Technology

ICTCore: Desktop Publishing

Desktop Publishing

Desktop Publishing - assembly centres for text, graphics etc

Starting a Publication: 

• Start Microsoft Publisher

• Click Blank Page Sizes  

Desktop Publishing

• Select A4 Portrait from the resulting window

• Click the Create Publication button at the bottom-right of the screen

Desktop Publishing

Blank publication - before you add any text, it is important to set up the page

This involves: 

• Setting the correct units of measure• Setting the page size• Setting the layout guides

Units of measure:

• Click the Tools menu and select Options• Set the units to Centimetres

Desktop Publishing

Setting layout guides 

• Click the Arrange menu and choose Layout Guides• Set the Margins• Click OK

Tip - 2 cm suits most printers and looks well when printed. The publication is now set up and ready to receive text

Desktop Publishing

Publisher terms Publisher uses special terminology to describe the component parts of a publication: 

• Elements - Anything created in Publisher itself is an element. This includes text, WordArt, tables, clip art, lines and boxes etc

• Objects: - Anything imported into Publisher. This includes AutoCAD or AutoSketch drawings, images from the Internet, a scanner or digital camera etc

• Frames - Elements or objects in Publisher are placed in frames. Frames are specific to the item being placed - text must be placed in a text frame etc. Frames can be moved and resized

Desktop Publishing

Creating frames 

• Click the appropriate frame tool• Position the mouse pointer at the upper-left position• Drag the frame to size• Release the mouse button

 Tip - Hold down the Shift to drag a square frame

Resizing frames

Moving frames 

Desktop Publishing

Frames All elements and objects in Publisher are placed in framesYou can change the look of frames by: 

• Adding Borders and BorderArt

• Adding Shadow

• Adding Fill Colour, Patterns and Gradients

• Layering and Grouping frames

Desktop Publishing

Adding Borders  

• Select the frame• From the Format menu, select Text Box• Select your options for Border Thickness and Colour• Click OK

Desktop Publishing

Adding BorderArt 

• Select the required frame• Click the BorderArt button in the Format Text Box dialog box• Select a border from the list• Click OK

Desktop Publishing

Adding Shadow Tip: - For shadow to work correctly, the frame must be filled with a colour. If the frame appears white in colour, still fill it with white as frames are transparent in Publisher. 

• Select the frame• Select the Shadow button from the toolbar

 Choose Shadow Settings to adjust the colour of the shadow etc 

Desktop Publishing

Adding patterns and gradients 

• Select the frame• From the Format menu, select Text Box•  Choose a Fill Colour from the drop down box. There are more

colours available by selecting the more colours option 

• To add a Fill Effect, choose the fill effects option. This gives the option of filling with a pattern, gradient, texture etc

Desktop Publishing

Layering frames

Frames are layered in the order they were created. It is possible to rearrange this ordering: 

• Select the frame• From the Arrange menu, select Order and arrange the frames:

 - Bring to Front - move the frame to the top of the stack- Send to Back - move the frame to the bottom of the stack- Bring Forward - move the frame one position up the stack- Send Backwards - move the frame one position down

Steel Girder

Text Frame on top Picture Frame on top

Desktop Publishing

Grouping frames When you create several frames, such as a graphic and caption, you can group them together and they will behave as one frame. Grouped frames will resize in proportion and can be moved as one frame:

• Click the Selection tool - drag a selection box around the frames• Click the Group button at the bottom of the selection box

 Tip - select individual frames by holding down the Shift key and selecting frames in turn. To Ungroup frames, select the group and click the selection button

Grouped Ungrouped

Desktop Publishing

Text Every element or object inserted into Publisher is placed in a FrameThe frame type is determined by the type of element being inserted.

To create a text frame: 

• Click the Text Frame tool• Using the mouse, Drag the frame to size• The size and position can be changed later• Set the Zoom to 100% on the toolbar.• Start typing your text

 Tip - The F9 key toggles between 100% and the current zoom setting

Desktop Publishing

Formatting text Formatting text means changing it’s appearance. The techniques used are: 

• Setting font type, size, emphasis or colour• Setting text alignment• Setting line spacing• Setting bullets or numbers

 Setting font type and size 

• Select the text - drag the mouse pointer over the text• Set the font type and size from the drop down lists

Desktop Publishing

Setting text emphasis 

• Select the text• Click on Bold, Italic and Underline as required

 Setting text colour 

• Select the text• Click the Font Colour button and choose a colour• If the colour you want is not visible, click on More Colours to see

the full range

Desktop Publishing

Setting text alignment When you drag a text frame, the alignment is automatically set to Left Aligned. This is suitable for most situations: 

• Select the text• Click the required alignment button

 Setting line spacing 

• Select the text• Click the Format menu and select Paragraph • In the Line Spacing area, set the line spacing and click OK

