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Exporting to Microsoft Office and PowerPoint

From: Illustrator CS4 One-on-One: Fundamentals

Video: Exporting to Microsoft Office and PowerPoint

Years ago, Adobe was getting inundated with requests from people who wanted to put their illustrations into Microsoft applications, most notably PowerPoint. So Adobe came up with an approach that involved converting the illustrations to the PNG format, to the Portable Network Graphics format, PNG. We have already seen that format once, but it was such a big thing, such a big deal for them, that they decided to dedicate an entire command to this one procedure. I'm going to show it to you, then I'm going to show you what's wrong with the command, then I'm going to show you the better approach.

Exporting to Microsoft Office and PowerPoint

Years ago, Adobe was getting inundated with requests from people who wanted to put their illustrations into Microsoft applications, most notably PowerPoint. So Adobe came up with an approach that involved converting the illustrations to the PNG format, to the Portable Network Graphics format, PNG. We have already seen that format once, but it was such a big thing, such a big deal for them, that they decided to dedicate an entire command to this one procedure. I'm going to show it to you, then I'm going to show you what's wrong with the command, then I'm going to show you the better approach.

So I'm still working inside Goodbye overprints.ai, found inside the 12_exporting folder. If you have been working right along with me, then your Boards layer is turned off and you need to turn it back on, because this process here is not adversely affected by the Boards layer, and of course the boards that are sitting there on the second artboard, these wonderful creatures right here. All right. So I'm going to go up to the File menu and I'm going to choose this Command, Save for Microsoft Office. Gets an entire command dedicated to it. You will see, there is not much going on here. You just say what the name of the file is; your file type is going to be PNG. You can't do anything about that.

I'm just going to call this guy Microsoft queen or something along those lines, and click on the Save button. Then I'll watch for a few progress bars to go by, fair enough, and then the job will be done, as soon as this progress bar goes away, I'm waiting, there it is. We are all done. That was the end of that process. So you certainly didn't need a trainer or a training video to tell you how to do that. You would think not. Here is the problem. It's a disaster. I'm going to switch over to the Bridge. Basically, this command got broken by multiple artboards inside of Illustrator and some other stuff too. It's just a rotten command. I'm here inside the Bridge and you can see Microsoft queen.png.

Now, if I were to double click on it, it's going to open in Fireworks. So tell you what, I'm going to press Ctrl+K or Command+K on the Mac, because I want to use Photoshop for this, because there is just less falderal going on inside Photoshop than Fireworks. I press Ctrl+K or Command+K on the Mac to bring up the Preferences dialog box. I would switch to File Type Associations right here. I'm going to scroll down the list until I see Portable Document format. I'm not seeing it yet, there it is. Portable Network Graphics is what I mean. Pardon me. Currently it's set to Adobe Fireworks CS4. I'm going to switch it Adobe Photoshop CS4, and then click on OK to accept that modification.

Now I can double click on this Microsoft queen thing, you can already see it's not right, but double click on it to open it up inside Photoshop, all three artboards inside one image. So it's not artboard sensitive. Also, what was the Resolution, we weren't able to determine that. Let's go ahead and press Ctrl+Alt+0 or Command+Option+0 on the Mac to zoom this image to 100%. We will stick with the Boards actually, they are fairly telling and they are fairy attractive in their bleakness. You can see that the Anti-Alias thing isn't actually all that well done, it's fairly spiky. We have a few jagged edges going on here, especially around this circle. It doesn't look too good. I'll go ahead and zoom in and you can see what I mean. That's a bad circle out of Illustrator, and of course here inside of Photoshop.

It's not like Microsoft applications deserve -- I mean, well, you might argue that, but just because you are using PowerPoint you don't want dreadful results, you don't want like Illustrator punishing you or something. That's ridiculous. So I'll go ahead and zoom back out here. The illustration by the way was rendered out. If I go to the Image menu and I choose the Image Size command or press Ctrl+Alt+I, Command+Option+I on the Mac, we can see that the image was rendered out to a Resolution of 150 pixels/inch, mas o menos, approximately. But the Height is 13 inches. What gives there? Well, it's really 9.5 inches, which includes the bleed. That's the 9 inches of the document Height plus the quarter inch of bleed on each side, and that altogether adds up to 9.5 inches.

