Re: Any way to save newsletter so it will be read properly on other computers?

A major problem is that I don't have any way to "test" e-mail on the various computers involved. We have all levels of computer literacy/capability among those who would receive the newsletters--all the way from the former chair of the University computer department to the other extreme of people who would just throw up their hands in frustration if everything is not perfect as soon as they click on the document (with far more in that category)...and those who have no computers at all and therefore would need to continue receiving a print copy.

MaryL


"Suzanne S. Barnhill" <sbarnhill@xxxxxxxx> wrote in message news:OmXBqUnqJHA.1212@xxxxxxxxxxxxxxxxxxxxxxx
Wrt embedding fonts, it appears that the PDF add-in has two quality settings: Standard, which embeds fonts, and "Minimum size," which doesn't. For Standard, the Options offers an option to create bitmaps from fonts that can't be embedded. What I'm not sure of is whether you also need to choose the embedding options for the document within Word Options (where you can choose not to embed "common system fonts"). Anyone who has Office would have Comic Sans, which might even be a "common system font." Naturally Word 2007 Help has nothing to say on the subject of "font embedding" (not that Word 2003 has much more), but the setting is in the Save portion of Word Options.

I would advise experimenting with the various settings. If you imagine that most members will be just viewing the newsletters and not printing them, I would suggest using the "Minimum size" setting and embedding fonts anyway. Better still, if your church has a Web site, (some) members might prefer just to get an email with a link to the newsletter posted online.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"MaryL" <stancole1@xxxxxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message news:%23O%23HpmmqJHA.3864@xxxxxxxxxxxxxxxxxxxxxxx
The newsletters are often approximately 4 MB in size. They generally run about 9-10 pages in length. All of the newsletters involve column settings (3 columns for the first page, 2 columns with a dividing line for following pages, then page to 1 "column" for pages that involve several photos and the page for birthdays). There is always some clipart, and the last page (birthdays) has a decorative border around it. I use Times New Roman for most of the newsletter, but I use different fonts for certain parts. For example the person who sends in information for youth groups likes to have me use Comic Sans MS (fairly large) for that portion. We also include information for another small church, and I use different font for entries from that church. There is a scanned picture (from an original pen-and-ink drawing) of the church at the top of each newsletter, and that contributes to the size. My concern with size is that some people in the congregation probably still have dial-up while others have cable broadband.

I haven't downloaded the PDF plug-in yet, but I plan to do that. However, I also do not know how to embed fonts in Word. I have embedded fonts in PowerPoint, but I haven't found the instructions yet on doing that in Word.

Thanks,
MaryL


"Suzanne S. Barnhill" <sbarnhill@xxxxxxxx> wrote in message news:O0twajiqJHA.3964@xxxxxxxxxxxxxxxxxxxxxxx
If you choose "Smallest File Size" for the PDF, some of the bells and
whistles (which probably aren't necessary in a newsletter, anyway) are
omitted, but if some fonts must be embedded, then file size will inevitably
increase at least a little.

For example, I create a one-page newsletter each week. It has only Times New Roman and Arial fonts and a couple of simple graphics. The Word 2003 doc is usually 58-62 KB; the PDF (Smallest File Size) is usually 40-48 KB, but I'm not embedding any fonts. OTOH, a Word 2007 .docx file would probably be smaller than the PDF.

A 200-page book that I typeset (with a couple of photos) is a 10,437 KB .doc file and a 7,264 KB PDF (Press Quality, with fonts embedded).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"Doug Robbins - Word MVP on news.microsoft.com" <dkr@xxxxxxxxxxxxxxxxxx>
wrote in message news:O%237i%23ShqJHA.4288@xxxxxxxxxxxxxxxxxxxxxxx
Hi Terry,

That is not always the case. It depends upon the settings in the PDF
Printer Properties dialog.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP, originally posted via msnews.microsoft.com

"Terry Farrell" <terryfarrell@xxxxxxx> wrote in message
news:DC3B1E1B-6B6F-40FA-B6E1-7B22164E9FB1@xxxxxxxxxxxxxxxx
Yes. That's because all information has to be embedded in a PDF file so
that it display identically on all computers (which is the point of this
thread).

