Graphics2

  **Chapter 15: Graphics**


 * 15.1 Introduction ||
 * 15.2 Graphic File Types ||
 * 15.3 Types of Graphical Illustration in Technical Writing ||
 * 15.4 Components of Graphics ||
 * 15.3 Types of Graphical Illustration in Technical Writing ||

= **15.1 INTRODUCTION** = by Brooks Morgan

Graphics are used to illustrate complex information at a glance and to help the reader retain information. Graphics also improve the readability of a document and serve to make a technical document less intimidating by breaking up the text. Text-heavy, verbose documentation often bores readers and has difficulty conveying complex ideas. Simple, uncluttered graphics enhance text and are easy to understand and translate.

Consistency in the way graphics are presented enables the reader to easily interpret information from one graphic to another (and especially from one “book” to another “book” in a documentation set). Using appropriate graphics and graphic techniques described in this chapter will enhance the readability of technical documentation and enable authors on geographically diverse documentation teams to achieve consistency.

This chapter of the MS-PTC Editing Guide provides editorial guidelines for working with graphics. The content is divided into the following subsections:  

**15.1.1 Choosing Graphics **
It is often difficult to know when a graphic is necessary. Conversely, technical documents become less usable if graphics are overused. A standard rule of thumb is to avoid duplicating information both in text and in a graphic; instead, use graphics to expand on the text or replace the text. If written information lends itself to graphical depiction, use graphics to minimize the written text. The written text and graphic(s) should rely on one another and work in concert to convey information. In other words, if the text is descriptive enough and provides sufficient information to readers, perhaps a graphic is not required. On the other hand, if a graphic completely covers the salient points of a topic, minimal descriptive text is preferred over verbose text. The text and the graphic should minimally overlap.

An important point to keep in mind for all aspects of technical communication is the needs of the target audience//.// Screenshots are a valuable visual tool when explaining procedures to novice audiences. Similarly, if a document is describing complex numerical information to readers, consider using graphs or charts to visually depict data. Audiences typically absorb information better when it is shown visually instead of described textually.

**15.1.2 Creating Graphics or Using Graphics from Other Sources **
Ideally, graphics used in technical documentation should be original and created with a personally-licensed or corporate-licensed graphics software package. Popular graphics software packages include the following:
 * Microsoft Visio
 * Adobe Photoshop
 * Adobe Illustrator
 * GNU Image Manipulation Program (GIMP)
 * Corel Draw
 * Microsoft Paint

<span style="font-size: 12pt; line-height: 200%; font-family: 'Times New Roman', Times, serif;">It is worth noting that licenses for all of the above software packages cost money, some licenses are several hundred dollars. The GIMP program, however, is part of the GNU software project is available for free.

Copyright rules discourage borrowing of graphics from other sources. Uncited use of copyrighted material can lead to legal problems. When editing a document that includes graphics, the editor should be fully aware of copyright laws and whether or not appropriate permissions are in place to re-use graphics developed by other sources. If permission is not in place, editors should flag the issue and notify either the document author or the company legal team about potential copyright conflicts. <span style="font-family: 'Georgia','serif';">

**<span style="font-family: Arial, Helvetica, sans-serif;">15.1.3 Introducing Graphics **
<span style="font-size: 10pt; line-height: 200%; font-family: 'Georgia','serif';"><span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Whether or not graphics are supplemented by thorough descriptive text, standard text to introduce the graphic should precede the actual graphic. This helps the graphic fit in with the flow of the documentation by informing readers in advance about a graphic. Without text that formally introduces a graphic, the graphic placement can seem haphazard and disruptive to the flow of text. At a minimum, a “stem” sentence should be provided that briefly describes the graphic and includes a cross-reference to the caption, as shown below:



<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">For an overview of recommended guidelines for captioning a graphic, refer to Section 15.4.3 Captions. <span style="font-family: 'Georgia','serif';"> <span style="font-size: 14pt; line-height: 150%; font-family: 'Georgia','serif';">

**<span style="font-size: 14pt; line-height: 150%; font-family: Arial, Helvetica, sans-serif;">15.2 Graphic File Types **
<span style="font-size: 12pt; line-height: 200%; font-family: 'Times New Roman', Times, serif;">There are two basic methods for a computer to render a graphic: raster or vector. When a graphic is generated and saved as a specific file format, the graphic is created as either a raster or vector format. This section provides a brief introduction to raster and vector formats and includes popular examples of each format.

**15.2.1 Raster<span style="font-family: Arial, Helvetica, sans-serif;"> **
<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"> Raster graphics, also known as bitmap images, are composed of pixels. Common Raster graphic formats include BMP, GIF, TIF, JPG and PNG. Raster images are generated by a grid of individual pixels, where each pixel can be a different color or shade. Each pixel has a value determined by its placement and the color it represents. The number of ones and zeros (bits) used to create each pixel denotes the depth of color in a graphic. If a pixel is denoted with only one bit per pixel, an image is relegated to black or white only, because the pixel can only be on (black) or off (white). If an image is 4 bits per pixel, a pixel can be set to one of 16 colors. If the bits per pixel is raised to 8, a maximum of 256 different colors is allowed. Editors should be aware of color limitations inherent in specific file formats, as such limitations can greatly decrease the clarity of intricate graphics such as photographs.

Raster image formats can also be saved at 16, 24, and 32 bits per pixel. At the two highest levels, the pixels themselves can carry up to 16,777,216 different colors. That is certainly enough for a beautifully rendered photograph, but the resulting trade-off is file size. A graphic that supports so many color options is often very large, sometimes over 1 MB. Editors should seek a balance between image quality and file size, especially when working with HTML or XML documentation on the Web, as 1MB images require a considerable load time for most browsers and Internet connections. A Web page littered with 1MB photographs would result in a long load time and end user frustration.

The number of pixels in a given area is known as resolution, commonly expressed as dpi (dots per inch) or ppi (pixels per inch). Raster images are resolution-dependent, meaning they are often distorted when re-sized. The first figure below shows a typical raster image. The second figure shows a re-sized portion of the same raster graphic; note the pixelated distortion.
 * [[file:Graphic_face_raster.bmp]]

**

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Editors should keep this distortion issue in mind when importing raster graphics into a document. If the graphic needs to be re-sized within the document, the lines within the graphic may become distorted, an effect also known as pixelated. As an editor, if you know that certain graphics will need to be resized to accommodate page widths and fill white space, consider vector graphics. As discussed in Section 15.2.2, re-sizing does not distort vector graphics. <span style="font-family: 'Georgia','serif';">

**<span style="font-family: Arial, Helvetica, sans-serif;">15.2.2 Vector **
<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Vector graphics are based on mathematical formulas between pints and the paths connecting them. These points and paths, which are encoded as textual or binary instructions, are combined to form an image. Common formats for vector graphics include WMF, SVG and CGM. Vector graphics are independent of resolution, meaning they can be scaled or rotated without distortion.

The first figure below shows the same smiley face from the Raster section, rendered as a vector graphic. The second figure below shows a re-sized portion of the same vector graphic; note that the re-sizing does not impact the clarity of the graphic.

<span style="font-family: 'Georgia','serif';"> <span style="font-size: 12pt; font-family: 'Georgia','serif';">

<span style="font-size: 12pt; font-family: Arial, Helvetica, sans-serif;">15.2.3 Preferred File Formats
<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">This section provides a brief description of the various raster and vector graphic file formats, except for the first subsection, which describes the PDF format. Graphics that have been converted to PDF are neither raster nor vector and are useful for a variety of graphics options. Each graphic file format has unique advantages and disadvantages, including proprietary compression algorithms, file size and color constraints. As mentioned in the previous section, editors should carefully consider all aspects of a given file format before deciding to use the format for the graphics in a given document.

