contents. © paradigm publishing, inc. 2 contents chapter 2 preparing internal workplace documents ...

Contents

MEDIA ARTS

© Paradigm Publishing, Inc. 2 Contents

Chapter 2Preparing Internal Workplace Documents

Understanding Basic Typography Applying

Advanced Typographical Ligatures

Applying Desktop Publishing Guidelines

Fonts in Windows 7 Modifying Font Elements Adding Symbols and Special

Characters Using Contrasting Fonts in Desig

n CHECKPOINT 1

Using the Word Cover Page Feature Working with Long Documents Creating Documents Using Template

s and Wizards

Faxing Versus Scanning Learning about Watermarks Using Word Layers in Documents Inserting Images into a Document Preparing an Agenda CHECKPOINT 2 Desktop Publishing Terms and Definit

ions

Quick Links to Slide Contents


Understanding Basic Typography

A typeset document may contain characters that vary in typeface, typestyle, and size, and that are laid out on the page with variable spacing.

An important element in the creation of internal business documents is the font used to format the text.

Terms that identify the type specifications are typeface, type size, and typestyle.


Understanding Basic Typography…continued

Defining Typefaces A typeface is a set of characters with a common general design

and shape (Word refers to typeface as font). One of the most important considerations in establishing a

particular mood or feeling in a document is the typeface. Certain characteristics distinguish one typeface from another.



Type characters rest on an imaginary horizontal line called the baseline. The x-height is the height of the main body of the lowercase characters

and is equivalent to the lowercase x. The cap height is the distance between the baseline and the top of

capital letters. Ascenders are the parts of lowercase characters that rise above the

x-height, and descenders are parts of characters that extend below the baseline.

Serifs are the small strokes at the ends of characters.



Typefaces are either monospaced or proportional. A sans serif typeface does not have serifs (sans is French for

without). Sans serif typefaces are generally more legible (higher character

recognition) and are often used for headlines and advertisements.



When using a proportional typeface, space once after end-of-sentence punctuation and after a colon.

Additionally, since proportional fonts take up varying amounts of horizontal space, you cannot use the spacebar to align objects on a page.

Microsoft 2010 includes many typefaces designed for clear, extended on-screen reading, and they are integrated into all the new templates offered as part of Microsoft Office.



Using OpenType Fonts OpenType is a font format that was developed jointly by

Microsoft and Adobe. This font format provides several advantages over older font

technologies, such as TrueType, through better support for international character sets, cross-platform support between Windows and Macintosh computers, support for Postscript and TrueType fonts, and support for advanced typographic features, which include special ligatures (combined characters) and swashes (exaggerated serifs).



Fonts that Save Ink Recent studies indicate that different fonts require different

amounts of ink to print. The amount of ink is determined by the thickness of the font. Also, serif fonts tend to use less ink than sans serif fonts. This research also indicates that the following fonts are most ink

efficient in the order given: Century Gothic, Times New Roman, Calibri, Verdana, Arial, and Sans Serif were next, followed by Trebuchet, Tahoma, and Franklin Gothic Medium. However, Century Gothic is a wider font and may extend the text to an additional page.


Applying Advanced Typographical Ligatures

Word 2010 offers advanced OpenType features in the Font dialog box with the Advanced tab selected that you can use to enhance the visual appeal of your text.

A ligature is a combination of characters tied together into a single letter.


Applying Advanced Typographical Ligatures…continued

OpenType fonts support four types of ligatures:1. The first ligature is the Standard Only option.2. Standard and Contextual ligatures are designed to enhance

readability.3. Historical and Discretionary ligatures are designed to be

ornamental and are not specifically designed for readability.4. All ligatures allow you to apply all ligature combinations.



The Number spacing option in the OpenType Features section is set at Default, which means that spacing between numbers is determined by the font designer. You can choose Proportional, which spaces numbers with varying widths.

Use the Tabular option if you want to specify that each number is the same width.

The Number forms option is also set at Default. Change this to Lining if you want all numbers to have the same height and not extend below the baseline.



The illustration below shows two proportional figures in the first column and the same two numbers with the widths adjusted by using the Tabular option.

All numbers have the same height.

Numbers are spaced with varying width.

Numbers extended above and below the line of the text.

Each number has the same width.



In addition to the previously mentioned OpenType features, you can also apply additional formatting using stylistic sets.

Click one of the stylistic sets to change the look of your text.

Notice the slight differences in letters such as t, n, s, and h.


Applying Desktop Publishing Guidelines

Desktop publishing includes general guidelines, or conventions, that provide a starting point for designing documents.

Use moderation in choosing typefaces and type sizes—two fonts and three different font sizes are usually adequate for most publications.

Serif fonts are more formal looking and are the standard for long text.


