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Working with Photos and Graphics
It’s easy to add impact to your documents or web site by adding images. There are a few things to know before you jump into the task of designing a document with images. This newsletter outlines some of the broad technical basics of working with electronic images.

Importing an Image
Most word processors and publishing programs allow you to import images. Just look for a command called “insert,” “import” or “place” (you may need to load filters from your program disk to import certain file types). Many programs give you two import options:

1. “Link” to the image file if you want the document to show changes you make later to the image file.
   
   
2. Save a copy of the image file in your document; this creates a larger file, but is helpful if you plan to move the document or share it with other users.

Keep in mind that your document’s file size will increase after importing an image, especially if you’re not linking. The last version of Microsoft Works I used (v4.5) created enormous files when I added a very small image.

File Formats for Printing
When publishing documents, it helps to know something about the types of graphic files you’re working with. Here’s a quick overview of the different types of image files.

Vector Files
Programs that draw shapes, lines and curves (such as CorelDRAW) create vector files. Vector images can be resized by dragging or scaling without affecting the printed quality of the image. Vector files include CDR, DWG, EPS (requires a Postscript printer), WMF, EMF and others. WMFs/EMFs can sometimes cause problems in non-Microsoft programs, but work great in Word. If you can use a vector file format in your document, you will benefit from a smaller file size and the ability to resize it easily.

Raster/Bitmapped Files
Image-editing programs that “draw” with paintbrushes and erasers (such as PhotoShop) create raster or bitmapped files. Photos and scans are raster images. Common raster file types include TIFF, BMP, PICT and photo CD. TIFFs are the most popular photo file types for PC users. JPEGs and GIFs are sometimes used for printing, but are intended primarily for web sites.

Raster Images and Resolution
Always try to scan an image at its final printed size and resolution. If you are unsure about how large the final image will be, scan it bigger, then reduce the image in a program like PhotoShop before you import it.

1. If you enlarge a raster image in your publishing program by dragging or scaling, it will decrease in quality.
   
   
2. If you shrink a raster image by dragging/scaling, you will end up with a file that's much larger than you need.
   
   
3. Don’t try to save images from the web and use them as-is in a printed document; a 72 ppi web image will print very poorly.
   

For an overview of scanning tips, see Here’s How.

File Formats for Web Graphics
The two most common types of web images are JPEG and GIF (pronounced like the peanut butter). These file types were created specifically to make very small files that download quickly. Both JPEGs and GIFS are raster files, so the file size depends on the resolution and the physical dimensions of the image.

1. When preparing images for the web, save them at 72 ppi. Any higher resolution will create a much larger file without improving the appearance.
   
   
2. Choose GIF format for solid colors (logos, charts, etc.). Use JPEG for photos and other images with shading or subtle color changes. Never resave a JPEG; the quality will degrade each time you save it.

Desktop Printing
There are two easy options for printing your documents. Black and white laser offers excellent quality without color. Inkjets offer color, but sometimes suffer from poor text quality. If you plan to print black and white only, get a laser printer. Period. If you need affordable color, go with an inkjet, but make sure you test your specific model with several types of paper, checking the sharpness of the text and images. Quality and speed vary drastically from one inkjet model to another, even from the same manufacturer. Make sure you compare the cost-per-page for each printer...a $100 printer may cost more than a $300 printer in the long run once you figure in the ink cost.

If you have a bigger budget, consider color laser, beginning at about $1,000. Really do your research and see lots of samples before you buy a color laser printer. Make sure you can afford the pricey toners and other “consumables.” My own color laser printer costs a bundle to maintain, and causes me grief from time to time, but produces beautiful results!