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MS Office Forum / Publisher / General MS Publisher Questions / March 2008

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publisher email problem

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jewelgirl - 16 Nov 2007 17:49 GMT
When I email a newsletter created in Publisher, the newsletter appears fine
in the email preview, but the actual newsletter that is received by the
recepient appears misaligned; some text boxes are stretched out, some text is
moved, and some text boxes are split in half.  I used the design checker to
correct any problems before sending. Why is this happening and how can I
correct it?
Brucels - 16 Nov 2007 20:02 GMT
The general wisdom here seems to suggest that the fewest problems crop up if
you print the document to PDF (using Acrobat or one of the many freeware
applications that are available) and email that as an attachment. Your
recipients may not be able to open a Publisher document or may not want HTML
emails, but everyone can open a PDF.

Bruce

> When I email a newsletter created in Publisher, the newsletter appears fine
> in the email preview, but the actual newsletter that is received by the
> recepient appears misaligned; some text boxes are stretched out, some text is
> moved, and some text boxes are split in half.  I used the design checker to
> correct any problems before sending. Why is this happening and how can I
> correct it?
jewelgirl - 20 Nov 2007 18:05 GMT
> The general wisdom here seems to suggest that the fewest problems crop up if
> you print the document to PDF (using Acrobat or one of the many freeware
[quoted text clipped - 10 lines]
> > correct any problems before sending. Why is this happening and how can I
> > correct it?
jewelgirl - 20 Nov 2007 18:07 GMT
> The general wisdom here seems to suggest that the fewest problems crop up if
> you print the document to PDF (using Acrobat or one of the many freeware
[quoted text clipped - 10 lines]
> > correct any problems before sending. Why is this happening and how can I
> > correct it?

thanks for the suggestion.  I already attach a PDF file, but would like the
newsletter to be clearly visible and readable as an email as well.
Brucels - 20 Nov 2007 19:04 GMT
My understanding is that there is no way to guarantee that your recipients
will see the newsletter in the body of the email, since many people turn off
HTML for emails.

> > The general wisdom here seems to suggest that the fewest problems crop up if
> > you print the document to PDF (using Acrobat or one of the many freeware
[quoted text clipped - 13 lines]
> thanks for the suggestion.  I already attach a PDF file, but would like the
> newsletter to be clearly visible and readable as an email as well.
Doug - 01 Feb 2008 17:30 GMT
I just read over your discussion and have a question.  Can a PDF document be
sent in the body of an email just as a publisher document can?  I have found
no way to send a PDF except as an attachment.  I use Outlook 2003 and worry
that my clients may not even want to open a PDF and delete it.

Also, if emailing a publisher document, how can I add a personal message
"outside" of the actual document that sits in the body of the email page.  In
other words, I'd like to add a short, two-sentence graph to the body of the
email.

Thanks for any help

Doug

> My understanding is that there is no way to guarantee that your recipients
> will see the newsletter in the body of the email, since many people turn off
[quoted text clipped - 17 lines]
> > thanks for the suggestion.  I already attach a PDF file, but would like the
> > newsletter to be clearly visible and readable as an email as well.
Brucels - 11 Feb 2008 17:31 GMT
Doug,

Sorry to be so long in replying.

I am not aware of any way to place a PDF in the body of an email. While I
respect your concern, I don't think it's realistic to try to "make" your
clients do anything.

Can't help you with your other question. I would be inclined to put the
personal message in the body of the email and send it with the PDF attachment.

Bruce

> I just read over your discussion and have a question.  Can a PDF document be
> sent in the body of an email just as a publisher document can?  I have found
[quoted text clipped - 31 lines]
> > > thanks for the suggestion.  I already attach a PDF file, but would like the
> > > newsletter to be clearly visible and readable as an email as well.
JoAnn Paules - 11 Feb 2008 17:48 GMT
I wrote directions for a bit of a roundabout way of doing this.
http://ed.mvps.org/Static.aspx?=Publisher/multipageemail

I haven't updated it for Pub 2007 or Vista so your results may differ from
mine.

Signature

JoAnn Paules
MVP Microsoft [Publisher]
Tech Editor for "Microsoft Publisher 2007 For Dummies"

> Doug,
>
[quoted text clipped - 62 lines]
>> > > like the
>> > > newsletter to be clearly visible and readable as an email as well.
James O Toole - 05 Mar 2008 10:53 GMT
Hi,

I wonder could you help me with a similar problem. I frequently have to
email a multi page publisher document containing text boxes along with a few
graphs in newsletter format.  More often than not when the newsletter is sent
some of the text may be misalligned or the graphs may be either blank or
truncated.

Other than saving the newsletter as a PDF attachment is there anything else
I can do to prevent this happening.
Signature

James O Toole
Accenture

> Doug,
>
[quoted text clipped - 44 lines]
> > > > thanks for the suggestion.  I already attach a PDF file, but would like the
> > > > newsletter to be clearly visible and readable as an email as well.
JoAnn Paules - 05 Mar 2008 14:34 GMT
This is a workaround. I still recommend .pdf attachments but if you MUST
send a multipage newsletter via email, this will work. (I wrote these
instructions two years ago and haven't changed them since. I was using Pub
2003 at the time.)

