Friday, 5 October 2012

MS Publisher Tips

Belfast printers Media Design and Print realise that more and more people want to create their own print work so we thought it would be a good idea to offer some advice to all you Publisher users out there.

Whether it's a business card, leaflet or a large format poster the information below will hopefully help you set up and successfully submit your project for printing.

Should you require further help you can of course give us a call, we're always happy to help.

All versions of Publisher from 2000 to 2007 are supported. Here are some basic tips that apply to all software versions. Please identify your version when uploading your files.
  • Document Setup Basics
  • CMYK Color Output and Microsoft Publisher
  • Converting to CMYK Color Space
  • Exporting a PDF File from Publisher
  • RGB Color and Pack and Go
  • Creating Bleed
  • Microsoft Publisher Technical Information Links



Document Setup Basics

Here are some basic tips that apply to all software versions.
  • Download the Tips for MS Publisher PDF published by Microsoft and follow their tips for optimizing your MS Publisher file for commercial printing.
  • Be sure to supply all fonts separately. Publisher documents with embedded fonts (such as those saved using Pack and Go) will not allow for any changes to be made to the document. The documents may not print correctly.
  • Avoid using special effects such as transparency which often will not process correctly.
  • Word Art sparingly in Publisher, many of the more elaborate effects fail to print correctly.
  • Make certain that each font used when using Word Art is included separately (fonts used by Word Art will not show up in the Commercial Printing Tools Fonts report).
Special Note: Not all font companies will allow their fonts to be embedded within documents (again, subject to certain licensing restrictions). If you are using any of these fonts it is imperative that you either provide working copies of those fonts with your job or choose another font that may be embedded.

 

CMYK Colour Output and Microsoft Publisher

You will first need to make certain that your output will be in the correct colours. Microsoft Publisher works in three colour spaces: RGB,  Spot colours, and Process colours (CMYK) but it always defaults to RGB. You will most likely want to be in Process colour (CMYK), however you may also want to use Spot colour. RGB colour is not recommended.
Tools > Commercial Printing Tools > Colour Printing
  1. Define all colours as: select the colour that best describes your print job (i.e. Single colour, Spot colours, Process colours (CMYK), or Process colours plus spot colours)
  2. The Inks tab will then show the actual ink colours in your job.
  3. The Colours tab will then show the actual colours used in your job and their individual CMYK mixes (if applicable).
  4. Select the OK button.
Any artwork placed in your layout will be saved within Publisher as embedded RGB by default.
Special Note: All images incorporated into a layout must be linked and not embedded in order to maintain the CMYK colour space within the image. You will then need to send both the images and the layout file to us for printing.
If your artwork was originally CMYK (as recommended) then it is necessary to link to these original files. To do this you must use the Graphic Manager.
To bring up the Graphic Manager:
Tools > Graphics Manager
  1. Locate and select the image in your document, it will then be highlighted in the Graphics Manager.
  2. When you place your cursor over the file name in the Graphics Manager a Down arrow will appear to the right of the file name. Click this Down arrow and select Replace this picture. In the dialogue box that pops up navigate to and then select your original file, then click on the Down arrow on the right side of the Insert button. Select Link to File from this drop-down menu. The Graphics Manager will now show this image as Linked rather than Embedded.
  3. It will then be necessary for you to manually locate each linked picture and font used in the document and place copies of each, along with a copy of the Publisher document in a new folder created in a location of your choice. You may then compress that folder containing the document, fonts, and pictures using any ZIP compression utility that you prefer. You will then upload that ZIP archive to our web site.

 

Converting to CMYK Colour Space

As we said earlier, Microsoft Publisher always defaults to RGB. It is easy to convert everything to a CMYK colour space or to start a new document using the CMYK colour space.
Use the following menu options:
Tools > Commercial Printing Tools > Colour Printing
Select Process colours (CMYK).
Special Note: All images incorporated into a layout must be linked and not embedded in order to maintain the CMYK colour space within the image. You will then need to send both the images and the layout file to us for printing.
Tools > Commercial Printing Tools > Graphics Manager and highlight the embedded image
Select Link and select Browse to locate the original file and link to it. You will then need to send both the images and the layout file to us for printing.

