Design using Publisher by Sarah Mason

Publisher Training Manual

Desktop Publishing Design Using MicrosoftÂŽ Publisher Note:

Microsoft is a registered trademark and Windows is a trademark of the Microsoft Corporation

~ Presented by Sarah Mason ~

ÂŠ Sarah Mason

Publisher Training Manual TABLE OF CONTENTS

1.1 Start Publisher .................................................................................................... 5 1.2 - Creating a Blank Publication ............................................................................ 6 1.3 - Inserting Text in Text Boxes............................................................................ 8 1.4 - Closing a Publication ........................................................................................ 11 1.5 - Opening a Publication ...................................................................................... 12 1.6 - Importing Files .................................................................................................. 13 1.7 - Edit Story in Another Format ......................................................................... 14 1.8 - Saving a Publication ......................................................................................... 15 1.9 - Printing a Publication ....................................................................................... 16 1.10 – Setting up Templates ................................................................................... 17 1.11 - Clip Art .............................................................................................................. 19 1.12 - Inserting and Deleting Pictures .................................................................. 20 1.13 - Importing a Picture ........................................................................................ 21 Revision Exercise from Chapter 1 ........................................................................... 22 2.1 - Changing Fonts and Font Size ....................................................................... 23 2.2 - Bulleted and Numbered Lists ......................................................................... 25 2.3 - Text Effects ........................................................................................................ 27 2.4 - Changing Text Colour ...................................................................................... 29 2.5 - Drop Caps ........................................................................................................... 31 2.6 - Formatting Frames - Inside ........................................................................... 32 2.7 - Formatting Frames - Outside ........................................................................ 34 2.8 - AutoFit Text ........................................................................................................ 36 2.9 - Reverse Text ...................................................................................................... 38 2.10 - Rotating or Flipping Frames ........................................................................ 39 2.11 - Line and Paragraph Spacing ........................................................................ 40 2.12 - Tabs ................................................................................................................... 42 2.13 - Connecting Text Frames ............................................................................... 45 2.14 - Combining Text and Pictures....................................................................... 47 2.15 - Formatting Pictures........................................................................................ 49 Revision Exercise from Chapter 2 ........................................................................... 52 3.1 - Text Styles.......................................................................................................... 54 3.2 - Editing Styles ..................................................................................................... 56 4.1 - Changing Page Margins ................................................................................... 57 4.2 - Inserting Columns ............................................................................................ 58 4.3 - Balancing and Breaking Columns ................................................................. 59 4.4 - Multiple Pages.................................................................................................... 60 4.5 - Using the Background Page or Master Page .............................................. 61 4.6 - Viewing Two Pages ........................................................................................... 62 4.7 - Facing Pages ...................................................................................................... 63 4.8 - Headers and Footers ........................................................................................ 65 4.9 - Page Numbering................................................................................................ 67 4.10 - Inserting Date and Time............................................................................... 68 5.1 - Leading ................................................................................................................ 69 5.2 - Widows and Orphans ....................................................................................... 71

Publisher Training Manual 6.1 - Creating a letterhead ....................................................................................... 72 6.2 – Create a flyer .................................................................................................... 75 6.3 – Create an A5 brochure ................................................................................... 78

Publisher Training Manual Introduction These notes are designed to provide reinforcement material for tutor led training sessions in Microsoft Publisher. These revision exercises assume that the necessary program has been fully and correctly installed on your computer. However, in Publisher, some features are not installed initially and a prompt to insert the Office CD may appear when these features are accessed.

Aim

To provide the knowledge and techniques necessary for the successful creation and editing of publications using Microsoft Publisher 2003.

Objectives After completing the exercises the user will have experience in the following areas: Create, edit, and print multiple page publications Understand House Styles and apply them to documents. Use various design elements to enhance the publication

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Publisher Training Manual Chapter 1 â&#x20AC;&#x201C; Introduction to Publisher 1.1

Start Publisher

Publisher is a desktop publishing program, which helps create impressive publications such as newsletters, brochures, flyers, business cards. Each item within a publication, e.g. a picture or a text frame, is known as an object. Objects can be moved around and changed to create various effects. The methods used to move, resize or format each object are the same, so once they have been learned, complex publications can easily be created. There are numerous ways to start Publisher 2003 depending on how the computer has been set up. The following exercise describes the normal method for starting Publisher.

Exercise: Click START to show the list of Start options available. All Windows applications can be started from here. Move the mouse to Programs, then over Microsoft Publisher 2003

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Publisher Training Manual 1.2 - Creating a Blank Publication Procedure: When opening Publisher the Catalog screen is displayed. Design wizards or custom Templates can be opened from here using the links: Publications for Print Web sites and email Design Sets Blank Publications

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Publisher Training Manual Exercise: With the Catalog dialog box displayed click on the Blank Publications tab. This displays a list of the different types of blank publication available.

A blank Full Page is selected by default. Click on different publications from the list on the Task Pane to see the other options. Select Full Page and The blank, single page publication is created, ready for editing. The Publication Design may be displayed at the left of the screen. Click the Close icon.

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Publisher Training Manual 1.3 - Inserting Text in Text Boxes Procedure: All text in a publication is contained in a Text Boxes. The box or frame restricts the area in which the text can be viewed, but there is no limit to the number of frames that can appear on a page. A frame can be very small, or it can fill the page. Text frames can be resized at any time to fit a particular area.