<span style="font-family: Arial, Helvetica, sans-serif;">15.2.3.1 PDF
====<span style="font-family: 'Georgia','serif';"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">The Adobe Portable Document Format (PDF) is typically used for publishing complete electronic documents to be distributed over the Internet or printed. However, to avoid raster vs. vector issues, graphic files may be converted to PDF and then imported into desktop publishing/word processing applications. Although the original graphic file must be generated using graphics software, such as Photoshop, Visio or Illustrator, converting to PDF before importing into a document offers many advantages, such as: ==== <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">The figure below shows a graphic that has been converted to PDF:
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">PDF graphics display and pring using PostScript, a page description language that ensures the printed version of a PDF looks identical to the electronic version.
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Fonts are embedded within the PDF graphics, so the reader’s computer does not need to have fonts installed.
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">PDF graphics can contain hyperlinks to other PDF in a document or to the Internet.



15.2.3.2 JPG
====<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">The Joint Photographic Experts Group (JPG or JPEG) is a raster file format that is typically used for photographs. The JPG conversion algorithm uses compression to reduce file size and enhance download speed. However, certain non-critical data is discarded as part of the compression routine, which means that once a file is saved as JPG, certain data is permanently lost. The figure below shows a 5KB JPG file: ==== <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">

<span style="font-family: 'Times New Roman', Times, serif;">15.2.3.3 TIF
====<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">The Tagged Image File (TIF) is a raster file format that is typically used for photographs and file scanning. The TIF conversion algorithm is owned by Adobe and supported by all graphics applications. The figure below shows an example TIF file: ====

<span style="font-family: 'Times New Roman', Times, serif;">15.2.3.4 PNG
====<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">The Portable Network Graphics (PNG) is a raster file format that was created to replace the Graphics Image Format (GIF). The primary use of PNG is to transfer image on the Internet, not for professional graphics editing. As a result, PNG supports a limited color pallette. Unlike JPG, the PNG conversion algorithm employs “lossless” data compression, meaning that no data is removed from the original file when the file is saved as PNG. PNG is not native to Windows, so most desktop publishing software packages, including Adobe FrameMaker, support PNG. The figure below shows an example PNG file: ====

<span style="font-size: 10pt; line-height: 200%; font-family: 'Georgia','serif';"> <span style="font-family: 'Georgia','serif';">

<span style="font-family: 'Times New Roman', Times, serif;">15.2.3.5 GIF
====<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">The Graphics Interchange Format (GIF) is a raster file format. To enhance compression efficiency and download times, GIF is limited to only 256 colors, which is far below the spectrum available to most of today’s computer monitors. GIF does not work well with photographs, which carry much more than 256 colors. Due to constraints on color, GIF is best used for images with solid colors or areas of uniform colors, such as logos. The following figure shows an example GIF file: <span style="font-size: 10pt; line-height: 200%; font-family: 'Georgia','serif';"> ====

<span style="font-size: 12px; font-family: 'Georgia','serif';">

<span style="font-family: 'Times New Roman', Times, serif;">15.2.3.6 WMF
====<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Windows Metafile (WMF) is a file format that supports vector and raster components. WMF was specifically designed by Microsoft for Windows systems in an attempt to develop a graphics file format that is portable between Microsoft applications. In fact, WMF is the native vector format for all Microsoft Office applications, such as Word, PowerPoint, Excel and Publisher. WMFs generally display properly in PDF files, but the format is not supported by non-windows applications such as FrameMaker. The following figure shows an example WMF file: ====

<span style="font-family: 'Times New Roman', Times, serif;">15.2.3.7 EPS
<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Encapsulated PostScript (EPS) is a file format used for both vector and raster graphic types. EPS files contain a description of the data within them, so they can grow quite large and should be avoided by editors intent on minimizing file size. An example EPS figure appears below:

<span style="font-family: 'Georgia','serif';">

<span style="font-family: 'Times New Roman', Times, serif;">15.2.3.8 VSD
====<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">VSD is the standard file format for Microsoft Visio. Visio uses vector graphics to create diagramming software for the Microsoft Windows OS. Filters are available to convert VSD source files to various other formats, including JPG, PDF and WMF. An example VSD file appears below: ====

<span style="font-family: 'Times New Roman', Times, serif;">15.2.3.9 SVG
<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Scalable Vector Graphics (SVG) is an XML-based file format for describing vector graphics. SVG is described in an open standard that is maintained by the World Wide Web Consortium (W3C). SVG images are defined by XML text files, enabling categorization, indexing, searching and compression via XML manipulation. Because SVG is XML-based, they must be assembled by an SVG-enabled Web browser. As a result, SVG files should be reluctantly used for online documents only. Even then, editors should be confident that the intended audience will have SVG-enabled browsers. An example SVG file is not shown due to potential browser compatibility issues. <span style="font-family: 'Georgia','serif';">

15.2.3.10 BMP
====<span style="font-size: 12pt; line-height: 200%; font-family: 'Times New Roman', Times, serif;">Bitmap (BMP) is a raster file format used to store digital images, especially on applications powered by the Microsoft Windows OS. Editors should note that BMP images can grow quite large and embedding too many BMP files in a document causes the size of a document to grow exponentially. An example BMP file appears below: ====

15.3 Types of Graphical Illustration in Technical Writing
by Tricia Cusick <span style="font-family: 'Palatino Linotype','serif';"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Graphics used in technical documentation serve a specific purpose – to present information in the clearest format possible for the reader. Basic graphic principles apply—avoid clutter, orient the image property, be aware of scale, always verify content and avoid any graphic that is extraneous. Graphics should be never used to dress up a document, only to enhance understanding. When principles of design replicate principles of thought, the act of arranging information becomes an act of insight (E. Tufte intro). A reader’s attention is drawn to graphics more than blocks of text. The use of graphics enables writers to present technical information more clearly and emphatically than words alone. Therefore, graphics for a technical document must be designed, edited, and prepared with precision to avoid weakness. Readers often look at graphics quickly. The message in a figure or table should be very clear and readily apparent. The writer should be familiar with the intended audience of the document, so the right graphics are selected. Each graphic should focus clearly on one piece of information to convey.

Uncomplicated graphics work the best. Avoid what Edward Tufte calls “chart junk” that distracts the reader from the intended information the graphic is presenting. The //Franklin Covey Style Guide for Business and Technical Communication// provides comprehensive guidelines for each of the graphical components, and this wiki content text draws heavily upon it for both content and style recommendations.

There are several types of graphics, each with its own function. Graphics can represent these elements in a technical document:

<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-family: 'Palatino Linotype','serif';">Visual techniques for depicting quantity include direct labels (for example, the numerically labeled grids of statistical graphics); encodings (color scales); and self-representing scales (objects of known size appearing in an image) (Tufte. //Visual// 13).
 * **<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;">Objects **<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;">—Photographs, drawings, diagrams, and schematics are the types of graphics that show objects best.
 * **<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;">Numbers **//<span style="font-family: 'Palatino Linotype','serif';">— //<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;">Tables, bar graphics, pie graphs, and line graphs are the principal ways to show numerical data.
 * **<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;">Concepts **//<span style="font-family: 'Palatino Linotype','serif';">— //<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;">Organizational charts show relationships and other conceptual information most clearly.
 * **<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;">Words **//<span style="font-family: 'Palatino Linotype','serif';">— //<span style="font-family: 'Palatino Linotype','serif'; mso-bidi-font-style: italic;">Words emphasized by boxing them, by changing the color or the font, or enlarging them to call attention in a text are all forms of graphics, albeit not very sophisticated (McMurrey).