 

Exporting a PDF File from Publisher

If you have Adobe Acrobat installed (the full version, not Reader), then the easiest way to export you Microsoft Publisher document to a PDF File is to use the Adobe PDF menu item that was added by Acrobat when it was installed. To set this up:


1. Menu > Adobe PDF > Change Conversion Settings




2. Select: PDFMaker Settings > PDF/X-1a:2001. Click OK.




3. Go to: Menu > Page Setup




4. Select the Printer and Paper tab. Printer Name: select the Adobe PDF printer. Then set the Paper size to the appropriate size to accommodate your document, bleed, and crop marks (in this case: Letter Extra). Next, click the Properties button.




5. Select the Adobe PDF PSettings tab. Default Settings: select the PDF/X-1a:2001 option and set the paper to the appropriate size to accommodate your document including bleed and crop marks. (in this case: Letter Extra).
Special Note: It is very important that you uncheck the option: Rely on system fonts only: do not use document fonts. If you do not uncheck this your PDF will not embed your fonts.




6. To make a PDF of your document now simply to to:
Menu > Adobe PDF > Convert to Adobe PDF.


 

 

RGB Colour and Pack and Go

Any artwork placed in your layout will be saved within Publisher as embedded RGB by default. This is true of the Pack and Go utility built into Publisher as well. The Pack and Go collection utility is only relevant if all of your pictures and other graphics are using RGB colour and you would like our system to do the conversion to CMYK color for you automatically.
If that is the case then to proceed with the Pack and Go:
File > Pack and Go > Take to a Commercial Printing Service
  1. Select the Next button.
  2. Select the Browse button then navigate to a place of your choosing and place it anywhere like and select the OK button.
  3. Select the Next button.
  4. Make certain that all three options are checked (Embed TrueType fonts, Embed linked graphics, and Create links for embedded graphics) and select the Next button.
  5. Select the Finish button. This will save a file with a .PUZ extension to the location that you chose earlier. This is the the file that you should upload.
  6. You may then either one or both of the two options (Print composite a proof and Print separations) and print a proof copy to be certain for the final output. If a Postscript printer is available then you may use the Print separations option. This will print a separate page for each ink color.*
* Note: If you get more (or fewer) pages then you expected then you should double check your color settings in the Colour Printing area and then re-make the Pack and Go file.

 

Creating Document and Image Bleed

Any background element or image that you wish to bleed off of the edge of the page must extend 3mm all round beyond that page edge in your document. In point of fact, Microsoft Publisher is not very friendly to document or image bleed. It is awkward at best to create proper bleed.
Some users find it easiest to achieve bleed by setting their documents up to be 6mm taller and 6mm wider than the final trim size. If you decide to do this then it is not advisable to set your document up with facing pages because you will lose 3mm from each page where they meet in the center.

Special Note: Any backgrounds created using Microsoft Publisher page backgrounds will not bleed.
If you are using backgrounds that are created using the following command:
Format > Backgrounds
If you really need to use one of these backgrounds in your document then you have only one option. As we mentioned above, you must make your document 6mm taller and 6mm wider overall than the final trim size to allow for 3mm bleed. Make certain that you do not position any type closer than at least 3mm (we would prefer 6-8mm) to any page edge to ensure that you do not lose anything when the paper is trimmed to final size.

Microsoft Publisher Technical Information Links

Below are some external links to Microsoft's web site and to technical documents concerning Microsoft Publisher. There is a wealth of information here to help ensure that your Publisher document will run smoothly and that you will be delighted with your print job.

Microsoft Publisher: All Versions

 

Microsoft Publisher: 2007

 

Microsoft Publisher: 2003

 

Microsoft Publisher 2002

 

Microsoft Publisher: 2000

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