Desktop Publishing Lecture Notes

8/17/2019 Desktop Publishing Lecture Notes

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Desktop Publishing lecture notes

In the Publisher Introduction class and document, we discussed severalways of creating publications with layouts that includes objects and

frames. We learned that these objects and the frames thatencompassed them came in dierent avors (text frames, pictureframes, table frames, etc., but that essentially they all weremanipulated in the same ways. In this class, we will cover more toolsfor including your own objects and creating customi!ed layouts.

Publisher's Tools, Part II

"ecall that the buttons running down the left#hand side of the screenare object tools which allow us to create frames. $ince we covered the%rst six tools in the previous class, we&ll discuss most of the rest here.

('he others are for developing web pages using ublisher. )eep inmind that should you accidentally draw an object that you don&t want,select it (so that the object&s frame or handles are visible and pressthe *+elete button on your -eyboard or choose the Delete Object command from the Edit menu.

Line [and Arrow] Tool

'he ine 'ool allows you to draw lines. /s with other tools, create linesby %rst clic-ing on the ine 'ool button, and then positioning the cursor(now in the form of a crosshair on the page where you want to begindrawing. 0lic- and hold to lay down one endpoint of the line1 whereveryou now drag the mouse, a line stretches out to meet the crosshair.osition this crosshair to indicate where the other endpoint of the lineshould go and release the mouse button. 2our newly formed line hashandles at both ends1 as before, this indicates that the line can bedeleted, copied, or moved, as well as formatted. 'o draw 3straight3lines (at some increment of 45 degrees, hold the *$hift -ey down asyou drag out the line. /lthough you can add arrowheads to a line in

either version of ublisher, ublisher 6 adds an /rrow 'ool to thelineup on the left of the screen1 it wor-s the same way the ine 'ooldoes.

Oval Tool


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'o draw an oval, select the 7val 'ool, then clic- and drag to draw in thesame way you did with the ine 'ool. 'he resulting object will havemany more handles than the ine 'ool produced, for more exibility inresi!ing the oval. 8olding down *$hift as you drag will constrain theshape to be a perfect circle.

Bo [!ectan"le] Tool

9ust as you did above, select the tool, then clic- and drag inside yourdocument window. i-e ovals, rectangle objects have both cornerhandles and side handles. 'o draw perfect s:uares with this tool, holddown the *$hift -ey while you draw.

#usto$ %ha&es [Auto%ha&es] Tool

While the creative person can ma-e some pretty impressive pictures just using graphic tools li-e those above, the rest of us will be glad to-now that ublisher provides more graphic tools for other interestingshapes. 'he 0ustom $hapes ;/uto$hapes< 'ool allows you to drawarrows, chevrons and even lightning bolts in the same way we drewovals and boxes.

'o begin drawing, clic- on the shape you want to draw (from the menuon the toolbar and then position your cursor on the page where youwant to start drawing. 2ou will notice the pointer has become thefamiliar crosshair1 draw by dragging as we did with the other tools. 'he*$hift -ey once again constrains your drawings. $ome shapes mayhave a new handle= a gray (>??? or yellow (6 diamond that lets youreposition or redraw part of the shape. @or example, a callout bubblecan be adjusted so that the words are coming from the right sideinstead of the left. ublisher 6 oers options in addition to thoseavailable directly from the toolbar1 by choosing the ore Auto%ha&escommand, you can access a list of additional choices in the 'as- ane.

(or$attin" Objects

7nce you have created drawing objects with the tools above, you canchange their color, borders and shadows, for example. 0lic- on theobject to select it, and then choose a button on the far right of the


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formatting toolbar. 'he paint buc-et icon represents the (ill #olor ,which allows you to specify the shade to %ll the outline of your object. 2our colors may be limited to the color scheme at %rst, but you canchoose ore #olors for more options=

'he Line #olor button allows you to specify a dierent color for theborder of the object, and the Line)Border %t*le button next to itallows you to create dierent styles and thic-nesses of borders andlines. ublisher 6 has added buttons to easily access formattingoptions for arrows, shadows, and A+ styles. Bost of these options arealso available in ublisher >???1 they just don&t have their own

buttons. @or a full list of formatting options, consult the (or$at $enu, or right#clic- on an object and choose the shortcut menu command to#han"e Object (>??? or (or$at Auto%ha&e (6.ublisher 6 users can access all elements of an object&s formatting ina six#tabbed dialog box, rather than selecting each element separately.Cote that not all the tabs will be active for every objectDEFthis isanother way in which ublisher displays its sensitivity to context. 6users can also access the six#tabbed formatting box by simply double#clic-ing on the object.

Addin" Tet to %ha&es

ublisher 6 permits the addition of text to an /uto$hape withoutre:uiring you to create a text frame %rst (as in ublisher >???. $implybegin typing once a shape is selected to add text to it. 'o ma-eadjustments to the text contained in the shape, use the six#tabbedformatting box and choose the Tet Bo tab .

%&ecial Objects

Gesides creating your own text and graphics objects with the tools wehave used thus far, you can also insert objects you have created with

other programs that support Bicrosoft&s 7bject in-ing and Hmbedding(7H technology. 'o insert an 7H object (even audio and video clipsinto your document, choose Object from the Insert $enu . $elect theprogram that will create (or already has created the -ind of %le youwant to insert, and indicate whether you want to #reate +ew objector #reate ro$ (ile , if you&ve already made the %le. 2ou will beprompted to create a new object or locate a %le whose contents youwant to insert into the document. 2ou can also clic- the Lin- box to


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have a lin- maintained between the original %le and the one embeddedin your publication so that ublisher will automatically update to reectany changes in the lin-ed %le.+epending on the type of object you want to insert, you may %nd thePaste %&ecial command more straightforward. If you want to paste a

table or a picture into ublisher, for example, choose the #o&* command from the Edit menu in the program in which the table orpicture exists. 'hen in ublisher, select the Paste %&ecial commandfrom the Edit menu and select the appropriate option. 'his featuremay also oer the option to paste the %le as a lin-, so that yourublisher document will be updated with any changes to the external%le.

ani&ulatin" Objects

We learned several ways of manipulating objects and their frames inthe Introduction class. 8ere we discuss several other important ways tomanage objects that are used in ublisher, as well as other layoutprograms.

