Using The Right Program

There is tremendous confusion in do-it-yourselfers who think Microsoft Word can do it all. It can not. And if you force it to be a layout program to make your document look "nice," it sometimes bites you. Word documents can do any number of things that you never intended. Fonts will change, graphics will drop out, and formatting will differ from the original once you send out a Word document from your computer, especially across platforms. And you won't even know it unless you see it on another computer with different fonts.

If the design and layout of a document is important, consider using an industry standard like InDesign or QuarkXpress and save them as pdf files for press or email. There are many cheaper layout programs as well, and, if you are using the document as email attachments or desktop printing, they'll work just fine. If you are investing money in printing on press (offset or digital), use a professional layout program or a graphic designer to get the job done right. Printers will sometimes offer this service just to avoid the headache of trying to wrangle your document into a press-ready job. This is no place for a Word document.

If you are stuck with Word, one trick is to create a pdf from your Word document using Adobe Acrobat to keep formatting and fonts behaving as you intended. Adobe saved the day with their free Reader program years ago. Virtually everyone has Adobe Reader, and if not, its a free download. But you will need to have the more expanded Adobe Acrobat, in order to save your document as a pdf. Adobe offers FREE trials. If you insist on using Word for your layout program, do not waste your time making it look "nice."

TIPS
Rule of Thumb: Photoshop is for photographic images; Illustrator is for logos, graphs and line drawings; InDesign is for layout; Word is for word processing; Adobe Acrobat is for everybody. Mixing these up can cause big problems down the road.

This article was originally posted in June of 2010 in Dan Monge's Mac IT Pros E-Newsletter.

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