Microsoft publisher 2000
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Microsoft Publisher 2000 - PowerPoint PPT Presentation

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


  • 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


  • 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


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


  • 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


  • 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


  • 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


  • 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


  • 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


  • 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)


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


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


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


  • 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)


  • 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


  • 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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