Orderin" .La*erin"/

7ne important consideration when wor-ing with objects in mostprograms is the concept of layering. Hvery object you create occupies aseparate layer, so as you create objects, you are creating new layerson top of older layers. 7ften you may want part of an object to obscurepart of another, but other times you will want to maneuver them sothat both are visible. @or this we will need the Arran"e $enu . Coticethe second section of this menu has four commands= Brin" to (ront ,Brin" (orward , %end Bac-ward , and %end to Bac- . 'o reorderthe objects& layers in your publication, %rst clic- on the object you wantto manipulate. 'his should bring up the object&s handles to indicate youhave selected it. Cow you can clic- on the Arran"e menu and thenone of the four layering commands to reposition it. Brin" to (ront willbring the selected object to the topmost layer, regardless of how longago it was created. 0onversely, %end to Bac- will send the selectedobject to the bac- of all objects on the page. 2ou can also move the

objects forward or bac-ward one layer at a time with Brin" (orward and %end Bac-ward , respectively.

0rou&in"


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/nother useful tool in drawing programs is the ability to treat severalobjects as one in order to move them around easily, for example. 'ogroup several objects, you must %rst select them. Ba-e an initialselection by clic-ing on an object, then hold down the *$hift -eywhile you clic- on additional objects to select them as well. If all theobjects you want to select are near each other, you can also clic- anddrag a mar:uee around all the objects you want to select. /t this point,you should see an icon appear that will allow you to group the objects(the upper image is >???&s and the lower is 6&s. 0lic-ing the icon will

group the objects. /lternatively, you may select 0rou& Objects fromthe Arran"e menu. 7nce the objects have been grouped, you&ll seethat the individual object&s handles have been replaced by handles forthe entire group. ressing Delete will delete all of the selected objects1choosing 0opy will copy all of the selected objects1 dragging one objectmoves them all as a group, etc.

'o ungroup the objects, clic- on the grouping icon, or select 1n"rou&Objects from the Arran"e menu. Gy the way, if you just want to wor-

with a group of objects for a moment, you need not group them= whenyou have multiple objects selected (and you can see each individualset of handles, any command you apply will aect them all (clic-ingand dragging, for example, will move all the objects at once. 'hedownside of this techni:ue is that as soon as you clic- on any oneobject within the group, the temporarily#grouped selection willdisappear.

Linin" 1& and +ud"in" Objects

'o line up several objects easily, you can select them using the

*$hift#clic-ing techni:ue and then choose the Ali"n Objects command from the Arran"e menu. ('his command will be grayed outunless you have at least > objects selected. If you are wor-ing in 6,you will also have the option to Distribute selected objects. If youwant to move just one object at a time, you can choose the +ud"e command to move the selection just a little bit at a time (an especiallyhandy command if you don&t want to !oom in to a >??J or more view.


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2ou can also nudge objects by holding down the */lt -ey andpressing one of the arrow -eys.

!otatin" and (li&&in" Objects

2ou might want your address text frame turned on its side or yourlightning bolt graphic rotated 45 degrees. 'his is possible through the!otate)(li& submenu of the Arran"e menu. 0hoosing !otate Let will rotate a selected object K? degrees countercloc-wise, whileselecting !otate !i"ht will spin the object K? degrees cloc-wise.0hoosing #usto$ !otate or (ree !otate allows you to choose someother degree of rotation. 6 users can also clic- and drag the circulargreen cursor for an object to rotate it. In addition, to ip an objectalong its 6 or 2 axis to mirror it, choose either the (li& 2erticall* or(li& 3ori4ontall* command from the !otate)(li& submenu.

1sin" 0uides

2ou can also use guides to help you line up objects. In addition tomargin guides, you can also create column guides, for example. 2oucan add such guides by choosing a command for either hori!ontal orvertical guides from the !uler 0uides submenu of the Arran"e menu. 8old down *$hift and drag to move the guide into position. Ifyou prefer, you can also add guides by holding the *$hift -ey and

dragging a ruler guide from one of the ruler bars onto the documentwindow. 2ou can rid yourself of all these guides by selecting #lear All!uler 0uides or by dragging guides one by one o the page.If you need evenly spaced guides, such those that organi!e columns onyour page, then you will probably want to choose La*out 0uides fromthe Arran"e menu. 8ere you can specify margin guides as well asevenly spaced row and column guides. 'hese guides will now appearon every page of your publication. 'o ma-e it easy to align objects with


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your guides, you can turn on the %na& to 0uides option. In >???,choose %na& to 0uides from the Tools menu. In 6, choose To0uides from the %na& submenu of the Arran"e menu.

Picture Dis&la* O&tions

If you have several pictures in your publication, you may notice thatublisher slows down signi%cantly when you&re manipulating thosepictures. 'o speed up your wor-, you can choose display options thatallow you to wor- with the images but don&t slow down ublisher asmuch. @rom the 2iew menu, select the Picture Dis&la* ( Pictures in6 option. Hither the (ast resi4e and 4oo$ or 3ide &ictures optionshould speed up your wor-. 0hanging the display options here changesthe way images loo- on the screen without aecting their print :uality.

The Desi"n 0aller*

Instead of creating complex designs from scratch, you can %nd them inthe ublisher +esign Lallery. @rom the Insert $enu , select Desi"n0aller* Object , then choose a category of design and you canbrowse ready#made objects that you can insert into your owndocument, such as Bastheads and $idebars. 0lic- on a design you li-e,and then clic- on the Insert Object button to insert the design.


