Get your ducks in a row

Like other professionals, desktop publishers charge for their time, including the time it takes to decipher and organize the information you provide for your newsletter.

You'll pocket significant savings by having everything organized before you deliver pictures and copy to the desktop publisher.

I always advise my clients to create a manifest, a list of all the stories, graphics, and photographs that are to be included in the piece. The manifest should indicate where each story goes and should include descriptions of all pictures accompanying the story.

Deliver clean copy on disk or by email

In order to begin designing your newsletter, the desktop publisher needs to transfer or "import" your text into the layout program. Check to see if the files your word processor creates will be compatible with the publisher's system. Most layout programs recognize several different types of files, including Word, WordPerfect, and Clarisworks.

When in doubt, you can always save your story in text only or ASCII format. This is a stripped-down file format that is understood by every computer and is easily imported into page layout programs. The major drawback to this format is that you will lose any special formatting (italic or boldface text, for example) you applied to the text. You should also provide a printed version or "hard copy" of each story in case something goes wrong with your file or the formatting is missing.

What's in the photo?

Make sure you provide the information needed to explain each photo. Captions should include identities of all recognizable people in the picture along with date, location, and other pertinent information. If the photograph is going to be used with a story, it may be helpful to explain how the photograph illustrates a particular part of the story.

Write each caption on a separate piece of paper and attach it to the back of the photograph with transparent tape. Don't write on the back of a photograph, especially with a pen. If you stack the front of one photograph against the back of another with an inked caption, guess what happens? You get little ink spots all over your picture.

Proofing

Once the desktop publisher has completed the job, he or she will deliver a proof to you for your approval. You should go through this carefully to make sure it is exactly what you want. Make a note of any changes or corrections and discuss them with the designer.

While you want to correct any mistakes, this is not the time to change that paragraph that's been bugging you or "add a little section." These changes may involve reworking entire pages, which take time — and cost you money.

Think of a carpenter who's finished a house and then been told to add a window in the middle of a wall. OK, that's a little more involved, but you get the idea. Make sure you're satisfied with your stories and photographs before you send them off to the desktop publisher.

Continue With "Printing"

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