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Microsoft Publisher 2000 Publishing Software Before You Start What is the purpose? Define you audience Friends, clients, mass audience Define your look Causal, elegant, businesslike Define your goals What do I want to say Define your tone Informational, urgent, fun, bold

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Microsoft Publisher 2000

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Microsoft Publisher 2000

Publishing Software


Before You Start


What is the purpose?

  • Define you audience

    • Friends, clients, mass audience

  • Define your look

    • Causal, elegant, businesslike

  • Define your goals

    • What do I want to say

  • Define your tone

    • Informational, urgent, fun, bold


What are your tools?

  • How good is your printer?

    • DPI?

    • Color capable?

    • Outside printer?

  • How good is your paper?

    • How much are you willing to spend?

    • Detailed graphics need good paper


Look for examples

  • Look for effective presentations, ads, handouts

  • Keep a file of styles you like

  • Be careful of proprietary designs

    • Publisher designs are fine

  • Play with existing designs to create your own designs


Design

  • Keep it simple

    • Simple graphics: Start button for Microsoft, Nike

    • Simple text: short sentences, bite sized chunks

  • Keep it specific

    • Don’t try to reach everyone

    • Target your audience, then talk to it


Be consistent

  • Use same family of fonts

    • Sans serif for headings (good for bold impact)

    • Serif for body text (serifs move the eye to next letter)

  • Same margins, spacing between elements

  • Repeated elements--page numbers, headers, footers--in same place, same size


Emphasis

  • Use graphics as punctuation

  • Emphasize what’s important

  • One dominant visual element per page, or 2-page spread

    • A headline

    • One large picture, or group of smaller pictures

    • Drop caps, pull quotes


Basics


What is Publisher?

  • Desktop publishing software

  • Combines text and graphics for publication

    • Brochures

    • Flyers

    • Newsletters

    • Greeting cards

    • Business cards

  • WYSIWYG (wizzy-wig) program - What You See Is What You Get!


WYSI not always WYG

  • What’s on your screen will not translate exactly

    • Variations in monitor colors

    • Variations in fonts

    • Limitations of your printer

    • Limitations of your paper

  • Test with your own computer, printer, paper

  • Find your range - print photos, complex graphics, simple graphics


Open it

  • Start

  • Publisher

  • Drag it onto desktop for shortcut icon


Three basic approaches

  • Three tabs in 2000 (pulldown menu in 2002)

    • Publication by Wizard

      • Guides you through the decision process

    • Publication by Design

      • Choose a design set or create a template

      • All publications (letterheads, cards, invoices) share same design elements

    • Blank Publications

      • From scratch

      • Gives help when you need it (layout, orientation, design)

  • File, New to get these tabs back at any time


The Publisher Window

  • Title bar

  • Menu bar

  • Standard toolbar

  • Publisher toolbar

  • Quick Publication wizard pane

  • Publication window

  • Scrollbars

  • “Hide wizard” button

  • Status bar


The Wizard Approach


Publication Wizard

  • File, New, Publications by wizard

  • Select category (browse with arrow button)

    • Styles appear on right

    • Normal (brochures, calendars) to bizarre (airplanes, origami)

    • Scroll down to see all styles

  • 2-click style to start process


Wizard is very jealous!

  • If you work in publication window directly, it will interrupt you

    • Can become very annoying

    • Click finish to make it go away

  • Questions differ depending on which type of publication you’re building


Color scheme

  • Click “next” to get past initial explanation

  • Wizard will list color schemes

  • Preview scheme by clicking it

  • When you decide, select, click next


Page layout

  • Paper size: letter or legal

  • Page orientation:

    • Portrait or landscape


Placeholders

  • Publisher can hold a place for different elements to be added later

    • Will hold place for a picture, a logo, a letterhead

      • Placeholder will resize to fit graphic

      • Best not to stretch or resize too much in Publisher – image will degrade quickly

      • Manipulate in image editor, then import into Publisher

    • Will hold place for mailing address

      • Mail merge with Excel, Access, Outlook

    • Will hold place for forms, build a sample

      • Can be manipulated later


Creating a Personal Profile

  • Name, Company name, address, phone number

  • Stored and used when ever needed

  • To create or edit profile

    • Click update in wizard pane

    • Choose a personal information set (primary business, etc.)