Applying Desktop Publishing Guidelines…continued

Font design may be harmonious, conflicting, or contrasting.

Harmonious font design—one font with varying effects

Contrasting font design—one serif/one sans serif; one dark/one light; one thin/one thick

Conflicting font design—fonts are too similar



Additionally, use fonts that complement the message of your document.



Defining Type Sizes Type size (font size) is defined by two categories: pitch and

point size. Pitch is a measurement used for monospaced typefaces. The size of proportional type is measured vertically in units

called points. A point is approximately 1/72 of an inch.



Defining Typestyles A typestyle is a variation of the basic font or typeface that

causes the font to display thicker (bold) and/or slanted (italic). Within a typeface, characters may have a varying style. There are four main categories of typestyles: normal (or light,

black, regular, or roman), bold, italic, and bold italic.


Fonts in Windows 7

The types of fonts you have available with your printer depend on the type of printer you are using, the amount of memory installed with the printer, and the supplemental fonts you have.

When software is loaded on your computer, any fonts associated with that software are loaded into Windows 7.

You can view all the fonts loaded to your computer by clicking Control Panel on the Start pop-up list, clicking the Appearance and Personalization category, and then clicking the Fonts category.


Fonts in Windows 7…continued

Embedding Fonts in Word Embedding fonts can increase your document’s file size and may

not work for some commercially restricted fonts, but it is a good way to make sure that your document will look the same on other computers.

Embed option


Fonts in Windows 7…continued

Using Default Document Formatting A Word document is based on a template that applies default

formatting. Some of the default formats include 11-point Calibri as the font,

line spacing of 1.15, and 10 points of spacing after each paragraph (a press of the Enter key). You can modify the default formatting by manually changing individual features, change formatting by applying styles, or change formatting by applying Quick Styles.


Modifying Font Elements

Changing Fonts, Font Styles, and Font Sizes You can select fonts at the Font list box in the Font group on the

Home tab, at the Font dialog box, or at the Mini toolbar that displays when right-clicking any text in a document.

As you drag through the list of fonts displayed in the Font list box, the Live Preview feature automatically applies the fonts to the text.

Selecting Underlining In desktop publishing, underlining text has become somewhat

dated. In place of underlining, consider enhancing your text with italics, bold, a different font size, all caps, or small caps.


Modifying Font Elements…continued

Changing Effects The Effects section of the Font dialog box contains a variety of

options that can be used to create different character formatting. At the Font dialog box, you may also click the Text Effects button

at the bottom of the dialog box to access additional formatting options located at the Format Text Effects dialog box.

Format Text Effects dialog box



You can change the look of your text by changing its fill, changing its outline, or adding effects, such as shadows, reflections, or glows.

To add an effect to text, select the text that you want to enhance, and then click the Text Effect button in the Font group on the Home tab.

Text Effects Gallery



Changing Fonts Using Themes In Microsoft Office Word 2010,

you can apply a format to selected text, or you can quickly and easily format an entire document to give it a professional and modern look by applying a document theme on the Page Layout tab in the Themes group.

The default theme is the Office theme.

Themes Gallery



You may apply font colors to text by clicking the Font Color button on the Home tab in the Font group.

A

B

Click More Colors to access the Colors dialog box.



At the Custom tab, you may choose from 16 million colors.

To create a custom color, click a color in the Colors box, and click the up-pointing arrow or the down-pointing arrow to adjust the luminescence, which is the brightness of the color; the hue, which is the color itself; and the saturation, which is the color’s intensity.

Custom tab



Adjusting Character Spacing Each typeface is designed with a specific amount of space between

characters. This character spacing may be changed with options at the Font dialog box with the Advanced tab selected.

You can adjust the spacing between certain characters pairs (referred to as kerning) by selecting your text and then inserting a check mark in the Kerning check box.

Advanced tab



Applying Quick Styles and Style Sets Besides changing formatting directly, you can apply styles that

automatically change formatting.

Quick Styles gallery



Click the Change Styles button in the Styles group on the Home tab to access the Style Set option.

Click Style Set to display the list of predesigned styles.


Adding Symbols and Special Characters

Symbols and special characters add interest and originality to documents.

To insert a symbol, click the Symbol button in the Symbols group in the Insert tab, and then select one of the symbols displayed on the palette or click the More Symbols button at the bottom of the palette.

At the Symbol dialog box, select the Symbols tab, select a desired font, double-click the symbol or click Insert, and then click Close (or press Esc).

Symbol dialog box


Adding Symbols and Special Characters…continued

Creating Em and En Dashes An em dash (—) is as long as the point size of the type used and

indicates a pause in speech. An en dash (–) indicates a continuation, such as 116–133 or

January–March, and is exactly one-half the width of an em dash.


Adding Symbols and Special Characters…continued

Using Smart Quotes In typesetting, the tail of the punctuation mark extends upward

for the open quotation mark and downward for the close quotation mark.

