Preparing a File For Commercial Printing: Microsoft Publisherstatic.webfulfillment.com/jsmccarthy/2013/01/JSM... · match the way that your job will actually be printing. Select Tools

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© 2005, J.S. McCarthy Printers

File Organization

When preparing a job for a printer we suggest that you organize your files and links asshown below. Then when your job is ready you can send the entire Files for Printer folderand be sure you are giving us all the files, fonts and images we need.

Preparing a File For Commercial Printing:

Microsoft Publisher

Create a folder and name it somethinglike “Files for Printer”

Copy your Publisher document into thisfolder. Create two more folders insidethis one, name one “Fonts” and theother “Images”.

Copy ALL of the fonts used in yourfile into this folder. Page 2 hasinstructions on gathering fonts.

Copy ALL of the graphics used in your fileinto this folder. Every image used in yourfile should have a corresponding link here.Go to Page 3 for more information aboutcopying links.

REV 2/05



Fonts

Missing or incorrect fonts are one of the most common problemswhen trying to use Microsoft Publisher for professional printing.

For a job to print correctly we need to receive and load exactly thesame fonts that you used when creating the files. Any difference inthe version, format or name of the font will cause printing problems.

Publisher allows you to embed fonts in your document, however, fontlicense restrictions and other technical reasons make this unreliable.

NEVER RELY ON PUBLISHER TO EMBED FONTS IN YOUR DOCUMENT, ALWAYS SEND THE SEPARATE FONT FILES.

In Publisher

• Choose Tools —> Commercial Printing Tools —> Fonts... This willbring up the Publisher Fonts Usage Window.

• Uncheck Embed True type fonts.

• One by one, select the individual fonts from the list and click onthe “Don’t Embed” button. When finished, all fonts should have a“may not embed” tag or say “no” under Embed Fonts.

• Write down the name of every font on the list.

In Windows

• Go to your Start menu —> Control Panels—>Fonts. (On some ver-sions of Windows this may be under “Settings” —>Fonts.) TheWindows Fonts folder will open, it should look like the windowshown to the lower right.

• If you haven’t already, create a new folder in the “Files forPrinter” folder called “Fonts.” Copy all the fonts you wrote downearlier into this Fonts folder.

• The font names will change when you copy them out of theWindows Fonts folder, don’t worry about this, but be sure toCOPY the fonts. Don’t move fonts out of the Windows Fonts folderor they will no longer be accessible to your programs.

• Make sure to send every font listed in the Font Usage window,even if they are common fonts that we probably already have.

• It is usually safer to send an entire font family, instead of a just asingle style, because you may have used the Style menu tochange a font from Roman face into Bold or Italic. So if your doc-ument uses “Arial” send Arial, Arial Bold, Arial Bold Italic, andArial Italic.

• Do not send us your entire font library, just include the families you used in your file.



Links

Missing or incorrect links are another common prob-lem when trying to use Microsoft Publisher for profes-sional printing.

Publisher allows you to embed links in your document,however this severely limits our ability to fix any prob-lems with your files. To streamline the productionprocess you should always link to your images insteadof embedding them in the document.

We suggest that you create a separate “Images” fold-er to store ALL the graphics you use in creating yourfile. When you get ready to send us the job, just sendus the entire “lmages’ folder as well as your Publisherdocument.

To Fix Embedded Links

• In Publisher, choose Tools —> Commercial PrintingTools —> Graphics Manager... This will bring upthe Graphics Manager Window.

• All graphics should be linked and have a Status ofOK. If your graphics are embedded, select eachgraphic and choose “Create Link...”.

• Publisher will ask you how to create the link. If youwant to link to a file on your hard drive, choose“Browse to locate...” If you can’t find the originalfile and would like to have Publisher re-create it foryou, then choose “Create a File...” Make sure yousave the new link in the Images folder you createdearlier.

• Continue down the list, either linking to graphicsstored in your Images folder, or creating new linkedfiles and storing them in the Images folder.

• When done, all your images should be linked andthe Graphics Manager should look like the windowon the right. Be sure you remember to send theImages folder along with your Publisher file.



Color

Color problems are a major issue when trying to use Publisher for pro-fessional printing. The latest version at this time (Publisher 2003) han-dles color better, and although it still has some problems we recom-mend the upgrade for everyone using Publisher for professional print-ing. Earlier versions of Publisher handle color very poorly.They often didn’t work with spot colors correctly and frequently convert-ed colors into RGB.

It is very important that you set the Color Printing settings in your file tomatch the way that your job will actually be printing. Select Tools —>Commercial Printing Tools —> Color Printing. If your color is set to“Composite RGB” (the default) your job won’t print correctly.

To Fix your job to print with Process Colors

• From the Color Printing settings window, select “Process Colors (CMYK)” and click on theOK button. This will convert everything into CMYK mode, which will print correctly inPublisher 2003. Although you should still fix them, earlier versions of Publisher will convertto CMYK mode here, but will convert back to RGB when printing.

To Fix your job to print with Spot Colors

• From the color printing Settings window select Spot color(s). The Selected spot colors win-dow will now show all the spot colors in your job. If the job is supposed to print with a spe-cific number of spot colors you should select the extra spot colors from the list and deletethem. In the example screenshots, the file is set up to use only two spot colors.