Desktop Publishing

Setting bullets and numbers 

• Type the list and select it• Click the bullet or number button as required

 Tip - You can choose bullet or number type by clicking the Format menu and selecting Bullets and Numbering. The text must be selected before choosing the command from the menu

Desktop Publishing

WordArt WordArt is used to create special effects using textPublisher treats WordArt as a graphic element and so it can be: 

• Filled with a colour or pattern• Rotated and resized• Made to follow drawn objects• Set to any of several predefined shapes

Adding WordArt Click on the WordArt buttonThe WordArt Gallery appearsSelect the required WordArt style and click OK

Desktop Publishing

• The Edit WordArt Text box appears

• Type your text• Format the WordArt• Click the OK button

 The WordArt appears as a graphic and can be resized and moved to suit

Desktop Publishing

The WordArt Toolbar appears. Using it, you can: 

• Edit text• change the appearance using the gallery• format the WordArt• change the shape etc

Desktop Publishing

Creating a table 

• Click the Table button and drag a frame• The table dialog box appear• Choose the number of Rows and Columns you require• Publisher provides predefined table formats and you can select

one in the Table • Format window and see a preview in the Sample window• Click OK• Enter the information into the table and format as required

Desktop Publishing

Adjusting cell size Position the cursor on a gridlineDrag the cell to size

Printing the guidelines Cell guidelines do not automatically print. You must convert them to borders. 

• Select the entire table • Click the Line/Border Style button on the toolbar• Select More Lines from the Drop Down menu• Select Grid from the Presets section

Desktop Publishing

Merging table cells  Merged cells will behave as a single cell. 

• Select the cells• Select the Table menu and Merge Cells

Adding rows or columns 

• Click in a cell next to where you want the columns or rows inserted• From the Table menu, choose Insert and select rows or columns

Desktop Publishing

Graphics Inserting Clip Art Publisher comes with an extensive range of Clip Art.  

• From the Insert menu, choose Clip Art• Type a keyword into the Search For box• Click Go• Choose from the results

Desktop Publishing

From File 

• Drag a Picture frame• From the Insert menu, select Picture and From File• Find the picture using the dialog box

Desktop Publishing

From the Internet Microsoft maintains an extensive Clip Art collection online. This can be accessed from Clip Art if you have an Internet connection. 

• Open Clip Art (Insert menu, choose Clip Art)• Click the Clips Art on OfficeOnline link

 The Microsoft web site opens and connects you to the clip art gallery. 

• Set the search parameters and download the clip art

Desktop Publishing

From a scanner or camera 

• From the Insert menu, choose Picture, From Scanner or Camera an select the scanner from the list

 Select the device you intend using. You are now ready to use the device to import an image

• The software for the selected device opens • Use the software to import the image

Desktop Publishing

Drawing Tools These are used to add lines, ovals, boxes and other shapes. Simply select the required tool and drag the shape. Size and position can be changed later.  To add lines 

• Click the Line tool• Drag the line to the required size• Move the line to position if necessary

 

To add Arrows Click the Arrow toolDrag the line to the required sizeMove the line to position if necessary

Tip - Hold down the Shift key to draw straight lines or lines at 45°

Desktop Publishing

To Edit lines With the line selected, choose AutoShape from the Format menuSet your options and click OK

Desktop Publishing

To add Ovals and boxes 

• Click the Oval or Box tool• Drag to size• Move to position if required• Format for fill colour, outline colour and thickness as for lines

 Tip - Hold down the Shift key to drag a perfect circle or square.  To add AutoShapes 

• Click the Shape tool• Choose the required category• Choose the required shape• Drag the shape to size• Move to position if necessary• Format for fill colour, outline colour and thickness as for lines

Desktop Publishing

The Background 

• Pages in Publisher are stored in an area called the Foreground• Publisher provides another area, called the Background, where you

can place elements or objects that will appear on every page

A blank background is automatically created when Publisher is started 

To move to the background 

• Select the View menu• Select Master Page

Tip - Alternatively, you can use the CTRL+M keys to toggle between the foreground and the background

Desktop Publishing

Foreground pages in Publisher are like transparency sheets placed on top of the backgroundThe elements or objects on the background can be seen through the transparent foreground sheets

What goes on the background 

• Page numbers which will increment on the foreground pages• Headers, footers or sidebars you want on all foreground pages• Graphics or text you want on all foreground pages

Foreground pageForeground page

BackgroundBackground

Desktop Publishing

To insert page numbers 

• Go to the background• From the Insert menu, select Page Numbers

         Publisher inserts the page number mark (the hash symbol #) which only appears on the backgroundIt is replaced by the appropriate page numbers on the foreground pages. 

• Add any text you require before the hash symbol (Page etc)• Format the text as you would any other text• Return to the foreground