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CONVERTING WORD TO PDF FOR POD (WITHOUT TEARS)

This is a guide (for PC) for authors who intend to self-publish through print on

demand (POD) printers

—

Createspace (CS) or Lightning Source (LSI) Inc. You

may download this free resource from: www.bubble-value-at-risk.com

, which

also contains the disclaimer and terms of use for this document.

Inserting Excel Charts into Word

For most technical books, Excel provides the most convenient tool to create

charts. Unfortunately there are a few compatibility issues to avoid

—it’s a min

field for the unaware.

First, the chart you see on the Excel screen is not the same size as what goes

into your book. What looks like a reasonable size to the human eye on Excel is

probably about 14cm on a book (too big!). To see the size, highlight the chart, go

to: Format



Size.

Don’t bother resizing it in Excel, because zoo

ming/un-

zooming the Excel screen will mess up the width & length in an unpredictable

way (it’s a bug

in version 2007!).

If you have many charts for your book (suppose it’s a text book),

you may use

the VB codes in the Appendix to standardize the size of each charts. (Cut/paste

the codes into the Visual Basic editor in Excel). To use it, highlight the chart, and

run the macro Resizechart(). Charts are best in pure black, with a minimum line

thickness of 1.0, otherwise it may not come out well in print. I have included an

outer black border, which I don’t really

want (it will be used for trimming in Pho-

toshop later).

Second, you cannot cut/paste the chart to any other application via the clip-

board

—

it will automatically reduce the picture resolution to 72 dpi (dots-per-

inch). POD printing requires 300 dpi or higher. You can still cut/paste into Pho-

toshop at 72 dpi and convert it later to 300 dpi (which the POD-printer will ac-

cept) but the image quality would have deteriorated. There is a way to export the

file using a VB code but this works only for GIF, PNG formats

—

POD printing

requires a loss-less file format called TIFF.

One solution is to save the chart into PDF format first! Highlight the chart,

and save as PDF using the settings as per Figure 1. This will then be at 300 dpi.

Next you need a copy of Photoshop. Download a trial version from:

www.adobe.com

. This will give you 30 days usage, so I suggest you do your

charts last in your book project. Open the Pdf file from Photoshop as in

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Figure 2

—

using Mode=Greyscale (for a B&W book), dpi =1000 (not 300).

Leave the size as it is.

Figure 1 Saving Chart as a Pdf file

Figure 2 Opening Pdf file from Photoshop

The file may take a while to open (due to the rasterizing process), and will

look like Figure 3. Next, from the menu, go to: Layer



Flatten image. Then do:

Image



Trim. Next, go to: Image



Image size. Resize the image using the

setting in Figure 4

—

change dpi to 300

; 3´ is a good height for

a chart in a text-

book.

³Nearest neighbor´ setting is good for charts but

use ³bicubic´ for photos.

If you do not want the outer border for the chart, this is the time to crop it off.

See Figure 5

—

use the Zoom tool to blow up the picture, and the crop tool to crop

out the edges (black border). At the pop-up box,

select ³crop´.

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Figure 3 Your chart in Photoshop

Figure 4 Resizing in Photoshop

Figure 5 Cropping the outer border off (optional)

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Go to: File



Save as.., to save the file in TIFFE format using the default set-

tings.

From the manuscript (Word doc), insert the Figure using: Insert



Picture.

Once inside Word, do not resize picture by dragging the edges

—

this will degrade

the dpi (to below 300dpi). Instead use the arrow keys to move the picture object

around the document. And when you have put it at the correct location, you need

to lock the picture in place

(so that it doesn’t run all

over the document). Press

the show/hide but

ton ³¶´, an anchor icon will appear nearby the chart; drag the

icon to the same row as a figure caption (see below). Then, right-click on the pic-

ture and select ³format picture´.

Setting it as in Figure 6 is one possible way.

Press the button ³advanced´, under tab ³text wrapping´, select ³Top & bo

tom´.

Once locked, the chart will move with the figure caption.

Figure 6 Locking the picture in place

Once you are happy with the manuscript, save the word file. POD-printers

typically require a print-ready file submission in PDF format. LSI has very strin-

gent file submission requirement

—

failing to meet any one criteria usually means

file rejection, delays and costly resubmission (LSI charges USD40 per resubmis-

sion).

CS’s requirements are less stringent—

if it looks good on the PC, it will

likely be accepted and printed. It pays to read and follow closely the file submis-

sion guidelines available from their websites.