    • Fill in all the personal information textboxes

    • Click finish to save

  • You can create several profiles, for different uses


Closing the Wizard

  • Click the Finish button to close the wizard

    • Can reopen wizard to change any aspect of the brochure through the wizard pane

  • Replace placeholder text with your own, or delete

  • Replace graphics with your own, or delete


Saving the publication

  • File, Save As (after first time, Save is sufficient)

  • Choose your folder

  • Type the file name


The Design Set Approach


Design sets

  • Set of publications sharing same design and color schemes

  • Shares same Personal Profile info

  • Wizard will walk you through steps of each new publication


Selecting the design set

  • File, New, Publications by design

  • Sets appear on left

    • Select category (browse with arrow button)

    • Master sets appear on right

    • Scroll down to see all sets

    • 2-click Master to start process

  • Click specific publication, then click Start Wizard button

    • Follow the same steps in previous wizard


The Blank Presentation Approach


Blank presentations

  • File, New, Blank Presentation

    • Templates appear on left

    • More specific styles on right

  • When done, click the Create button


Designs and templates

  • You can still access designs and templates through wizard pane

  • Pick and choose which aspects to use wizard for

  • Use Wizard pane to choose element to bring in:

    • Designs

    • Color schemes

    • Layouts

    • Personal Profile information


Viewing the Publication using Zoom menu

  • Whole page view is default

    • Ctrl + Shift + L to go to whole page at any time

  • Page width option

    • Zooms in so left/right margins fill the page

    • Select it from zoom menu at top

    • 55%-65% zoom

  • Scroll up and down to see whole page


Viewing Selected objects

  • Select object

  • Choose “selected object” from zoom menu

  • Object will fill page


Other views

  • Two page spread

    • Allows you to see facing pages

    • View, Two-page spread, click

    • To remove, click same choice

  • Zoom in and out with “+” and “-”, or

  • Use other zoom percentages in zoom pulldown

    • Use both scrollbars to move around within document

    • Click to either side of box, or slide the box

  • View menu also has zoom at bottom


Rulers

  • Default view has rulers

  • View, ruler, to show or remove

  • Lines on rulers track mouse position

    • 0 point is where page starts

  • Taskbar also shows coordinates - position in numeric form – vertical, horizontal

  • Rulers can be dragged onto page for close measuring


Guide Line Grids

  • If you want to automatically set grid of guide lines

    • Helps to layout page elements

  • Arrange, layout grids

  • Choose columns and rows numbers

    • Preview will show grid

    • Mirrored guides for 2-page spreads

  • Margins can be set here too


Working with Existing Publications


Saving designs and publications

  • Don’t just save finished projects

    • Find a color scheme or design you like, save it

    • Use it as a basis for other projects

  • Make sure you save revisions under a different name

    • Periodic newsletter, use name and date for doc name


Editing text

  • Text is held in a text frame

  • Click inside text frame, start to type

  • Zoom in if needed (F9, or + and - keys)

  • If text exceeds frame, you will need to expand frame or connect to another


Adding pictures

  • Pictures are held in a picture frame

  • Click inside the picture frame

  • Insert, picture

    • Clip art - free pictures from MS

    • From file - picture stored on computer

    • From scanner or camera - capture it directly

    • New drawing - draw your own image as replacement

  • Move (click inside photo, truck appears) and size (move cursor to sizing boxes, 2-head arrow will appear)


Adding pages

  • Insert, page, dialog box appears

  • Choose number of pages

  • Choose before or after current page

  • Choose:

    • Blank page (create own frames)

    • One text frame (all text page)

    • Duplicate all objects (to replicate page design)

      • Choose page number of duplicate objects


Working With Publication Frames


Frames

  • Holds text, pictures, or other items

  • Click frame tool to select

    • Text frame tool

    • Table frame tool

    • Word Art frame tool

    • Picture frame tool

    • Clip gallery tool


Drawing the frame

  • Move cursor to starting corner

  • Click and drag to far corner, let go

  • Don’t like it ? - Undo!

