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November 23, 2008
 
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Text & Type
How
to Prepare Text for a Page-layout Program
by Tim Donnelly, guest writer —
A
 side from preparing documents for printing on office printers, using Word is
a great way to prepare copy to import into a page
layout program.
But . .
.
However, much of the formatting that you do in Word will
not transfer. Not only that but, some of the formatting can actually impede
working with the text in a page-layout program.
A few quick
tips
When you're typing a document that will be imported into
a page layout, keep these tips in mind:
- Avoid importing logos, photos or drawings into your word-processing
documents. Instead, indicate where the image should go. They won't transfer
and should be imported into the page-layout document.
- Don't rely on text stylizing like underlines or initial caps. They
won't translate to a page-layout program. If someone else is designing
your piece, it's a good idea to give them a printed copy of your word-processing
document as well as an electronic file. That way, he/she can refer to
it and can tell where specific formatting is needed.
- If you've created a graphic in a word-processing program, you'll need
to recreate it in an image-editing
or vector-drawing
program. The graphic will look far more professional and won't cause
output problems for your service bureau or Printer.
- And finally, I've saved the best for last: tables. I would suggest
avoiding the table features in word-processing programs. When you import
a text document that uses tables, the contents will be almost unrecognizable
(if the table data imports at all). You'll find it's often easier to
type table information from scratch than to try to salvage what has
been imported. A much preferable solution is to create columns of data
by inserting single tabs between columns. Tabs transfer just fine to
a page-layout program and, in the end, are much easier to manipulate.
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