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%avin" 5our Own Desi"n

Cow that we -now how to ma-e our own groups of objects li-e thosewe inserted into our documents by means of the +esign Lallery tool,we can enter our own great designs into the +esign Lallery for later

use. /fter grouping objects with the 0rou& Objects command, selectthe Insert menu and then choose the Add %election to Desi"n0aller* command. Cow you can use the nifty logo you made in anyublisher document

Tet (or$attin" and %t*les

Basic (or$attin"

9ust as you&ve learned in our Bicrosoft Word classes and documents,

you can easily format the font, font si!e, font style (bold, italic andMorunderlined and alignment of any text you select by using the@ormatting toolbar or commands available from the @ormat menu. (Ifyou need a refresher, see our Word: Basic Formatting document.Gecause ublisher is a layout program rather than a word#processingprogram (li-e Word, it oers even more options for formatting yourtext.

(ont %che$es

ublisher 6 oers an array of @ont $chemes, a fast way to update the

fonts in your publication without going to the trouble of selecting eachtext box. 'hey&re accessible from the @ont $chemes option on the@ormat menu. 'he choices will appear in the 'as- ane1 for eachscheme, there&s usually a major and a minor font. Bajor fonts are usedfor headings and titles, while minor fonts are applied to regular text. 'oapply a font scheme, select it and clic- on it, or choose /pply $chemefrom the drop#down arrow next to the scheme name. 2ou can alsochoose to +uplicate $cheme1 this is a good idea if you want to ma-e avariation on a default scheme, such as adding italics to the major font. 'hen you can adjust the duplicated scheme by ma-ing the desiredchanges in your publication and choosing the command to Npdate

$cheme to Batch 0urrent ublication from the drop#down arrow. 2oucan also rename or delete schemes as necessary.

Auto(it

2ou may %nd yourself struggling to %t text into a text boxDEFperhaps atitle just isn&t :uite big enough to stretch across the whole page, or astory is a little too big to %t in the available space. /uto@it can solve


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both problems. @irst, resi!e the text box to the desired capacity. Cext,position your cursor inside the textbox, and from the (or$at menuselect the Auto(it Tet submenu. If the text is too small to ta-e up thespace inside the text box (as in the case of a title or heading, selectBest (it . If there is too much text for the available space (and you

don&t want to ma-e the remainder of the story ow into another textbox, select %hrin- Tet on Over6ow . Co matter which of theseoptions you select, whenever you resi!e the text box containing the/uto@itted text, the font si!e of the selected text will automatically beresi!ed to %ll the text box. If you no longer want this feature to changeyour font si!e, select the +one option from the Auto(it Tet submenuon the (or$at menu.

#haracter %&acin"

$ometimes you&ll want to add special eects to some of your text, such

as stretching out a headline across a page. "ather than simply using/uto@it to set the font si!e, you can also use character spacing tochange the appearance of your text. @irst, select the text you want toadjust, then from the (or$at menu select #haracter %&acin" . In thedialog box that appears, you have a number of options. 'o shrin- orstretch text, alter its %calin" settings (either by typing a number intothe %eld or by using the up and down arrows. 'o adjust the spacing fora large bloc- of text, such as a paragraph, adjust the Trac-in" of thetext. 'o wor- on the spacing between only two characters, select7ernin" instead. Lenerally spea-ing, you&ll probably want to leave theautomatic pair -erning setting on, since ta-ing it o may ma-e the

characters of your text s:uish too close together to be legible.Cormally, text below O> pt does not need -erning adjustments.

/s you wor-, ublisher will display a sample of your settings at thebottom of the dialog box. 'o see what these changes would loo- li-e inyour publication, press the A&&l* button. 2ou can ma-e furtheradjustments as needed, and when you&re %nished, press O7 to acceptthem. If you want these options to be available without the hassle of a


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dialog box, you can %how Toolbar to display a toolbar with theoptions for both character and line spacing. Bove the toolbar out of theway by clic-ing on the gray rectangle at its right (>??? or on top (6. 'he options on the toolbar let you reposition the text box, using the x(hori!ontal position and y (vertical position coordinate settings, adjust

its width and height, the angle of rotation, trac-ing, scaling, -erning,and line spacing, respectively. (Cote= >??? users will see a toolbar thatis long rather than tall, but the options are in the same order.

Line %&acin"

2ou can also adjust the spacing between lines (li-e setting doublespacing as well as the amount of space before and after paragraphsby choosing the Line %&acin" command from the (or$at menu.

While the option to set spacing Between lines is available from thetoolbar above, you can only set spacing before and after paragraphs inthe line spacing dialog box. ressing %how Toolbar in this dialog boxhas the same eect as in the #haracter %&acin" dialog.

Indents and Lists


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If you&re wor-ing with a bulleted or numbered list, or if you want to setup indents at speci%c locations in your stories, you can use theIndents and Lists command from the (or$at menu. 'o change theway ublisher is automatically indenting your bulleted or numberedtext, choose the appropriate option. ublisher will display the list type&sdefault settings, which you can then change. 2ou can also set the

indent options for normal (not bulleted or numbered text by choosingthe +or$al option under Indent %ettin"s . @rom the Preset drop#down menu under the Indents section, you can alter a number ofindent types (such as hanging indents, :uotations, or %rst line indents,or even set up a #usto$ indent. In addition, you can select a textalignment from the Ali"n$ent drop#down menu at the bottom of thedialog box. ('hese options are also available as buttons on the(or$attin" toolbar. @inally, the Line %&acin" button is a shortcut tothe Line %&acin" dialog box.

(or$at Painter

7nce you&ve formatted one story completely, you may wish that youcould 3paste3 the special formatting onto several other stories. 2ou cando so with the (or$at Painter8 @irst, select the text whose formattingyou want to 3copy.3 'hen clic- on the @ormat ainter icon in the%tandard toolbar and select the text onto which you want to 3paste3the formatting, and ublisher will transfer the formatting attributes. 'o


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paste formatting onto several stories, double#clic- on the (or$atPainter icon instead of single#clic-ing1 now everything you select willbe changed to the formatting you 3copied.3 'o turn the @ormat aintero, clic- its icon on the toolbar again.

