[MaryL]

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

[macropod[_2_]]

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]

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

[Gordon[_4_]]

"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)

[JoAnn Paules]

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

[Jason[_6_]]

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

[Terry Farrell]

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

[Doug Robbins - Word MVP on news.microsoft.com]

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

[Suzanne S. Barnhill]

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

[MaryL]

Thanks for the help, everyone. The suggestion for using PDF turned out to
be an excellent idea. The download worked smoothly, and it only takes about
two seconds to "save as" to PDF. That even solves another issue that I have
been considering--that is, how to make this file more functional for those
with some vision problelms. By using, PDF, they can easily click on the
arrow at the top of the screen to enlarge everything, yet all of the
original boxes and other settings are retained.

The one remaining problem (not as important) is that the file size is now
truly massive! I haven't tried compressing, as someone on the NG suggested,
because this newsletter does not contain any photos. And, despite that, it
is extremely large, and I do have a fear that the size may cause a problem
for some people. The original size of the newsletter is 2.80 MB. The
size when sized to PDF becomes 840 KB.

MaryL
"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

[Suzanne S. Barnhill]

So the PDF is at least smaller than the .doc file. That size won't be much
of a burden on those with broadband but will definitely be a large lump for
dial-up. I would suggest offering members the option of getting a link (to
the file online) rather than an attachment. It will still take (almost) as
long to download, but they will be able to choose the time to do it instead
of having it unpredictably gumming up their email. I remember how much I
hated that when I was on dial-up, and I'm still not crazy about it--because
you have no idea what it is you're investing so much download time on until
it actually arrives (and then it's usually a PPT of cute baby animals or
scenic landscapes, accompanied by kitschy music and typo-ridden captions,
from my cousin!).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out to
be an excellent idea. The download worked smoothly, and it only takes
about two seconds to "save as" to PDF. That even solves another issue
that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they can
easily click on the arrow at the top of the screen to enlarge everything,
yet all of the original boxes and other settings are retained.

The one remaining problem (not as important) is that the file size is now
truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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]

That was our original plan (provide a link to our church's web site).
However, we have decided to continue to offer printed copies to those who
want it instead of using a link to the web site. The problem with the link
is that we realized that we often include a lot of personal information in
the newsletters--names, addresses, phone numbers, birthdays, photos, even
maps to people's homes. So, we don't think it would be a good idea to put
all that information on the Internet, especially without people's
permission. We will only send copies via e-mail to those who request it,
and I will use Bcc (recipients suppressed) so people won't have to scroll
through a couple of hundred names to get to the message.

Thanks,
MaryL

"Suzanne S. Barnhill" wrote in message
...
So the PDF is at least smaller than the .doc file. That size won't be much
of a burden on those with broadband but will definitely be a large lump
for dial-up. I would suggest offering members the option of getting a link
(to the file online) rather than an attachment. It will still take
(almost) as long to download, but they will be able to choose the time to
do it instead of having it unpredictably gumming up their email. I
remember how much I hated that when I was on dial-up, and I'm still not
crazy about it--because you have no idea what it is you're investing so
much download time on until it actually arrives (and then it's usually a
PPT of cute baby animals or scenic landscapes, accompanied by kitschy
music and typo-ridden captions, from my cousin!).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out
to be an excellent idea. The download worked smoothly, and it only takes
about two seconds to "save as" to PDF. That even solves another issue
that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they can
easily click on the arrow at the top of the screen to enlarge everything,
yet all of the original boxes and other settings are retained.

The one remaining problem (not as important) is that the file size is now
truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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

[Suzanne S. Barnhill]

All excellent decisions. I do put our weekly Rotary bulletin online in the
unprotected section of our club Web site, but, for that reason (and also
because the bulletin is mailed to people outside our club), I never include
such personal information in the bulletin. Our club directory is in a
password-protected section of the site (which is a Rotary International
requirement for club Web sites that post any personal information).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"MaryL" -OUT-THE-LITTER wrote in message
...
That was our original plan (provide a link to our church's web site).
However, we have decided to continue to offer printed copies to those who
want it instead of using a link to the web site. The problem with the
link is that we realized that we often include a lot of personal
information in the newsletters--names, addresses, phone numbers,
birthdays, photos, even maps to people's homes. So, we don't think it
would be a good idea to put all that information on the Internet,
especially without people's permission. We will only send copies via
e-mail to those who request it, and I will use Bcc (recipients suppressed)
so people won't have to scroll through a couple of hundred names to get to
the message.

