I’ve noticed several queries in my stats bit of WordPress enquiring about importing Excel tables, so I thought I’d better write a few words. I think this feature appeared in Quark 7, but it wasn’t immediately obvious. It’s quite easy to do (though less easy to find).

On the tools box, click on the tables button and draw a square. The following box will appear (I’ll assume you’ll have a likely Excel file to link to):

Ignoring the rest of the dialog box, select ‘Link to External Data’ and press OK. Another box then greets you:

I’m guessing the only spreadsheet most people have is Excel, which is what appears in the ‘Type’ field. Use ‘Browse’ to select your file.

If your spreadsheet’s a fairly simple one, the Excel table values will appear automatically — I must admit, I’m not an Excel fiend but simply ask authors to provide big tables as simple Excel files on the strength of this function. More complex tables may require some manual definition over which cells to import. Whether you need to select any other options is entirely up to you, though I suspect it’s best to keep these things simple. Turning off Include Geometry maintains the size of the table you will have drawn using the table tool on the Tools palette, while turning on usually gives you a table bigger than your page. Either way, you’ll probably have to tidy it up manually.

If you work for a financial institution, for example, you may have to explore these functions more closely as you’ll presumably be linking to live files produced by annoying and shouty financial types.

And that, dear reader, is basically it — press okay and all the data appears in your Quark table. The only things you may need to bear in mind are:

1. Although the numbers import reliably in my experience, you’ll still have to do the table formatting yourself. Still, it’s better than the old days of mucking around with millions of tabs and drawing the lines yourself
2. Importing a table creates a link to the file you imported it from, in the same way as importing a picture. Go to Tools>Usage and the link to your file will be sitting there. It’s something to bear in mind if the Excel file is sitting on a server and people are still editing it. If it’s sitting on your hard drive, then you can leave it where it is or delete it (Quark will tell you it’s missing, but it won’t change the data you initially imported unless you tell it to).

Which DTP package should I buy?

This is really a choice between QuarkXPress and InDesign. I’ve been using Quark for about ten years and basically can’t be bothered putting in the effort to get to know another package to the same standard. I’ve used InDesign too, in a more limited sense, and it’s very good as well.

Bear in mind that a lot of the heated debate that surrounds these packages emanates from designers. We are not designers — I probably only use 50 per cent of Quark features and those features suit me fine. If you’ve been using a particular package for a while, is it really worth the hassle of going on training courses and using unfamiliar software?

Because of this, the website is essentially built around QuarkXPress. Having said that, the people at Quark severely tested my loyalty with version 7.0 and it’s only nearly a year later (with version 7.3) that I feel it’s now working the way it should.

A word about Microsoft Publisher

Microsoft Publisher is worthy of discussion, simply because it’s bundled with MS Office. I spent a week playing around with the Office 2003 version and, to be honest, it really wasn’t up to the job. In addition, you might struggle to find printers who’ll accept native Publisher files.

Having said that, it’s far better than MS Word for page layout and I’d certainly recommend it for simple office publications. And if you’re only doing short one-colour jobs for repro, it might be worth considering — you would have to install Adobe’s generic PostScript driver into your printer folder, save the file as PostScript, then make a PDF using Acrobat Distiller. (I wouldn’t fancy risking it for a colour job.)

Bitmap editors and illustration software

Nearly all projects you work on are going to include some sort of images, be they flowcharts, photographs or graphs.

For years, the holy trinity was Quark, Photoshop and Illustrator. Now, personally I use all three, but more through accident by design — when I started my current position, the IT guy for some reason had a (legitimate) copy of Photoshop. I got Illustrator because I had some money left and had to spend it before the financial year ended.

Now, I’m very fond of Photoshop and can happily wile away hours on it. If you can afford it, and have some familiarity with it, then get it. However, we’re not doing high-end design here and there are cheaper packages that will do the things you need. Both Xara Xtreme Pro and CorelDraw suite have good features and importantly both support Pantone colours. They’re also much cheaper than buying Photoshop and Illustrator. I rarely use Illustrator for anything other than graphs, not because I’m down on the programme, but largely because I can’t draw to save my life.

A word about graphs

Graphs are probably the most common illustration you’ll need to produce. If you’re in research or business and need to produce very complicated graphs, you’ll need a specialised program that can export into a variety of formats and supports Pantone colours (something like DeltaGraph).

Many illustration packages will have facilities to do basic graphs. Oddly enough, I’ve found the solution to graphs of intermediate complexity to be PowerPoint, albeit in a roundabout way. Basically, you originate your graph in PowerPoint, save it as a Windows Metafile (an editable format) and recolour it in your illustration package.

Adobe Acrobat

I rate Adobe Acrobat very highly and these days it’s very difficult to do without. Turning all the buttons up to eleven — as Nigel Tufnel would say — produces a single encapsulated PDF with embedded fonts, of a manageable file size, which will display exactly as it will appear in print and can be emailed straight to a printer. It wasn’t that long ago when sending a job to print involved a lot of patience, a Zip or SyQuest drive, sellotaping slides to a laser proof and a hairy motorcycle courier.

Acrobat also allows you to produce electronic proofs for your collaborators and also low-resolution versions of documents for the web. And it does several other useful things that I’ll discuss at a later date.