%t*les

If you will need to use the same set of formatting attributes severaltimes in your publication (perhaps because you want all of yourheadings to loo- ali-e, for example then you may want to create a$tyle instead of relying on the @ormat ainter. $tyles are collections offormatting features saved with a name that you choose1 you can thenselect the $tyle you need from the %t*le drop#down menu in the@ormatting toolbar. /ny selected text will then be reformatted to matchthe speci%ed $tyle1 if no text is selected, your paragraph will bereformatted.

'o create $tyles, choose Tet %t*le from the (or$at menu. In thedialog box, choose the option to #reate a new st*le8 In the 0reateCew $tyle dialog box that now appears, you can type in a name foryour style, then set formatting attributes for the text using the %ve


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buttons below the $tyle&s name. ublisher will display a preview of theformatting settings you&ve made on the right side of the dialog box.7nce you&re happy with your settings, press O78 2ou can continuecreating as many $tyles as you&d li-e for your publication. When you&re%nished creating $tyles, clic- the #lose button. /ll of your $tyles will

now appear as options in the $tyle drop#down menu on the @ormattingtoolbar1 you can simply select them to apply the formatting settings toyour text.If you later decide that you want to ma-e further adjustments to a$tyle, simply return to the Tet %t*le dialog box by choosing thatcommand from the (or$at menu, select the $tyle you want to alter,and clic- the option to #han"e this st*le8 7nce you ma-e a changeto a $tyle in the dialog box, all the text formatting in that $tyle in yourdocument will automatically be updated. In this dialog box, you canalso rename or delete styles as necessary (although you won&t be ableto delete default styles that ublisher creates. Gest of all, if you have

set up $tyles for a Bicrosoft Word document, for example, you canimport them into ublisher by choosing the option to I$&ort newst*les8 2ou can then browse your %les for the document whose $tylesyou want to copy (hint= you may have to choose a dierent %le formatin the (iles o t*&e drop#down menu in order to see your Word %les.ublisher will then convert the $tyles and import them into the list thatdisplays in the 'ext $tyle dialog1 you can easily delete any $tyles thatwon&t be necessary for your ublisher document while in this dialog.When you&re %nished, press #lose to return to your document window1you will now be able to select the imported styles from the $tyle drop#down menu on the @ormatting toolbar.

ublisher 6 users will see a slight dierence in the presentation ofthese options= the command from the (or$at menu is called %t*lesand (or$attin", and the list of styles displays in the 'as- ane ratherthan in a separate dialog box. Geneath the list of styles, you&ll seeoptions to display /ll $tyles or just those $tyles in use, a button thatallows you to choose a document from which to import styles, and abutton that will set up a new style, if desired. 2ou can see the

attributes of each style simply by loo-ing at the examples listed in theTas- Pane8 'o change any attributes of a style, clic- on the drop#downarrow next to the name of the style and select the odi* command toaccess formatting options. 'o apply a style to a story, select the storyand then clic- on the name of the style in the 'as- ane. In case ofdisaster, the %rst $tyle listed is usually #lear (or$attin", whichreturns your selection to the default text settings. When copying ormoving text, ublisher 6 will often display a aste icon next to the


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selection1 clic-ing on the drop#down arrow next to the icon will provideyou with the choice of copying the text and formatting into theselection, or simply the text.

Dro& #a&s

'o create an oversi!ed beginning letter for your story li-e those in fairytales, choose the Dro& #a& command from the (or$at menu. 7n the

+rop 0ap tab that initially appears, you can select from a variety ofdrop cap styles that will apply to the %rst letter of your story. 'o seehow your story will loo- with a particular style, select it and press theA&&l* button. $hop around (try scrolling to the right until you %nd theoption you li-e best, then press O7 when you&re done. If you areloo-ing for some fancier options, you may want to loo- at the #usto$Dro& #a& tab. 8ere you can set the height of the drop cap, the si!e ofthe letters (in line height, and even how many letters should be in thedrop cap format. 2ou can set your own font, font style, and color, too.

$hould you decide later that you don&t want the text to be in drop capformat, go to the (or$at menu. 2ou&ll now see a command that says


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#han"e Dro& #a&8 In the +rop 0ap dialog box, press the !e$ove button to eliminate any drop caps in your current story.

9or-in" with Tet and %ha&es

If you are wor-ing with ublisher >??? and you want to place text3inside3 a shape, then you will have to go through several steps to getyour text to %t. 2ou will need to create both an object frame (for thecircle and a text frame in which to type your text1 then you&ll need toadjust the text frame&s %ll color by choosing +o (ill from the (ill #olordialog box (available from the (or$at menu. 2ou still may need tocomplete some adjustments to get the text properly lined up with thecircle (try using /uto@it to help you as you wor-. If you need to movethe object and text, you&ll have to group them %rst.

ublisher 6 ma-es the process less messy, since you can simply begintyping once you clic- and drag out an /uto$hape in your publication. 'he text will automatically be added in a text frame associated withthe shape, and the two are lin-ed together so that any changes youma-e to the /uto$hape will automatically cause an adjustment to thetext frame. 2ou can also use /uto@it here to ma-e ublisher do the

wor- of resi!ing your text.

ail er"e

If you&re creating certain types of publications, ublisher will oer youthe option of adding a space for your customers& mailing addresses. 2ou can then import a data source you&ve already created or ma-e up aublisher address list using options from the ail er"e menu inublisher >???1 ublisher 6 users can select the ail er"e 9i4ard option from the ail er"e submenu of the Tools menu. @or moreinformation on using a Bail Berge, see the document Word XP/2000

Merging. While the Bail Berge feature can be a handy time#savingdevice if you&re printing out a small number of brochures, -eep in mindthat you&ll have to print each brochure (or at least one page of it onyour printer rather than being able to photocopy them. +epending onthe cost of your printer&s toner cartridge compared to that of yourphotocopier, you may %nd it more cost#eective to perform a BailBerge onto labels and simply photocopy your ublisher document.


