I recently was contacted by a client that needed his life history designed, laid out and printed. Although this is usually a relatively easy task. In his case, it was anything but easy. This client, let’s call him Mr. Smith, gave me his manuscript that had all the photos inserted into a document using MS Word. During the course of this blog I will describe how this was a disaster. Please, please, please do not insert your photos into a word document. This creates so much more work for the person you are hiring to design and turn your manuscript into a beautiful book. Give your contractor two separate files: your manuscript in Word or some other word processor, and a file that contains all your images/graphics
Your photos help to tell your story don’t let them lose their impact. Make your photos the highlight of your story.
Let me explain, while MS Word is the premier word processing software, it is not the best thing you can use to turn your manuscript into a beautifully designed book ready for the printer. In fact it creates more problems than it solves. MS Word does not handle photos well at all, DON’T INSERT YOUR PHOTOS IN MS WORD.
In the case I am referring to, Mr. Smith handed me an electronic version (a must by the way) which had over 250 photos embedded in his MS Word document. It is really hard to remove and save the photos from Word. It is easy to delete each photo from the document but this is not the solution because you still need the electronic file for each photo. However, after the photos have been collected into a separate file, then you will need to delete them from the original word document.
I will describe how to remove your photos once you have made the mistake of inserting them into your word document. Remember this will only be necessary if after you inserted them into your document you deleted them (you will need a separate file that contains each photo.) This the case with the file I received from Mr. Smith. He did not have a separate file that contained the photos. If you have an electronic file with the photos, then the photos in the word document can be deleted.
Make sure the photos you haven taken are highlighted in your book. Take advantage of your wonderful photos to tell your story.
Remove embedded photos from MS Word:
- Open the word document on your computer
- Create a directory where you can save the document to
- Open the file tab and do a “Save as” selecting the “Web Page” file format to the directory you created in step 2.
- Open this new directory to find the embedded photos. They will be identified as “imagexxx.jpg” look at these photos and compare them the ones in the original word document.
To delete the photos so that you just have the text:
- Double click on the photo
- You will see a box around the image, with your mouse in the box hit the delete key and the image will be deleted.
- Save the document and give it a different file name, this will preserve the original file until you no longer need it.
Now that you have just the text file you can prepare the document for printing. This will be the subject for the next weeks blog: “Preparing your book for printing”