[Terry Farrell]

I think that once you have controlled the size of your documents, PDF is the
way to go. For those who are going to receive the documents on their
computers, then compressing the pictures (using Word's Compress All feature)
is perfect, as screen resolution is only 96 dpi. Save that as PDF and send
to them as attachments to an email.

For those without a computer or email, then you may want to choose a
slightly higher resolution - but try it and see how it prints.

Terry Farrell

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