Exercise: From the Objects Toolbar, select the Text Box Tool. The cursor changes to a cross when you move on to the publication. Click and drag a large square in the centre of the page. The Text Frame appears on the page, with the cursor flashing inside it, ready for text to be entered. Notice that the frame has small white circles, known as “handles” around it. This shows that it is selected - text can only be entered into a frame that is selected. Insertion point – text is entered here.

Handles on view when the text box is selected

Type in the following text as accurately as possible, but do not worry if you make mistakes:

Microsoft Publisher is a ‘page layout’ or Desktop Publishing program (DTP) as it is known. Other examples of this type of software include Adobe InDesign, Corel Ventura, QuarkXPress, Serif Page Plus. Press <F9> to zoom in to be able to read the text. Press <F9> again to zoom out. With the text frame selected, i.e. the handles on view, select View | Zoom, then Selected Objects to zoom in again.

Publisher Training Manual

Select View | Zoom | Whole Page to zoom out again. Click the Zoom In magnifying button on the Standard Toolbar to zoom to 50% Click again to zoom to 66%. Each click of the button zooms in by the next percentage increment shown in the menu options. Zoom out using the Zoom Out button. The Zoom box, , on the Standard Toolbar can also be used. Click on the drop down arrow at the right of the box and select 10% from the list. Use the box to zoom in to 400%. Use any method to zoom to Whole Page. Make sure the text frame is selected, i.e. the handles are on view. Move the cursor over the middle handle at the bottom of the frame. It changes to

. Click and drag it upward to resize the frame.

Move to the bottom right corner handle. The cursor changes to Click and drag, inwards and upwards to resize in two directions.

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Publisher Training Manual Move to the edge of the text frame, but not on a handle. The Move cursor appears. Use this cursor to move the frame to different place on the page. Leave the publication open for the next exercise. Note: Words with jaggedy red lines below are spelling errors or words that Publisher does not recognise, such as names.

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Publisher Training Manual 1.4 - Closing a Publication Procedure: Two publications can not be open at the same time and one will need to be closed so that another can be opened. By Selecting NEW, another PUBLISHER program will be opened.

Exercise: The publication from the previous exercise is on screen. From the menu, select File | Close. At the prompt, there are options to either, save the publication (Yes), close it without saving (No) or return to the publication (Cancel).

Select NO to close the publication without saving. A new, blank publication is available.

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Publisher Training Manual 1.5 - Opening a Publication Procedure: It is always wise to keep all of your publications in one place so that they can easily be found and opened at any time.

Exercise: Select File | Open. Make sure the Look in box displays the location of the data files for this unit. Select Brittany from the list and click on Open. The publication is displayed. Zoom in to it. Select File | Close to close the publication. At the dialog box select No to close without saving.

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Publisher Training Manual 1.6 - Importing Files Procedure: Text, which already exists in another location, can be inserted into a publication. Once a text frame has been drawn, it is easy to insert a file.

Exercise: On a new publication, draw a large text frame to cover the top two thirds of the page. Ensure the Arrange|Snap|To Guides Is turned on. This ensures that the text box will be drawn exactly on top of the blue layout guides. With the frame selected, click Insert | Text File to display the Insert Text dialog box. Make sure the Look in box shows the location where the data files are saved and that the Files of type box shows All Text Formats.

Click on Euro to select the file. Click OK. The message Do you want to use autoflow? appears. Choose NO and if you cannot see all the text, increase the size of the text box.

Close the publication without saving.

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Publisher Training Manual 1.7 - Edit Story in Another Format Procedure: If text in a text frame is to be added or edited, it may be easier to use Microsoft Word as the editor instead of Publisher. This is useful when the text file is imported to more than one frame and may appear on more than one page. In a word processing application the text can be seen as a continuous passage. It is also possible to use other word processors, such as WordPad.

Exercise: Open a new publication and draw a large text box in the centre of the page. Insert the text file The Chinchilla Story. This has been created in Word. Zoom in to read the text. Right click within the text box and select Change Text | Edit Story in Microsoft Word. Microsoft Word opens.

To correct the spelling errors click the Spelling and Grammar button. At each suggestion select to either Ignore or Change. When the spell checking is complete, select OK and then File | Close and Return to (Unsaved Publication). The spelling alterations have been transferred. Leave the publication open for the next exercise.

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Publisher Training Manual 1.8 - Saving a Publication Procedure: A publication must be saved if it is to be used again. There are two main ways to save a publication, depending on whether it is a newly created publication, or whether it has previously been saved and given a name.

Exercise: Using the publication left open previously, select the File menu and choose the Save As command. The Save As dialog box will then appear. The contents of the dialog box will vary between computers, but the diagram here shows an example of how it may look.

The publication must be given a name. Enter XXChinchilla in the File name box (where XX are your initials). Note: A filename can be of any length. Choose a meaningful name but do not use any of the following characters: ><"*?:\ /;| Use the drop down list from the Save in box to locate the area where your publications are to be saved. Consult your tutor if you are not sure. Click the Save button, at the bottom right of the dialog box. Leave the publication open for the next exercise. Note: A previously named publication can be saved to the same location under the same name by clicking the Save button, on the Toolbar. When a new document is to be saved, selecting Save will display the Save As dialog box.

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Publisher Training Manual 1.9 - Printing a Publication Procedure: A print out from a publication can take many forms. A “composite proof” is one where all items on the page are printed on one page. This is as opposed to a “colour separation proof” that will print only one colour per page. If the Print button, , is used, a single copy of the entire publication is printed. Printing will be covered in more detail later.

Exercise: The Chinchilla publication should still be open from the previous exercise. Select File | Print.