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PDF 995 for Createspace

Here is a no-frills approach. First you need a copy of a free PDF converter called

³PDF

995´

. Install this from: www.pdf995.com

Next, ensure that you meet the margin requirements stated by CS, for exam-

ple, for books of thickness 191-400 pages, t

he inner margin has to be 0.75´ at

least, etc. Ensure that the images (charts) in the Word are at

300 dpi. You can’t

really tell the dpi from Word; so you have to follow the previous section and

hope for the best.

To create the Pdf, go to Print menu in MS Word. Select as in Figure 7 and

Figure 8.

Figure 7 Select printer name as PDF995

Figure 8 Custom the size to your book’s trim size

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Press the ³Properties´ button, select ³Black

white´ and then press the ³a

vance´ button. Under advance options, cus

tomize the size of the book to your

trim size. For example, for a technical book/ textbook, I prefer the 6.14´x9.21´

size

One more step, set: Scale to paper size = ³Postscript custom page size´.

Once you are ready, press

³save´

. This may take a while if your file is big

(and you will watch some sponsored advertisement from PDF-995 in the mean-

time). When ready, your Pdf will open automatically.

Go to: File



Properties. Notice as shown in Figure 9,

the file size = 8.5´x11´

and NOT the trim size you wanted. You will need to do a second step. In this

PDF-995 program (not in Word), go to: File



Print. Select printer name as

³PDF995´ then press the ³properties´ button—

you will redo the steps exactly as

described in Figure 7 and Figure 8 (yes, again!). Name the second Pdf another

name and press ³save´.

When this second Pdf opens up automatically, go to: File



Properties. You

will notice the file size is now the trim size you wanted. Please use the second

Pdf file for submission to CS.

Figure 9 The first Pdf file shows wrong trim size; a second step is needed

This size is available at both CS and LS

—

if you wish to switch from CS to LS (or vice-versa) half

way during your project (due to changing circumstances),

you don’t have to r

edo your types-

setting. LS even offer a hard cover option for this size. It is a touch smaller than most standard

technical books, which makes it more portable to carry around.

Acrobat Adobe X Pro for LSI

LSI’s requires a much higher standard for Pdf file submission than Create

space,

and charges for resubmission. So the cost adds up pretty quickly if the Pdf files

get rejected. To ensure the best chance of success, make sure your file is com-

pliant with the PDF/X1a:2001 standard (as recommended by LSI).

The easiest way is to use Acrobat X Professional (only Adobe 9.0 Pro or

higher has the PDF/X1a:2001 as a selectable profile). You can install a 30-day

trial version from:

https://www.adobe.com/cfusion/tdrc/index.cfm?product=acrobat_pro&loc=en

There are many ways to create a Pdf using Adobe. The preferred way is to use

the PRINT menu from Word. Use the setting like in Figure 10

—uncheck ³Print

to file´. Press button ³Properties´, and use settings in Figure 11—uncheck ³Rely

on system fonts..´. Press ³Add´ to create a custom size (you can name it an

thing), then key in your book

’s

trim size.

Figure 10 Print the Pdf from Word PRINT menu

If it’s a B&W book, check ³black & white´ as in Figure 12. Set the dpi at a mi

imum of 300 dpi.

Figure 11 Pdf print settings

Figure 12 More Pdf print settings

Printing the Pdf will take some time depending on your file size. When ready,

a Pdf file will open up in Adobe Acrobat. Go to: File



Properties, and select Tab

³Fonts´

(see Figure 13)

—check through all fonts to ensure they show ³Embe

ded´ or ³Embedded Subset´. If they don’t, read through the Pdf file and see

which fonts are messed up and correct them in Word i.e. use a simpler font.

Figure 13 Checking the fonts to ensure they are embedded

Your created Pdf needs to undergo preflight

—

a quality control step that checks

that all elements in the Pdf meets a chosen standard (in our case, PDF/X1a:2001).

Figure 14 Inserting preflight icon

If this is the first time you use the Adobe-X, you will

need to put the ³pre

light´ icon into the tool bar, like in Figu

re 14. Then, click that icon from the tool-

bar, and select the preflight profile called ³PDF/X

1a´

as shown in Figure 15.

Click the but

ton ³Analy

ze and

fix´.

Figure 15 Select preflight profile

If preflight finds any problems, it will report them in a list, showing details and

cation. In my case, it’

s glyphs missing on 2 pages. I went to the affected pages

mentioned and found missing symbols which appear as

□

(see Figure 17).

Figure 16 Preflight discovered some problems

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