<span style="font-family: 'Palatino Linotype','serif';">15.3.1 Graphs
<span style="font-family: 'Palatino Linotype','serif';">Graphs plot a set of points on a set of axes to show relationships. They depict numerical data and are useful for showing trends, cycles, cumulative changes, relationships between variables, and distributions. Whole not as effective as a table in presenting precise data, readers can still extract relatively accurate numerical data from the lines plotted or from the size of the bar or pie segments. Graphs are better than tables to show the meaning of data. Editors should suggest the use a line, bar or pie graph to assist readers in visualizing quickly and easily the major points of a document. Ensure that the scale of the graph is clear and understandable. Scales should indicate the quantity, magnitude and range of each axis. Graphs should be numbered sequentially, include a title, and an informative caption which identifies the specific purpose of the graph. Warrant the source of the data contained in the graph with a footnote reference (footnote). Labels, numbers and letters should each be kept parallel with the horizontal axis. Line (or coordinate) graphs are plotted using grid lines, with a horizontal axis and a vertical axis. Labels and scales should indicate the quantity, magnitude and range of each axis. The key data lines should be made heavier than gridlines for less important data. Multiple lines can appear in the same chart to show different variables, and should appear in different colors or patterns to differentiate them (Franklin 108). <span style="font-family: 'Palatino Linotype','serif';">A bar graph depicts the relationship between two or more variables, one of which is usually time. They typically show how a variable changes over time. Therefore, bar graphs are useful for showing trends. Bar graphs are not useful if the quantities shown do not differ very significantly. Changing the axis scales to dramatize slight differences skews the reader’s perception of the data. Bar graphs can be horizontal or vertical—vertical are considered better for showing trends and horizontal are considered better for showing magnitude changes (Franklin 111). Bars should be wider than the gaps between them, different patterns should be used to indicate differences and they should be labeled clearly. [] <span style="font-family: 'Palatino Linotype','serif';"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">3. ****<span style="font-family: 'Palatino Linotype','serif';">Pie Graphs ** <span style="font-family: 'Palatino Linotype','serif';">Pie graphs are circles divided into sectors, or slices, to show the relationship of parts to a whole. The sectors must add up to 100 percent. Pie graphs are useful for general comparisons of relative size, but they are not useful if accuracy is important. They are also not useful for showing a large number of items. Different colors and/or fill patterns should be used for adjacent pie sectors. Small percentage items should be grouped under a general label such as “Other” (Franklin 113). <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-size: 8pt; line-height: 150%; font-family: 'Palatino Linotype','serif';">Original chart, T. Cusick <span style="font-family: 'Palatino Linotype','serif';">
 * <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">1. ****<span style="font-family: 'Palatino Linotype','serif';">Line Graphs **
 * <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">2. ****<span style="font-family: 'Palatino Linotype','serif';">Bar Graphs **
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 2. **//Defects in Factories A, B & C per 1,000 Cars//
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 3. ** <span style="font-family: 'Palatino Linotype','serif';"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">//Information presented in a table, compared to the same information presented in a pie graph//

<span style="font-family: 'Palatino Linotype','serif';">15.3.2 Charts
<span style="font-family: 'Palatino Linotype','serif';">Charts are some of the most valuable and frequently used types of graphics. Charts have several conflicting definitions, depending on the resource consulted. For the purposes of our Style Guide, we will follow the style supported by the Franklin Covey Style Guide for Business and Technical Communication; charts are graphs that do not rely on numerical interpretations, including organizational charts, flow charts and schedule charts. The purpose of the chart, audience, medium, data and ideas being conveyed in the document should determine the best type of chart to use, rather than adhering to a hard rule (Franklin 42). A chart is only as good as the effect it creates. A chart should only be included if it communicates information quickly and simply. Charts should be integrated with the text and convey information more dramatically than is possible without their use. A chart can both replace text and provide a visual road map that readers can use as they read through dense and complex material. Charts also provide a visual, which can aid recall. Flow charts, organization charts or scheduling charts should be used to help readers visualize the major points in a document. <span style="font-family: 'Palatino Linotype','serif';">Letters, numbers, and words on a chart should be readable from one reading perspective. Readers should not have to rotate the page to read different parts of a chart. Sequentially number and label all charts the same as other graphics contained within a document. Do not have a separate numbering scheme for charts. Place footnote and warranting evidence below a chart. <span style="font-family: 'Palatino Linotype','serif';">A flowchart is common type of <span style="color: windowtext; font-family: 'Palatino Linotype','serif'; text-decoration: none; text-underline: none;">[|chart] <span style="font-family: 'Palatino Linotype','serif';">, representing an <span style="color: windowtext; font-family: 'Palatino Linotype','serif'; text-decoration: none; text-underline: none;">[|algorithm] <span style="font-family: 'Palatino Linotype','serif';"> or <span style="color: windowtext; font-family: 'Palatino Linotype','serif'; text-decoration: none; text-underline: none;">[|process], and showing the steps as boxes of various kinds, and their order by connecting these with arrows. Flowcharts are used in analyzing, designing, documenting or managing a process or program in various fields. There are many different types of flowcharts. On the one hand there are different types for different users, such as analysts, designers, engineers, managers, or programmers. On the other hand those flowcharts can represent different types of objects divides four more general types of flowcharts (Sterneckert):
 * <span style="font-family: 'Palatino Linotype','serif';">General Chart Style **
 * <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">1. ****<span style="font-family: 'Palatino Linotype','serif';">Flow Chart **

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Figure 4. **//<span style="font-family: 'Palatino Linotype','serif';">Flowchart representing steps for troubleshooting a broken lamp // <span style="font-family: 'Palatino Linotype','serif';"> <span style="font-size: 8pt; line-height: 150%; font-family: 'Palatino Linotype','serif';"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">2. ****<span style="font-family: 'Palatino Linotype','serif';">Organizational chart ** <span style="font-family: 'Palatino Linotype','serif';">Organizational charts depict the structure of an organization. These charts typically show the divisions and subdivisions of the organization; the hierarchy and relationship of the groups to one another; lines of responsibility and authority; and lines of communication and coordination. They help readers visualize the structure and relationships of an organization. When designing an organization chart, the editor should check to make sure of the following elements: <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· <span style="font-family: 'Palatino Linotype','serif';">Structure an Organization Chart from the top down to support the reader’s perception and understanding of organizational structure. <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· <span style="font-family: 'Palatino Linotype','serif';">Use solid lines to show direct lines of control. <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· <span style="font-family: 'Palatino Linotype','serif';">Use dashed lines to indicate lines of communication or coordination (Franklin 44).
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">//<span style="font-family: 'Palatino Linotype','serif';">Document flowcharts //<span style="font-family: 'Palatino Linotype','serif';">, showing a document flow through system
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">//<span style="font-family: 'Palatino Linotype','serif';">Data flowcharts //<span style="font-family: 'Palatino Linotype','serif';">, showing data flows in a system
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">//<span style="font-family: 'Palatino Linotype','serif';">System flowcharts //<span style="font-family: 'Palatino Linotype','serif';"> showing controls at a physical or resource level
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">//<span style="font-family: 'Palatino Linotype','serif';">Program flowchart //<span style="font-family: 'Palatino Linotype','serif';">, showing the controls in a program within a system (Business)
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 5. ** //Organizational Chart of the US Government//