The Print range option is automatically set to All. This means that the whole publication will be printed. The Number of copies option is automatically set to 1. Click OK to print the publication. Select File | Close. At the dialog box about saving, select No as the file was just saved.

Publisher Training Manual 1.10 â&#x20AC;&#x201C; Setting up Templates Procedure: Any publication can be set up to use as a template, i.e. a base from which other publications can be generated. Publisher has many templates already provided, which you may have already come across while using Wizards. A template can have text or pictures already added so that if several people needed to use the same template, then you can be sure that they are starting from the same point. Once a template is saved then it can be used at any time to produce a publication. Templates are saved in a special place where they can all be kept together and used by anyone. They can, of course, be saved to any drive or disk, but would then not be available for general use.

Exercise: In a new publication draw a text frame between the margins at the top of the page. Insert the text file West Somerset Quarterly Newsletter. Add another text frame that covers the rest of the page. This forms the basis of the template and should look something like that below.

Select File | Save as. At the dialog box, drop down the Save as type list and select Publisher Template.

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Publisher Training Manual

Notice how the Save in location has automatically changed to Templates. This is the place where all templates are stored. In the File name box enter XX West Somerset Newsletter and click on Save. The template is now saved for repeated use. Close the publication.

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Publisher Training Manual 1.11 - Clip Art Procedure: Pictures, as well as text, can be inserted into Publisher. They can be from Publisherâ&#x20AC;&#x2122;s own Clip Art or from a picture file saved elsewhere.

Exercise: On a blank publication, click the Clip Gallery Tool, and the clip task pane will appear.

Type NEWSLETTER into the Search box to see some graphics from this category. Select an image and it will appear on your publication. Type in some other search criteria to find some more images Leave the Insert Clip Art task pane open for the next exercise.

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Publisher Training Manual 1.12 - Inserting and Deleting Pictures Procedure: Graphics can be inserted from the Clip Art window by clicking on them or choosing the Insert button from the drop down list.

Exercise: Select the clipart task pane and choose the Results should be drop down list. Deselect the Movies and Sounds option to narrow down the search. Search for Apples and insert a couple of apples images. Select one of your images and press <Delete>. The picture disappears. To resize the image, select the image and move to the corner. Click and drag. To move the image, click in the centre of the image and click and drag. Close the Insert Clip Art dialog box and close the publication without saving.

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Publisher Training Manual 1.13 - Importing a Picture Procedure: Another way to add a picture to a publication is to insert a picture file. The correct name for this is importing.

Exercise: Using a blank publication, select the Picture Frame Tool,. The crosshair tool appears, so click on the blank paper where you would like the image to appear. You could also choose the menu method. Select Insert | Picture | From File to display the Insert Picture dialog box. Make sure the Look in box shows the location where the data files are saved and the Files of type box shows All Picture Formats (pictures can be saved in several different formats). Click once on the file named Butterfly.

Click Insert to import the file. The frame changes shape, if necessary, to maintain the proportions of the picture. Close the publication without saving.

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Publisher Training Manual Revision Exercise from Chapter 1 Open Publisher. Create a blank A4 publication. Draw a text frame across the top of the page to form a heading area that reaches the blue margin guides. Type in the heading Shooting Stars Draw a second text frame to fill the rest of the page. Insert the text file Shooting Stars. Search for a piece of clip art under the same category ie stars Close the Clip Art dialog box. Insert the images from file called aliens.tif, comet.gif, asteroid.jpg. Place appropriately throughout the exercise.

Save the publication as XX shooting stars.pub and close it.

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Publisher Training Manual Chapter 2 – Formatting Texts, Frames and Images 2.1 - Changing Fonts and Font Size Procedure: All text in a publication can have a variety of fonts and font sizes applied. You will probably come across the term serif or sans serif when referring to fonts. A serif font is one with curls or tails on the stalks of letters, e.g. f, and sans serif is one without, e.g. f. Arial is an example of a sans serif font and Times New Roman is an example of a serif font.

Exercise: Open Publisher then open the publication Sri Lanka. Select the first paragraph. From the drop down list on the toolbar, change the font to Arial Black – this is an example of a sans serif font. With the same text selected, drop down the Size list and change it to 16. Select the next paragraph. Select Format | Font. From the Font dialog box, the size and font can be changed at the same time. Make this Stencil and size 12 – this is an example of a serif font – fonts and sizes will now be shown together, i.e. this font and size will be shown as Stencil 12.

Publisher Training Manual Click OK. Select the third paragraph and use either method to make this Lucida Sans 10 – a sans serif font. Resize the text frame to view all of the text. Use either method to make the last paragraph Blackadder ITC 18 – a serif font. Save as XX Sri Lanka and close the publication.

Publisher Training Manual 2.2 - Bulleted and Numbered Lists Procedure: Lists of items can have numbers or bullets applied to them to make them stand out or for easy reference. If more than one line is to have bullets or numbers applied then that text must first be selected.

Exercise: On a blank publication, draw a text frame in the top half of the page. Type in the following pressing <Enter> after each name, Bristol, Birmingham, Glasgow.

Select all of the text and click on the Numbering button numbers will be applied.

Click on the Bullets button

and

to apply default bullets.

For more choice, select Format | Bullets and Numbering. From the tabs across the top choose Bullets. Look carefully at all the options. Change the Bullet type to a heart, the size to 20pt, the Indent to 2cm.

Click OK to apply the bullets.

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Publisher Training Manual Open the Bullets and Numbering dialog box again. Numbering.