Thanks,
MaryL

"Suzanne S. Barnhill" wrote in message
...
So the PDF is at least smaller than the .doc file. That size won't be
much of a burden on those with broadband but will definitely be a large
lump for dial-up. I would suggest offering members the option of getting
a link (to the file online) rather than an attachment. It will still take
(almost) as long to download, but they will be able to choose the time to
do it instead of having it unpredictably gumming up their email. I
remember how much I hated that when I was on dial-up, and I'm still not
crazy about it--because you have no idea what it is you're investing so
much download time on until it actually arrives (and then it's usually a
PPT of cute baby animals or scenic landscapes, accompanied by kitschy
music and typo-ridden captions, from my cousin!).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out
to be an excellent idea. The download worked smoothly, and it only
takes about two seconds to "save as" to PDF. That even solves another
issue that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they
can easily click on the arrow at the top of the screen to enlarge
everything, yet all of the original boxes and other settings are
retained.

The one remaining problem (not as important) is that the file size is
now truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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

[Jason[_6_]]

Actually that's probably better than I was going to suggest - this will also
reduce the file size since this information is not included in the mail out.
"Suzanne S. Barnhill" wrote in message
...
All excellent decisions. I do put our weekly Rotary bulletin online in the
unprotected section of our club Web site, but, for that reason (and also
because the bulletin is mailed to people outside our club), I never
include such personal information in the bulletin. Our club directory is
in a password-protected section of the site (which is a Rotary
International requirement for club Web sites that post any personal
information).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"MaryL" -OUT-THE-LITTER wrote in message
...
That was our original plan (provide a link to our church's web site).
However, we have decided to continue to offer printed copies to those who
want it instead of using a link to the web site. The problem with the
link is that we realized that we often include a lot of personal
information in the newsletters--names, addresses, phone numbers,
birthdays, photos, even maps to people's homes. So, we don't think it
would be a good idea to put all that information on the Internet,
especially without people's permission. We will only send copies via
e-mail to those who request it, and I will use Bcc (recipients
suppressed) so people won't have to scroll through a couple of hundred
names to get to the message.

Thanks,
MaryL

"Suzanne S. Barnhill" wrote in message
...
So the PDF is at least smaller than the .doc file. That size won't be
much of a burden on those with broadband but will definitely be a large
lump for dial-up. I would suggest offering members the option of getting
a link (to the file online) rather than an attachment. It will still
take (almost) as long to download, but they will be able to choose the
time to do it instead of having it unpredictably gumming up their email.
I remember how much I hated that when I was on dial-up, and I'm still
not crazy about it--because you have no idea what it is you're investing
so much download time on until it actually arrives (and then it's
usually a PPT of cute baby animals or scenic landscapes, accompanied by
kitschy music and typo-ridden captions, from my cousin!).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out
to be an excellent idea. The download worked smoothly, and it only
takes about two seconds to "save as" to PDF. That even solves another
issue that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they
can easily click on the arrow at the top of the screen to enlarge
everything, yet all of the original boxes and other settings are
retained.

The one remaining problem (not as important) is that the file size is
now truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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

[Jason[_6_]]

I agree with the website and link idea - don't go for large email files. And
those with slow internet connections can use a download manager to resume
next time they connect (providing the host service supports it)
"Suzanne S. Barnhill" wrote in message
...
So the PDF is at least smaller than the .doc file. That size won't be much
of a burden on those with broadband but will definitely be a large lump
for dial-up. I would suggest offering members the option of getting a link
(to the file online) rather than an attachment. It will still take
(almost) as long to download, but they will be able to choose the time to
do it instead of having it unpredictably gumming up their email. I
remember how much I hated that when I was on dial-up, and I'm still not
crazy about it--because you have no idea what it is you're investing so
much download time on until it actually arrives (and then it's usually a
PPT of cute baby animals or scenic landscapes, accompanied by kitschy
music and typo-ridden captions, from my cousin!).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out
to be an excellent idea. The download worked smoothly, and it only takes
about two seconds to "save as" to PDF. That even solves another issue
that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they can
easily click on the arrow at the top of the screen to enlarge everything,
yet all of the original boxes and other settings are retained.

The one remaining problem (not as important) is that the file size is now
truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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

[Terry Farrell]

If you have those sizes correct, the PDF is considerably smaller:

840 KB = 840,000 bytes
2.80 MB = 2,800,000 bytes

That should make users who receive it by email much happier and you are
guaranteed they will see what you created.

Terry

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out to
be an excellent idea. The download worked smoothly, and it only takes
about two seconds to "save as" to PDF. That even solves another issue
that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they can
easily click on the arrow at the top of the screen to enlarge everything,
yet all of the original boxes and other settings are retained.

The one remaining problem (not as important) is that the file size is now
truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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]

You're right! I "interpreted the size wrong, but 840 KB is correct for the
PDF file. It's still large enough that it took awhile for our minister to
download it, but it should be much more flexible than sending the original
file by e-mail.

