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Advanced Microsoft® Word 2003: Desktop Publishing

Chapter 4

Creating Personal Documents

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Performance Objectives

  • Upon successful completion of Chapter 4, you will be able to create compact disc face labels, compact disc case covers, calendars, personal address labels, personal stationery and envelopes on odd-sized paper, and certificates.

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Form field





Unprintable zone

Desktop Publishing Terms

 Click a link to advance to the related slide. 

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Calendar Wizard

Drawing canvas

Drawing Grid

Drawing toolbar

Envelopes and Labels

Fill effects

Form fields

Group and ungroup

Header and Footer

Ink mode

Language bar

Microsoft Office Online Templates Web page

Page Border


Rotate or flip


Shadow Effects



Text boxes

Text fields

Text wrapping




Writing Pad

Word Features Used

 Click a link to advance to the related slide. 

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Creating a Compact Disc Label

  • Use Word’s label feature or the Microsoft Office Online Templates Web page

click File, New

click the link

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Working with Placeholders in Templates

  • Placeholder: A reserved area on a page where an object, image, or text is to be entered.

  • Templates contain various placeholders in the form of text boxes.

  • Occasionally, you may need to resize an image and/or crop.

  • Crop: To trim horizontal and vertical edges off a picture.

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Adding Fill Effects

double-click the text box border

click tab



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Creating a CD Face Label

  • There are several label templates available from the Microsoft Office Online Templates Web page.

  • Print a hard copy before printing on an actual label.

  • You will be able to format vivid color pictures and text that print to the edge.

  • Bleed: When an element on a page prints to the edge of the page, extends beyond the trim edge, and leaves no margin.

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Creating a Personal Calendar

  • Used for organization or as a marketing tool.

  • Create using one of three methods:

    • Microsoft Office Online Templates Web page

    • Tables feature

    • Calendar Wizard

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Sample Calendar Templates from Microsoft Office Online

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Using the Calendar Wizard

  • Click File and then New.

  • Click the On my computer hyperlink.

  • Select the Other Documents tab.

  • Double-click the Calendar Wizard icon.

  • Proceed with making choices from the prompts.

  • Click the Next button to advance to the next screen.

  • Click Finish when the calendar is complete.

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Calendar Wizard Template Types

Boxes & Borders



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Replacing a Picture in a Calendar

  • The default picture is Cityscpe.

  • The picture is in a placeholder.

  • Select the picture and press Delete.

  • Insert your own picture.

  • If you want to add a watermark, insert the image in a header or footer and apply the Washout setting.

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Entering Information in a Calendar

  • Click where you want to insert the text and then start typing.

  • Press Tab to move forward and press Shift + Tab to move to the previous date.

  • Remember that the calendar is formatted in a table.

  • Select cells, rows, or columns and apply different styles and alignments.

  • Add WordArt to create an interesting focal point.

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Adding a Shape to a Calendar

  • Create a variety of shapes by using the AutoShapes tools on the Drawing toolbar.

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Troubleshooting Calendars

  • If the bottom line does not print, you may have to make adjustments.

  • Unprintable zone: An area where text will not print.

  • Increase or decrease the top and/or bottom margins, or use a smaller font size.

  • Another option is to draw a line using the Line tool on the Drawing toolbar.

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You may want to deselect the Snap objects to grid option.

Drawing Grid Dialog Box

click Draw, Grid

click to remove the

check mark

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Arranging Drawing Objects to Enhance Personal Documents

  • Suggestions on enhancing a calendar include:

    • moving and placing objects precisely

    • using the drawing canvas to align drawing objects

    • resizing autoshapes to fit text

    • stacking objects

    • grouping objects

    • rotating and flipping objects

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Moving and Placing Objects Precisely

  • Click the object and then drag it, use the arrow keys, or use the Draw, Nudge command on the Drawing toolbar.

  • Nudging: To move an object by small increments (points).

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Using the Drawing Canvas to Align Drawing Objects

  • Helps you arrange a drawing in your document.

  • Works similarly to the grouping feature.

  • To turn off temporarily, press the Delete key before drawing the object.

  • To turn off permanently:

    • Click Tools and the Options.