Click on

Again study the options available. Change the Number format to A, B, C, D, change the Separator to - - and Start the numbering at B.

Click OK to apply. Select all of the text and make it size 20pt. Note how the numbering is also resized. Place the cursor at the end of Glasgow, press <Enter> and add another city â&#x20AC;&#x201C; Edinburgh. Note how the numbering format has continued. With all the text selected, change back to bullets. They are their original size as they are altered from within the dialog box. Close the publication without saving.

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Publisher Training Manual 2.3 - Text Effects Procedure: The most common formatting features applied to text are bold, italic and underline: Bold

to make the text stand out.

Italic

to make the text lean to the right.

Underline to emphasise text by adding a single line below it. Publications can be made to look impressive through the use of other Text Effects such as Shadow, Outline, Emboss or Engrave.

Exercise: Open the publication Scanner and zoom in on the text frame.

Select the first sentence and click the Bold button, text bold.

, to make the

More than one formatting feature can be applied to the same text. Select the next sentence and click the Italic button, Underline button,

, then the

. Both features have been applied.

Select the next paragraph and select Format | Font. From the Effects area of the dialog box, click on the check box to the left of Shadow, then click OK to apply the shadow effect. Increase the zoom if necessary to see the effect more clearly.

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Publisher Training Manual Type in the heading SCANNERS and apply the Outline effect.

The resulting change should look like this: Select File | Save As. In the File name box replace Scanner with XX Scanner (where XX are your initials). This will save this publication under a new name while leaving the original intact. Close the publication.

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Publisher Training Manual 2.4 - Changing Text Colour Procedure: Text colour is automatically black, but to emphasise parts of a publication, the colour can be changed.

Exercise: Open the publication Venice. All the text in this publication is black (Automatic). Select Venice from the first line and click the Font Color button,

. A colour palette appears.

Click on More Colors to display the Colors dialog box. Click on the Basic Colors option. The colours are set out in a grid, each in a colour group (Purple, Orange, etc.)

Click one of the blue square and click OK. Click away from the highlighted text to see the effect.

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Publisher Training Manual Make some further changes to the text with colours of your choice. Close the publication saving as XX Venice.pub. Note: The Font dialog box can also be used to change the colour of text. Select Format | Font and choose a colour from the drop down list.

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Publisher Training Manual 2.5 - Drop Caps Procedure: A Drop Cap is the first letter of a paragraph, which is bigger than the rest of the text and either drops below the other rows of text, or is raised partially above them. Drop caps look good in various types of publication, such as newsletters or greeting cards.

Exercise: Using the publication XX Venice, place the cursor in the first sentence and select Format | Drop Cap. The Drop Cap dialog box appears.

Use the scroll bar at the bottom of the Available drop caps area to see the choices. Select the fourth drop cap from the first window, then click OK to apply it. Resize the frame as necessary. Place the cursor at the beginning of the words ‘The now famous watery villages…’ and press <ENTER> to force a new paragraph. Apply a drop cap to the T at the start of this new second paragraph Experiment with the different Drop Caps so that you become familiar with how they look. Print out a copy of your final page then save the publication as XX Venice 2. Close.

Publisher Training Manual 2.6 - Formatting Frames - Inside Procedure: Colour can be added to an entire text frame, so that it stands out on the page. Fill Effects are used to apply a pattern or shading effect to a frame. Text can also be centred vertically within a text box.

Exercise: On a blank publication, draw a text frame at the top left corner of the page. Click the Fill Color button, More Fill Colors.

, and from the drop down menu, select

Choose the Standard tab to select the Basic colors palette.

Select Yellow from the grid, then click OK to apply the colour.

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Publisher Training Manual Create a small text frame at the bottom of the page. To make the frame stand out, a special effect is to be applied to it. Click

, then select Fill Effects from the menu.

Select the Gradients option. This will apply a two tone shaded effect.

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Publisher Training Manual 2.7 - Formatting Frames - Outside Procedure: So far you have looked at the inside of the frame, this exercise will look at the outside. Although the following exercise concentrates on text frames, borders and shadows can be applied to any kind of frame, e.g. picture, table, etc.

Exercise: Click on any of the text frames on the page. Click on the Line/Border Style button

Click on the first line option. A black border is placed around the frame. To change the thickness or the colour of the border, click on the Line/Border Style button again and select More Styles.

Click on the desired weight, in this case 2pt. Click OK to make the change. The colour of this line can be changed from the same dialog box. Open it now. Drop down the Color menu and select More Colors and then Basic colors (in just the same way as the fill), and choose a colour. Click on OK and then OK again.

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Publisher Training Manual The colour of the line can also be changed using the Line Color button . Click on it now. A selection of recent colours used is available, choose one of these to change the colour (More Colors will display the colour palette, as before). Select a different text frame. Choose the shadow icon and experiment with different settings and colours. Close the publication without saving.

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Publisher Training Manual 2.8 - AutoFit Text Procedure: AutoFit will automatically shrink or expand text so it fits exactly into one text frame, even when the text frame has been resized. Either a great deal of text can be set to AutoFit, or specific text, such as a heading which flows onto two lines within a frame, can be reduced so that it appears on one line only. There are three AutoFit options: Best Fit will automatically shrink or expand the size of the text, when the size of the text frame is reduced or increased, so the text fits exactly into one text frame. Shrink Text on Overflow will reduce the text size in the overflow area, until the text appears in one text frame. If the text frame is then resized, the text size will automatically be resized as in Best Fit. Do Not Autofit will switch off AutoFit.

