Mac/PC print incompatibility - try #2

[Martin Dougherty]

OS 10.2.6, Word service release 1, powerbook G4

I have a word file that I can print and create pdfs from on the mac.
When I send it to colleagues on PCs (sorry don't have versioning info
for their machines), they cannot print to printer or pdf files. In fact,
when they try to do so, their Word crashes. They can see the file in
word, but can't print.

To complicate things, I have had others on PCs who receive this say its
fine. Seem to be more than cannot print it right now than can. I have
had similar problems with this same file (earlier versions) but from
what I can tell not other files. I have even deleted this and basically
started over with the same result.

 

[Jim Gordon]

Hi Martin,

Sounds like they want you to become a Mr. Fixit for Windows.

They sure haven't given you much to go on, did they?

You'll need to start asking lots of questions. Try to find something in
common with the folks who can print that's not in common with the folks who
can't. Since printing is the problem, I'd start by finding out the brands
and model of printers that work and which ones don't. Find out what drivers
they are using. For the ones who can't print have one of them try a new
version of the printer driver. Or switch to a different printer brand and
model and see if that fixes problem.

-Jim Gordon
Mac MVP

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[John McGhie [MVP]]

Hi Martin:

First thing I would do is check for 32-bit or 48-bit colour used anywhere in
the document. PCs cannot handle colour above 24 bits (RGB colour standard)
and many will struggle if you send them anything in CMYK.

I would have a look for EPSs too: many PCs can't handle EPS files, switch
them for EMF or WMF.

Haul the graphics out of that file and send them a tester: then report back
with the results. We'll have more to go on.

In order, I would suspect:

1) Graphics (particularly non-RGB colour standard)

2) Inclusions (embedded PowerPoint or OrgChart or whatever)

3) Tables (particularly tables with merged cells)

4) Section Breaks (particularly if you have changed paper size or
orientation).

Try a "Document Cleanup":

A) With Word Quit (not minimized, it must be stopped) rename your Normal
template
B) Create a new blank document. Check in Word>Preferences>Compatibility
that the Save format is the Latest Version of Word, and that all the
compatibility options are OFF.
C) CAREFULLY select everything in the document EXCEPT the very last
paragraph mark, and copy
D) Paste into the new blank document and save under a new name.

Eyeball the document. If the document was corrupted there may be bits of
formatting (particularly, Numbering) missing. There may also be some text
missing. If there is, chances are you have found the problem. If not, send
them the cleaned version and see how that goes.

Cheers

OS 10.2.6, Word service release 1, powerbook G4

I have a word file that I can print and create pdfs from on the mac.
When I send it to colleagues on PCs (sorry don't have versioning info
for their machines), they cannot print to printer or pdf files. In fact,
when they try to do so, their Word crashes. They can see the file in
word, but can't print.

To complicate things, I have had others on PCs who receive this say its
fine. Seem to be more than cannot print it right now than can. I have
had similar problems with this same file (earlier versions) but from
what I can tell not other files. I have even deleted this and basically
started over with the same result.

--
All Spam and attachments blocked by Microsoft Entourage for Mac OS X. Please
post replies to the newsgroup to maintain the thread.

John McGhie, Microsoft MVP: Word for Macintosh and Word for Windows
Consultant Technical Writer <[email protected]>
+61 4 1209 1410; Sydney, Australia: GMT + 10 hrs

 

[John McGhie [MVP]]

Hi Martin:

If sending them an RTF solved the problem, then the problem is likely to be:

* They have an elderly version of Word that can't read the Word X format.
That means they're using something earlier than Word 97, or that you have
done some fancy graphics and they are using something earlier than Word
2000. Word X basically produces Word 2000 format, but any version of Word
PC 97 or later can read it.

* The document has a corruption. The Clean Document procedure I sent you
will fix that permanently.

* You have used fancy tables and they are using Word 97 or earlier.

But I agree with you, the first thing to suspect is that Spreadsheet.

Due to a design bug, when Word converts a file from one format to another,
it "Doesn't" convert the included widgets. If the PC ends up trying to run
Mac XL, it *will* get very confused.

I never use embedded objects in any file I send out: I *always* convert the
object to a picture. (Select the embedded object and Copy, then click away
from it, create a blank paragraph below it, put the insertion point in the
blank paragraph, and use Edit>Paste Special>As Picture).

OK, when they get it, it will no longer be a spreadsheet. But it won't
crash Word either. If you *want* them to have a spreadsheet, send them the
original spreadsheet as a separate file

Hope this helps

another data point is that I saved the file as RTF, sent it to the same
folks, and they could view, print, etc. with no problem.

Also, I have one embedded excel file that I suspect may be causing the
problems. Going to do more tests today, even though I seemed to
have cured my original problem by sending RTF.

Marty

--
All Spam and attachments blocked by Microsoft Entourage for Mac OS X. Please
post replies to the newsgroup to maintain the thread.

John McGhie, Microsoft MVP: Word for Macintosh and Word for Windows
Consultant Technical Writer <[email protected]>
+61 4 1209 1410; Sydney, Australia: GMT + 10 hrs