Can MS Word be used like a desktop publishing program?

Factual Questions
1

I’m working on a project now that involves creating documents combining lots of text with numerous captioned images. Editing is done in Microsoft Word and then the docs are converted to pdf when completed.

I’m having a heck of a time getting images and captions to “stick.” They keep floating around, every time any change is made to the document. And they behave unpredictably, like when I move an image, its caption jumps to a different page.

Is there any way to make this easier? I don’t have the authority to change software tools. I’m basically stuck using Word.

2

I haven’t used it for years, but isn’t there an anchor function, where you can fix an image or text box to a given spot on a page? Try searching its help for anchor.

3

Insofar as Microsoft has dumped everything into Word over the years including kitchen sink and bathroom toilet, it makes a lousy-to-mediocre replacement for a desktop publishing program, just as it makes a lousy-to-mediocre replacement for damn near everything else. (including word processor).

While, for reasons that escape me, it has somehow become a standard with regards to word processing, it is nothing of the sort with regards to desktop publishing. If you never, ever, intend to collaborate with anyone else or submit your .doc to someone prepared to accept desktop publishing files for professional printing or whatever, have at it. But if you do, don’t go there, they will NOT treat you with even the faintest modicum of respect.

4

Seconded. My wife is a graphic designer at a largish printing outfit, and while I don’t understand the particulars she spends quite a bit of time bitching about files being submitted to her in Word and opening on her side looking nothing like they did to the customer.

5

Word does a bunch of things, and I’ve found it a very useful tool. But picture placement within the text can be tricky.

To make images stick where you want them, I do this: Insert the image into your document and get it sized like you need it. Then right click on the image, choose “Format Picture” and select the “Layout” tab, then click the “Advanced” button. From there you can specify positioning for the image, including setting an absolute horizontal and vertical position with respect to the paragraph, page, column, etc.

I usually set mine to an absolute horizontal position relative the column, and vertically relative to the top of the paragraph, with the “Tight” layout selected so the text flows around the image.

Using the absolute position within a paragraph makes it so that if you change the text such that the paragraph moves, the image moves with it.

In Word 2000, this worked pretty well, but sometimes the images would still jump for no reason that I could find. But probably 90% of the time, it worked fine. In Word 2003, they seem to have fixed that, I’ve haven’t seen any images jump. I haven’t tried Word 2007.

I’m no expert, and have no background in desktop publishing other than I’ve had to produce several documents to be printed over the years, ranging from single page advertising flyers to 140 page technical manuals. In many cases I’ve used Word, either because I had it and knew how to use it at some level, and sometimes because that’s what was asked for.

6

You can use Word for what you’re doing but it can be fussy. Excel handles floating objects better. You can layer stuff any way you want. But since you’re stuck in Word I’ll give you some hints because I have to deal with the same problems.

I work on a publication that splits the page sideways so it’s tough to do it in Word and get it the way I want. I’ve resorted to tricks like making a text box (from the drawing tool bar) at the bottom of the page for the page number (centered) and then turning off the border color. That way I can nudge the number where I want it. I make the box the width of the page text so a centered page number is centered to the page text. If you do this you can make copies of it for each page and change the numbers manually. You can try inserting the picture inside a text box . This will let you set it exactly where you want the picture or graphic. If you do this you will have to manually space words around it.

If you need to squeeze or enlarge space between paragraphs you can insert a line and then change the font size, thus altering the height of the blank space. This is useful when the picture or graphic forces a line to the next page.

7

Well, that’s obvious.

That’s not so obvious to me, in regard to a word processor, considering that I can get MS Word for free. I have several versions, because where I work I have access to it, and if I have to use it at work, I’m going to use it on my laptop. Please tell me about a program that does what MS Word is supposed to do but better, for no extra cost. What I mean is, justify the cost and effort. I have no particular love for MS, but direct me to a place where changing away from MS is worth the time, money and effort…PLEASE. I’m not talking about desktop publishing, but just word processing.

8

Word is not a particularly good desktop publishing program because it doesn’t have much ability to control placement and frames. It can be used as such, but is not as good as MS Publisher, which is adequate for most uses, or Quark or Pagemaker, which are better for more professional layout.

But since it’s not designed to be desktop publishing software, it’s not surprising that it’s not particularly good at it. It’s like complaining that Excel is a poor word processor.

I would say that Word 2007 is better than any other word processing software I’ve seen.

9

I have had lots of experience of precisely this problem. I sympathise.

First of all, yes, you can try to use Word as a DTP program, just as you can try to mow the lawn using nail clippers. That doesn’t mean it’s a good idea. It involves a lot more time, effort and hassle; you are trying to use a tool to do somethng it was never meant to be good at doing; and you will produce inferior and probably dissatisfactory results that people will blame you for, rather than blaming the fact that you were told to use the wrong tool for the job.

I can more or less guarantee that, supposing you ever do manage to complete this task using Word, someone will later make disparaging remarks about the work you’ve done, hold up something that was obviously laid out properly using a DTP program, and say ‘We wanted something that looks more like this’. If you try to explain, they’ll just give you a withering look and mutter, ‘It’s a poor workman who blames his tools’.

