

To embed your handwriting font in the Word document you wish to send, check the 'Embed True Type Fonts' box (arrowed) in the 'Preserve fidelity when sharing this document' section.. To reduce the file size, be sure to also check the 'Embed only the characters in the document. (arrowed). (In the example, this reduces the file size from 1,159 KB to 46 KB).

Completing your message in Word
Once you have completed writing your message in your own handwriting font, save the file and your handwriting font will also be saved within the file.

You can then attach the Word Document (.doc file) to an e-mail in the same way you would attached any other file to an e-mail message.

Example Letter.doc - 46 KB

Sending your message in Microsoft Outlook / Outlook Express, or using web based E-Mail software

(Comparable file size 5 KB)

If you want to use your font in an e-mail message, you will need to ensure that the recipient of the message has your font already installed on their computer. You could attach a copy of your font to all of your e-mails, but people are often suspicious of e-mail attachments, for fear of them containing a virus. The answer is to host your font on the web so that you can point people to an on-line version of your font. We can also do this for you with our Personal Font Web Page service.

Earlier versions of Outlook and Outlook Express do not support custom fonts.

To use a different font (such as your own handwriting font) when writing an e-mail, you will need to ensure that you have turned on the use of 'Rich Text' or 'HTML' text in your e-mail composer. This applies to E-Mail applications such as Outlook, Outlook Express and on-line web accounts such as Hotmail. (Refer to the relevant help files in the software or service you are using).

Write your e-mail message, ensuring that your handwriting font is selected for the text.

If you have purchased a Premium 'Ultra' Service handwriting font, we recommend you do not use Scriptalized text in your e-mail message if using this option. This is because, if the recipient does not have your font installed, or has a problem receiving the message as you intended for it to be seen, the text will be unreadable.

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