microsoft publisher 2000 publishing software. 2 before you start
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Microsoft Publisher 2000
Publishing Software
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Before You Start
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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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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
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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
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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
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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
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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
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Basics
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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!
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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
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Open it
Start
Publisher
Drag it onto desktop for shortcut icon
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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
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The Publisher Window
Title bar Menu barStandard toolbarPublisher toolbarQuick Publication wizard panePublication windowScrollbars“Hide wizard” buttonStatus bar
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The Wizard Approach
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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
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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
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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
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Page layout
Paper size: letter or legal
Page orientation: Portrait or landscape
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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
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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
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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
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Saving the publication
File, Save As (after first time, Save is sufficient)
Choose your folder
Type the file name
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The Design Set Approach
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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
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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
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The Blank Presentation Approach
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Blank presentations
File, New, Blank Presentation Templates appear on left More specific styles on right
When done, click the Create button
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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
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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
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Viewing Selected objects
Select object
Choose “selected object” from zoom menu
Object will fill page
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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 “-”, orUse 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
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Rulers
Default view has rulersView, ruler, to show or removeLines on rulers track mouse position 0 point is where page starts
Taskbar also shows coordinates - position in numeric form – vertical, horizontalRulers can be dragged onto page for close measuring
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Guide Line Grids
If you want to automatically set grid of guide lines Helps to layout page elements
Arrange, layout gridsChoose columns and rows numbers Preview will show grid Mirrored guides for 2-page spreads
Margins can be set here too
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Working with Existing Publications
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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
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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
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Adding pictures
Pictures are held in a picture frameClick inside the picture frameInsert, 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)
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Adding pages
Insert, page, dialog box appearsChoose number of pagesChoose before or after current pageChoose: Blank page (create own frames) One text frame (all text page) Duplicate all objects (to replicate page design)
Choose page number of duplicate objects
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Working With Publication Frames
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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
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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
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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
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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
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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
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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
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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
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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
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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)
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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
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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
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Frame Borders and colors
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Adding borders
Default is transparent border
To add full border Select frame Format, Line/border style, or Use Line/border icon
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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
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Changing border attributes
Select frameBorder 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
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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
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Shading
Select the frame
Format, Shadow
No way to manipulate it
Works best in combination with border
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Manipulating text
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Adding text frames
Text frame icon
Draw the box
Start typing
To zoom, use zoom dropdown or F9
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Adding, deleting, copying, pasting text
Use insertion point to add text anywhere in existing textSelect 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 copyMove to new spot, and paste
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Text Shortcuts
Ctrl + A - Select All
Ctrl + C - Copy
Ctrl + X - Cut
Ctrl + V - Paste (Insert)
Ctrl + Z - Undo
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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
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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
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How to connect text frames (con’t)
Overflow indicator (A…) will appear Text is saved, just not shown
Select first text frameClick 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 itIf there still isn’t enough room, Overflow indicator will appear, connect and “pour” into third frame
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Inserting “Continued on…, Continued from…” tags
Select frame
Right click, Change frame, Text frame properties
Check “Continued on” and “Continued from” boxes
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Fonts
Default is Times New Roman, 10 pointUses 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
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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
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Changing font attributes
B - boldI - italicsU - underlineSelect text, click buttonIf button looks pushed in, attribute is activeFormat, font for more specific attributes Superscript, subscript Small caps, all caps
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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
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Aligning text
Aligns between line breaks (hard returns)Place insertion point inside paragraphClick appropriate icon Left Right Center Justify
Use Click and drag to select multiple paragraphs to align
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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
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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
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Other design gallery objects
Table of contents (often already there in newsletter)Sign-up forms Calendars Ads and coupons templatesMany borders and bars to choose from (Barbells to Punctuation are all borders, bars and accents)
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Graphics
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Kinds of images Publisher will take:
File type Extension File type ExtensionWindows Bitmap (Paint)
.bmp Kodak Photo CD .pcd
Corel Draw .cdr PC Paintbrush .pcx
Quark XPress .eps Tagged Image File Format
.tif or .tiff
Graphics Interchange Format
.gif Windows Clip Art .wmf
Joint Photographics
Expert Group.jgp or .jpeg Wordperfect Graphics .wpg
If your image isn’t one of these, you can probably convert down, by saving as another type of file.