    • To delete later, select and click delete key

    • Some objects require R-click and choosing delete


Inserting content into frames

  • Text frame

    • Draw frame, start typing

    • Manipulate text with formatting toolbar

    • F9 to zoom into text (or use zoom pulldown)

  • Picture Frame

    • R-click inside frame

    • Change picture, choose your option

  • Tables, Word Art, Clip Art are self-starting


Sizing the frame

  • Size with mouse (click inside, move cursor to sizing boxes)

    • Height - choose middle top or middle bottom

    • Width - choose middle left or middle right

    • Height and width - choose corner boxes

  • Size with measurements (2-click inside, Format, size and position)

    • Choose height and width

    • Choose coordinates (use up/down arrows)

    • “Show toolbar” gives more accurate placement


Moving the frame

  • Select

  • Click near border, truck appears (stay away from sizing boxes), drag picture to where you want it

  • Format, size and position is another way to move

  • Arrange, nudge a way for small moves


Guide Lines

  • Lines to help you position text and objects

  • Particularly good when working with multiple pages

    • Put pointer in ruler (horizontal or vertical)

    • Hold down Shift

    • Move guide onto page

    • Adjust by holding down Shift, moving to line


Snap to Guides

  • Tools, Snap to guides

  • 2002  Arrange, Snap, Guides

  • If they aren’t showing up:

    • View, boundaries and guides

    • Make sure it’s checked


Cutting, Copying frames

  • Select a frame (click inside)

  • Edit, Cut (Ctrl + X) or Edit, Copy (Ctrl + C)

  • Find the place you want to put it

  • Edit, Paste (Ctrl + V)

  • You can use cut, copy and paste icons

  • You can R-click for cut, copy and paste commands


Grouping frames

  • To adjust positioning of set of frames

    • Select frame, hold down shift, select all other frames

    • They will move and resize as one

    • Click outside, the grouping disappears

  • To maintain grouping

    • Group using the shift key

    • Arrange, Group objects, or

    • Use jigsaw puzzle icon

    • Will stay grouped until ungrouped (Arrange, ungroup objects or jigsaw icon again)


Arranging frames in layers

  • Text on top of pictures

  • Drag a frame onto another frame

    • Example - text frame onto picture frame

    • Text will disappear

    • Select text frame

    • Arrange, Bring to Front to see it


Layer commands

  • In Arrange menu

    • Bring to front - moves selected frame to top of stack (icon)

    • Send to back - moves selected frame to bottom of stack (icon)

    • Bring Forward - moves frame up one position in stack (no icon)

    • Send Backward - moves frame back one position in stack (no icon)

  • Once stacked correctly, group them


Frame Borders and colors


Adding borders

  • Default is transparent border

  • To add full border

    • Select frame

    • Format, Line/border style, or

    • Use Line/border icon


Adding selected borders

  • Select frame

  • Format, Line/border styles (or icon)

  • More styles, select a side from box on right (left right, top, bottom)

  • Click on side you want, hold shift for multiple sides

  • Border Art for colorful borders

    • Change size, color (restore box if it’s bad)

    • Stretch to fit or not


Changing border attributes

  • Select frame

  • Border color - pencil on line icon

    • Choose color from within color scheme, or change color scheme

    • Choose any color with “More colors button”

    • Luminescence slider box gives you depth of color

  • Fill color - paint bucket icon

    • Choose color from within color scheme, or change color scheme

    • Choose any color with “More colors button”

    • Luminescence slider box gives you depth of color


Fill effects

  • Select the frame

  • Fill color button

  • Fill effects button

    • Tints/shades - amount of black/white

    • Patterns - pattern within color (choose 2nd color)

    • Gradients - two color mix (choose 2nd color)

  • Sample box will show effect

  • Apply to see it, OK to accept


Shading

  • Select the frame

  • Format, Shadow

  • No way to manipulate it

  • Works best in combination with border


Manipulating text


Adding text frames

  • Text frame icon

  • Draw the box

  • Start typing

  • To zoom, use zoom dropdown or F9


Adding, deleting, copying, pasting text

  • Use insertion point to add text anywhere in existing text

  • Select text to cut or copy

    • 2-click to select a word

    • 3-click to select a paragraph

    • Ctrl + A to select everything in text box

    • Click and drag

    • Click at beginning, shift, click at end

  • Once selected, cut or copy

  • Move to new spot, and paste


Text Shortcuts

  • Ctrl + A - Select All

  • Ctrl + C - Copy

  • Ctrl + X - Cut

  • Ctrl + V - Paste (Insert)

  • Ctrl + Z - Undo


Importing text from other documents

  • Can import Word Document directly into publication (Insert, Text File)