But it's just that we have this huge amount of space at the bottom of the graphic, there is empty space here that's down here at the bottom. I'll go and toss it upwards so we can see it. I don't know, it's inexplicable, I don't know where that's coming from. We don't have any space at the top and we don't have any space over on the other side of the t-Shirt either. That got cropped tight, as you can see here. So I'm not sure exactly what's going on. I can tell you we have no Transparency, it's 100% Opaque. The picture I'm painting is one of no control whatsoever, and that's no good, we deserve control. So I'll show you the better way to work. Assuming that PNG is the best file format, and we are accepting that from Adobe. Adobe apparently tested all kinds of different file formats to see which one was going to be most compatible specifically with PowerPoint, but with the larger world of Microsoft applications as well. So we are just assuming they got it right and that PNG is the way to go.

So assuming it is, here is the better approach to PNG. You can either, back here in Illustrator of course, you can either go up to the File menu and choose Save for Web & Devices, if you just want to save a single artboard. But what if you want to save all three of your artboards to PNG? Then you go to Export right here. Then you would choose PNG from the Save as type pop-up menu. Obviously I have done this before. I'll go ahead and call these guys Microsoft queen, and I say these guys because there is going to be multiple versions of this image, one for each of the artboards. So let's go ahead and turn on the Use Artboards checkbox and set it to All, to get all three of them.

Now, click on Save, and you will be invited to specify a Resolution. That's a good thing. So you would probably go with 300 ppi, or well, for PowerPoint maybe you just go for 72 ppi because you are doing a screen presentation, totally up to you how you decide to go in this case. Test them out. See what works best for your workflow. Anti- Alias should definitely be on. Interlaced should definitely be off. There is your Preview. Do you want transparency? Let's go ahead and retain transparency, why not, for of course the second and third artboards. Click OK in order to save off those files. You are going to see the progress bar, and the amazing thing about this is this progress bar is going to go absolutely as fast as it did just a moment ago when we were working without any controls whatsoever.

So now, it's done, I have saved off all three of my files. Let's go check them out here inside the Bridge. I have, notice this, Microsoft queen-01. So Microsoft queen is still the same way it ever was. That's the image that we saved off using the Save for Microsoft Office Command. But these other guys, queen-01, queen-02, and queen- 03, they are independent files. Let's just go ahead and open queen-02 here, Microsoft queen-02, because that's the one that's got some sensitive transparency going on. We have an independent layered image. It is shown to me at 33% right now. So let's go ahead and press Ctrl+Alt+0 or Command+Option+0 on the Mac in order to zoom it to 100%. You ask me? That's much better Anti-Aliasing. That looks a heck of a lot better than what we saw just a moment ago. Check out that circle, it is a much cleaner circle this time around, and I think much more deserving of your appreciation than that horrible thing that we just got a moment ago. We have the transparency and we have the full Drop Shadow. So we have incremental translucency.

We are also going to see transparency by the way, if I switch back to the Bridge and open up the 03 illustration right here, which is the t-shirt, we are also going to see transparency behind the t-Shirt and a well rendered collar, don't you know? Thanks to our smarter approach to PNG inside of Illustrator.

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This video is part of

Image for Illustrator CS4 One-on-One: Fundamentals
Illustrator CS4 One-on-One: Fundamentals

