I recently remarked to a colleague that I've seen a PowerPoint presentation malfunction of one sort or another at virtually every conference or meeting I have attended. Too often a simple step could have prevented a disastrous result, and this couldn't be more true for PowerPoint fonts. If you've ever spent hours preparing a presentation with thoughtfully selected fonts only to see many of your fonts suddenly change at the moment of truth -- when you're on stage and presenting -- then you've encountered the PowerPoint font trap. It's far more serious than just an aesthetic issue. The wrong font can change word wrapping, table spacing, and the overall readability and professional look of the presentation you worked so hard on. Fortunately, it's an easy problem to prevent.

Why does this happen? The maddening font problem is caused by the simple fact that the computer you're presenting on does not have the same fonts installed as the computer on which the presentation was prepared. Windows tries to substitute a similar font, but often the results are far from acceptable. The PowerPoint font problem can crop up in all versions of Powerpoint, including PowerPoint 2007.

Here's how to font-proof your next presentation:

• Alternative #1: Choose "Safe" Basic Fonts: If you stick to basic fonts that are likely to be installed on any computer (such as Times New Roman, Arial, Symbol, Courier New), you're very likely, though not absolutely guaranteed, to be safe. (I've seen some computers where some popular fonts had been removed.) This is surely the fastest and easiest approach, though you'll sacrifice some pizzazz by using unexciting and overused fonts.

• Alternative #2: Embed Fonts into Your Presentation: When you embed the fonts you've used into your presentation, they'll travel with your presentation and display no matter what fonts are (or are not) installed on the computer it's being displayed with. To embed the fonts into your presentation in PowerPoint 2007, follow these steps:

• Select the Office Button (at the top left of the PowerPoint window)

• Select the PowerPoint Options button, which lies along the bottom margin of the window that opens when you press the Office Button

• Select Save in the list of options that appears on the left of the PowerPoint Options window

• Now check the Embed Fonts in File box and select the second sub-option, Embed all characters. This is the safest option and ensures that you'll have ALL of the characters of all of the fonts in your presentation on any computer, a safeguard I highly recommend in case you or a colleague wants to further edit the presentation.

If you're using PowerPoint 2003, select File > Save As..., then select Save Options from the Tools menu at the top of the Save As... dialogue box and check the Embed True Type Fonts box.

For PowerPoint 2000, select File > Save As..., then select Embed True Type Fonts from the Tools menu at the top of the Save As... dialogue box. (In PowerPoint 2000 you'll need to specify this every time you save a new presentation.)

• Alternative #3: Package Your Presentation for CD: In PowerPoint 2007 and 2003, use the Package for CD feature. In PowerPoint 2000, use the Pack and Go wizard. The Package for CD feature assembles and packages your presentation and related graphics, videos and fonts for distribution. For PowerPoint 2007, follow these steps:

• Select the Office Button (at the top left of the PowerPoint window)

• Select the Publish option

• Select Package for CD

I never underestimate the importance of peace of mind when giving a presentation and it's often the little things that bite. Font-proof your PowerPoint presentations and rid yourself of at least one worry...and potential landmine.