PM Intranet: Artwork Guidelines

Updated 08/21/2008

• Terminology
• Do's and Don'ts
• USDA and NRCS Color Codes
• Image Sizing for File Optimization
  • How to Insert an Image
  • How to Adjust an Image
• References

Terminology

Logos are created by USDA or NRCS and have legal copyrights.
Headers are any artwork you create using the logo but adding to it, such as your PMC's name.

Dos and Don'ts when using USDA or NRCS Logos and Headers

USDA and NRCS Color Codes

The CYMK Pantone colors are accurate, while the RGB, hexadecimal and Web-hexadecimal values are approximate.  Accurate values depend on HSB (hue, saturation, brightness) settings and color profiles of the software you use.  If you are designing a publication that will be professionally printed, it is best to use CMYK colors.

USDA logo colors

NRCS logo colors

Graphics and File Optimization

These documents require MS Word.

Converting Images (photos) for use in Documents (WORD)
This document describes how to use MS Picture Manager to prepare electronic images for documents. Find out how to convert large image files to high-quality small file size JPEG files so that the file size on your documents are not too large.

*Tips: Following these tips will greatly reduce the file size of your publication which allows your publication to be downloaded quickly.

• Using graphics software, resize the image dimensions to the desired size dimension prior to inserting the image into the document. Don't resize the image smaller than the desired size.  You can reduce the dimension of the image further within the document.   Once the image has been reduced in size or resolution, increasing either of these attributes will diminish quality. 
• If the image file size is still large, you can then reduce the dpi resolution to a minimum of 300 dpi.  Graphics that will be professionally printed can be a minimum of 300 dpi resolution and still print with a high quality.
• Remember, resize the image dimensions first.  Reduce the resolution second.
• Always use "Save As" after modifying an image so that the original is not modified.
• Once a document has been converted to Adobe PDF format, the file size can be reduced further if necessary by clicking File - Reduce File size.
• Don't forget to add alternate text (right click on image) to the image for accessibility.

*Tip:  If you are working with pictures that have a very high resolution and size, modify the dimensions before you insert them into your document for publication.

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How to Insert an Image Into Word or Publisher Documents

• Select Insert, Picture, From File...
• Navigate to your file, select it, and click the Insert button.
  Right-click on the image.  From the shortcut menu, select Format Picture...
• On the "Web" tab insert alternate text that identifies and describes the picture.  This will tag the image so that it meets Section 508 compliance.
• Resize the image the image dimensions  and reduce the dpi resolution if necessary. Do not reduce the resolution to below 300 dpi.  These steps will greatly reduce the file size of your publication.

DO NOT COPY and PASTE an image into a Word or Publisher document;
if you do, you will lose quality and the ability to manipulate the image.

How to adjust the image without affecting the original image:

• Select the Size tab to scale the image proportionately.  Make sure Lock Aspect Ratio and Relative to Original Size are checked.  Change the scale of the image by using the arrows to adjust height or width, and the other measurement will change in proportion.
• Select the Picture tab to crop a header without affecting the original (but do not crop a logo).  Change the amount of cropping from all 4 directions by .1 of an inch or more.  Select the Layout tab to make the image moveable.   Select the box for Square or Tight.
• Select the Colors and Lines tab to put a border on the image.  Then in the Line section, select Color.  From the drop down list, select the color you want as your image border.   If the Color list box is not available, it means you need to go to the Layout tab and select anything other than In line with text.

References

USDA Design Center Resources - USDA logos, download of USDA Visual Management Manual
Includes information on placement of USDA and agency logos in relation to each other)

NRCS Logos and Usage Information

Section 508: http://www.section508.gov/

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