[] <span style="font-size: 14pt; font-family: 'Palatino Linotype','serif';"><span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">**3.** **<span style="font-family: 'Palatino Linotype','serif';">Scheduling Chart ** <span style="font-family: 'Palatino Linotype','serif';">A common project task is scheduling a series of events, and the <span style="color: windowtext; font-family: 'Palatino Linotype','serif'; text-decoration: none; text-underline: none;">[|complexity] <span style="font-family: 'Palatino Linotype','serif';">of this task can vary considerably depending on how many steps are involved in a process. Some common challenges include: <span style="font-size: 10pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Events which depend on one another in different ways or dependencies. <span style="font-size: 10pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Scheduling people to work on, and resources required by, the various tasks commonly termed resource scheduling. <span style="font-size: 10pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· Dealing with uncertainties in the [|estimates] of the duration of each [|task]. · Arranging tasks to meet various [|deadlines]. · Juggling multiple projects simultaneously to meet a variety of [|requirements] (Franklin 47). <span style="font-family: 'Palatino Linotype','serif';">A scheduling chart visually illustrates the steps and their dependencies in a process. There are several types of commonly used scheduling systems: Gantt, MindMapper, Fixed Point Chart (FPC) and PERT (Program Evaluation and Review Technique) (Evaluation). <span style="font-size: 10pt; color: #ff6600; line-height: 150%; font-family: 'Palatino Linotype','serif';"> <span style="font-family: 'Palatino Linotype','serif';"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-size: 8pt; line-height: 150%; font-family: 'Palatino Linotype','serif';">[] ** <span style="font-family: 'Palatino Linotype','serif';">
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 6. **//<span style="font-family: 'Palatino Linotype','serif';">PERT network chart for a seven-month project with five milestones (10 through 50) and six activities (A through F). //

**<span style="font-family: 'Palatino Linotype','serif';">15.3.3 Representational Illustrations **
Representational illustrations include many types of graphics, such as diagrams, drawings and other graphics, whose primary function is to show parts of a product, how something functions, relationships of parts, and processes that are difficult or impossible to describe with just text. These help the reader to visualize an idea or a relationship. Even rough sketches convey information better than words in many instances. Illustrations should always be kept as simple as possible, with color used to enhance them. Sometimes in technical communication, full color may not be an option. In this case, working with two colors in preferred. The second color can highlight specific areas of an illustration to bring the reader’s attention to that area. Each illustration should be clearly labeled, with parts of the object shown. When adding a series of illustrations, make the viewing angle consistent for each figure. All letters and numbers on the illustration should be numbered so they can be read without reorienting the book, manual, etc. or turning their heads. In a drawing showing a process, the flow of the process should go left-to-right (Franklin 120). Technical illustration is the use of [|illustration] to visually communicate information of a technical nature. Technical illustrations can be component [|technical drawings] or [|diagrams]. The aim of technical illustration is to generate expressive images that effectively convey certain [|information] via the visual channel to the reader. The main purpose of technical illustration is to describe or explain these items to technical and non-technical audiences. The visual image should be accurate in terms of dimensions and proportions, and should provide an overall impression of what an object is or does, to enhance the reader’s understanding. Illustrations include drawings of actual products that allow a reader to see what a product looks like in concept, or to see inside to places that are usually hidden or not viewable, include: technical illustrations, exploded view drawings, and cutaway drawings. Symbols and icons are also types of illustration used in technical communication. <span style="font-family: 'Palatino Linotype','serif';"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-size: 8pt; line-height: 150%; font-family: 'Palatino Linotype','serif';"> An exploded view, or assembly, drawing is a [|diagram], [|picture] or [|technical drawing] of an object showing the relationship or order of [|assembly] of various parts. This type of drawing shows the components of an object slightly separated by distance, or suspended in surrounding space in the case of a three-[|dimensional] exploded diagram. An object is represented as if there had been a small controlled [|explosion] emanating from the middle of the object, causing the object's parts to be separated an equal distance away from their original locations. The exploded view drawing is used in parts catalogs, assembly and maintenance manuals and other instructional material (Exploded). <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-size: 8pt; font-family: 'Palatino Linotype','serif';">[] Also called a cutaway diagram, is a [|3D graphics], [|drawing], [|diagram] and or [|illustration], in which [|surface] elements a three-dimensional model are selectively removed, to make internal features visible, without sacrificing the outer context entirely (Cutaway). <span style="font-size: 8pt; color: windowtext; line-height: 150%; font-family: 'Palatino Linotype','serif'; text-decoration: none; text-underline: none;">[] <span style="font-size: 8pt; line-height: 150%; font-family: 'Palatino Linotype','serif';"> <span style="font-family: 'Palatino Linotype','serif';">Symbols and icons are very valuable technical communication tools in the global marketplace. Many symbols are considered “internationally recognized” and are used on signs in airports, train stations, and hospitals. These symbols are also used in manuals developed for international audiences. As an editor reviews a technical documente, suggestion to the writer to incorporate symbols and icons into technical documentation can considerably reduce the number of words required to describe something. <span style="font-size: 8pt; line-height: 150%; font-family: 'Palatino Linotype','serif';">[] <span style="font-size: 8pt; font-family: 'Palatino Linotype','serif'; mso-spacerun: yes; msospacerun: yes;"> [] [] Screen captures are very helpful in technical documentation because they show the reader what an application looks like, rather than telling them what it looks like. Seeing the actual screen they will encounter is much more useful than describing it with words. Sections of a screen can be circled or numbered, and steps that follow the numbering can be written to walk a reader through a complex process. When documentation is read, a reader must first determine what information applies to him, and convert a word or paragraph of text to what he is seeing on the screen. This is time consuming for the reader, as it requires him to look back and forth between written material and the screen. It also leaves room for a wide margin of error when the reader interprets the written instructions. Pictures can be better for the reader than text, even when they are simply pictures of text, because readers tend to scan documentation rather than reading it. Scanning a document to locate a screen capture of the desired screen directs a reader quickly (Franklin 91). <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-size: 8pt; line-height: 150%; font-family: 'Palatino Linotype','serif';">[] <span style="font-family: 'Palatino Linotype','serif';">Using photographs in technical documentation conveys realism and gives the document credibility. While current technology allows complete manipulation of a photograph, readers still like the realism a photo provides. Information about size and scale should remain constant throughout a set of related images—scale should be constant (E. Tufte 25). Photographs are used to show a reader what is—or what can be—rather than conveying a concept. Selection of a photograph should always be done after text is written. Match the message you want to convey to the text as closely as possible. All photographs need to support the message. Start with several photographs for each message, using different sources, so you have a wide array available. Always use a color photograph, unless your text has been written to convey a historical message and the use of sepia tone or black and white images enhances your message (Franklin 231).
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 7. **//<span style="font-family: 'Palatino Linotype','serif';"> Illustration of a flying machine, by Leonardo Da Vinci //
 * <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">1. ****<span style="font-family: 'Palatino Linotype','serif';">Exploded View Drawings **
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 8. **//<span style="font-family: 'Palatino Linotype','serif';">Inside a Wind Turbine // <span style="font-family: 'Palatino Linotype','serif';">
 * <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">2. ****<span style="font-family: 'Palatino Linotype','serif';">Cutaway Drawing **
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Figure 9. **<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-family: 'Palatino Linotype','serif';">//Blood vessel, showing the many layers of tissue//
 * <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">15.3.4 ****<span style="font-family: 'Palatino Linotype','serif';">Symbols and Icons **
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 10. **<span style="font-family: 'Palatino Linotype','serif';">//Examples of internationally recognized symbols and icons//
 * <span style="font-family: 'Palatino Linotype','serif';">15.3.5 Screen Captures **
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Figure 11. **<span style="font-family: 'Palatino Linotype','serif';">//<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Screen capture of Travelocity home search page, with callouts providing additional information for the reader //
 * <span style="font-family: 'Palatino Linotype','serif';">15.3.6 Photographs **
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 12. **– //Mt. St. Helen’s erupts, spewing ash into the air for hundreds of miles.//

