In this post you’ll learn how to change the font on all slides within PowerPoint.
So before you make the mistake of trying to manually do this within your presentation (like I was doing)… instead I recommend using the Replace Fonts command.
Just be warned that replacing fonts does not guarantee that the wrong fonts will not re-appear within your presentation. See the replace fonts warning further below.
[Watch] Changing Fonts On All Your Slides
Are you using safe PowerPoint fonts?
Before replacing your fonts in PowerPoint, I recommend double-checking that you are using a safe PowerPoint font like Arial to ensure your fonts appear properly in all versions of PowerPoint (Mac or PC).
For a list of safe PowerPoint fonts and things to keep in mind when selecting them, see our article here.
How to change fonts on all slides
- Navigate to the Home Tab.
- Click the Replace dropdown arrow (don’t just select replace).
- Select Replace Fonts.
- Click the Font Style you want to replace (Replace:).
- Select the Font Style you want to replace it with (With:).
- Click Replace.
Clicking replace, PowerPoint replaces all the font styles within your presentation (including those on your Slide Master).Just be aware that the Replace Font – Replace drop down (pictured below) will only show you a list of the fonts styles that are currently within your presentation.
That means that if don’t see a specific font style, you can safely assume that the font style does not exist in your presentation.
The only exception to this rule is if that font style is in one of your charts. See the section “when replace fonts doesn’t work” section below.
This also means that you can use the Replace font drop down to spot check edits people have made to your presentation. That’s because if they add a font style they are not supposed to use, it will show up in this drop down.
On the flip side, opening the Replace Font – With drop down (pictured below), shows you all the available font styles on your computer.
Just remember that not all font styles will show up properly in all versions of PowerPoint (the Mac and Windows versions of PowerPoint have vastly different font styles available to them).
That’s why if you are not sure which version of PowerPoint your clients or colleagues are using, it’s best to use one of our recommended safe fonts in PowerPoint here.
When replacing fonts works
That means that you can safely assume that your Slide Master, SmartArt objects, tables, shapes, textboxes and anything that is in your notes pane will be changed.
Note: Although the Replace Fonts command changes the font styles in your Notes Pane, keep in mind that you will only see those font style changes when you print your presentation with notes.
When replacing fonts doesn’t work
So keep in mind that any chart data labels, chart titles, axis, etc. will need to be manually adjusted.
Again, the Replace Fonts command will not change the font style of any of these elements within your presentation (no matter how much wishful thinking you do).
That means that you will want to double-check all your charts (and switch those fonts out manually) before calling your presentation final.
To learn more about charts and other data visualizations you can create in PowerPoint, see our guide here.
Font styles in your Notes Pane
When evaluating the font styles in your Notes Pane, it’s important to remember that only simple formatting will show up there.
Go to minute 4:22 in the video below for a quick demonstration of how this works in your Notes Pane.
Replacing Fonts Warning
Even after you use the Replace Fonts command to replace the font styles in your presentation, there is one place where bad fonts can still show up.
That is when you insert new shapes and text boxes.
This is as common error that occurs when someone accidentally sets your default shapes and text boxes to the wrong formatting.
To fix this, you will need to set new default formatting styles for both your shapes and your textboxes.
And while you might think this is something you need to fix on your Slide Master, this is actually something you need to fix in the Normal View of your presentation.
To do that, follow the steps below for both your shapes and your text boxes (as PowerPoint considers them as different object classes).
Changing the default font style of your shapes
- Manually format your shape however you want it (including the correct font style you want all shapes to all have in the future).
- Right-click your shape.
- Select Set as Default Shape.
Note: Setting new default shape formatting will not update any of the pre-existing shapes in your presentation.
Your new default shape formatting will only affect any new shapes that you insert into your presentation.
Change the default font style of your text boxes
- Manually format your text box however you want it (including the correct font style you want all text boxes to all have in the future).
- Right-click your text box.
- Select Set as Default Text Box.
Note: Setting new default text boxes will NOT update any of the pre-existing text boxes in your presentation
Instead, your new default text box formatting will only be applied to any new text box you insert into your presentation.
For additional help setting up your own custom PowerPoint template (and all the pieces like this you will need to set up, see our guide here.
Replacing your fonts manually is NOT a good investment of your time in PowerPoint.
Instead, use the replace fonts dialog box (AKA the font changer command) to speed up the process. Just make sure you double check that your desired font styles are set as the default font styles for your shapes and text boxes so that bad fonts don’t continue to show up in your presentation.
To learn more about our PowerPoint training services and improve your presentation skills, visit us here.
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