MaryL


"Terry Farrell" wrote in message
...
If you have those sizes correct, the PDF is considerably smaller:

840 KB = 840,000 bytes
2.80 MB = 2,800,000 bytes

That should make users who receive it by email much happier and you are
guaranteed they will see what you created.

Terry

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out
to be an excellent idea. The download worked smoothly, and it only takes
about two seconds to "save as" to PDF. That even solves another issue
that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they can
easily click on the arrow at the top of the screen to enlarge everything,
yet all of the original boxes and other settings are retained.

The one remaining problem (not as important) is that the file size is now
truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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

[Jason[_6_]]

Still too large for email though.
"Terry Farrell" wrote in message
...
If you have those sizes correct, the PDF is considerably smaller:

840 KB = 860,160 bytes
2.80 MB = 2,867,200 bytes

That should make users who receive it by email much happier and you are
guaranteed they will see what you created.

Terry

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out
to be an excellent idea. The download worked smoothly, and it only takes
about two seconds to "save as" to PDF. That even solves another issue
that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they can
easily click on the arrow at the top of the screen to enlarge everything,
yet all of the original boxes and other settings are retained.

The one remaining problem (not as important) is that the file size is now
truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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

[Terry Farrell]

Most ISPs allow 5 MB attachments, some even larger these days (Google mail
20 MB), so 840 KB isn't a problem. The problem is for those who are
unfortunate not to be in a broadband area and are forced to use dial-up,
which is probably dead slow because of their location from the local
exchange. In those cases, there is no simple answer. Those users usually
have their email clients set to not automatically download email
attachments. But providing with a secure web address to read the Newsletter
is little better because their http connection will be just as slow unless
it is provided as a Text Only version.

Terry Farrell

"Jason" wrote in message
...
Still too large for email though.
"Terry Farrell" wrote in message
...
If you have those sizes correct, the PDF is considerably smaller:

840 KB = 860,160 bytes
2.80 MB = 2,867,200 bytes

That should make users who receive it by email much happier and you are
guaranteed they will see what you created.

Terry

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out
to be an excellent idea. The download worked smoothly, and it only
takes about two seconds to "save as" to PDF. That even solves another
issue that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they
can easily click on the arrow at the top of the screen to enlarge
everything, yet all of the original boxes and other settings are
retained.

The one remaining problem (not as important) is that the file size is
now truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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

[Suzanne S. Barnhill]

The advantages of posting it on a Web site are two: (1) You can choose when
to download it instead of just getting it with a routine mail delivery (when
you may be in a hurry to get other urgent messages that are "behind" it),
and (2) the DL will actually be smaller because an email (even plain text)
with attachment is unreasonably larger than the attachment alone.

Still, offering the option of getting the print newsletter instead of any
kind of electronic version is always going to be better; in any population
of this sort (church congregation, club membership), there are going to be
people who don't have computers, don't have email, or just don't want to get
a document electronically.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

"Terry Farrell" wrote in message
...
Most ISPs allow 5 MB attachments, some even larger these days (Google mail
20 MB), so 840 KB isn't a problem. The problem is for those who are
unfortunate not to be in a broadband area and are forced to use dial-up,
which is probably dead slow because of their location from the local
exchange. In those cases, there is no simple answer. Those users usually
have their email clients set to not automatically download email
attachments. But providing with a secure web address to read the
Newsletter is little better because their http connection will be just as
slow unless it is provided as a Text Only version.

Terry Farrell

"Jason" wrote in message
...
Still too large for email though.
"Terry Farrell" wrote in message
...
If you have those sizes correct, the PDF is considerably smaller:

840 KB = 860,160 bytes
2.80 MB = 2,867,200 bytes

That should make users who receive it by email much happier and you are
guaranteed they will see what you created.

Terry

"MaryL" -OUT-THE-LITTER wrote in message
...
Thanks for the help, everyone. The suggestion for using PDF turned out
to be an excellent idea. The download worked smoothly, and it only
takes about two seconds to "save as" to PDF. That even solves another
issue that I have been considering--that is, how to make this file more
functional for those with some vision problelms. By using, PDF, they
can easily click on the arrow at the top of the screen to enlarge
everything, yet all of the original boxes and other settings are
retained.

The one remaining problem (not as important) is that the file size is
now truly massive! I haven't tried compressing, as someone on the NG
suggested, because this newsletter does not contain any photos. And,
despite that, it is extremely large, and I do have a fear that the size
may cause a problem for some people. The original size of the
newsletter is 2.80 MB. The size when sized to PDF becomes 840 KB.

MaryL
"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