First, the caveats.

1. This process could produce a hefty email. I used a four page Publisher
template and the file size is about 800 KB. As you change fonts, add
pictures, etc, the size will grow.

2. If your audience has their email set for text only, there's nothing you
can do.

3. You need at least one other program. The program is TechSmith's SnagIt
(http://www.techsmith.com/snagit.asp) Although the
program is not free, it's only $39.95 US. The good thing is that it also has
a built-in PDF driver. Since we are working with a .pdf file, why buy or
download another program if there's one built in? You can also use Acrobat,
PrimoPDF, or whatever, if you already have it. You can download a free 30
day trial of the program so that you can decide whether or not you want to
spend the money.

4. Printing this email doesn't always produce a full email. If that's
critical - send it as an attachment! No one really wants to read a lengthy
email anyway.

~~~~~

Create your newsletter. Convert newsletter to .pdf with the software of your
choice.
Open .pdf file in Adobe Reader. (If you have any other programs open, close
them or make sure that your newsletter is on top.)

Set your zoom level is set for 80% to 100%. Any smaller, and you may not be
able to read it. Any larger and your audience will have to scroll in all
four directions when they read it. (I found that if I reduced the width of
my Reader screen, it picked up less of the background. I thought it looked
nicer that having two inches of blue on either side of my newsletter. It
also seemed to cut down a little bit on the file size.)

Set your Page Layout is set for Continuous.

Open SnagIt.

In the Basic Capture Profile, select "Web page (keep links)".

In Profile Settings, make sure your Input is set for Scrolling-Auto Scroll
Window. Your Output should be set for E-mail.

Click the BIG red button under Capture.

You will be taken back to your newsletter's .pdf file.

The cursor will look like a pointing finger. Left-click once in the middle
of the page. The cursor will change to an X and starting scrolling down the
pages. All you have to do is sit back and wait until it's finished and the
SnagIt screen appears again.

Click on the (Send E-mail). This will pop the image into your email program.
Add your addressees and send it.

Signature

JoAnn Paules
MVP Microsoft [Publisher]
Tech Editor for "Microsoft Publisher 2007 For Dummies"

> Hi,
>
[quoted text clipped - 77 lines]
>> > > > like the
>> > > > newsletter to be clearly visible and readable as an email as well.
Mary Sauer - 05 Mar 2008 15:56 GMT
If JoAnn's method is too complicated, you could try this suggestion from the
Microsoft Knowledge Base. Regardless of how you send an HTML email you are going
to have folks rejecting HTML content. Your images will end up as attachments and
your text will have lost its formatting.

How to save your publication as a Web Archive in Publisher and share it in
e-mail
http://support.microsoft.com/default.aspx/kb/312157/en-us

You might consider creating your email in Outlook.

Signature

Mary Sauer MSFT MVP
http://office.microsoft.com/
http://msauer.mvps.org/
news://msnews.microsoft.com

> Hi,
>
[quoted text clipped - 71 lines]
>> > > > the
>> > > > newsletter to be clearly visible and readable as an email as well.
Doug - 05 Mar 2008 18:18 GMT
Thanks for writing Bruce.  I had a feeling that would be the case... on both
answers!  Did some more research myself and the same answer kept popping up.

Thanks again

Doug

> Doug,
>
[quoted text clipped - 44 lines]
> > > > thanks for the suggestion.  I already attach a PDF file, but would like the
> > > > newsletter to be clearly visible and readable as an email as well.
Frustrated - 14 Mar 2008 22:39 GMT
You know I have this exact same problem. It makes no sense to me for
Microsoft to have a product with an option to email as a message and then it
loose all formatting (or at least most of it). If I wanted a plain email
newsletter, I wouldn't use publisher in the first place. It seems like any
text box I have with a border or color fill looses the margins and centering
when I email. In my opinion publisher is useless for sending anything out via
email as a message. Funny how the work arounds all suggest saving to PDF then
mailing. No wonder so many people stay away from Microsoft products for
graphic layout and design, they are just not a solution.

On another note, my newsletter looks great if I print it out! Too bad we are
in a technology age and most people don't care for printed newsletters
anymore.

> When I email a newsletter created in Publisher, the newsletter appears fine
> in the email preview, but the actual newsletter that is received by the
> recepient appears misaligned; some text boxes are stretched out, some text is
> moved, and some text boxes are split in half.  I used the design checker to
> correct any problems before sending. Why is this happening and how can I
> correct it?
Mary Sauer - 14 Mar 2008 23:01 GMT
It isn't just Publisher. HTML isn't the best way to send an email.

Compose your HTML email with Outlook, all the tools are there. You will see you
will get the same loss of formatting.

A PDF is the best solution. Your recipient can print the newsletter, it will
look just the way you created it.
Signature

Mary Sauer MSFT MVP
http://office.microsoft.com/
http://msauer.mvps.org/
news://msnews.microsoft.com

> You know I have this exact same problem. It makes no sense to me for
> Microsoft to have a product with an option to email as a message and then it
[quoted text clipped - 16 lines]
>> correct any problems before sending. Why is this happening and how can I
>> correct it?
 
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