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

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

Hi Mary,

The best way to ensure you document retains its intended formatting is to convert it to the PDF file format (there's an MS Add-In to
do this with Word 2007). With or without Word 2007, you can also do the conversion with Adobe Acrobat Professional and a wide range
of other PDF distillers.

--
Cheers
macropod
[MVP - Microsoft Word]


"MaryL" -OUT-THE-LITTER wrote in message ...
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

Ah! That's a good idea. I do have Word 2007 (running under Vista Home
Premium). I have not previously used any any Add-Inst. How/where do I
locate the process for doing that?

Thanks,
MaryL


"macropod" wrote in message
...
Hi Mary,

The best way to ensure you document retains its intended formatting is to
convert it to the PDF file format (there's an MS Add-In to do this with
Word 2007). With or without Word 2007, you can also do the conversion with
Adobe Acrobat Professional and a wide range of other PDF distillers.

--
Cheers
macropod
[MVP - Microsoft Word]


"MaryL" -OUT-THE-LITTER wrote in message
...
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

"MaryL" -OUT-THE-LITTER wrote in message
...
Ah! That's a good idea. I do have Word 2007 (running under Vista Home
Premium). I have not previously used any any Add-Inst. How/where do I
locate the process for doing that?



http://www.microsoft.com/downloads/d...displaylang=en

--
Asking a question?
Please tell us the version of the application you are asking about,
your OS, Service Pack level
and the FULL contents of any error message(s)

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" -OUT-THE-LITTER wrote in message
...
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

Also, are PDF larger in size?
"JoAnn Paules" wrote in message
...
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" -OUT-THE-LITTER wrote in message
...
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

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" wrote in message
...
Also, are PDF larger in size?
"JoAnn Paules" wrote in message
...
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" -OUT-THE-LITTER wrote in message
...
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

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" wrote in message
news
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" wrote in message
...
Also, are PDF larger in size?
"JoAnn Paules" wrote in message
...
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" -OUT-THE-LITTER wrote in message
...
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

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"
wrote in message ...
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" wrote in message
news
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" wrote in message
...
Also, are PDF larger in size?
"JoAnn Paules" wrote in message
...
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" -OUT-THE-LITTER wrote in message
...
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

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" wrote in message
...
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"
wrote in message ...
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" wrote in message
news
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" wrote in message
...
Also, are PDF larger in size?
"JoAnn Paules" wrote in message
...
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" -OUT-THE-LITTER wrote in message
...
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