182 video lessons · 37868 viewers

Deke McClelland
Author

 
Expand all | Collapse all
  1. 42m 7s
    1. Welcome to One-on-One
      1m 58s
    2. The Welcome screen
      3m 2s
    3. Creating a new document
      5m 6s
    4. Advanced document controls
      4m 43s
    5. Saving a custom New Document Profile
      8m 46s
    6. Changing the document setup
      4m 21s
    7. Special artboard controls
      4m 58s
    8. Accepting artboard changes
      2m 19s
    9. Saving a document
      4m 33s
    10. Closing a document
      2m 21s
  2. 1h 0m
    1. Adobe Bridge
      56s
    2. Opening an illustration
      4m 45s
    3. Modifying an illustration
      6m 27s
    4. Saving changes
      4m 58s
    5. Introducing Adobe Bridge
      8m 41s
    6. The all-important file type associations
      3m 20s
    7. Navigating inside Bridge
      4m 23s
    8. Previewing and collecting
      5m 55s
    9. Using workspaces
      6m 41s
    10. Customizing a workspace
      6m 14s
    11. Cool Bridge tricks
      8m 17s
  3. 1h 4m
    1. Preferences, color settings, and workspaces
      35s
    2. Keyboard increments
      5m 12s
    3. Scratch disks
      3m 48s
    4. Changing the user interface and setting Appearance of Black
      4m 14s
    5. Best workflow color settings
      9m 17s
    6. Synchronizing settings across CS4
      3m 2s
    7. Working inside tabbed windows
      7m 14s
    8. Organizing palettes
      5m 4s
    9. Saving a custom workspace
      4m 12s
    10. Zooming and panning
      4m 19s
    11. Using the Zoom tool
      3m 3s
    12. Navigating the artboards
      5m 5s
    13. Nudging the screen image
      3m 3s
    14. Scroll-wheel tricks
      2m 8s
    15. Cycling between screen modes
      4m 39s
  4. 1h 22m
    1. The Wedjat (or Eye of Horus)
      55s
    2. The line tools
      2m 57s
    3. Introducing layers
      5m 10s
    4. Creating ruler guides
      6m 18s
    5. Creating custom guides
      5m 16s
    6. Snap-to points
      5m 25s
    7. Organizing guides
      5m 43s
    8. Making a tracing template
      3m 42s
    9. Drawing a line segment
      4m 29s
    10. Drawing a continuous arc
      5m 28s
    11. Drawing a looping spiral
      6m 5s
    12. Cutting lines with the Scissors tool
      6m 20s
    13. Joining open paths
      7m 31s
    14. Aligning and joining points
      6m 34s
    15. Drawing concentric circles
      4m 41s
    16. Cleaning up overlapping segments
      5m 34s
  5. 1h 4m
    1. The anatomy of a shape
      1m 1s
    2. Meet the shape tools
      3m 5s
    3. The traceable Tonalpohualli
      2m 52s
    4. Drawing circles
      4m 38s
    5. Enhanced Smart Guides
      4m 1s
    6. Aligning to a key object
      4m 29s
    7. Creating polygons and stars
      5m 4s
    8. Using the Measure tool
      3m 47s
    9. The Select Similar and Arrange commands
      3m 56s
    10. Rectangles and rounded rectangles
      6m 8s
    11. The amazing constraint axes
      5m 26s
    12. Grouping and ungrouping
      3m 35s
    13. Flipping and duplicating
      4m 12s
    14. Combining simple shapes into complex ones
      5m 24s
    15. Cutting and connecting with Scissors and Join
      3m 31s
    16. Tilde-key goofiness
      2m 53s
  6. 1h 41m
    1. The ingredients of life
      54s
    2. Fill and Stroke settings
      4m 22s
    3. Transparency grid and paper color
      5m 47s
    4. The None attribute
      5m 4s
    5. Color libraries and sliders
      3m 39s
    6. Industry-standard colors
      4m 38s
    7. Using CMYK for commercial output
      6m 39s
    8. Using RGB for the web
      7m 23s
    9. Color palette tips and tricks
      7m 18s
    10. Creating and saving color swatches
      4m 35s
    11. Trapping gaps with rich blacks
      6m 46s
    12. Filling and stacking shapes
      5m 38s
    13. Dragging and dropping swatches
      5m 0s
    14. Paste in Front, Paste in Back
      4m 54s
    15. Filling shapes inside groups
      5m 28s
    16. Pasting between layers
      4m 41s
    17. Joins, caps, and dashes
      6m 50s
    18. Fixing strokes and isolating edits
      7m 12s
    19. Creating a pattern fill
      4m 57s
  7. 1h 50m
    1. The power of transformations
      1m 20s
    2. From primitive to polished art
      2m 42s
    3. Using the Blob brush
      5m 46s
    4. Resizing the brush and erasing
      4m 15s
    5. Selection limits and methods of merging
      6m 39s
    6. Cloning and auto-duplicating
      6m 45s
    7. Customizing keyboard shortcuts
      3m 7s
    8. Moving by the numbers
      5m 15s
    9. Using the Reshape tool