Exercise: Open the publication Kloofing. Click anywhere in the text frame. Select Format | AutoFit Text.

Choose the Best Fit option. The size of the text will be decreased so the story fits the entire frame. Change the size of the text frame and see what effect this has on the text size.

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Publisher Training Manual Select Format | AutoFit Text | Do Not Autofit to turn off AutoFit. Changing the size of the text frame will have no effect on the size of the text. Try it. Close the publication saving as XXkloofing.pub.

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Publisher Training Manual 2.9 - Reverse Text Procedure: Text is normally written as black on a white background. produce white text on a black or coloured background.

It is easy to

Exercise: On a blank publication, draw a large text frame in the middle of the page. In the text frame, type your name – centre it using

Use Best Fit to increase the font size until the text fills the frame – Format | AutoFit Text | Best Fit. Select the text by clicking and dragging the mouse pointer over it and select the Font Color button, . Choose the colour White (the text is now white on a white background so cannot be seen). Choose the Fill Color button,

and choose the colour Blue.

Click outside of the text frame to see the effect. The background should now be blue and the text white.

Try other background and text colour combinations, then select Pink as the background colour and Blue as the text colour. Save as XX reverse.pub. Leave the publication open for the next exercise.

Publisher Training Manual 2.10 - Rotating or Flipping Frames Procedure: Any frame can be turned on its side or rotated left or right. This is useful when creating a sidebar for a newsletter or a report. Pictures can also be flipped, i.e. from top to bottom.

Exercise: The publication Reverse is still open from the previous exercise. Select the text frame and from the Standard Toolbar click on the Rotate icon. Choose Rotate Left 90o

Resize the frame so that it stretches from the top margin to the bottom and move it to touch the left margin. Text can still be altered even though it is on its side. Click at the end of your name and delete it. Type in Annual Review.

Click once on the Rotate Right button extend beyond the page boundaries.

The frame may now

Click on Rotate Right again. The text is now facing in the opposite direction to step 4. Save and close the publication.

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Publisher Training Manual 2.11 - Line and Paragraph Spacing Procedure: Paragraphs can have spacing applied before or after them to make the text easier to read. It is also a recognised convention that, occasionally, the first line of a paragraph may be indented, i.e. the first line is further from the left edge of the text frame than the remainder of the paragraph. Similarly, the spacing between lines in a paragraph can be altered making the text more legible.

Exercise: Open the publication Spacing and zoom in on the text frame to read the text. Select all of the text in the frame and change font to French Script MT. This makes the text difficult to read. With the entire text still highlighted, select Format | Paragraph |Indents and Spacing. Select to have a 12pt space After each paragraph â&#x20AC;&#x201C; use the up spinner arrow to alter the value or click and drag across the original value and type in the new one.

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Publisher Training Manual Click OK to apply the change. Change the font size to 18pt. Place the cursor in the second paragraph, select Format | Paragraph|Indents and Spacing. Drop down the list from the Preset Indents and select 1st Line Indent.

Click on OK to apply the indent. Print the publication and save as XXspacing.pub.

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Publisher Training Manual 2.12 - Tabs Procedure: Tabs are an exact measurement for lining up columns of text within a frame. They are often used when creating a list or a table. The <Tab> key on the keyboard is usually marked

Exercise: Start a new publication and create a large text frame at the top of the page. Zoom in to see the frame more clearly. Tabs are automatically set at 1cm intervals. Press the <Tab> key once. Type Name, press <Tab>, then type Department and press <Enter> to move down a line. In the same way, enter the information below. Press <Tab> before the first column and press it again to move to the second column. Don’t worry at this stage if the text doesn’t line up properly. Singh Ahmed McPherson Thompson

Personnel Training Sales Personnel

Now the tabs can be formatted to make the text line up. First, make sure the text is selected, then select Format | Tabs to display the Tabs dialog box. In the Tab stop position box, enter 2cm. Make sure the Alignment is Left and the Leader is None. Click Set to apply the tab.

Publisher Training Manual Now enter another tab position of 6cm by overtyping the number in the Tab stop position box. This time change the Alignment to Right and click Set. Click OK to return to the publication. Note: To remove a tab, select it from the list in the Tab stop position box, then click Clear | OK. Tab settings can be changed using the ruler. Select all of the text. Notice how the tabs set earlier are marked on the ruler, as in the diagram below. Note: If the ruler appears in inches, change it to view in centimetres using Tools | Options | General Measurement Units and select Centimetres.

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Publisher Training Manual Click and drag the right 6cm tab along the ruler to the 8cm point. The text moves to the new tab. With the text still selected, select Format | Tabs. Tab settings can also be changed here. Click on the 8cm tab in the list and change the Alignment to Left. Click Set, then OK. The text in this column is now aligned to the left. Save the publication as XX tabs.pub.

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Publisher Training Manual 2.13 - Connecting Text Frames Procedure: There are occasions when all of the text does not and is not required to fit in one frame. Think of a newspaper and how an article on page 1 can be continued on page 5. If these frames were not connected, it would be tedious to be continually taking text from one frame and adding it to another, during proofing and editing. The example below connects frames on the same page, but the technique is the same wherever the frames are located.

Action: Open a blank publication and draw three text boxes as shown.

Select the left text frame, click on the Create text box

Link

The mouse pointer changes to Move over the right hand frame and the mouse pointer changes to . Click here. The two text frames are now linked.