[] <span style="font-size: 14pt; line-height: 150%; font-family: 'Palatino Linotype','serif'; mso-fareast-font-family: 'Times New Roman'; mso-bidi-font-family: 'Times New Roman'; mso-ansi-language: EN-US; mso-fareast-language: EN-US; mso-bidi-language: AR-SA;"> <span style="font-size: 10pt; line-height: 150%; font-family: Arial, Helvetica, sans-serif;"> ==<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-size: 14pt; line-height: 150%; font-family: Arial, Helvetica, sans-serif;">15.4 Components of Graphics ** ==

 <span style="font-family: 'Palatino Linotype','serif';">

**<span style="font-family: 'Palatino Linotype','serif';">15.4.1 Callouts **
<span style="font-family: 'Palatino Linotype','serif';">Callouts point to specific items that the reader should take notice of within graphics. Callout Style Recommendations <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Capitalize the first letter of a callouts, unless it begins with an ellipsis. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">End a callout with a period in it is a complete sentence. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Avoid mixing fragments and complete sentences as callouts in the same document. Always use complete sentences. For multi-part callouts with ellipses, always use lowercase for the first word in the second part of the callout. Leave one space between the ellipsis and the text that it accompanies (Franklin 39).

**<span style="font-family: 'Palatino Linotype','serif';">15.4.3 Captions **
Captions, table and graphics titles must clearly identify information to the reader. Interpretive captions usually require one or more sentences. They should be informational, without becoming too lengthy. Captions that are merely a title for a graphic are not very helpful (Franklin 96). Caption Style Recommendations

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Good captions are what guide readers not only to see but also to understand. They label graphics with titles and explain to readers what they are seeing, and how to interpret the information captured in the visual. The //Franklin Covey Style Guide for Business and Technical Communication// provides an excellent resource for writing captions (Franklin 39-41). Five specific style rules are outlined, summarized below:
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Captions for graphics include the title and any explanatory material, immediately under a graphic.
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Words such as //Figure//, //Illustration// and //Table// should be bolded.
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">The caption should be italicized.
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Treat tables and figures the same.

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"> <span style="font-family: 'Palatino Linotype','serif';">This interpretive caption gives the title of the figure and emphasizes that the cabin has a constant temperature—a benefit provided by the feature described in the figure. The caption states clearly what the writer wants the reader to learn from the drawing (Franklin 39). This interpretive caption gives the title and then tells the reader the principle message—that the check valve provides near-zero risk. And, it states how the check valve provides near-zero risk (Franklin 39).
 * 1) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Use interpretive captions whenever possible. Interpretive captions provide both a title and explanatory information, usually expressed in a complete sentence, to help readers understand the central point(s) that the writer wants to convey. A graphic and its caption should be clear and understandable without requiring readers to search for clarifying information in the text:
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 4. Cabin-Temperature Control System. **//<span style="font-family: 'Palatino Linotype','serif';">Constant cabin temperature control is maintained by the system’s modulated cabin sensor. //
 * <span style="font-family: 'Palatino Linotype','serif';">Figure 23. Check Valve **. //The risk of bad air entering the changer is near zero because the check valve permits air flow in one direction only.//

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Captions may appear below or above a visual, but consistency throughout a document is critical. Arguments support both options; choose one, warrant your choice, and be consistent.
 * 1) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Avoid using short, often ambiguous, titles to replace interpretive captions. In the past, styles for technical and scientific documents used only short, simple title captions for visuals. These were often superfluous, providing no real information other than the obvious to the reader, i.e. – A Horse. Titles that are so short and cryptic that they sound telegraphic are not useful. Such captions are only useful when the graphics are self-explanatory, and require no interpretation (Franklin 40).
 * 2) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Number figures and tables sequentially throughout the document, and place the number before the caption. If you present an important figure or table twice, treat it as two separate visuals and number each. Figure and table numbers should be whole numbers: Figure 1, Figure 2, etc. Chapters can be designated by a hyphen: Figure 1-1, Figure 3-3. Decimals can replace the hyphens: Figure 1.1. The words figure and table should be capitalized (Franklin 40).
 * 3) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Use periods following interpretive captions but no punctuation following short captions that are not sentences. Interpretive captions are usually complete sentences and should therefore end with a period. Short captions, like titles and headings, are not usually complete sentences, so they require no punctuation (Franklin 41).

<span style="font-size: 12pt; font-family: 'Palatino Linotype','serif';">
 * 1) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">When captions are used with slides and other project visual aids, put the caption above the visual for better visibility. Captions placed at the bottom may be blocked by the heads of those seated in front (Franklin 99).

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">15.4.4 Numbering **
<span style="font-family: 'Palatino Linotype','serif';">Figure numbers follow the order in which the figures appear in the text, and first mentions follow that order as well. Each figure receives its own number. The title of the figure immediately follows the figure number, separated by punctuation, space, or other typographic distinction (Franklin 196-197). See captions 15.4.3 for format.

**<span style="font-family: 'Palatino Linotype','serif';">15.4.4 Types of Notes **
<span style="font-family: 'Palatino Linotype','serif';">Notes call the reader’s attention to information of special importance, or information that can not be otherwise presented in the body text. Notes should be used sparingly, so they remain effective attention-getters. A note can contain a list. <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">1. **<span style="font-family: 'Palatino Linotype','serif';">Note **<span style="font-family: 'Palatino Linotype','serif';">– Neutral or positive information emphasizing or supplementing important points of the main text. Notes supply information that may apply only in special cases, or details specific to one version of a program. <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">2. **<span style="font-family: 'Palatino Linotype','serif';">Tip **<span style="font-family: 'Palatino Linotype','serif';">– Help readers apply techniques and procedures described in the text to their specific needs. Suggest alternative methods to accomplishing a task. Not essential to the basic text instructions. <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">3. **<span style="font-family: 'Palatino Linotype','serif';">Important Note **<span style="font-family: 'Palatino Linotype','serif';">– Provide information essential to the completion of a task. A note can be disregarded; an Important Note should not be disregarded. <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">4. **<span style="font-family: 'Palatino Linotype','serif';">Caution **<span style="font-family: 'Palatino Linotype','serif';">– Advises readers that failure to take or avoid a specific action could result in a loss of data. <span style="font-family: 'Palatino Linotype','serif'; mso-list: Ignore; msofareastfontfamily: 'Palatino Linotype'; msobidifontfamily: 'Palatino Linotype'; msolist: Ignore;">5. **<span style="font-family: 'Palatino Linotype','serif';">Warning **– Advises readers that failure to take or avoid a specific action could result in physical harm to the user or the hardware. A warning, not a caution, should be used when physical damage is possible. (Microsoft 188-189)

<span style="font-family: 'Palatino Linotype','serif';">
 * <span style="font-size: 14pt; line-height: 150%; font-family: 'Palatino Linotype','serif';">15.5 Graphics in Commonly Used Software **

