Journal of Industrial Ecology

How to generate Postscript output for submissions

A postscript file (or encapsulated postscript file, .eps) may be created for output (e.g., charts or graphics) of software applications such as WordPerfect, Microsoft Excel, Microsoft Word, or PowerPoint, even if the application does not have an explicit feature for doing this (i.e., it does not have a command labeled "export as postscript" or "output as postscript"). These instructions are general; particular systems may vary slightly.

The main idea is to tell Windows to print the document using Postscript, and then to send the printer output to a file on disk rather a real (physical) printer. To do this, a printer definition file, or printer driver, must be installed that tells Windows how to print in Postscript. The document is then printed using that printer driver, and the output is sent to a file.

First, determine if there is a Postscript printer driver installed on your computer (again, not necessarily a real printer attached, just the definition that tells Windows about the printer). Many laser printers (especially high-end ones) are Postscript; very few ink-jets are; and no dot matrix printer are (that we know of). If you already have a Postscript print driver with the definition 'on file', go straight to step 2. Check this by opening your application, going to 'File', choosing 'Print' and looking under 'Printer Name'. If you already have a Postscript printer driver installed but it is not defined as 'on file', go to step 1b to change its definition. If you do not have a Postscript driver installed, or if you are unsure, add a new driver following the steps in 1a.

1a. Installing a Postscript printer driver

In Windows 3.1, open the 'Main' folder, and double click 'Print Manager'. Choose 'Options/Printer Setup' from the pull-down menu. Click on the 'Add>>' box. A list of printers will appear. Choose a Postscript printer from the list (it doesn't matter which, since you're not actually printing-- the 'Apple Laser Writer' printer definition, for example, is fine). When you have highlighted a printer, click 'Install'. At this point, you will need the Windows 3.1 Installation disks-- follow the screen directions (e.g., put disk #6 in the A: drive). When installation of the printer driver is complete, follow the directions in 1b below to connect it to FILE instead of a printer port.

For Windows 95, click on the 'Start' button, then 'Settings', then 'Printers'. Double click on the icon 'add printer'. The installation wizard will start up. Tell it you want a local printer, then choose a printer from the list. It doesn't matter which one, as long as it is a Postscript printer (you're not going to be really printing to it, just making a file-- the 'Apple LaserWriter II NTX' for example, will work fine). After selecting a Postscript printer, click 'Next'. Now click the FILE: line (instead of LTP1), and 'Next'. You may want to change the name of the printer to something like "Postscript File" to remind yourself. Tell Windows NOT to make this the default printer. Click 'Next' again to go on. Do NOT print a test page; click 'finish'. Close the printer window and go to step 2.

1b. Reset the output to file.

Once there is a Postscript printer driver installed, then temporarily redirect the output to a file.

In Windows 3.1, go to the 'Main' program group and run the 'Control Panel'. Then double click on the 'Printers' icon. Click once on your Postscript printer. Now click on the 'Connect' button. In the 'Ports' section, notice the current setting (so you can change it back later) then change it to 'FILE'. Now click OK and close all the windows. After printing your file (step 2 below), you'll want to go through this again and change the port setting back.

In Windows 95, click on 'Start' then 'Settings' then 'Printers'. Now click once on the Postscript printer. Choose 'File/Properties' to open the properties window. Click on the 'details' tab. At the setting for 'Print to the following port', note the current setting (so you can change it back) and change it to 'FILE'. Click OK and close all the windows. After printing the file (step 2 below), repeat these steps to change the port setting back.

If you will be printing to a file frequently, and don't want to change the port setting every time, you can install a second copy of your printer driver that is always set to the FILE port. Just follow the instructions above and add a second copy of your printer set to the FILE port.

2. Print document to file.

Now you can use your application (Excel, WordPerfect, or anything else) to print the document as a Postscript file on disk. Open the document and print it using the 'File/Print' menu. Do NOT use the printer icon on the taskbar! This shortcut will print to the regular printer. After choosing 'File/Print', a print window will open. Choose a Postscript printer with "on FILE" in its description. Click OK or Print, depending on the particular program's window. Enter an appropriate file name for the output (it might be best to put a ".eps" extension on it) and you should have a Postscript file of your document.

If you temporarily changed the port setting on your real printer in step 1b above, change it back to your regular printer following the same directions.

Send the file with your manuscript to the Journal of Industrial Ecology!

We welcome corrections and suggestions to clarify these instructions, however, we are unable to provide technical assistance.

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Yale School of Forestry and Environmental Studies
Revised June 26, 2009.