  • Non-MS applications – save to .txt or .rtf first

    • Draw or select text frame

    • Insert, Text file

    • Select your file

  • May need to pour overflow into several frames

    • Publisher will offer to do it automatically, best to do it manually


Connecting text frames

  • Good to break up flow of text

    • “Bite-sized” pieces

    • Forces reader to page through magazine

  • Break it into several frames

    • Same page

    • Different pages


How to connect text frames (con’t)

  • Overflow indicator (A…) will appear

    • Text is saved, just not shown

  • Select first text frame

  • Click the chain icon (go to Tools, Connect text frame, if there isn’t one)

  • Cursor becomes a pitcher, “pour” the words into the next frame by clicking inside it

  • If there still isn’t enough room, Overflow indicator will appear, connect and “pour” into third frame


Inserting “Continued on…, Continued from…” tags

  • Select frame

  • Right click, Change frame, Text frame properties

  • Check “Continued on” and “Continued from” boxes


Fonts

  • Default is Times New Roman, 10 point

  • Uses your computer for other fonts (mostly relies on pre-loaded Windows fonts)

  • A point is 1/72nd of an inch (72 point is 1 inch)

    • Bigger the number, bigger the font

  • 12 point is standard for business letters and docs


Changing fonts

  • Select text

  • Dropdown menus for both font and point

  • Click outside frame to finish

  • In new frame, select first, it will be default for that frame


Changing font attributes

  • B - bold

  • I - italics

  • U - underline

  • Select text, click button

  • If button looks pushed in, attribute is active

  • Format, font for more specific attributes

    • Superscript, subscript

    • Small caps, all caps


Changing font colors

  • Select the text

  • Click the font colors button

    • Choose color from within color scheme, or change color scheme

    • Choose any color with “More colors button”

    • Luminescence slider box gives you depth of color

  • Click OK


Aligning text

  • Aligns between line breaks (hard returns)

  • Place insertion point inside paragraph

  • Click appropriate icon

    • Left

    • Right

    • Center

    • Justify

  • Use Click and drag to select multiple paragraphs to align


Mastheads

  • Design Gallery has several mastheads

    • Click the Design Gallery Button

    • Click Mastheads

    • Choose it, 2-click or click “Insert object”

    • Move to appropriate place (be careful - they may be made of multiple frames)

    • Ignore the wizard (unless you want to change mastheads)

    • Type you text into placeholder text


Adding Pull quotes

  • Lively quotations from story in sidebar to draw reader’s attention

  • Newsletter templates often have pre-inserted pull quotes

    • Click the Design Gallery Button

    • Click Pull Quotes

    • Choose it, 2-click or click “Insert object”

      • Try to match existing design

    • Move to appropriate place

    • Ignore the wizard

    • Type you text into placeholder text


Other design gallery objects

  • Table of contents (often already there in newsletter)

  • Sign-up forms

  • Calendars

  • Ads and coupons templates

  • Many borders and bars to choose from (Barbells to Punctuation are all borders, bars and accents)


Graphics


Kinds of images Publisher will take:

If your image isn’t one of these, you can probably convert down, by saving as another type of file.


To insert a picture from your files:

  • Click picture frame icon

  • Click and drag to draw box

  • Insert, Picture, From file, or 2-click inside box, or R-click

  • Browse to picture, 2-click

  • Preview will appear, Click Insert

  • Will resize to size of frame, but retain shape


Clip Art

  • Ready made images

  • Not proprietary

  • Number of images will depend on initial install of MS

  • Three tabs: Pictures, sound and motion


To insert clip art

  • Click clip art icon

  • Draw box

  • Clip art gallery appears

    • Make sure “pictures” tab is selected

    • Click category boxes to see pictures

    • Back arrow to return to categories

  • Click picture

    • Preview (magnifying glass)

    • Insert (arrow and page)

  • Close gallery with “X”


Scaling pictures

  • Use sizing handles to enlarge

  • Try to keep original ratio to avoid “squished” pictures

  • Format, Scale picture, to reduce or enlarge but keep ratios same

    • Increase or decrease by same percentage

    • Go to original size box (lost because you used a frame)


Cropping pictures

  • Format, Crop Picture

  • Put cursor on sizing handles, drag to crop

  • Use corners for 2 directions at once

  • Will be active until you click outside of picture


Changing picture colors

  • Select image

  • Format, Recolor Picture

  • Coverts to monochrome (“recolor whole picture”) or one color and black (“leave black parts black”)