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Publisher Training Manual The first text box has a small Go to Next Text Box underneath and the right hand text box has a small Go to Previous Text Box. If you click on these they will ‘jump’ to the linked frame. Insert the text Florence.doc into the left hand text box. Resize the point size and alter the font and formatting to your choice. Insert the heading Florence in the top text box.

Publisher Training Manual 2.14 - Combining Text and Pictures Procedure: It is more than likely you will want to have text and picture frames on the same page. So that one frame does not overlap another, text will usually wrap around the picture. If however, frames are covered by other frames, then they can be thought of as being in a pile and one can be brought in front of or sent behind another. The combination of text and graphics will leave blank areas on the page. This is known as white space and while it is desirable to view the various items clearly, too much white space detracts from the finished article.

Exercise: On a blank publication, draw a text frame that fills the top half of the page. Insert the text file Chinchillas.doc and Zoom in. Select the Picture Frame tool and draw a frame in the middle of the text. Insert the Chinchilla picture. Notice that the text has wrapped around the picture. With the picture frame selected, click on the Send to Back button The picture disappears behind the text, and the handles are still visible. Note that the text is no longer wrapped around the picture. The picture frame is “behind” the text frame. Click on the Bring to Front reappears in front of the text.

, The picture

Click on the middle of the picture and hold down the left mouse button until the move cursor appears, now drag it about the text. Note how the text readjusts itself so that it still wraps around the picture. On the Picture toolbar choose the Text Wrapping icon. From this menu, choose the Edit Wrap Points option.

Publisher Training Manual This will add red handles around the edge of the image. You can adjust these handles to fit snugly around the chinchilla. The text will now wrap close the image.

ÂŠ Sarah Mason

Publisher Training Manual 2.15 - Formatting Pictures Procedure: Pictures can be moved about the page and resized in the same way as any other object. Sometimes, only part of a picture might need to be included in a publication. If this is the case, the picture can be cropped. Colours and shades can be changed to allow pictures to be used in different ways. A frame can be masked, or partially covered, to apparently change its shape.

Exercise: The Chinchilla publication should still be on screen from the previous exercise. Insert the Chinchilla2 picture below the text. Move and resize it to fill the bottom half of the page. When resizing the image, drag from the corner handle and hold the Shift key down which will keep it in proportion. The Crop Picture button,

, is on the Picture toolbar. Click on it.

Now move the mouse pointer over the middle handle at the right of the picture until the Helpful Pointer appears.

Click and drag until only the right hand animal remains, then release the mouse.

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Publisher Training Manual Resize the image (keep the Shift key down to keep it in proportion) so it fills the lower half of the screen.

Right click on the picture to display the shortcut menu. Format Picture | Picture

Select to

Choose a brown sepia colour and select the Leave black parts black.

Send the picture to the back

. It apparently disappears.

Select the text frame. Enlarge the text so it fills the page. Press <Ctrl T>. This key press makes the text frame transparent, i.e. you can see through it.

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Publisher Training Manual Save the publication as XX Chinchilla.pub, close.

ÂŠ Sarah Mason

print out a copy and

Publisher Training Manual Revision Exercise from Chapter 2 Procedure: The following exercise practises the skills learned in chapter 2. Particularly it focuses on changing fonts and font size, bulleted and numbered lists, text effects, changing text colour, drop caps, formatting frames, auto fit text, reverse text, rotating frames, line spacing, tabs, connecting text frames, adding images.

Exercise: Open a new blank A4 publication. Create a heading text box across the top with “The Riverbank” heading, another text box down the left side with reverse text saying “Spring Newsletter” and two text frames in the body. Use autofit to ensure the text fits the frames completely.

Connect the two text frames and insert the file called fishing.rtf Insert the image fisherman.jpg. Change the first letter of the two articles to a drop cap in a colour to match. Alter the font to Arial 10. Keep the sub headings bold.

Publisher Training Manual Alter the line spacing of the article so the text fits the page exactly.

ÂŠ Sarah Mason

Publisher Training Manual Chapter 3 â&#x20AC;&#x201C; Style Sheets 3.1 - Text Styles Procedure: A text Style is a predefined style of text, including font, size, alignment, spacing, etc., which is given a name and can then be easily applied to any particular piece of text, so keeping consistency of style throughout a publication. For example, this text has been defined as a certain style, and the title above has been defined a different style.

Exercise: On a new publication, draw a text frame at the top of the page. In this text frame, type Bredon Hill as a Headline. Select Format | Styles & Formatting to display the Text Style dialog box. Select Create a new style. Enter the new style name as Headline and then click Font. Choose a different sans serif font and the size 48. Choose Paragraph, Alignment, Centre and then choose OK.

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Publisher Training Manual With the cursor on the word Bredon Hill, select the Styles drop down list (to the left of the Font box) on the Formatting toolbar and select Headline from the list.

The text is formatted in the created style. Save as XXBredon Hill.pub

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Publisher Training Manual 3.2 - Editing Styles Procedure: Once styles have been created, they can be changed at any time.

Exercise: Using the publication from the previous exercise. Draw a new text frame underneath the 'Bredon Hill' frame and work in this area. Click on the Styles and Formatting icon. Create a new style called Body, with a size 12 font and left aligned. Also change the Line Spacing to be 12pt After Paragraph.

Return to the publication. Insert the text file ‘Bredon Hill.rtf’ in the new text box Apply the style Body to this paragraph. Select Body style and click on the drop down box to the right and choose Modify. Change the size to 14. Click OK and then Close. The new style has been applied. Note: When a style is changed, all text in that style changes automatically. There is no need to apply the style again.