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#reatin" a Te$&late

7nce you&ve done all the wor- of creating a publication with theappropriate layout and image elements, you may want to save it forfuture wor-. If, for example, you publish a monthly newsletter, then it

would be helpful to be able to simply enter new content in the layoutyou&ve set up. When you save a publication as a template, you cancreate a new document based on that template without aecting theoriginal document (i.e., last month&s newsletter. 'o save yourpublication as a template, choose %ave As from the (ile menu. In the%ave as T*&e drop#down menu at the bottom of the dialog box, selectPublication Te$&late8 ublisher will automatically locate the 'emplates folder on your computer, and when you press %ave, you&llsave your publication into that folder. When you&re ready to use thetemplate to create a new publication, choose the +ew command fromthe (ile menu. In ublisher >???, loo- at the bottom of the 0atalogdialog box for the Te$&lates button, then clic- it. In ublisher 6,choose the (ro$ Te$&late option under the +ew category on the 'as- ane. In both cases, you can then select the template you createdfrom the 'emplates folder, where it was saved.

The Bac-"round)aster Pa"e

@or elements that you want repeated on each page, such as pagenumbers or logos, you&ll need to use ublisher&s Gac-ground (in >???or Baster age (in 6. 'o wor- on the bac-ground, go to the 2iew

menu and choose 0o To Bac-"round (>??? or aster Pa"e (6.7bjects you create here will appear on every page unless you indicateotherwise. 2ou can get bac- to wor-ing on page#speci%c items byreturning to the Piew menu and choosing 0o To (ore"round (>???or re#selecting Baster age (6. 2ou can use the Gac-groundMBasterage for things li-e...

• Pa"e +u$bers: /lthough it&s possible to place page numbersoutside the Gac-groundMBaster age, to ma-e sure that yourpage numbers show up in a uniform position, you&ll want tocreate them in the Gac-groundMBaster age. Lo to the

Gac-groundMBaster age and create a text frame where you wantto place the page numbers. 'hen from the Insert menu, selectPa"e +u$bers8 ublisher will insert a pound sign (Q to indicatethe placement of the number1 when you return to the@oregroundMregular view, you will see that the pound sign hasbeen converted to the appropriate page number. @ol-s who arecomfortable with headers and footers from Bicrosoft Word may


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want to use 6&s options for 3eader and (ooter, available fromthe 2iew menu.

• 9ater$ar-s: erhaps you are interested in putting some sort of text (li-e 3+"/@'3 or 3'7 $H0"H'3 or a light#gray logo in thebac-ground. 'o do so, go to the Gac-groundMBaster age and

create a text frame or picture frame (even, perhaps, a Word/rtframe with the desired text or logo. 2ou li-ely want to be able toread the text in the rest of your publication over the watermar-,so you&ll probably need to change your text or image color togray. Nse the options on the @ormatting toolbar to adjust thecoloring of the watermar- object. In addition, you may need toset the %ll color of your text box to +o (ill8 'o ma-e thewatermar- object stretch across the entire publication, use theresi!ing handles for the object and rotate or ip it as needed.

• 3idin" Bac-"round Objects on #ertain Pa"es: It might be

the case that you want recurring headers, page numbers orwatermar-s on some pages, but not on others. Cot to worry= it issimple to suppress Gac-groundMBaster age objects for individualpages. $imply go to the page where you want to suppress theGac-ground objects, clic- on the

•

•

•

•

• 2iew menu, and choose I"nore Bac-"round (>??? or I"noreaster Pa"e (6. Co Gac-groundMBaster age objects willdisplay for this page. 'o return them to view, select this optionagain. Cote= ignoring the Gac-groundMBaster age is an all#or#nothing proposition. 2ou can&t maintain the watermar- while youhide page numbers, for example.

MS Publisher ships with over five thousand clipart images and photographs. You can insert any of

these into your publication.

However, for an even more dramatic and creative look, why not "layer" two or more images

!f you plave two images on top of each other, the second image will obscure the first. However,you can achieve really eyecatching results by deciding which of the images should be on top.#ike this...


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Here we have two graphics, a $uill pen and a letter, butthe letter is obscuring the pen, making the graphicunusable.

%otice that the #etter graphic is selected. &hat we needto do is to send it to the back, so that the $uill can be on

top.

'lick on the "Send to (ack" tool on the top toolbar whichlooks like this)

*nd suddenly your graphic takes on a whole new clarity+

%otice, when you use the "Send to (ack" or "(ring toront" tools, the top graphic becomes "transparent" anddoes %- totally obscure the graphic beneath it/

!f you place a te0t bo0 on top of a picture, it won1tautomatically become transparent. !n that case, to allowthe picture behind to show through, press the Ctrl + Tkeys simultaneously.

MICROSOFT PUBLISHER !!!

STARTING MICROSOFT PUBLISHER 2. 1. Click on Start Button3. 2. Move your pointer up to programs.4. 3.

5. Move your pointer over and up to(or down to) Microsoft u!lis"er

6. #. Click on Microsoft u!lis"er.

MICROSOFT PUBLISHER CATALOG

7. $. %"e first window t"at opens is t"e Microsoft u!lis"er Catalog. %"eu!lis"er Catalog is a visual directory of pu!lication designs. &t appears eac"time you start u!lis"er 2'''. ou can use t"e catalog to open an eisting

pu!lication or to create a new one.


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CREATE A QUICK PUBLICATION

8. *.

9. Click on t"ePublic"tions b#

$i%"r& ta!.