Terry

"Jason" <Jason@xxxxxxxxxxx> wrote in message
news:#ivhP2fqJHA.528@xxxxxxxxxxxxxxxxxxxxxxx
Also, are PDF larger in size?
"JoAnn Paules" <jl_paules@xxxxxxxxxxxxxxxxx> wrote in message
news:upPgraJqJHA.5280@xxxxxxxxxxxxxxxxxxxxxxx
Others have told you to use .pdf files but they didn't tell you that
"fancy fonts" need to be embedded (if possible) if you want them to
show up on your recipients' computers.

--

JoAnn Paules
MVP Microsoft [Publisher]
Tech Editor for "Microsoft Publisher 2007 For Dummies"


"MaryL" <stancole1@xxxxxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message
news:ufhgLkDqJHA.5900@xxxxxxxxxxxxxxxxxxxxxxx
As some of you know, I prepare our church newsletter and e-mail it to
the church. It is then printed and sent out by U.S. Mail. We are
thinking of sending it to members of the congregation by e-mail to
save expense (postage and paper) and also trees. However, I use a
variety of clipart, photos, borders, text boxes, and fonts. That
sounds like "too much," but I don't include everything in every
newsletter, and many people have thanked me for the changes I have
made. The problem is that some items do not "hold" on a page when I
e-mail them to our secretary. In fact, one person sends messages to me
in Calibri. It is always set with 1.15 spacing. I often change it to
single-spacing to fit properly within certain areas of the
newsletter--but when our secretary receives, it sometimes reverts back
to 1.15. That is easily set back to single-spacing, but I am
wondering if there is any way to save the newsletter in such a way
that it will be seen properly on a variety of computers if we use
e-mail for the congregation. In other words, I want to make sure that
page breaks are viewed properly, photos remain in place, etc.
Obviously, we will not have any control over the types of settings
that various recipients use.

Any ideas?

Thanks,
MaryL











.

Relevant Pages

  • Re: Any way to save newsletter so it will be read properly on other computers?
    ... Word MVP web site http://word.mvps.org ... newsletter, but I use different fonts for certain parts. ... I also do not know how to embed fonts in Word. ... but I'm not embedding any fonts. ...
    (microsoft.public.word.newusers)
  • Re: Any way to save newsletter so it will be read properly on other computers?
    ... After you have installed all the pictures you are using in the Newsletter, if you right-click a picture and select Properties, one of the option is COMPRESS ALL which reduces the size of the picture suitable for displaying on screen. ... I use Times New Roman for most of the newsletter, but I use different fonts for certain parts. ... My concern with size is that some people in the congregation probably still have dial-up while others have cable broadband. ... The Word 2003 doc is usually 58-62 KB; the PDF is usually 40-48 KB, but I'm not embedding any fonts. ...
    (microsoft.public.word.newusers)
  • Re: Any way to save newsletter so it will be read properly on other computers?
    ... I think that once you have controlled the size of your documents, PDF is the way to go. ... the Options offers an option to create bitmaps from fonts that can't be embedded. ... What I'm not sure of is whether you also need to choose the embedding options for the document within Word Options. ... Better still, if your church has a Web site, members might prefer just to get an email with a link to the newsletter posted online. ...
    (microsoft.public.word.newusers)
  • Re: Any way to save newsletter so it will be read properly on other computers?
    ... After you have installed all the pictures you are using in the Newsletter, if you right-click a picture and select Properties, one of the option is COMPRESS ALL which reduces the size of the picture suitable for displaying on screen. ... I use Times New Roman for most of the newsletter, but I use different fonts for certain parts. ... The Word 2003 doc is usually 58-62 KB; the PDF is usually 40-48 KB, but I'm not embedding any fonts. ...
    (microsoft.public.word.newusers)
  • Re: Fonts from Publisher 2003 to Word 2002
    ... One computer that has the separately purchased license for Publisher 2003 ... sends those documents to other computers (that do not have Publisher ... Can we download or copy fonts from Publisher 2003 to computers that do ... and then only if their licensing allows embedding. ...
    (microsoft.public.office.misc)
Loading