  • Useful for previewing image in one color ink, grayscale, B & W

  • Choose color from pre-selects, or click “more colors”

  • You can always revert to original colors (“Restore original colors” box)


Adding special objects


Using the Design gallery

  • Click design gallery icon

  • Choose category on left

  • Lots to choose from:

    • Table of contents, calendars, coupons, phone tear-offs

    • Lots of graphics too - sidebars, buttons, bars, good for section breaks

    • Three tabs, by category, by design, and your objects

  • Choose object on right

  • Click Insert Object


Editing the object

  • All are “Smart” objects, with wizard attached

  • Click Wizard wand to start

    • What wizard does depends on object

    • Usually just lets you change design (which you already did)

    • Business Card lets you redesign, choose number of lines,

    • Calendar lets you define date

  • Close the wizard with the “X”

  • Resize and move as necessary


Inserting objects from other applications

  • OLE objects (Object Linking and Embedding)

  • Microsoft-created objects, and Adobe Documents

    • Excel charts and sheets

    • PowerPoint slides

  • Insert, Object,

    • Create New, or Create from File

  • Browse to it, Insert, OK


Creating OLE’s on the fly

  • Create Powerpoint slides, Excel charts, Bitmaps, Word documents

  • Insert, Object, Create New

  • Gives you mini-versions of each application

    • Bitmap gives you MS Paint

    • Powerpoint gives you a slide template

      • R-click to change layout, design

    • Excel gives you an Excel sheet and chart

      • Use sheet tab to change chart


Creating links to objects

  • For Electronic publications only

    • Web pages

    • Electronic newletters (via email)

  • For “Create From File” objects only

  • Use checkbox for link

  • Checkbox for Icon vs. image

    • You can insert entire PowerPoint presentations

    • You can insert multipage Excel documents


Inserting Video and Audio

  • For electronic publications, or websites

  • Clip art has motion and sound clips

    • Full install to get most of these

  • Create your own sound files

    • Use microphone or prerecorded materials

    • Windows Recorder is a primitive sound editor

  • Create video clips, store them on your computer


Video and sound from Clip Art

  • Insert, Picture, Clip Art

  • Use Sound or Motion Tabs

    • Sound clips

      • Most sound clips in Entertainment, Music

      • Most are really bad

      • Insert, icon will appear, 2-Click to play

    • Motion clips

      • Preview to see motion

      • Insert, picture will appear

      • Motion will only show in web page, viewed through browser


Acquiring images from other sources

  • Draw picture frame

  • Insert, Picture, From scanner or camera, Acquire image

    • From scanner or camera (will default to active) or

    • Choose device

  • Select properties

  • Click Capture to place it in Picture frame

  • Size and move using handles


Drawing objects


Drawing tools

  • Line tool

    • Click line tool, click and drag to draw line (click + Shift for horizontal/vertical line)

    • Choose arrow type,color, line style from buttons above

  • Oval and rectangle tools

    • Click oval/rectangle tool, Click and drag to draw shape (click + Shift for squares, circles)

    • Choose fill color, border color, border style, rotate, flip

    • Can’t type text inside

      • Can draw text frame inside to add text


Drawing toolbar (con’t)

  • Custom shapes

    • Click button for shape options, click shape to choose

    • Click and drag to draw

    • Can’t type in text (even word balloons)

    • Can draw text frame to add text


Line Spacing, Indents, Lists


Line Spacing

  • Applied between Hard Returns

  • Affects paragraphs only

  • Place insertion point inside paragraph (between returns)

    • Set to entire text frame with Ctrl + A

  • Format, Line Spacing

    • Format between lines

    • Format before, after paragraphs (standard is 1 line)

    • Show Toolbar for more exact formatting


Spacing toolbar

  • Ones to the left are for frame spacing

    • X = horizontal position (from left edge)

    • Y = vertical position (from top)

    • Width

    • Height

    • Angle

  • Ones to the right are for text spacing

    • Scaling – space between letters of text (%)

    • Tracking – width of letters

    • Kerning – space between letters (pt)