In typesetting, the straight quotes are used to indicate inches (") or feet (').

The Smart Quote feature will automatically choose the quote style that is appropriate if it is typed in error.


Using Contrasting Fonts in Design

Consider the designs below and the effects these interesting fonts could have on a target audience.

Contents© Paradigm Publishing, Inc. 36

CHECKPOINT 11) These are the parts of lowercase

characters that rise above the x-height.a. ascendersb. descendersc. baselinesd. cap heights

3) This is a measurement used for monospaced typefaces.a. pointb. pitchc. serifd. sans serif

2) This is a combination of characters tied together into a single letter.a. kerningb. ligaturec. serifd. typeface

4) This is the name of the default theme in Word 2010.a. Defaultb. Normalc. Officed. Standard

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Using the Word Cover Page Feature

Cover Page is a Word feature that can be used to create title pages for reports, manuals, and any other documents that require a professional-looking cover.

At the Insert tab, click the Cover Page button in the Pages group, and then choose a design from the gallery. Cover Page

gallery


Using the Word Cover Page Feature…continued

Inserting Predesigned Building Blocks into a Manual Along with the Cover Page

feature, you can insert similarly designed headers and footers, sidebars, pull quotes, and other Building Blocks into your documents to coordinate with your cover page.

Building Blocks Organizer dialog box


Using the Word Cover Page Feature…continued

Applying Styles to a Cover Page Styles reinforce consistency within documents and among

similarly designed documents. The Cover Page you select from the Cover Page gallery will most

likely contain styles that help to reinforce consistency. In addition, you may add pull quotes and other Quick Parts

formatted with similar styles that coordinate with the Cover Page.


Working with Long Documents

Inserting Page Numbers If you want to insert page numbers

in your manual, use the Page Number button in the Header & Footer group in the Insert tab.

When you click the Page Number button, a drop-down list displays with options for specifying where on the page you want the page number inserted.

Point to an option at this list, and a drop-down list displays of predesigned page formats.

Page Number button


Working with Long Documents…continued

Inserting Page Breaks Creating a page break does not really insert a new page; it

creates a break at the insertion point. To create a manual page break, position your insertion point

where a break is desired and then press Ctrl + Enter or click the Page Break button in the Pages group in the Insert tab. However, if text is added or removed from the page, the break may cause an awkward separation in the document.

Word 2010 does have a feature that actually inserts a new page: the Blank Page button in the Insert tab. It is the same as if you had created two hard page breaks and then moved the insertion between them.


Creating Documents Using Templates and Wizards

The default template, called the Normal.dotm template, contains formatting instructions to use 11-point Calibri (Body) as the font, English (U.S.) as the language, left alignment, widow/orphan control, 10 points after, and 1.15 line spacing.

A template is a document type that creates a copy of itself when you open it.

Wizards walk you through a series of steps in which you add or select information to set up formatting, content, and layout of your document.


Creating Documents Using Templates and Wizards…continued

Templates and wizards are usually accessed at the New tab Backstage view.

Click the File tab, and then click the New tab. At the New tab Backstage view, click on any of the categories

that organize related templates.

New tab Backstage view



Customizing Templates When customizing a template to meet your specific needs,

remember to apply the basic design concepts discussed in Chapter 1.

Always begin a document with the end result in mind. Plan your text carefully to achieve your desired results without

unnecessary wording or formatting. If you replace the existing fonts in a template, be sure the fonts

increase the readability of the text. Readability is the ease with which a person can read and

understand groups of words.



Basing a New Template on an Existing Document If your existing document contains many of the features you

want to add to a template, you can save time by basing your new template on that document.

Changing File Locations By default, Word saves a template document in the Templates

folder on your hard drive. The templates you save in the Templates folder display in

My Templates located on the New tab Backstage view.Understanding Content Control in Templates Content controls are usually found in Office templates.


Faxing Versus Scanning

Facsimiles have been commonplace in offices and homes for many years, possibly even before computers came upon the scene.

However, with the availability of saving documents in PDF format, scanning documents at your desktop may be more convenient than faxing them.


Learning about Watermarks

A watermark is a lightened graphic or text that when printed appears either on top of or behind existing document text and adds interest or identifies the document status.

Text Watermark Graphic Watermark


Learning about Watermarks…continued

Adding a Text Watermark to a Document You can insert a

predesigned watermark from a gallery of watermark text, or you can insert a watermark with custom text by clicking the Watermark button in the Page Background group on the Page Layout tab.

Watermark button



Turning a Picture into a Watermark You can turn a picture, clip art, logo, or a photo into a

watermark that you can use to enhance a document.

Printed Watermark dialog box



Editing a Watermark To edit a watermark, click the Header button in the Header &

Footer group in the Insert tab, and then click Edit Header.