**<span style="font-family: 'Palatino Linotype','serif';">15.5.1 Microsoft Word by Brooks Morgan **
<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"> Microsoft Word is the word processing software typically bundled with the Microsoft Office software package. MS-Word supports various types of of graphics to enhance written text: <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· drawing objects <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· smartArt <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· charts <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· pictures <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· clip art Drawing objects include shapes, diagrams, flowcharts, curves, lines, and WordArt. MS-Word does have an environment for drawing objects, but the interface is difficult to use and the results are far less superior than that of a specialized graphics software package, such as Visio, PhotoShop, or GIMP. To simplify the editorial guidelines, this section will assume that text was written in MS-Word and a supporting graphic was generated by standalone graphics software. This section provides a list of graphic fomats supported by MS-Word and a standard procedure for inserting graphics into an MS-Word source file. Microsoft-Word provides filtering mechanisms to support a wide variety of file formats. Some of the more popular MS-Word-compatible graphic file formats are listed below: <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· EMF <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· WMF <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· JPG <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· PNG <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· BMP <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· GIF <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· TIF <span style="font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore;">· EPS To avoid compatibility issues, editors should ensure that any graphics inserted or scheduled to be inserted in an MS-Word source file before publication are Microsoft compatible. MS-Word allows users to import many formats of graphics into a document. An imported graphic can simply be copied into a document, or it can be linked to the file, meaning MS-Word merely inserts a pointer to the graphic source file and displays the graphic when needed. Using the right method for importing graphics is a critical editorial strategy, as copying too many graphics into a MS-Word document greatly increases the size of the document while linking to graphics requires that the relative directory path between the MS-Word document and the graphics source file remains intact. By default, MS-Word embeds or copies graphics into a document. To reduce the size of an MS-Word document, graphics can be linked to the document. A procedure for both methods is described below: 1. Open the MS-Word document. 2. Create an empty line where you would like to insert the graphic. Place the cursor in the empty line. 3. Select Insert>Picture. The Insert Picture navigation window appears. 4. Navigate to the graphic source file. 5. If you are inserting a copy of the graphic into the MS-Word document, click the Insert button. If you are inserting a link to the file, select Link to file from the Insert drop down menu. Note: As previously stated, editors should be wary about copying too many graphics into an MS-Word document, as each graphic increases the size document. On the other hand, Link to file does not substantially increase the size of the MS-Word source file, but the relative directory path between the MS-Word source file and the graphics source file must remain in tact; otherwise, MS-Word will not be able to consistently locate the graphics source file. <span style="font-size: 10pt; line-height: 150%; font-family: 'Palatino Linotype','serif';"> <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">15.5.2 Adobe FrameMaker ** by Tricia Cusick <span style="font-family: 'Palatino Linotype','serif';"><span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Adobe FrameMaker allows a user to draw shapes—as well as straight and curved lines. Complex illustrations can be created by combining several objects, including text. Object properties such as fill pattern, width of lines, and colors can each be specified, and shapes can be reshaped, resized, rotated and rearranged in a variety of combinations. The software offers tremendous flexibility. Two grids help users draw and align objects. The visible grid appears as horizontal and vertical lines onscreen, but not on the printed page. The invisible snap-to-grid, which “attracts” objects to it, allows a user to work and manipulate graphics, and the snap to the invisible grid, keeping all graphics components aligned (Adobe 222). Graphics can be drawn, or they can be placed on a page in anchored frames that move with text associated with them, or in unanchored frames that crop the edges of an illustration. Text and graphics appear in rectangular frames. Text frames control placement of the document text. Graphic frames, anchored or unanchored, will control the position and look of graphics (Adobe 232).
 * <span style="font-family: 'Palatino Linotype','serif';">15.5.1.1 – Types of Graphics Files **
 * <span style="font-family: 'Palatino Linotype','serif';">15.5.1.2 Importing Files into MS-Word **
 * <span style="font-family: 'Palatino Linotype','serif';">Overview **

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-family: 'Palatino Linotype','serif';">Text frames can be used with graphics, as an example, for callouts and captions. Text frames can also be incorporated to create effects such as sidebars to text. For a single line of text, such as a callout or caption, it can be created using a text-line—a single line of text that FrameMaker treats independently from other text. The line can expand or shrink in length with edits, but will not wrap to the next line. Text can be made to run-around graphics, but it can not run—around a text line or an equation. When several objects—with the exception of graphic frames, are part of the same graphic, the pieces can be grouped so they can be edited together, arranges as one single object. Grouped objects can be further combined with other objects to form even larger groups. This s done hierarchically within FrameMaker, so the first set of grouped objects is maintained as a set when a user groups other objects with it. In FrameMaker, objects can be joined to create complex outlines; flipped to create mirror images; rotated any number of degrees to change the angle; and resized and reshaped in unlimited directions (Adobe 245). FrameMaker supports the import of a wide variety of file format types.
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Anchored frames **<span style="font-family: 'Palatino Linotype','serif';">-used to crop graphics that stay in the same place on the page. Graphics placed in unanchored frames will not be exported to HTML, Microsoft Word, or RTF. To include a graphic at a specific location on a page, such as a logo or bleed tab, draw or import the graphic directly on the page.
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Unanchored frames **<span style="font-family: 'Palatino Linotype','serif';">-used when the user wants to crop a graphic or include graphics as reference art on a reference page. An unanchored graphic frame stays wherever it is placed on a page; even then the text around it moves during editing.
 * <span style="font-family: 'Palatino Linotype','serif';">15.5.2.1 – Types of Graphics Files **

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">15.5.2.2 Importing Files into FrameMaker ** FrameMaker allows users to import many formats of graphics into a document, including other Frame documents, documents created in other applications, text files and graphic files. An imported object can simply be copied into a document, or it can be linked, such as when a user imports by reference, so the imported file remains tied to its source for easy updating (Adobe 415). Using the right method for importing and linking is important for saving files, and making edits. There are several ways to bring graphics into a Frame document (Adobe 415). The broad categories for importing are //Importing by Copying// and //Importing by Reference//.
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Adobe Illustrator **<span style="font-family: 'Palatino Linotype','serif';"> –FrameMaker imports files in PDF, consequently, some complicated graphics, or graphics that use transparency, may not print as expected on a PostScript level 1 or non-PostScript printer. Files are imported at the page size, and not the image size. Users need to resize the anchored frame in order to crop the image to fix it (Adobe 48).
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">PDF **<span style="font-family: 'Palatino Linotype','serif';"> –Any PDF files, whether it is text, chart, photograph, etc. is imported as a graphic. Only one-page of the PDF file can be imported into a FrameMaker document at a time. Both process and spot colors can be displayed and printed. Graphics that use transparency may not print as expected. See “Adobe Illustrator” above (Adobe 419).
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Scalable Vector Graphics (SVG) **<span style="font-family: 'Palatino Linotype','serif';"> –When importing SVG files, a dialogue box allows a user to select the rasterization quality of the image. Increasing the rasterization enhances the finished quality, and printed and PDF versions are crisper; however, increasing the rasterization also increases the file size of the image, and it takes longer to import the file. Imported SVG images will display as bitmaps. Embedded imported animations will not be functional in FrameMaker (Adobe 423).
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Movies **<span style="font-family: 'Palatino Linotype','serif';"> –Both Windows and MacOS allow movies to be imported. Windows allows movies to be embedded using .avi or .mov formats. MacOS allows QuickTime movies to be imported the same way as other graphics. The movie can also play in a document if QuickTime is installed on the system. When a document containing a movie is printed, only the movie title appears on the printed version (Adobe 424).
 * **<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">UNIX **<span style="font-family: 'Palatino Linotype','serif';"><span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"> –A graphic inset is a graphic created in a special UNIX application –a graphic inset editor –and then inserted in a document. A system administrator should configure Frame for users who will be importing using graphic insets editor (Adobe 437 ).