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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
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Clip Art
Ready made images
Not proprietary
Number of images will depend on initial install of MS
Three tabs: Pictures, sound and motion
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To insert clip art
Click clip art iconDraw boxClip 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”
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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)
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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
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Changing picture colors
Select imageFormat, Recolor PictureCoverts to monochrome (“recolor whole picture”) or one color and black (“leave black parts black”)Useful for previewing image in one color ink, grayscale, B & WChoose color from pre-selects, or click “more colors”You can always revert to original colors (“Restore original colors” box)
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Adding special objects
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Using the Design gallery
Click design gallery iconChoose category on leftLots 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 rightClick Insert Object
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Editing the object
All are “Smart” objects, with wizard attachedClick 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
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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
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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
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Creating links to objects
For Electronic publications only Web pages Electronic newletters (via email)
For “Create From File” objects onlyUse checkbox for linkCheckbox for Icon vs. image You can insert entire PowerPoint presentations You can insert multipage Excel documents
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Inserting Video and Audio
For electronic publications, or websitesClip 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
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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
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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
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Drawing objects
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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
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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
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Line Spacing, Indents, Lists
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Line Spacing
Applied between Hard ReturnsAffects paragraphs onlyPlace 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
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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
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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
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Setting tabs
Preset is every ½ inchTab selector in upper rightToggles through all 4 options Left, center, right, decimal
Choose kind of tabClick in white part of horizontal ruler to set itFormat, Tabs to clear Also format table of contents in this box Set leader, choose proper tab
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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
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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/numberAlignment
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Tables
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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
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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
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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
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Adding/deleting columns and rows
Select column/rowTo 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
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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
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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
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Formatting the table automatically
Select table
Table, Table Autoformat
Same options as formats in beginning
Choose specific aspects of table with Options button
OK
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Formatting the table manually
Select tableChoose 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
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Formatting publication pages
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Changing page margins
Arrange, Layout guidesUse ,arrows to change margins, or type in numbersCreate mirrored asymmetrical margins by checking boxClick OKBest not to mess with Wizard created margins
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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
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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
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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
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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
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Inserting the Date
View, Go to Background
Draw text frame
Insert, Date and Time
Choose Date/Time format
“Update automatically” if needed
OK
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Fine-tuning
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Spell check
Select a text frameTools, Spelling, Check SpellingOptions for misspelled words: Select correct spelling Change, Change All Ignore, Ignore All Add (usually better than ignore)
Can change spelling in first box manuallyPublisher will move to next story (Check “all stories” option)
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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
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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
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Design checker
Flags design errors Empty frames Bad proportions Unrelated fonts Resized images
Tools, Design checker
All pages, or name your page range
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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)
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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
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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
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Printing Formats
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Basic Printing
WYSIWYG – but will depend on printerFile, 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
127
Monitor vs. printer colors
Not always well matchedFile, Print, Advanced Print Settings, Improve Screen and Printer Color MatchingImproved, but not perfectTo mark bad colors: Select a specific object Format, Fill color, More Colors Mark Colors That Will Not Print Well…
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Print Troubleshooter
Help, Print Troubleshooter Text and font problems Graphics and objects problems Can’t print Layout problems Partial page problems Error messages
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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
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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
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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
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Mass Mailings
133
Mail Merge
Merging two elements: Publication Mailing list
Create list in Publisher, or
Import list from Excel, Access, Outlook, Word
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Specifying the format
Put addresses directly on publication, or envelopes, or labelsWizard 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
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Inserting Merge Codes
Create Text frameMail Merge, Open Data Source Merge From An Outlook Contact List Merge From Another Data Source Select File
Insert Fields box appearsSelect a fieldClick InsertUse punctuation, spaces, line breaks between fields as necessary
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Starting the Merge
Mail Merge, Merge
Preview box appears If it’s okay, File, Print Merge If it’s not, Mail Merge, Cancel Merge
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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