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

I agree with Graham. Unless you are outsourcing your printing so that they are printed on a quality off-set printing press, the compressed images will probably be satisfactory - though not quite to the standard of non-compressed images.

If that compresses then too much, then the alternative (which is they way I normally work) is to edit the pictures first in a graphics editor. I can highly recommend the free-to-download IrfanView. This tiny little editor is really easy to use. Just open your picture and then select Image | Resize/Resample. In this dialog you can choose the exact size you want the picture in your newsletter and you can select the quality by entering the DPI (dots per inch) you want. For normal work like a Newsletter that is going to be printed on a standard Inkjet or colour laser, then around 150 dpi is generally sufficient.

Save the picture as a jpeg (if not already one) and then use Insert | Picture | From File... to place it in your Newsletter.

To give you an idea of the difference this makes, if I take an original digital photograph that is just over 3 MB, after reducing it to 4" x 2.5" at 144 dpi, it is only 244 kb, a reduction factor of 12. This will make the document considerably smaller whether you send it as a doc or PDF.

Terry

"MaryL" <stancole1@xxxxxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message news:em37sqnqJHA.3848@xxxxxxxxxxxxxxxxxxxxxxx
We want to try e-mail for people who have that capability. However, we have a number of people in the congregation (especially among the elderly) who do not use computers. So, we will need to use snail mail for them even if we send most through e-mail. What would that process do to the documents that we print in the "traditional" manner? Would it degrade the images?

Thanks,
MaryL


"Terry Farrell" <terryfarrell@xxxxxxx> wrote in message news:DBF9DB94-295A-4E6A-B8FC-B780A2064583@xxxxxxxxxxxxxxxx
The size of your documents is almost certainly due to the photographs. 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. That should have a dramatic affect on the file size.

Terry Farrell

"MaryL" <stancole1@xxxxxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message news:#O#HpmmqJHA.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









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