• The next step is to modify the remaining color names so they are correct. Select the secondspot color and choose “Modify...” this will bring up the Custom Color window.

Step 1: Choose Spot Color Step 2: Delete extra spot colors Step 3: Modify Spot Color 2

(Continued on next page)



Spot Colors (Continued)

• From the Custom Color Window, choose Pantone for a Color Model.

• From the Pantone Colors Window, choose the Solid Tab and a Color Type of Coated Paper

• Choose the color name of the Pantone Spot Color your job will be printing with. In this exam-ple we chose Reflex Blue.

• When done correctly for a job printing with 2 spot colors, the Color Printing Window shouldlook like the one to the right.

Now go back and check your graphics to make sure they look as you expect them to. Changingthe color model in your file will change the color that graphics will print in. To change the tint ofa graphic, right click on the graphic and choose Format Picture. Click on the Recolor button andchoose the tint you like from the “Color” menu in the Recolor Picture Window. Only tints of thespot colors you chose earlier will be available in the list.

Step 4: Choose the Color model Step 5: Choose the spot color name Step 6: Corrected Spot Colors

Pick a tint from here



Printing Proofs

• When sending a job to a printer ALWAYS print a proof first and send itwith your files. If your job doesn’t print correctly for you, it most likelywon’t print correctly for us. Any job that prints with multiple colorsshould include separated laserprints as well as a composite print toshow us how everything fits together.

• To print a composite proof from Publisher choose File —> Print and pickthe name of your printer as well as the number of pages to be printed.Under Separations choose “Print Composite”

• To print separated proofs from a Publisher file choose “PrintSeparations” from the print window and pick All, or choose the individ-ual separation plates you wish to print.

• In both cases choose “Advanced Print Settings” and make sure to “Printfull-resolution linked graphics” and “Use only publication fonts”

• Always check your proofs to make sure everything is printing as expect-ed. Look to see if images are printing in the correct colors and checkyour text carefully for typos.

Proof your job carefully before sending it out. Making lastminute changes is expensive and can cause your press run to be delayed.

Dear Friends and Neighbors:

The first regular session of the 121st Maine State Legislature adjourned in the early morning hours of Saturday, June 14, 2003. There were numerous issues that needed to be addressed by legislators and the Governor, especially how to balance the budget despite a $1.1 bilion deficit without raising taxes. Additionally, the citizens of Maine told us that healthcare finance reform and property tax relief must both priorities. The people of Maine have run out of patience waiting for action on these important issues and have charged us with finding immediate solutions that will stand the test of time.

Over the past several years, state spending has outpaced revenue (see accompanying chart on page 2), leaving us with a structural deficit of approximately $1.1 billion. Given the fact that Maine has the highest tax burden in the nation, legislators realized that raising taxes was not an option to solve this problem. We quickly went to work on his proposal to fill the budget hole while ensuring the continuation of the basic government services and making Maine state government more efficient and productive. This was done by cutting the size of state government through position reductions, reduced expenditures, streamlined administrative operations and program reductions. In my opinion, this work was long overdue, and there is still further to go. We implemented a modest proposal to limit the growth in state government spending. Other states have enacted similar policies and weathered the most recent economic downturn better as a result. For years now politicians in Augusta and Washington, D.C., have heard from constituents concerned about the high cost of health insurance. This problem has been crippling to Maine families and our small businesses. Yet there was no agreement on exactly what the solutions were or where they would come from. Eventually, the Legislature settled on a version of the governor�s plan, called Dirigo Health, a new program that includes health promotion, disease management, quality initiatives and arranges health coverage through private insurance carriers to individuals, small business and the self-employed. The hope is that those enrolled will benefit from lower and more stable rates provided by participation in a larger group.

The cries for more affordable health insurance were matched only by the demand for tax reform by the people of Maine. Unfortunately, Maine has recently earned a reputation as a heavily taxed state. We are trying to turn this around. As I stated above, we recently passed a two-year budget without raising taxes, and just completed a Special Legislative Session which addressed property tax relief. The property tax relief plan adopted by the Legislature removes the municipal spending cap that was proposed by Governor Baldacci. It also phases in a 55% state commitment to education based on the Essential Programs and Services (EPS) model, expands the Maine Residents� Property Tax Reimbursement (Circuit Breaker) program to assist more low and middle income property tax payers and restores the cuts to the Homestead program that were implemented earlier this session.

It is an honor serving you here in Augusta. The hours are long and the work is hard, but I love it. Helping my constituents back home is the most important part of my job. My contact information is listed in this legislative report. Please do not hesitate to contact me with any questions or concerns you may have. Sincerely yours,

State Senator

121st Maine Legislature

2003 Legislative Summary

Composite Proof(Spot color job)

Separated Proof:Black Plate

Separated Proof:Blue Plate

Documents

Preparing a File For Commercial Printing: Microsoft Publisherstatic.webfulfillment.com/jsmccarthy/2013/01/JSM... · match the way that your job will actually be printing. Select Tools