Saving and Exporting Illustrator 8.0 Artwork for Use in Office 97 for Windows
What's Covered
Using Bitmap Image Formats
Using Encapsulated PostScript (EPS) Graphics
Importing a Windows Illustrator File Using Object Linking and Embedding (OLE)
Using Metafile Graphics
Copying and Pasting Artwork Between Illustrator and Office ApplicationsAdobe Illustrator 8.0 can save artwork in a variety of formats for use in Microsoft Office 97 for Windows. Office 97 includes Word 97, Excel 97, and PowerPoint 97. These applications import and print Illustrator graphics identically, whether one or all of them are installed.
This document contains information about how to save or export your Illustrator 8.0 artwork in those formats, and each format's advantages and limitations:
- Export your artwork in a bitmap image format (e.g., GIF or JPG) if you want to retain transparency or use the graphic online.
- Save your artwork in EPS format if you'll be printing to a PostScript printer (e.g., Apple LaserWriter or HP LaserJet with PostScript options).
- Export your artwork in a metafile format if you'll be printing to a non-PostScript printer (e.g., Epson Stylus or HP LaserJet without PostScript options).
- Use OLE if you'll be frequently updating the graphic, and are using Illustrator and the Office application on the same computer.This document assumes that you know how to save and export files from Illustrator 8.0 and that you are using Office 97 with the SR-1 or later update on a computer running Windows 95, Windows 98, or Windows NT. You can obtain the SR-1 or later update for Office 97 from Microsoft's Web site at officeupdate.microsoft.com/index.htm.
Using Bitmap Image Formats
When you save an Illustrator document as a bitmap (or raster) image format, Illustrator converts the document's vector information into an image consisting of a series of dots on a grid. Bitmap formats are resolution-dependent, and because they don't contain vector information, they no longer consist of discrete, editable objects. Bitmap image formats include GIF89a, TIFF (TIF), Windows Bitmap (BMP), JPEG (JPG), and PCX.
The file size of a bitmap image increases with the dimensions of the file rather than with the complexity of the vector image. Because a bitmap image is defined in square pixels, a low-resolution image may look jagged or fuzzy where there are curves and angled lines or text in the original artwork. GIF89a is recommended for on-screen viewing, while TIFF is the most robust bitmap format for printing.
If you want your image's background to be transparent in Word, you need to create a colored rectangle around the artwork in Illustrator before you export the image. Then, after you import the image into Word, you can make the rectangle's color transparent, which thus makes the background transparent.
Note the following about setting transparency:
- You can make only one color transparent.
- When printed, transparent areas are the same color as the paper on which they're printed.
- On-screen, such as on a Web page or in a PowerPoint presentation, transparent areas are the same color as the background.
- You may be unable to see a transparent effect in a photograph because the color you select may appear in very small areas. What appears to be a single color, such as a blue sky, can actually be a range of subtle color variations.To create a colored rectangle around your artwork (to make it transparent), save the artwork in a raster format, insert the raster image into Office 97, and then make the rectangle transparent:
1. Draw a rectangle around your artwork; make sure that it's large enough to contain all of the artwork. If you don't want your artwork's background to be transparent, proceed to step 4.
2. Move the rectangle behind all other objects in the Illustrator document by creating a new bottom layer and moving the rectangle to it or by sending the rectangle to the back.
3. Fill the rectangle with a color that is not already used in the Illustrator document.
4. Choose File > Export.
5. Choose a raster format (e.g., GIF89a, TIFF, BMP, JPEG, or PCX) from the pop-up menu in the Export dialog box, and then click Save.
6. Do either of the following:
- In the GIF89a Options dialog box, choose the desired palette and number of colors, and click OK. Do not select the Transparent option -- you'll specify transparency in your Office 97 application.
- In the [image type] Options dialog box, specify the desired color model (CMYK for printing or RGB for on-screen viewing), resolution (72 dpi or Screen for on-screen display, or no more than double your printer's screen frequency for printing), and whether you want to use anti-aliasing, and then click OK. Anti-aliasing fades the edges of an object into the background, give them a smoother appearance on-screen.
7. Open the Office 97 application and document, and then choose Insert > Picture > From File.
8. Locate and select the image file you exported in steps 4-6, and then click Insert. If you want your artwork's background to be transparent, proceed to step 9. If you don't want your artwork's background to be transparent, you don't need to complete any further steps.
9. Select the image you inserted.
10. Click the Set Transparent Color icon in the Picture toolbar, and then click the color you created in step 3. (If the Picture toolbar is not visible, choose View > Toolbars > Picture.) If the Set Transparent Color icon in the Picture toolbar is dimmed, the image already has transparency set, and you cannot add more transparency in your Office application.Using Encapsulated PostScript (EPS) Graphics
Though all file formats discussed in this document will print to a PostScript device, EPS graphics provide the best results. PostScript is Illustrator's native format and objects in an Illustrator EPS graphic, including patterns and gradients, will print as expected to PostScript printers. Because Illustrator 8.0 can use fonts not installed in your system (and thus not available to Office), make sure to select Include Document Fonts in the EPS Format dialog box when you save an EPS graphic if your Illustrator artwork includes text.