Publisher Training Manual Chapter 4 â&#x20AC;&#x201C; Page Layout 4.1 - Changing Page Margins Procedure: Margins or the blue guidlelines in a publication are there purely to align objects or keep objects within the printing range. Frames can be placed outside margins, so care must be taken. Remember to use the Snap to Guides options mentioned earlier.

Exercise: Open the file Venice margins.pub Select Arrange | Layout Guides to edit the margins.

The default for margins is 2.5cms. Change all of them to 1.5cm. The guides are now nearer the edge of the page. Select OK to apply. Resize the text frames to extend to all of the blue margin guides. Save as XX Venice Margins.pub

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Publisher Training Manual 4.2 - Inserting Columns Procedure: Columns divide the text vertically into sections within its frame â&#x20AC;&#x201C; as in a newspaper. This is a different way of presenting text, which would look really effective in a newsletter, for example.

Exercise: Open XX Venice Margins.pub, select the text frame and zoom to 66%. Select Format | Text Box and display the Text Box tab dialog box.

Choose the Columns button, change the number of columns to 2. Change the spacing to 3cm to ensure that the text is evenly spaced on the page. (1.5cm margins on the left and right)

Select the text and change it to Justified. Note:

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Spacing between columns is also called the gutter.

Publisher Training Manual 4.3 - Balancing and Breaking Columns Procedure: Columns look better if they are balanced, i.e. of equal length. However, occasionally, you will need to end a column at a specific place.

Exercise: Open the publication Venice Margins2.pub. Place the cursor at the beginning of the paragraph The Venetian Republicâ&#x20AC;Ś. Resize the text frame until the columns are balanced. It is acceptable for balanced columns to be within 2 lines of each other.

Insert the image gondola.jpg into the lower space.

ÂŠ Sarah Mason

Publisher Training Manual 4.4 - Multiple Pages Procedure: New pages can be added to a publication either before or after the current page. Different types of pages can be added. They can be blank pages, pages with a text frame on them, or duplicate pages, exactly the same as the existing page.

Exercise: Create a new blank publication with the heading ‘Sharm-el-Sheik’ and insert a text box underneath with two columns Select Insert | Page to display the Insert Page dialog box. Type 2 in the Number of new pages box and choose the After current page option and select to Duplicate all objects on page 1. Click OK to insert the pages.

Link the text frames. Click on page 1 from the Page Control area at the bottom of the screen, and Insert the file called redsea.rtf. Note how the text spills into the text boxes on page 2. Highlight the text and change to size 12.

Publisher Training Manual 4.5 - Using the Background Page or Master Page Procedure: When a publication consists of more than one page and each page has common elements, such as the same headers, footers, logos, page numbering, etc., then the Background page can be used. This is a page where all of the common objects of a group of pages are set out. Whatever appears on the Background page, appears on every page.

Exercise: Using the publication from the previous exercise, select View | Master Page. Notice that the Page Control area now shows. Any objects placed on this page will appear on all pages of the publication. Insert the picture clownfish.jpg from the data files and position it near the top of the page. Crop and resize until it is about the right size to ‘sit’ behind the heading text.

Move through the pages to ensure they all have the same picture at the top of the page. Move to page 3. Select View | Ignore Master Page. The picture disappears. View all the pages. On page 3, reveal the background by selecting View | Ignore Background again. Save the publication as XX Sharm-el-sheik.pub.

Publisher Training Manual 4.6 - Viewing Two Pages Procedure: Publisher has the facility to view two pages at the same time. The first page will always be viewed by itself, then the rest of the pages can be viewed side by side, like a book. Pages can be edited in the normal manner.

Exercise: The publication XX sharm-el-sheik.pub is still on screen. Using the Page Control buttons at the bottom of the screen, move through the three pages. Go back to the first page. Select View | Two-Page Spread. Again use the Page Control button to view the other pages and see how pages 2 and 3 are now displayed. Select View | Two-Page Spread again to deselect Two Page Spread and display one page at a time. Save the publication using the same name and close it.

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Publisher Training Manual 4.7 - Facing Pages Procedure: The Background Page is able to accommodate common layout guides, so that the placement on each page is uniform. Columns can be made unequal here and can be made to mirror on facing pages.

Exercise: On a blank publication, open the Layout Guides dialog box. Choose to have 2 columns in this publication,

Place a check mark in the Create Two-Page master. Click on OK.

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Publisher Training Manual Select View | Go to Background. The background page now shows a left and a right page available

The columns are of equal width, to make them unequal, hold down <Shift> and move the cursor over the central divide on the left page. The cursor changes to Adjust.

Drag the divide to the left, until the columns are unequal. Notice how the columns on the right page have mirrored the change.

Close Master View and insert a further 3 pages. Check the pairs of pages for the new layout guides.

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Publisher Training Manual 4.8 - Headers and Footers Procedure: A header is a piece of text that appears at the top of every page in a publication, such as the Publisher Training Manual header in this publication. Similarly, a footer is a piece of text at the bottom of every page. They can also contain text such as the date and page number, which can be added to a publication and set to automatically update. Headers and footers are placed on the background page in a publication.

Exercise: Select View | Master Page to display the background page. Draw a text frame that spans the page, in the margin at the top of the left page. In the text frame type Devils Island. Increase the font size to 36, then make the text bold and centre it. Add a 1 pt Black border to the text frame.

Copy the text frame, and place it at the top of the right hand side. Draw a text box at the bottom of the page underneath the blue layout guide and enter your own name in full and enlarge it slightly. Copy this text box to the right hand side.