So, first of all, I’m perfectly aware that you have said you have no choice in the matter, but I would revisit this situation. Examine if there really IS no other option, and if not, then explain to other people BEFORE you do the work why it’s NOT a good plan and why the results WILL suck. Present them with the alternative, positive plan (getting it done properly, using the right software) and make them choose in writing.

Secondly, do NOT try to reproduce the kind of tight integration of text and images that you can achieve easily with DTP. It can be done, but it’s more time and trouble than it’s worth. There’s more to life than sitting up half the night dealing with the sucky way Word mangles page layouts.

Lay out the text however you want it. On any given page, put the graphic or graphics in their own separate boxes, that you can size and shape as you like. Put this / these at the bottom of the page, in their own area distinct from the text. In the text, if you need to refer to the graphics, use simple references such as ‘…as shown below left’ and ‘as you can in the illustration below right’. Keep it SIMPLE. Keep it EASY. By separating the page elements like this, you should find you don’t have too many problems.

Any more effort than this isn’t worth it. If anyone else thinks it IS worth more effort, they can do it themselves.

Conversion to .pdf… these days, this should work relatively effortlessly. Warning: at times in the past, with earlier version of Word and Acrobat, the conversion process was prone to a lot of glitches with long documents. Pages could creep, paragraphs could skip pages, line spacing could get glitchy. If your doc isn’t long, you should be okay. If it is, consider splitting it into smaller ones, and check that the conversion doesn’t give rise to any intolerable glitches.

10

I agree with this. Also be aware that they might try the ‘you’re just blaming the tools’ argument at the point where you try to explain, too.

If it’s a matter of the management not being willing to fork out lots of money* for a DTP program, you might be able to persuade them to look at Scribus - it’s free and I’ve heard a lot of good things said about it.
(*I’m betting it isn’t this though - it sounds like the OP is up against administrative or IT stubbornness)

11

Thanks for all the advice.

I did mention to my supervisor the problems and she replied “Is there any realistic alternative?” I’m not sure what to say. I don’t feel comfortable offering a lecture on the difference between word processors and DTPs. Also, the issue of “realistic.” Even if we could convince the client to switch to a DTP, it would mean all of us – the client, the supervisor, and all the freelancers – buying our own copies. I wonder if that’s what’s not realistic.

12

You could try looking into an open source DTP program like Scribus. Now, I’ve never used it, but based on the screenshots alone it looks like a vast improvement over Word. It’s free, so all of you could test it out at the same time.

Er… nevermind. I missed Mangetout’s suggestion.

13

So with Scribus, it would be easy to import Word (.doc) docs, jpgs, gifs, etc., and then create a pdf from the result? Because I just might suggest it.

14

I’ve had some problems with the Tight layout set to right or left switching to “other” in Word 2003.

However, I’ve produced some complex documents, including whole books, in Word. It will fight you every step of the way and for that reason a dedicated program may make more sense. BTW, I use CutePDF Writer to convert to .pdf format and I’ve never had a single complaint. It’s free, too.

I’d like to look at Scribus but the site gives me an “Internet Explorer cannot display the webpage” error. Not a good sign. :smack:

15

Also, how easy would it be for the current Word users to learn. I’m pretty sure I could pick it up, but I wouldn’t want all those people to blame me for the learning curve.

16

If I may chip in once more…

…there is a possibility that everyone’s losing sight of the forest because of all the trees in the way.

Every document is supposed to have a purpose. Usually, this purpose is to present information or to influence opinion. Start by asking ‘What is this document supposed to achieve?’.

If you can achieve what you need to achieve by using Word, then go ahead and use it. Keep the ‘layout’ very simple, like I suggested before. Text at the top of the page. Any graphics at the bottom, each in its own little box. Don’t try to get text and pictures tightly integrated. Keep it simple. If this solution achieves what needs to be achieved, then go with it. No new software, no learning curve, no problems.

In any case, the success of the document will largely be down to whether or not it’s well-written, not what software was used or how pretty the pages look. If it’s well-written, it will probably achieve its purpose even if it doesn’t look very smart and shiny. If it’s not well-written, then it probably won’t achieve it’s purpose, even if it’s the prettiest document in the world.

Regain control of the focus. Understand what you are trying to achieve, and take the shortest path to satisfy this goal. Focus on how well-written it is, because that’s the most crucial factor. If using Word and a simple as anything layout will work, then go with this solution.

If people want the document(s) to look prettier, ask them why - what will this achieve that a well-written document in Word won’t achieve? They won’t have a good answer (trust me).

If they come up with a corporate drivel answer and they have to be appeased, then fine… everyone can invest in something new (Scribus or a DTP product), everyone can share the transition and learning pains together.

If people don’t want to hassle of switching, then they must accept that Word can produce a perfectly satisfactory document, but it isn’t a DTP product and trying to make it behave like one is like trying to teach algebra to a cat.