:. +. Click on ,uick

u!lications int"e -iard

pane.

2;. /. &n t"e pane on t"e

rig"t0 scroll down

until you find t"eBorders ,uick

Clicking on t"ePublic"tions b#

$i%"r& ta! allows youto personalie

pu!lications !y usingwiards.

Clicking on t"ePublic"tions b#

Design ta! allows youto create a set of

pu!lications (letter"ead0

!usiness cards0

!roc"ure) wit" acommon t"eme.

Clicking on t"e Bl"nk

Public"tions ta! allows

you to create a pu!lication from

scratc".

Clicking on t"eE'isting Files !utton

allows you to work on a

pu!lication you "ave

already started.


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u!lication. Click

on t"e pu!lication.

22. . Click on t"eStart -iard

!utton.

23. 1'. -"en t"e following window opens0 click on t"e !utton.

24. 11. %"e net window t"atopens allows you to c"angeyour personal information.

Since you are not working on

your own computer0 click on

t"e Cancel !utton( $hen

#ou cre"te " Publisher

&ocu)ent on #our o*nco)puter+ #ou c"n t"ke the

ti)e to co)plete this

person"l in,or)"tion(

25. 12. %"e net steps will take you t"roug" t"e -iard.

a. a. 4ead t"e introduction in t"e ,uick u!lication -iard pane.b. !. Click on t"e 5et !utton located at t"e !ottom of t"e pane.c. c. %"e net wiard pane allows you to pick t"e color sc"eme for your

pu!lication. Click on t"e 5et !utton. ou can always c"ange t"e color

sc"eme later.d. d. %"e net wiard pane allows you to pick t"e layout for your

pu!lication. 4ead t"roug" t"e list of possi!le layouts. Select si&eb"rhe"&ing+ picture "t botto) and click on t"e 6inis" !utton at t"e !ottom

of t"e pane.


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THE PUBLISHER WINDOW

3. 13. 6ind eac" of t"e following components in t"e u!lis"er window.

THE TOOLBARS 4. 1#. Screen%ips

%ool!ars

ffice 7ssistant

-iard

-iard

ptions

"ow89ide

-iardage &con u!lication in main window


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-"en you move your pointer on top of any !utton on t"e tool!ars0 a small !o

appears wit" t"e name of eac" !utton. %"e !o is called a Screen%ip.

5. 1$. %"e Menu B"r contains a list of menus t"at will "elp you create0 edit0 andformat pu!lications.

7s you click on eac" menu0 additional options appear. :ac" option can s"owmore c"oices0 depending on w"at you are doing in u!lis"er 2'''. &f a menuoption looks faded (is grayed out)0 t"e option is not currently availa!le to you0 !ut

it will !e availa!le for ot"er activities. %"e options t"at are displayed w"en you

click on a !utton are t"ose t"at were recently used. %o view all availa!le optionson t"at menu0 "old your pointer over t"e list for a couple of seconds or click on

t"e dou!le arrow ( ) at t"e !ottom of t"e list.

6. 27. he Standard toolbar contains buttons that give you $uick accessto Publisher 3;;;


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aste selection S"ow89ide special

c"aracters

C"ange

magnification0

oom in and out

Move your pointer over each button. * Screenip should appeardisplaying the button name. he name gives you a clue as to the function.

7. 1+. %"e For)"tting Toolb"r contains !uttons t"at c"ange depending on w"attype of frame is selected.

-"en a frame containing tet is selected t"e following !uttons s"ould appear on

t"e formatting tool!ar;

Click on a frame in your document t"at contains tet. C"eck t"e formattingtool!ar to see w"at !uttons appear. Move your pointer over t"e !uttons to review

t"eir names. %"e !uttons on t"is version of t"e ,or)"tting toolb"r allow you to;

'hange the Style

!ndent te0t to the left

C"ange t"e type of 6ont

&ndent tet to t"e rig"t

C"ange t"e font sie

=ecrease font sie

Make t"e tet !old

&ncrease font sie

Make t"e tet italics

C"ange fill color

ustify

4otate selection to t"e left

7dd num!ered list

4otate selection to t"e rig"t

7dd !ullets


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-"en a frame containing a picture is selected0 t"e following !uttons s"ouldappear on t"e formatting tool!ar.

Click on a frame in your document t"at contains a picture. C"eck t"e formatting

tool!ar to see w"at !uttons appear. Move your pointer over t"e !uttons to reviewt"eir names. %"e !uttons on t"is version of t"e ,or)"tting toolb"r allow you to;

'rop the picture C"ange line or !order style

:dit irregular wrap points C"ange frame properties

-rap tet to frame 4otate to t"e left

-rap tet to picture 4otate to t"e rig"t

C"ange fill color 6lip "oriontally

C"ange line color

6lip vertically

8. 1/. %"e Ob-ects toolb"r0 located on t"e left side of t"e screen0 contains !uttons t"at "elp you create frames0 place o!?ects0 and format for t"e we!.

Move your pointer over eac" !utton. 7 Screen%ip s"ould appear displaying t"e

!utton name. %"e name gives you a clue as to t"e function.

PointerTool

Table (ra$eTool

Picture (ra$e

Tet (ra$e Tool

9ordArt (ra$e

#li& 0aller* Tool

Line Tool

!ectan"le

Oval

#usto$


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ASKING FOR HELP !OUR OFFICE ASSISTANT

9. 1. Microsoft u!lis"er 2''' "as an etensive "elp system and can @uicklyfind answers to @uestions as you work. u!lis"er 2''' "as an office assistant t"at

can answer @uestions0 give you "elpful tips0 and display alerts t"at "elp youimprove your productivity. -"atever your task0 t"e office assistant can "elp you.

:. 2'. 6ind your office assistant. %"e defaultoffice assistant is t"e paper clip (Clippit).

&f your office assistant is not present0

you can click t"e "elp !utton

on Standard %ool!ar and your officeassistant will appear.

