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       Friday, March 5, 2021 

Creating EPS files from Excel, PowerPoint, etc. using Adobe Illustrator

To accomplish this procedure use Adobe Illustrator 6.0 or higher (recommended).

Excel and PowerPoint images are strongly discouraged for use in the printing process. These files are likely to result in inferior resolution and color quality, and do not reliably handle fonts or embedded images (and thus are subject to missing or improperly converted characters). However, it is possible to convert images prepared in these applications to suitable graphic files. The best results can be achieved by converting these files to EPS format, using the procedure below. While it is possible to convert such files to TIFF format, the resolution of the resultant files will be inferior.



Launch the source program (Excel, PowerPoint, etc.) and open the chart intended to be converted to an EPS file. Using the select object tool, click or click and drag to select all of the chart. Then, from the Edit pulldown menu, choose Copy.





Launch Adobe Illustrator. From the Illustrator File pulldown choose New and select Letter as the Artboard Setup Size and CMYK Color for the mode.



From the Edit pulldown menu select Paste.



To create a ruler guide: If the rulers are not already displayed, choose View > Show Rulers. Position the pointer on the left ruler for a vertical guide or on the top ruler for a horizontal guide. Press Alt (Windows) or Option (Mac OS) to switch the ruler guide from horizontal to vertical, and vice versa. Drag the ruler guide into position.

To change the rulers' zero origin: Position the pointer over the intersection of the rulers in the upper left corner of the window, and drag diagonally down onto the image. A set of cross hairs appears, marking the new origin on the rulers.

Drag guides to the desired column width (for this example, 18 picas is the desired size). With the selection tool, select the object or objects to scale. Drag a handle until the selection is the desired size. Shift-drag the handle to preserve the proportion.




Convert the color mode to the desired color space. With the selection tool, select the graph. From the Filter pull down menu select Color and choose CMYK for color, or Grayscale for B&W (the example below was converted to grayscale).



The font used can be changed by selecting the Type pull down menu and selecting Find Font. Select the font used in the document. Then scroll to system from the Replace Font From dialog box. Scroll through the list and select the desired font, click Change All, and then click Done to complete (see screen capture below).




The grayscale conversion can result in undesirable shading that can be manually altered. With the direct selection tool, select the object(s) and enter the desired values in the color palette. In the example below the background color was selected and changed to 10% K (black).



Note: The rules in the graph may also need to be adjusted if they are too fine to reproduce. Click here for instructions on adjusting thin rules.




Finish by saving your image as a EPS file.

Click here to see Windows instructions.

Click here to see Macintosh instructions.

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