    • Spacing – space between lines


Indenting text

  • Place insertion point in paragraph or line you want to change

  • Use Increase Indent, Decrease Indent buttons

  • Will work in ½ inch intervals

  • For more exacting indents (1/2 inch is a lot in a 2-inch column)

    • R-click, Change Text, Indents and Lists

    • Left and right indents, 1st line indents


Setting tabs

  • Preset is every ½ inch

  • Tab selector in upper right

  • Toggles through all 4 options

    • Left, center, right, decimal

  • Choose kind of tab

  • Click in white part of horizontal ruler to set it

  • Format, Tabs to clear

    • Also format table of contents in this box

    • Set leader, choose proper tab


Numbered, bulleted lists

  • Select list

  • Click Numbers or Bullets button

  • Click outside to accept

  • Format, Indents and Lists for more options

  • Choose normal, bulleted, or numbered

  • You can change line spacing from here


Numbered, bulleted lists (con’t)

  • Numbers

    • Numbering format and seperators

    • Which number to start with

  • Bullets

    • Bullet type and size

    • New Bullet button for more options

    • Many fonts and subsets

    • Wingdings are good for bullets

  • Indent after bullet/number

  • Alignment


Tables


Drawing the Table

  • Click table icon

  • Click and drag box

  • Dialogue box will appear

    • Choose number of rows/columns

    • Choose format, if desired

    • Click OK


Sizing and moving the entire table

  • Select table

  • Use sizing boxes on outside

  • Rows/columns will all split the difference, maintain equal height/width

  • Click near border to move entire table


Sizing columns and rows

  • Gray boxes on outside to manipulate cells

  • Drag individual lines of cells in gray

  • To keep table size same, hold down shift while moving lines


Adding/deleting columns and rows

  • Select column/row

  • To delete:

    • Hit delete key

  • To insert

    • Table, Insert Columns/rows

      • If column/row selected, will insert to right/below

      • If no selection, will give dialogue to continue

        • Choose number, before or after cell

    • May have to resize afterward


Special cell formats

  • Merging cells

    • Good for headings

    • Select table, drag to select cells to merge

    • Table, Merge cells

  • Inserting a diagonal

    • Breaks into 2 triangular cells

    • Select all cells to break

    • Table, Cell diagonals, Up or Down


Filling in the table

  • Click in cell, start typing

  • Use Formatting toolbar to manipulate text

  • Tab to move to next cell, Shift + Tab for previous


Formatting the table automatically

  • Select table

  • Table, Table Autoformat

  • Same options as formats in beginning

  • Choose specific aspects of table with Options button

  • OK


Formatting the table manually

  • Select table

  • Choose colors:

    • Line colors, Fill colors, Text colors

  • Choose line styles:

    • Line and Border styles button

    • Click More Styles for more options

    • Choose style, color, border art

    • Specify which sides on right


Formatting publication pages


Changing page margins

  • Arrange, Layout guides

  • Use ,arrows to change margins, or type in numbers

  • Create mirrored asymmetrical margins by checking box

  • Click OK

  • Best not to mess with Wizard created margins


Adding Page borders

  • If using Wizard or a Design set, borders may already be there

    • Add borders when creating new page

    • Insert, Page, Duplicate All Objects

  • To add borders to blank pages, click Show Wizard button

    • Click Design

    • Browse through styles below

    • Choose and save


Working With the Publication Background

  • Objects are in foreground (on top of page)

  • Repeating elements can be placed in background

    • Page number

    • Title

    • Logo or design


Working With Publication Background (con’t)

  • Make sure foreground doesn’t obscure background

    • Place a guide to remind you

  • View, Go to Background - objects will disappear

  • To return, View, Go to Foreground


Inserting Page Numbers

  • Will update insertion and deletion of pages

  • View, Go to Background

  • Draw text frame

  • Insert, Page number

  • Type text (page, pg., etc.) before it if necessary


Inserting the Date

  • View, Go to Background

  • Draw text frame

  • Insert, Date and Time

  • Choose Date/Time format

  • “Update automatically” if needed

  • OK


Fine-tuning


Spell check

  • Select a text frame

  • Tools, Spelling, Check Spelling

  • Options for misspelled words:

    • Select correct spelling

    • Change, Change All

    • Ignore, Ignore All

    • Add (usually better than ignore)

  • Can change spelling in first box manually

  • Publisher will move to next story (Check “all stories” option)