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-family: 'Palatino Linotype','serif';">Importing by reference differs from Object Linking and Embedding (OLE). Always import by reference when: <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Editing and viewing documents occurs from multiple platforms. OLE works only in Windows. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Text and graphics included in a document come from an application that does not support OLE. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· The material being included comes from another Frame document. This provides many more import options for the user in document creation. Use OLE so a graphic will retain its association with the application that created it, but will not retain a dynamic link to its source document. To achieve the best online-viewing quality and the best print quality and clarity, refer to the Adobe Acrobat section for setting up the PDF file creation from a Frame file. Different settings should be used, depending on the final document and how it will be used. <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-family: 'Palatino Linotype','serif';">Adobe Acrobat does not contain a menu option for creating a new file, as it was never intended for use as an original authoring program. Acrobat begins with file conversion to the PDF format. Users start with a document authored in another program and the resulting document is converted to PDF using tools either within Acrobat or from tools or commands with the programs that support PDF conversion from native documents (Adobe 176). The number of methods a user can employ for converting documents to PDF is enormous. Any program file can be converted to PDF through a number of different methods offered by Acrobat, operating systems and many authoring applications (such as Microsoft Word). The method selected to convert a document to PDF and the purpose for which the PDF is intended require familiarity with a number of different options for file conversion. <span style="font-family: 'Palatino Linotype','serif';">A PDF is created from within Acrobat with default tools and with menu commands. Acrobat can be used to open various file formats in the viewer, and the files are immediately converted to PDF. Alternatively, a file can be printed to file to the Adobe PDF printer (installed with the viewer) from almost any authoring program, and the native document is converted to PDF. While this may sound simple, there are two important distinctions between these conversion methods. Opening files in Acrobat does not involve any intervention from companion programs. Using the PDF printer required help from the Adobe Distiller software. Acrobat Distiller accepts either a PostScript file or an Encapsulated PostScript (EPS) file that it processes to produce a PDF document. Distiller applies different options during conversion, including image sampling, font handling, color control, PDF format compatibility assignment, document encryption, hypertext linking a host of other settings. This can all be set up in the options Distiller offers. There are different settings for files created for printing than there are for files created to optimize screen viewing. PDF settings are applied during distillation—if access to the PDF settings is not made available when converting, the default settings in Distiller are used. When conversion does not automatically open Distiller, it is advisable to open Distiller and change the default settings to match the final desired output format (Adobe 176). <span style="font-family: 'Palatino Linotype','serif';">Virtually any document created in an authoring program that allows printing can be converted to PDF through the use of the Adobe PDF printer. This is accessed through the Print dialog box. Rather than printing a file to a printer, the file is printed to disk. During this process, the file is temporarily saved as a PostScript file, and the PostScript file is distilled in Acrobat Distiller. The settings assigned to Distiller control the attributes of the resulting PDF file (Adobe 177). Adobe PostScript is a page description language—it describes the text and images that appear on a monitor screen in a language. A raster image processor (RIP) interprets this language. The PostScript is the language, and the RIP is like a compiler and interpreter. PostScript requires that the entire code be processed by the interpreter before the image bitmap is created—this often results in a long wait followed by a PostScript error or RIP crash. PostScript comes in many “dialects” and is a streamed language. For example, files coming from Quark Express, Adobe Illustrator EPS and Macromedia EPS each have its own dialect, according to the way the manufacturer handles it coding. If the same font is used by each of the three component files, the font description has to reside in three separate areas of the PostScript file when printed to disk. PostScript is notorious for redundancy, especially with fonts (Adobe 262). On the flip side, PDF is like a database file—it has a database structure. PDF eliminates redundancy with file resources. Fonts only appear once, no matter how many occurrences are used in imported files. PDF takes all of the different PostScript files coming from different sources, and converts them to one single dialect. A PDF file is page independent in that each individual page is imaged before proceeding to the next page, making it much more efficient than PostScript for printing purposes (Adobe 263). At first glance, Distiller looks like a fairly simple application, with a simple File menu, limited to opening a file, addressing preferences, and quitting the program. The Real power is contained in the second menu item, the Settings menu. The commands in this menu offer all the control for determining how the PostScript files are converted to PDF (Adobe 266). Before making choices in the Settings menu, it’s important to note the options in the Preferences menu. Available options are listed in three groups including Startup Alerts, Output Options, and Log Files. The two items listed in the Startup Alerts section of the Distiller Preferences dialog box have to do with the initial startup upon launching Distiller; Notify when Watched Folders are unavailable, and Notify when Windows TEMP folder is nearly full (Windows only). Output options relate to how the final PDF file will be saved and what its purpose will be after conversion. The location of the saved file is one prompt. Another is whether or not to replace an existing PDF file with the same name, if one exists in the folder where the new PDF will be saved. The final options are to view the PDF when using Distiller, which launches the Viewer and opens the PDF in the document pane when it is created. The options available through the tabs in the Adobe PDF Settings dialog box control how PDFs are produced with Distiller and what attributes are assigned to the files (Adobe 268). Nine preset options are installed with Acrobat, which can be seen in a pull-down menu for Default Settings; they are:
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Importing by Copying **<span style="font-family: 'Palatino Linotype','serif';">–Uses the Clipboard, and makes it easy to transfer imported materials from on location to another. However, it increases the document size. Also, if changes are made to the source material, the file must be re-imported to reflect any of the updates. This method is good for “quick and dirty” documents, but not for documents that will have a long lifetime, requiring edits and updates to content (Adobe 415).
 * <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Importing by Reference **<span style="font-family: 'Palatino Linotype','serif';">–Maintains an imported graphic’s links to its source files. Frame stores the pathname to the source file in the document. Each time a document is opened, the files are located and redisplayed. If a source file was revised, the software updates the displayed document with the latest version. Importing by reference can reduce total file size because it allows reuse of the same material in several places, without storing the imported images in the document (Adobe 416).
 * <span style="font-family: 'Palatino Linotype','serif';">15.5.3 Adobe Acrobat Professional **
 * <span style="font-family: 'Palatino Linotype','serif';">Overview **
 * <span style="font-family: 'Palatino Linotype','serif';">15.5.3.1 – Basic PDF Conversion Methods **
 * <span style="font-family: 'Palatino Linotype','serif';">15.5.3.2 – Converting Documents to PDF **
 * <span style="font-family: 'Palatino Linotype','serif';">15.5.3.3 – Using Acrobat Distiller Preferences **