If you are printing to a non-PostScript device, you should save your Illustrator artwork in either EMF or a bitmap format instead of EPS format. EPS format is not recommended for non-PostScript printers, because only the 72 dpi screen preview of an EPS graphic will be printed. An EPS graphic will also not appear in or print from an Office application to a non-PostScript printer with transparency, but will print with transparency to a PostScript printer. For more information, see document 321707, "Why Illustrator EPS Files Place With a White Background." (To determine whether your printer is capable of PostScript printing, consult your printer's documentation or contact its manufacturer.)
Office 97 applications are unable to import an EPS graphic saved in Illustrator 8.0 format with an 8-bit screen preview. If you try to import an EPS graphic in this format, the Office application cannot read the transparency in the screen preview and will return the error, "An error occurred while importing this file." For solutions and further information, see document 322584, "Error When Inserting an Illustrator 8.0 EPS with 8-Bit Preview into Office 97."
Office 97 applications can import Illustrator 8.0 EPS graphics with a preview of 1-bit or None, and Illustrator 7.0-formatted EPS graphics with an 8-bit preview. Note that Illustrator 8.0-specific features (e.g., gradient mesh objects or brushes) will be lost or modified if you save the document in an Illustrator 7.0 or earlier format that doesn't support them. Adobe recommends that you save a copy of your document as Illustrator 8.0-compatible before saving as an earlier version.
To insert an Illustrator EPS Graphic in a Microsoft Office 97 application, choose Insert > Picture > From File, locate and select the EPS graphic, and then click Insert.
Importing a Windows Illustrator File Using Object Linking and Embedding (OLE)
When you import an Illustrator for Windows document as an OLE object, Office 97 applications create an internal EMF graphic with a link to the Illustrator document. Before inserting an Illustrator document as an OLE object, prepare the Illustrator document just as you would if you were exporting it as an Enhanced Metatfile (EMF) graphic. See the "Using Metafile Graphics" section for more information.
To import an Illustrator document into Office 97 using OLE:
1. Save your artwork as an Illustrator document with Illustrator 8.0 compatibility and an .ai filename extension.
2. Open the Office 97 document.
3. Choose Insert > Object > Created From File. Make sure Link To File is deselected, locate and select the *.ai file, and then click OK.To edit an Illustrator document inserted as an OLE object in an Office 97 document:
Note: You will only be able to perform these steps if both the Office 97 application and Illustrator are open. The Update command will not start Illustrator, and editing the Illustrator graphic when the Office 97 application is not open will not update the graphic in Office 97.
1. In the Office 97 document, double-click the inserted Illustrator document. The Illustrator document will open in Illustrator 8.0.
2. Edit the document in Illustrator as desired, and then choose File > Update.
3. Save the document and exit from Illustrator. The linked object will be updated in the Office 97 application.Using Metafile Graphics
Metafile graphics support both vector and bitmap information and come in two formats: Windows Metafile (WMF) format and Enhanced Metatfile (EMF) format. To prepare an Illustrator document for export as a metafile graphic, expand all gradients, patterns and brush effects; convert text to outlines; and rasterize any gradient meshes. If a gradient mesh object is not rectangular, rasterizing the object will result in a rectangular object with an opaque, white bounding box. You must create a mask if the bounding box is undesirable. Metafile graphics do not support line widths smaller than 1 point.
Adobe recommends that you save a copy of your Illustrator 8.0 document before exporting a metafile graphic.
EMF Graphics
The EMF format is a 32-bit Windows Metafile format, so EMF graphics can only be used on 32-bit systems (i.e., Windows 95, Windows 98, and Windows NT). EMF graphics will display in Office 97 applications with transparency, and are best for printing to non-PostScript printers.You can import an EMF graphic into an Office 97 document using the Office application's Insert or Paste Special command. If you use the Insert command, the artwork will appear and print at 75% of its actual size. If you use the Paste Special command, it will appear and print at its actual size.
To insert an EMF graphic, choose Insert > Object, click From File, locate and select the EMF graphic, and then click Insert. To import an EMF graphic using the Paste Special command, copy the artwork in Illustrator, open the Office 97 application, choose Edit > Paste Special, select Picture (Enhanced Metafile) in the Paste Special dialog box, and click OK.
WMF Graphics from Illustrator for Mac OS
The WMF format is not available in Illustrator 8.0. A WMF export filter is available in the Illustrator 8.0.1 Update, available from Adobe's Web site at www.adobe.com/support/downloads/main.html.Copying and Pasting Artwork Between Illustrator and Office Applications
When you copy artwork from Illustrator and switch to another application, Illustrator converts the artwork on its internal clipboard from its native format to an AICB (Adobe Illustrator Clipboard)-formatted PostScript-language file, which it places on the system's clipboard. Because Office 97 applications do not support the AICB format, pasted Illustrator artwork in Office 97 files may not display or print correctly. It is also possible for the clipboard to run out of memory, depending on the system resources available.