2;. 21. Click on t"e office assistant. Click in t"e space w"ere t"e p"rase A%ypeyour @uestion "ere0 and t"en click Searc" is located. %ype your @uestion and

click on t"e Searc" !utton. -"at appears net is a list of options. Click on yourc"oice or click on t"e see more option at t"e !ottom. 7 "elp window will open

giving you step!ystep instructions for completing t"e task.

22. 22. ou can c"ange your ffice 7ssistant !y;

• • 4ig"t mouse click on t"e office assistant• • Move your pointer down to C"oose 7ssistant

• • Click on C"oose 7ssistant

• • Click on t"e .e't or B"ck !uttons to view

t"e availa!le assistants.

• •


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• Click O/ once you find an assistant you like or

click C"ncel to keep t"e current assistant.

SA"ING !OUR PUBLICATION 23. 34. o save your publication for the first time,

you need to)

• • 'lick on the ile button on the menu bar

• • Move your pointer down to Save *s=

• • 'lick on Save *s..

24. 35. he ne0t window that opens allows you to determine where tosave your publication. Save your file on the hard drive >')/ or in yourfolder under userbhs on ?@disonA >H)/.

H"r& Dri0e o, the

co)puter #ou "re

currentl# using

Ser0er ,or BHS users

Loc"te& in the

technolog# o,,ices

Buil&ing "n& Ser0er1

(HS @

(BHS @(ent

'Stevenson M-akland !rving


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25. 36. -nce you have decided where to save your publication, you willneed to type in the name of your publication in the F#l$ na%$& bo0 andclick the Sa'$ button.

26. 37. Periodically,your office assistantwill remind you thatit is time to saveyour publication.

&hen it is time tosave, the dialog bo0at the right willappear.

27. 38. You need to

click yes if you wantto save thepublication or click%o if you do notwant to save at thistime.

MODIF!ING !OUR PUBLICATION

28. 2/. C"ange t"e 9eading

• • 9ig"lig"t (click and drag your mouse over) t"e word 9eading.


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• •

• %ype in 7rt Clu!.

29. 2. C"ange t"e message.

• • 9ig"lig"t t"e tet Alace your message "ere. 6or maimum impact0 use

two or t"ree sentences.

• • %ype in Tues&"#2s and "it t"e enter !utton

• • %ype in 13! p()( and "it t"e enter !utton.

• • %ype in Roo) 453 and "it t"e enter !utton.

2:. 3'. C"ange t"e font.

• • 9ig"lig"t t"e tet you want to c"ange.

• • Click on t"e down arrow net to t"e current font.

• • 7 list of t"e fonts availa!le on your computer s"ould appear. 5otice t"at

t"e list gives you a preview of w"at t"at font looks like. Scroll down until you

find a font you like. Click on t"e font of your c"oice.

3;. 31. C"ange t"e alignment of t"e tet

• •

• 9ig"lig"t t"e tet.

• • Click on one of t"e alignment !uttons.

32. 43. 'hange the font color)

• • Highlight the te0t.

• • 'lick on the ont 'olor button on the formatting toolbar.

• • he menu that opens allows you to)


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Pick a color from the

current color scheme Pick a different color

scheme Pick a color from the color

palette >More 'olors../ Pick a ill @ffect

33. 44. 'hange the frame fill color)

• • Select a frame by clicking anywhere on or in the frame.

• • 'lick on the ill 'olor button on the formatting toolbar.

• • he menu that opens allows you to)

Select %o ill

Pick a color from the

current color scheme Pick a different color

scheme Pick a color from the color

palette >More 'olors../ Pick a ill @ffect

34. 45. 'hange the border style)

• • Select a frame by clicking anywhere on or in the frame.

• • 'lick on the #ineC(order Style button on the formatting toolbar.

• •


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• he menu that opens allows you to select from various preset line and

border styles

• • he Mor$ St(l$) selection gives you two options. 'lick on the

L#n$ Bord$r tab to change the line thickness and color. 'lick on theBord$rArt tab to use a design as your border. he Bord$rArt windowis shown below)

35. 46. DesiEing a frame)


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• • 'lick on the frame with the message regarding the meeting day,

time, and location.

• • %otice that a thin gray line defines the boundaries of the frame and

that a black s$uare is displayed at each corner and half way along

each side. hese black s$uares are called selection handles.• • &hen you position your pointer over a

selection handle, your pointer changes tothe resiEe pointer.

• • -nce the resiEe pointer is displayed,

you can click and drag the frame to adifferent siEe.

• • DesiEe the message frame.

36. 47. Moving a frame)

• • 'lick on the frame with the message regarding the meeting day,

time, and location.

• • Position your pointer over the gray

frame outline. he pointer should changeto the move pointer.

• • &hen your pointer changes to the move

pointer, you can click and drag the frame toa different location. You can even drag the

frame to the gray work area surroundingyour publication.

• • Move the message frame so that it is centered vertically on the

right side of the document.

37. 48. 'hanging a picture)

• • R#*t %o,)$ click on the picture frame.

• • Move your pointer up to Can*$ P#-t,r$.

• • Move your pointer over to P#-t,r$.• • Move your pointer over to Cl#/ Art.

• • 'lick on 'lip *rt.


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• • he In)$rt Cl#/ Art window should open. he clip art is organiEed

into several different categories. You could pick a category andbrowse through the clip art in that category. he clip art window allowsyou to search for clip art. ype art in the Search for clips bo0 and hitthe enter key.

• •

• Scroll through the clip art.

'lick on the clip you want toinsert into your publication.&hen you click on the clip,another window opens givingyou the option to 2/ insert the


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clip, 3/ preview the clip, 4/add the clip to your favorites,or 5/ find similar clips. 'lickon the In)$rt Cl#/ icon.

• • he 'lip *rt window doesnot close once you insert aclip. o close the window,click on the F in the upperright hand corner of thewindow.

38. 49.