Header & Footer ToolsDesign tab



Troubleshooting Watermarks If a document contains several text boxes, rectangles, or other

shapes, the objects may obstruct the view of the watermark below them.

If you use a text box, rectangle, or other shape as a container or border for a document, the graphics you select may fill the entire area of the text box or shape.


Using Word Layers in Documents

Besides using the Header & Footer pane to create watermarks, you may also create a watermark by inserting an image or text at the document screen, altering the color of the object, and then sending it behind the text layer.

Stacked drawing objects in Z order

Text boxes and drawing objects (also known as Drawing Layer)

Text and graphics (if graphics are inserted In Line With Text)

Watermarks and header and footer text


Using Word Layers in Documents…continued

In addition to these basic layers, Word stacks drawing objects in individual layers in the foreground layer (also known as the Z order).

Every time you add another object, it is drawn in the layer on top of the previous layer.


Inserting Images into a Document

Word 2010 includes a gallery of media images, including clip art, photographs, and movie images, as well as sound clips.

Searching for Clip Art and Other Media You may use the Search for text box at the

Clip Art task pane to type the specific file name if you know it, or to type a name for a category, such as beach, and then click Go.


Inserting Images into a Document…continued

Sizing and Moving Images After an image is inserted in a document, it can be sized using

the sizing handles that display around a selected clip art image.

A B

Corner sizing handle (double-headed arrow)

Move handle (four-headed arrow)



You may also size and move an image using the Height and Width text boxes at the Size group on the Picture Tools Format tab as shown in illustration A below.

A B



Inserting Bullets Bullets may be inserted in a document by clicking the Bullets

arrow button in the Paragraph group in the Home tab.

Bullets arrow button



You can create a bullet from a clip art image by clicking the Picture button at the Define New Bullet dialog box, clicking Picture, and then selecting an image at the Picture Bullet dialog box, as shown in illustration A.

A

B


Preparing an Agenda

Before a business meeting, an agenda is generally prepared that includes such information as the name of the group or department holding the meeting; the date, time, and location of the meeting; and the topics to be discussed during the meeting.

Agenda Template Customized Template


Preparing an Agenda…continued

Creating an Agenda Using a Table Besides using the Agenda template or wizard, an agenda may be

prepared at a blank document screen with side-by-side columns, which are similar to parallel columns.

Entering Text in a Table Information in a table is typed in cells. A cell is the intersection

of a row and a column. With the insertion point positioned in a cell, type or edit text as

you would normal text.

Contents© Paradigm Publishing, Inc. 61

CHECKPOINT 21) Click the Cover Page button at this

tab.a. Fileb. Insertc. Page Layoutd. Home

3) These walk you through a series of steps.a. wizardsb. templatesc. documentsd. styles

2) These reinforce consistency within documents.a. stylesb. colorsc. shapesd. images

4) The way in which Word stacks drawing objects is known as this.a. N orderb. W orderc. X orderd. Z order

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Desktop Publishing Terms and Definitions

continues on next slide…

Term Definition

Ascenders The parts of a lowercase character that rise above the x-height.

Baseline An imaginary horizontal line on which characters rest.

Cap height The distance between the baseline and the top of capital letters.

Cell The intersection of a row and a column.

Descenders The parts of a lowercase character that extend below the baseline.

Em dash A dash that indicates a pause in speech; the dash is as wide as the point size of the font used.

En dash A dash that indicates a continuation; the dash is exactly one-halfthe width of an em dash.

Hue The color itself.

Kerning Decreasing or increasing the horizontal space between specificcharacter pairs.


continues on next slide…

Desktop Publishing Terms and Definitions…continuedTerm Definition

Legible Typefaces with higher character recognition.

Ligatures Letters that have been attached to create a single character.

Luminescence The brightness of a color.

Monospaced Same amount of character spacing for each character in a typeface.

Normal.dotm The default template in Word.

Pitch The number of characters that can be printed in 1 horizontal inch.

Point size A vertical measurement; a point is approximately 1⁄72 of an inch.

Proportional Varying amount of space for each character in a typeface.

Readability The ease with which a person can read and understand groups of words.

Sans serif Without a small stroke at the end of a character.


Desktop Publishing Terms and Definitions…continuedTerm Definition

Saturation The intensity of a color.

Serif A small stroke at the end of a character.

Swash An exaggerated serif.Template A document type that creates a copy of itself when you open it.

Typeface (Font) A set of characters with a common design and shape.

Typestyle Variations of the basic type design including regular or normal, bold, and italic.

Watermark A lightened graphic or text displayed behind text on a page.

Wizard A feature that walks you through a series of steps in which you add or select information to set up formatting, content, and layout of your document.

X-height Height of the lowercase x of a font.