Importing Files

USING A CUSTOMER'S FILES FOR VINYL CUT SIGNS

Definition: Most signs in the United States are made using Vector Based Vinyl Cutting Plotters. This page discusses preparing files for use with the average signmaker.

How many times a week do you get a customer requesting that you use their computer file? This is becoming an increasing problem for signmakers, and many often feel inadequate when facing a customer who insists that "it's easy".

General: Signmaking software is vector based. Most word processors, graphics programs and presentation programs use a combination of character based text and bitmapped images. Before a signmaker can use a file, the customer must output the file in a compatible format. Unfortunately, many export filters export the data in a very application specific manner. This creates problems when trying to import into a signmaking product. Microsoft Windows based programs are much easier to convert than Macintosh based files. This is partially due to cross platform incompatibilities, but more often, it is due to inadequate preparation of the file by the customer, or a lack of compatible export filters in the application.

The best situation is when you own a copy of the software which created the file. For example, if the customer created the file in POWERPOINT, it is great to have this software to manipulate the components and output sections of the file using different export filters. Lacking a copy of their software, it is unlikely that you will be able to use their file. If the customer created the file in one of the following products, you will have a high probability of being able to use it (if exported properly): Corel Draw!, Adobe Illustrator, or Freehand. Products which can output Adobe Illustrator format files have a high likelihood of success. Note: cross-platform font incompatibilities can create major problems. If possible, convert text to curves, outlines, or graphics. (depending on your software's terminology).

and now the details..... Computer File Preparation:

1) Have the customer remove all color fills, gradiant fills, and all bitmapped images

2) If possible, convert text to graphics (also called converting text to outlines in some programs)

3) If the software does not have the capability of converting text to graphics, tell the customer that they must include the fonts with the file. (Either in True Type -.ttf or Adobe Type 1 -.pdf) If it is a Macintosh file, screen fonts will not work, they must include outline fonts.

4) Have the customer export the file in several different file formats-EPS, AI, PLT, RTF, DXF, WMF, or CGM are the best choices.

5) If the file has bitmapped images, have the customers strip these from the file before exporting, and include them as separate files (BMP, TIF, PCX or PICT). Bitmapped images must be solid black and white. Colors or half tones cannot be vectorized (converted to outlines for vinyl cutting) unless their is a clear contrast between the colors.

6) Have the customer print the file in black and white, with no half tones, and color separated.

7) If the customers file is from a Macintosh, have them save the file onto a DOS disk. Have them change the file names to conform to standard DOS names, with the correct extension for the file format. NOTE: Your software is unlikely to recognize the file unless it has the proper extension (.eps, .AI etc.)

8) WARNING: EPS files in the Macintosh world contain header information and bitmapped components which make them virtually unusable in vinyl cutting. Do not take an EPS file unless the customer prints the image to an EPS file using the Laserwriter as their printer choice.

9) Try importing the files. You may find that you can import the file into Corel Draw!, but not into your own signmaking software. This is OK, merely export the file from Corel Draw! using your usual export methodology. In Corel, try using the PS Interpreted import filter to bring in the file.

10) Import Bitmap images using PCX, TIF or BMP import filters. Vectorize the bitmap images using your scanning program.

11) Text based files can generally be imported directly into your software program, or you can cut and paste from your word processor. This type of file might be helpful to get from a customer if you are importing lists of names or paragraphs of text. Note: The font used when importing text files will be your active font. Any special Kerning or layout applied by the customer will be lost and will have to be entered by the signmaker. (Unless RTF format is used)

Expectations vs Reality: When a customer is standing in front of you with a disk in hand it is difficult to say "no". The computer industry has spread the myth of file compatibility, and the signmaking software vendors do nothing to educate signmakers as to the complexity of file formats The signmaker may believe that his competitors can do the job so he takes the file to keep the customer happy.

The problem is worse when dealing with Macintosh users. Advertising agencies and design firms send their files to service bureaus which print the files on raster devices (printers) The PostScript (EPS) output on the Macintosh is a printer description language which includes vector components. It is not designed for vector output! The expectation that something similar exists in the signmaking industry is what drives your customers insistence that "you can just use my file"

Be confident that no one else can "do the impossible"

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