Spell check for individual words

  • Wavy line points out misspelling

  • R-click for suggested spelling

  • Highlight the spelling you wish to keep

  • You can also start spell-check from here


Hyphenation

  • Default is usually on

  • Good idea in small frames, justified text

  • Will re-hyphen as you edit

  • Select text frame

  • Tools, Language, Hyphenation

  • Check box, zone if needed (.25 is good default)

  • Manual hyphenation gives you word by word option


Design checker

  • Flags design errors

    • Empty frames

    • Bad proportions

    • Unrelated fonts

    • Resized images

  • Tools, Design checker

  • All pages, or name your page range


Design checker (con’t)

  • Options for design error:

    • Change (not always available), Change All

    • Ignore, Ignore All

    • Delete frame (if empty)

    • Explain (if unclear)

    • Continue (won’t act on problem, will return to it later)


Autocorrect

  • Corrects misspellings, autoformats certain text

  • Quite customizable

  • Tools, Autocorrect

  • To add:

    • type misspelling in replace box

    • type correction in with box

  • To remove:

    • Select and delete


Autoformatting

  • Autofomatting on by default

  • Smart quotes and hyphens are useful

  • Auto-bullets and Auto-numbering best done on your own

  • To remove autoformats, uncheck the boxes


Printing Formats


Basic Printing

  • WYSIWYG – but will depend on printer

  • File, Print

    • Print dialogue box

      • Which printer

      • Page range

      • Number of copies

      • Collate

      • Properties button for landscape vs. portrait

      • Advanced for paper size

  • Don’t mess with Wizard “Advanced Print Settings” pre-sets


Monitor vs. printer colors

  • Not always well matched

  • File, Print, Advanced Print Settings, Improve Screen and Printer Color Matching

  • Improved, but not perfect

  • To mark bad colors:

    • Select a specific object

    • Format, Fill color, More Colors

    • Mark Colors That Will Not Print Well…


Print Troubleshooter

  • Help, Print Troubleshooter

    • Text and font problems

    • Graphics and objects problems

    • Can’t print

    • Layout problems

    • Partial page problems

    • Error messages


Outside print services

  • Need to set compatible color scheme

  • Ask the printer which format they use, then convert your document

    • Tools, Commercial Printing Tools, Color Printing

      • Composite RGB (most home and office printers)

      • Process Colors (CMYK)

        • Most commercial printers use this

        • Good for photos

      • Spot colors (black and white with 0, 1 or 2 colors)

        • Will convert colors to halftones

        • You’ll be asked to choose spot colors

        • 2002 supports up to 12 spot colors


Linking graphics

  • Commercial printers treat graphics differently

  • Need to link graphics to page

    • Tools, Commercial Printing Tools, Graphics Manager

    • Select picture

    • Create link

    • Browse or create file

    • Save, then move to next


Pack and Go

  • Files are generally too big for a floppy

  • File, Pack and Go, Take to Another Computer

    • Wizard will guide you through saving on A: drive (or anywhere else)

    • Creates .puz file(compressed .pub file)

    • Will also put unpack.exe on disc to unzip file

    • Can store across several discs for very large projects

    • To unpack: Start, Run, a:\unpack.exe


Mass Mailings


Mail Merge

  • Merging two elements:

    • Publication

    • Mailing list

  • Create list in Publisher, or

  • Import list from Excel, Access, Outlook, Word


Specifying the format

  • Put addresses directly on publication, or envelopes, or labels

  • Wizard will guide you through special envelopes or labels

    • Envelopes

      • File, New, Page Setup, Envelopes

      • Choose size

    • Labels

      • File, New, Page Setup, Labels

      • Choose a label


Inserting Merge Codes

  • Create Text frame

  • Mail Merge, Open Data Source

    • Merge From An Outlook Contact List

    • Merge From Another Data Source

    • Select File

  • Insert Fields box appears

  • Select a field

  • Click Insert

  • Use punctuation, spaces, line breaks between fields as necessary


Starting the Merge

  • Mail Merge, Merge

  • Preview box appears

    • If it’s okay, File, Print Merge

    • If it’s not, Mail Merge, Cancel Merge


Building a list in Publisher

  • Mail Merge, Create Publisher Address List

  • Type in addresses, use tab to move from field to field

  • New Entry for next entry

  • Save list by typing name into File Name (Access .mdb format)

  • Remember the location


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