      7m 47s
    10. Modifying, aligning, and uniting paths
      7m 14s
    11. Using the Offset Path command
      4m 43s
    12. Styling and eyedropping
      5m 28s
    13. Making a black-and-white template
      2m 27s
    14. Scale and clone
      4m 57s
    15. Enlarge and stack
      5m 46s
    16. Positioning the origin point
      6m 59s
    17. Using the Rotate tool
      3m 55s
    18. Using the Reflect tool
      4m 15s
    19. Series rotation (aka power duplication)
      6m 48s
    20. Rotating by the numbers
      6m 12s
    21. Transforming the tile patterns
      7m 52s
  8. 2h 4m
    1. Next-generation text wrangling
      55s
    2. Placing a text document
      5m 38s
    3. Creating a new text block
      6m 1s
    4. Working with point text
      3m 57s
    5. Selecting the perfect typeface
      5m 48s
    6. Scaling and positioning type
      8m 57s
    7. Leading, tracking, and lots of shortcuts
      5m 54s
    8. Adjusting pair kerning
      6m 55s
    9. Eyedropping formatting attributes
      3m 54s
    10. Flowing text from one block to another
      8m 28s
    11. Creating and applying a paragraph style
      7m 39s
    12. Rendering the text in graphite
      5m 55s
    13. Creating a scribbly drop shadow
      5m 17s
    14. Advanced formatting and bullets
      7m 43s
    15. Setting Area Type options
      4m 57s
    16. Justification and the Every-line Composer
      5m 52s
    17. OpenType and ligatures
      7m 19s
    18. Fractions, numerals, and ordinals
      9m 7s
    19. Swashes and small caps
      5m 40s
    20. The amazing Glyphs palette
      8m 12s
  9. 1h 18m
    1. Points are boys, handles are girls
      1m 20s
    2. Placing an image as a tracing template
      6m 56s
    3. Drawing a straight-sided path
      6m 8s
    4. Moving, adding, and deleting points
      6m 50s
    5. Drawing spline curves with Round Corners
      9m 7s
    6. Smooth points and Bézier curves
      8m 29s
    7. Defining a cusp between two curves
      6m 59s
    8. Replicating and reshaping segments
      8m 30s
    9. Converting anchor points
      7m 55s
    10. Deleting stray anchor points
      5m 1s
    11. Separating and closing paths
      5m 43s
    12. Eyedropping template colors
      5m 55s
  10. 1h 40m
    1. Paths never rest
      1m 34s
    2. Exploring the Appearance palette
      9m 54s
    3. Snip and Spin
      8m 3s
    4. Adding a center point
      4m 12s
    5. Keeping shape intersections
      3m 42s
    6. Lifting fills and selecting through shapes
      5m 54s
    7. Saving and recalling selections
      6m 20s
    8. Rotating is a circular operation
      8m 32s
    9. Lassoing and scaling points
      5m 28s
    10. Using the Transform Each command
      4m 11s
    11. Using the Magic Wand tool
      8m 1s
    12. Eyedropping live effects
      9m 58s
    13. Merging strokes with a compound path
      6m 50s
    14. Selecting and scaling independent segments
      7m 59s
    15. Scalloped edges with Pucker & Bloat
      5m 16s
    16. Expand before you merge
      4m 17s
  11. 1h 26m
    1. The new pleasures of printing
      44s
    2. Outlines and artboards in CS4
      7m 35s
    3. Setting trim size and bleed
      7m 17s
    4. Creating custom dynamic crop marks
      3m 41s
    5. Working with the Separations Preview palette
      7m 42s
    6. Trapping an object with an overprint stroke
      8m 20s
    7. Placing multiple artboards into InDesign
      5m 17s
    8. Working with the Print Tiling tool
      4m 55s
    9. Setting the General Print options
      6m 9s
    10. Setting printer marks
      5m 16s
    11. PostScript-only output and graphics
      9m 10s
    12. The Color Management options
      6m 56s
    13. Adjusting the Flattener settings
      7m 32s
    14. Setting the Raster Effects resolution
      5m 32s
  12. 1h 32m
    1. Illustrator does pixels
      51s
    2. Illustrator, PDF, and Save As formats
      8m 15s
    3. Saving an illustration for the web
      6m 13s
    4. Saving a continuous-tone JPEG image
      10m 1s
    5. Saving a high-contrast GIF graphic
      6m 26s
    6. The versatile PNG format
      4m 45s
    7. Saving a scaleable Flash (SWF) graphic
      11m 0s
    8. Opening and placing an Illustrator file in Photoshop
      12m 44s
    9. Exporting a layered PSD from Illustrator
      12m 57s
    10. Exporting to Microsoft Office and PowerPoint
      7m 24s
    11. Sharing with InDesign, Flash, and Photoshop
      12m 12s
  13. 1m 4s
    1. Until next time
      1m 4s

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