    • At the Options dialog box, select the General tab.

    • Click the check box at the left of Automatically create drawing canvas when inserting AutoShapes.

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Resizing AutoShapes to Fit Text

select the text box

click Format, Text Box

click tab

click to insert a check mark

use for text wrapping

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Stacking Objects

  • Stacking: Drawing an object on top of another.

  • Rearrange the objects using the Drawing toolbar.

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Grouping Objects

  • Grouping: Combining objects as a single unit.

  • To group drawing objects:

    • Hold down the Shift key as you click each object.

    • Click the Draw button on the Drawing toolbar.

    • Click Group.

ungrouped objects

grouped objects

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Rotating and Flipping Objects

  • To rotate or flip objects:

    • Select the object or grouped objects.

    • Click the Draw button on the Drawing toolbar.

    • Point to Rotate or Flip.

    • Click the option you want.

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Creating Personal Return Address Labels

  • Click Tools, Letters and Mailings, Envelopes and Labels.

  • Insert clip art in a text box. Be creative:

    • initials in a fancy font

    • seasonal clip art

  • Create another text box containing the return address.

  • Select each text box, hold down the Shift key, and then click each box.

  • Click Draw and then Group.

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Creating Personal Return Address Labels…/2

  • Select first cell and copy to second and third cells.

  • Select first row and click Copy button.

  • Position insertion point in second row.

  • Click Edit and then Paste Rows.

  • Press F4 to repeat last command until page of labels is filled.

  • Delete any empty rows.

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Creating a Certificate

  • Used to show recognition and promote excellence for:

    • diplomas

    • coupons

    • warranties

    • special event awards

    • program completion awards

    • special-offer documents

  • Use high-quality paper in conservative colors.

  • Use preprinted borders, ribbons, seals, jackets, and shadow effects.

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Using Certificate Templates from Microsoft Office Online

  • The Microsoft Office Online Templates Web page provides several certificate templates created in either PowerPoint or Word.



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Adding a Page Border

  • You can select one of the standard line borders or a picture border.

click Format, Borders and Shading

click tab

click to select a picture border

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Inserting Text Fields

  • Form: A protected document that includes fields where information is entered.

  • Form field: Locations in a document where text is entered, a check box is turned on or off, or a drop-down list is accessed.

  • Use the Forms toolbar to insert form fields and protect the document.

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Using Handwriting in Word

  • The handwriting interface allows you to enter handwritten characters using a writing pad and pen (mouse).

  • The handwritten object is a graphic object.

  • You can format the object using standard formatting methods such as:

    • changing the point size

    • applying bold and italics

    • changing the color

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Using Handwriting in Word…/2

  • To create handwritten characters:

    • Access the Language bar by clicking Tools and then Speech.

    • Click the Handwriting button and then click Writing Pad.

    • Click the Ink button in the Writing Pad window to turn on the Ink mode.

    • Write your name by pressing the mouse button and dragging.

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Writing Pad

Ink button

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Creating an AutoText Signature Entry

  • After writing your name, complete the following steps:

    • Select your Ink object.

    • Click Insert, point to AutoText, and then click New.

    • At the Create AutoText dialog box, type a name and then click OK.

    • Type the name and then press F3 or press Enter anytime you want to insert your signature into a document.

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Creating a Signature Using AutoShapes

  • Click the AutoShapes button on the Drawing toolbar.

  • Point to Lines.

  • Click the Scribble button.

  • Write your name by dragging the pen.

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DTP Pointers

  • Crop to maximize the impact of an image.

  • Use scanned photos of family, friends, or pets in your personalized calendar.

  • Use your initials in a fancy font on your personal address labels.

  • Use seasonal clip art for interest on your labels.

  • Showing Gridlines from the Table menu helps you position text and graphics in a label.

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DTP Pointers…/2

  • Use high-quality paper in conservative colors for business certificates.

  • Preprinted papers add interest and professional appearance.

  • Use an appropriate border.

  • Use the Drawing Pad to create a signature that can be moved and edited using the Picture toolbar.

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Commands Review

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Commands Review…/2

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Commands Review…/3

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