The problem with using Word for documents with color images occurs when the user wants to take that electronic file to a commercial printer for offset printing. The file is printed in a combination of four ink colors: cyan, magenta, yellow, and black, known as CMYK in the world of commercial printing. Color images are printed in the four-color process inks, which are loaded onto the printing press. The print provider must separate the color images in the document into only CMYK before printing it. Microsoft Word does not support CMYK images directly in its files. Word uses the RGB color format common in computer monitors and desktop printers, but there is a workaround to this problem.
The CMYK Workaround
The lack of CMYK support in Word is one of the reasons why you shouldn’t use it to create documents for color printing on an offset printing press. If it is too late or you didn’t have another option, and you’ve spent long days or nights slaving over your electronic file, there is one possible way to save it; convert it to a PDF. Ask whether your commercial printer has Adobe Acrobat or a proprietary software program that can convert an RGB Word PDF to the CMYK format necessary for commercial printing. PDFs are widely used in the commercial printing industry, and most printing companies do this routinely. Even if the answer is yes, there may still be problems with the document’s colors, but it’s a big step in the right direction, and the printer may be able to make any needed adjustments.
How to Make a PDF in Microsoft Word
Alternatives
If you want to know which programs you should use to create documents for offset printing, determine the best desktop publishing software for your needs. Even Microsoft recommends using Publisher over Word for material destined to be commercially printed. Recent releases of Publisher have improved commercial printing options and include color models such as Pantone spot colors and CMYK.