<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;"><span style="font-family: 'Palatino Linotype','serif';">Acrobat supports the import of a wide variety of file format types, including (Adobe 184): <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Autodesk AUTOCAD <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">BMP – Bitmap <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Compuserve GIF – Graphic Interchange Format <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">HTML – Hypertext Markup Language <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">JDF Job Definition – used in prepress workflows; a standardized XML-based job ticket system. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">JPEG – Joint Photographic Experts Group. Can degrade images rapidly when compressed at high levels. Also JPEG 2000, a newer compression scheme that offers a lossless option for compressing images. Used for the most discriminating quality required for high-end printing. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Microsoft Access – The PDFMaker utility or tool is installed in Access and permits the user to export databases directly to PDF. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">Microsoft Office, Publisher, Visio and Project– Files from the office programs of Word, Excel and PowerPoint. These programs also include installation of the PDFMaker, which installs tools and menu options in the authoriong applications at the time Acrobat is installed. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">PCX- Native to the PC, and were commonly used as an extension for PC Paintbrush. Adobe Photoshop can export in PCX format, but it is rarely used for any kind of image representation. Useful for legacy documents containing PCX files; Acrobat can import files directly, avoiding a two-step operation of opening a PCX file in an image editor and then saving in a more common format for file conversions. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">PICT – Native to the Macintosh, equivalent to PCX. Photoshop supports PICT file exchanges in both opening and saving, however, Acrobat only supports the format for conversion to PDF via the From File or From Multiple Files commands. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">PNG – Portable Network Graphics, a format enabling users to save a 24-bit color image without compression. Designed for Web use and becoming more popular among web designers. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">PostScript/EPS – PostScript and EPS files were formerly converted only with Acrobat Distiller. Acrobat 7 allows these files to be opened in Acrobat using the Create PDF tool and Distillers works in the background, handling the conversion to PDF. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· Text – Text listed in the Convert to PDF preferences relates to plain text files. Unformatted text from word processors, text editors, and any file saved in a text-only format can be opened in Acrobat. · <span style="font-family: 'Palatino Linotype','serif';">TIFF – Tagged Image File Format is the most popular format amount print people regardless of platform. TIFF files originate from image editors and scans. When scanning text, users can save it as a TIFF, import the file into Acrobat, then convert thei mage file to rich text with Recognize Text Using (OCR formerly know as Paper Capture) (Adobe 185-186). Many of these file formats can have PDF Options or other settings applied during conversion. These settings are available to all formats except: <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· <span style="font-family: 'Palatino Linotype','serif';">GIF, HTML, JDF, JPEG2000, Text and XML. <span style="font-size: 8pt; font-family: Symbol; mso-list: Ignore; msofareastfontfamily: Symbol; msobidifontfamily: Symbol; msolist: Ignore; msobidifontsize: 12.0pt;">· Settings for BMP/JPEG/PCX/PNG/PICT/TIFF are identical. These image file formats do not use Distiller and no Adobe PDF Settings are applied during file conversion. All of these file formats are image formats and the types of settings that can be applied to them relate to image options, such as file compression and color management (Adobe 186-187). <span style="font-size: 12pt; line-height: 150%; font-family: 'Palatino Linotype','serif'; mso-fareast-font-family: 'Times New Roman'; mso-bidi-font-family: 'Times New Roman'; mso-ansi-language: EN-US; mso-fareast-language: EN-US; mso-bidi-language: AR-SA;"> **<span style="font-family: 'Palatino Linotype','serif';">Works Cited ** <span style="font-family: 'Palatino Linotype','serif';"> //<span style="font-family: 'Palatino Linotype','serif';">Adobe FrameMaker 7.0 User Guide //<span style="font-family: 'Palatino Linotype','serif';">. San Jose: Adobe Systems Incorporated, 2002. Print “Business Process.” Wikipedia. Web. 31 March 2009. <[]> //<span style="font-family: 'Palatino Linotype','serif';">The Chicago Manual of Style //<span style="font-family: 'Palatino Linotype','serif';">. 15th ed. Chicago: U of Chicago P, 2003. Print. “Cutaway Drawings.” Wikipedia. Web. 31 March 2009. <[]> “Exploded View Drawing.” Wikipedia. Web. 28 March 2009. <[]> //<span style="font-family: 'Palatino Linotype','serif';">Franklin Covey Style Guide for Business and Technical Communication //<span style="font-family: 'Palatino Linotype','serif';">. Salt Lake City: FranklinCovey Press, 2003. Print. Gibaldi, Joseph. //MLA Handbook for Writers of Research Papers//. 6th ed. New York: MLA, 2003. McMurrey, David A. //Power Tools for Technical Communication//. Thomson Learning/ Heinle Publishers: 2002. Web. 6 April 2009. http:www.io.com/~hcexres/textbook/graphics.html 3.26.09. Web. //<span style="font-family: 'Palatino Linotype','serif';">Microsoft Manual of Style for Technical Publications //<span style="font-family: 'Palatino Linotype','serif';">. Second ed. Redmond: Microsoft Press, 1998. Print. Padova, Ted. //Adobe Acrobat 7 PDF Bible//. Indianapolis: Wiley, 2005. Print. “Program Evaluation and Review Technique.” Wikipedia. Web. 22 March 2009. <[]> Rude, Carolyn D. //Technical Editing//. 4th ed. New York: Pearson, 2006. Print. Sterneckert, Alan B. //Critical Incident Management//. Boca Raton: CRC Press, 2004. Print. Tufte, Edward R. //Visual Explanations: Images and Quantities, Evidence and Narrative//. Chesire: Graphics Press, 1997. Print. **<span style="font-family: 'Palatino Linotype','serif';">Works Consulted ** <span style="font-family: 'Palatino Linotype','serif';">Tufte, Virginia. //Artful Sentences: Syntax of Style.// Chesire: Graphics Press, 2006. Print. //<span style="font-family: 'Palatino Linotype','serif';">MLA StyleManual and Guide to Scholarly Publishing //<span style="font-family: 'Palatino Linotype','serif';">. Third ed. New York: The Modern Language Assoc. of America, 2008. Print.
 * 1) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">High Quality Print **<span style="font-family: 'Palatino Linotype','serif';">-Use this setting for the highest-quality images for high-end digital prepress and printing. The lowest levels of compression and down sampling are used to preserve image quality.
 * 2) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">PDF/A:Draft **<span style="font-family: 'Palatino Linotype','serif';">-This is a standard for archival purposed. Acrobat Distiller does a minimal check to assure compliance. Draft is included in the preset name because the standard is not finished.
 * 3) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">PDF/X-1a:2001 **<span style="font-family: 'Palatino Linotype','serif';">-For prepress and printing, PDF/X files are streamlined for print output. PDF/X is an ISO standard developed by a committee outside Adobe Systems. While Adobe participates in the standards committee, the format is a collaborative effort between members of the ISO standards committee. PDF/X files result in PDF documents that eliminate data not essential for printing. It does not mean the file sizes are necessarily smaller, but they are optimized for printing and produce fewer problems than non-PDF/X files.
 * 4) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">PDF/X-1a:2003 **<span style="font-family: 'Palatino Linotype','serif';">-A newer version of the PDF/X-1a subset that supports Acrobat 5 compatible files.
 * 5) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">PDF/X-3:2002 **<span style="font-family: 'Palatino Linotype','serif';">-Like PDF/X-1a, the file format is a subset of the PDF format, this one supports ICC profile embedding. If working in a color-managed workflow, use this version.
 * 6) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">PDF/X3:2003 **<span style="font-family: 'Palatino Linotype','serif';">-A new version of the PDF/X-3 subset that supports Acrobat 5 compatible files.
 * 7) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">**<span style="font-family: 'Palatino Linotype','serif';">Press Quality **<span style="font-family: 'Palatino Linotype','serif';">-Virtually identical to the settings for High Quality. The difference between the two is that when using the High Quality settings, any fonts not available for embedding during distillation are noted in the log file but the PDF is produced without the embedded fonts. Press Quality jobs cancel at the first encounter of a font not available for embedding and the PDF is not produced.
 * 8) <span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">S**mallest File Size**-The intent for this options is to produce files for Web hosting, e-mailing, and screen views. The name implies that the file sizes are very small, but in reality, smaller files sizes can be accomplished by editing the down sampling of the images.
 * 9) **<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">Standard **<span style="font-size: 12pt; font-family: 'Times New Roman', Times, serif;">-General-purpose setting and quite often the default when accessing settings the first time in Acrobat. For office desktop color printers, laser printers, photocopiers, and general-purpose printing, the settings create PDF files with no lower than 150 ppi resolutions and embed fonts when necessary (Adobe 269).
 * <span style="font-family: 'Palatino Linotype','serif';">15.5.3.4 – File Formats Supported by Acrobat **