39. *dd a frame)

• • ind the Ob0$-t) Toolbar on the left.

• • ind and click on the icon

for the Cl#/ Gall$r( Tool.

• • Move your pointer to your

where you want to insert anew frame on your

publication.• •

• 'lick and draw a bo0 forming

the outline of the new frame.

• • he !nsert 'lip *rt window

will open automatically whenyou release your mousebutton.

• • Select another graphic to

add to your publication.• • ollow the same

procedure when adding a te0tframe, table frame, &ord*rtframe, picture frame, and thevarious shapes.


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3:. 4:. @diting the (order)

• •

• 'lick on the blue, yellow, and

orange border in yourpublication.

• • %otice that a button

appears along the bottom ofthe publication.

• • Move your pointer over

the button and you will seethat this is a wiEard button.

• •

• 'lick on the wiEard button and

a Bord$r) Cr$at#on W#1ard window opens.

• • his window gives you

different options for borders inthis design.

• •

'lick on the options andnotice how the borderchanges.

• •

• You can make additional

changes to the border by right

mouse clicking anywhere onthe border.

• • &hen the window opens,

move your mouse down to'hange Dectangle.

• • *nother window opens

giving you the option ofchanging the fill color, the line


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color, the lineCborder style, oradding a shadow.

• • @0periment with these

options.

PERSONALI2ED CERTIFICATES WITH MAIL MERGE Part 3& Cr$at$ an E4-$l Do-,%$nt

2. 2. Start Microsoft @0cel.3. 3. !n 'ell *2 type irst%ame.

4. 4. !n 'ell (2 type #ast%ame.5. 5. !n 'ell '2 type Gate.6. 6. !n 'ell G2 type Hours.7. 7. !n 'ell @2 type *ctivity.8. 8. ype in the first name, last name, date, hours, and activity

for each participant.9. 9. Sa'$ the document to your hard drive or to your folder on

@dison.:. :. (efore you close @0cel, notice that the first row of your

spreadsheet contains the headings for each column.2;. 2;.

22. *lso notice that this @0celdocument contains threesheets and your data isfound on sheet 2 unlessyou switched sheets. Youshould be able to see tabsfor each sheet in the lower left hand corner of thewindow. You will need toremember which sheet

contains your information.23. 22. 'lose @0cel.

Part II& D$)#*n a C$rt#5#-at$

24. 23. Start Publisher.25. 24. nder the Publications by &iEard tab, select A6ard

C$rt#5#-at$).


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26. 25. %otice you can select a certificate for printing on plain paper or on special paper. Scroll through the possible designs and selectone you like.

27. 26. 'ustomiEe the certificate if necessary.28. 27. Save the blank certificate to your hard drive or your folder

on @dison. Part III& Ma#l M$r*$

29. 28. -pen your blank certificate.2:. 29. 'lick on Ma#l M$r*$ on the menu bar.3;. 2:.

32. Move your pointer down to O/$n Data So,r-$. 'lick on -pen GataSource.

33. 3;. he ne0t window wants to know what type of data sourceyou will be using. Since we created our data source in @0cel youwill need to click on the second option I M$r*$ #n5or%at#on 5ro%anot$r t(/$ o5 5#l$.


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34. 32. he ne0t window that opens wants to know where to lookfor your data source. You need to do three things at this window.You will need to select Microsoft @0cel >J.0ls/ in the iles of type)bo0.

35. 33. %ow you need to select the drive or folder where you savedyour data source. -nce you have found your data file, you need toclick on the file and then click open.

36. 34.

37. *fter you open your datasource file, your officeassistant will want to knowif you want to use theentries in the first row ofyour data as filed names.


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!f you followed in thedirections in Mail MergePart !, then you need toclick on Yes.

38. 35. he ne0t windowthat opens wants to knowthe name of the sheet ortable that contains theinformation you want tomerge. !f you followedthe directions in Part ! youshould enter )$$t3.'lick on the -K button.

39. 36. he ne0t windowthat opens has a list of the

field names you can insertinto your certificate.

3:. 37. Highlight the area where you want to insert the participantLsname.


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4;. 38. 'lick on F#r)tNa%$ in the !nsert ields window and then

click on the In)$rt button. %otice that irst%ameNN appears onthe certificate.

42. 39. Press the space bar to insert a space between the first andlast names of the participant.

43. 3:. 'lick on La)tNa%$ in the !nsert ields window and click onthe !nsert button.

44. 4;.

'ontinue to insert the other fields in the appropriatelocations on the certificate.45. 42. he picture below shows what the e0ample certificate would

look like once all the fields have been inserted into the publication.You can close the !nsert ields window.


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46. 43. %ow you are ready to merge the information. 'lick on Ma#l

M$r*$ on the menu bar. Move the pointer down to M$r*$ andclick.

47. 44. he window that opens ne0t allows you to preview each

merged document. he arrows on this window allow you to movethrough the merged documents one document at a time or to skipto the beginning or end of the list.


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48. 45. he last step would be to print the merged documents.'lick on F#l$ on the menu bar. Move your pointer down to Pr#nt

M$r*$. Select the printer and click -K.

MORE HELP AND IDEAS ONLINE TUTORIALS

M#-ro)o5t P,bl#)$r 7888 In and O,t o5 t$ Cla))roo%http)CCwww.microsoft.comCeducationCtutorialCclassroomCpub3kCdefault.asp

Tabl$ o5 Cont$nt)

Introd,-t#on -"atDs in t"is !ook

5ew for 2'''

G$tt#n* !o,r B$ar#n*) Eearn "ow desktop pu!lis"ing can !e used across t"e curriculum.

Start u!lis"er and !egin a new pu!lication.

Create a onepage pu!lication wit" t"e ,uick u!lication -iard.


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Create an ac"ievement certificate for special donors.

Desktop Publishing Lecture Notes

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Transcript of Desktop Publishing Lecture Notes