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Publisher Training Manual Select Close Master View to return to the publication. Examine each page to ensure the header and footer are on every page. Save the publication as XX mirror.pub. Leave the publication open for the next exercise.

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Publisher Training Manual 4.9 - Page Numbering Procedure: Page numbering can be applied to a publication via the background page. A # symbol appears on the page to indicate the position of the page number, when it is printed. These page numbers automatically update when pages are added or deleted.

Exercise: Using the publication from the previous exercise, move to the background page by selecting View | Master Page. Select the footer text frame and zoom in. Add a Centred tab at 9cm and a Right tab at 17.5cm. Click to place the cursor after your name and press the <Tab> key to move to the central position. Type Page - . Select Insert | Page Numbers. A # symbol appears after Page - (this is where the page numbers will appear in the publication).

Close Master View and return to the publication. Move through the pages, looking at the bottom of the page to see the changing page numbers. Save the publication at this point. Try inserting two new pages at the end of the publication, until there are six in total. Check to see if the new page numbers are added. Delete the pages just inserted.

ÂŠ Sarah Mason

Publisher Training Manual 4.10 - Inserting Date and Time Procedure: The date and time can be added to a publication as a code called a Field. Fields can be added into a text or table frame and can be entered as plain text (the date and time will remain the same), or can automatically updated every time the publication is opened or printed, to show the current date and time.

Exercise: The XX Mirror publication should still be open. Go to the master page and click on the footer frame. After # press <Tab>. Type Printed on. Select Insert | Date and Time to display the Date and Time dialog box.

Select the date type of your choice and click on OK. Note: If the date is to be updated every time the publication is opened, then place a check in Update automatically. Close Master View. Leave the publication open.

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Publisher Training Manual Chapter 5 â&#x20AC;&#x201C; Copyfitting 5.1 - Leading Procedure: Leading or Line Spacing has already been mentioned, but as a formatting rather than a copyfitting technique. If text has to fit a certain space and be of a certain size, then Leading can help.

Exercise: Open the publication Leading. Leading is to be used to space the text so that it fits the four pages, i.e. the text must cover this area and be of this size, so only the spacing between the lines can change. Select the text (CTRL + A) and then Format | Paragraph. Increase the line spacing After paragraph to 9pt and click OK. Switch to Page 4 and you will see that the text does not quite fill the whole of the space.

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Publisher Training Manual Highlight the entire text again and select Format|Paragraph. Change the between lines option to 1.1. The text should be spaced neatly down to the end of page 4. Of course, there would be a lot of trial and error involved to reach the correct value. Save the publication as XX Leading.pub.

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Publisher Training Manual 5.2 - Widows and Orphans Procedure: These terms refer to single lines of text, detached from its paragraph and left either at the bottom or top of a page or column. A Widow is the last line of a paragraph at the top of the next column or page. An Orphan is the first line of a paragraph left by itself at the bottom of a column or page. These are not desirable in publications.

Exercise: Open the exercise called widows&orphans.pub.

On page 2 you can see there is an Orphan at the bottom of the middle column. There are many methods of copyfitting an article to remove widows and orphans but the easiest method would be to select the entire document (Ctrl + A) choose Format|Paragraph|Line and Paragraph Breaks. Tick the WIdow/Orphan control.

Save the document as XX Everest.pub.

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Publisher Training Manual Chapter 6 – Using Wizards & Templates 6.1 - Creating a letterhead Procedure:

The Publisher Catalog contains many ready-made ‘off-the-shelf’ designs that saves you having to design your own documents. There are many colour schemes and designs to choose from and once made you can customised the designs to add your own logos etc.

Exercise : From the file menu, choose the following: File|New|Publications for Print|Letterhead|Plain Paper

Choose the Axis design

Publisher Training Manual If the dialog box below does not appear, it can be accessed from the Edit menu|Personal Information. Here you can set up your information for different purposes ie primary business address, private address.

Once this information is completed it will automatically appear in your publication.

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Publisher Training Manual The publication design appears. From the Task Pane on the left hand side, choose colour schemes and experiment with those on offer.

It is helpful when using the wizards to have this basic knowledge in the manual before starting to use them and then you will be able to format with your own colours.

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Publisher Training Manual 6.2 – Create a flyer Procedure: You can use a wizard to create a flyer, but this exercise starts from scratch and includes instructions on combining and grouping frames, using border art and manipulating shapes. A flyer generally is a single sided A5 marketing document with a eyecatching ‘masthead’ to grab attention.

Exercise: Open new blank publication Change the paper size to A5. Click on File|Page Setup|Layout. Choose Booklet, then OK

Publisher Training Manual Create a heading as shown below

Charity Car Wash Draw a perfect circle by selecting the circle tool and hold the SHIFT key down as you are drawing it. Shade the circle in red. Draw two more circles as shown below:

Group the three circles together by sweeping the mouse over the three objects. On the lower edge of the selection you will see the grouping tool. Click on this icon. You will see now that the three circles have become one item. They can be split again by clicking again on the grouping icon. Copy and paste these circles to make smaller ones around the edge of the flyer. Ungroup the circles to add some text. Right click on the circles and choose Add Text.

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Publisher Training Manual Alter the transparency of the image so the image fades into the background

Experiment with fill effects by adding an image to the text box. Use bubbles.jpg in your folder.

Experiment with borderArt. Here ladybirds have been added but you can add your own image.

ÂŠ Sarah Mason

Publisher Training Manual 6.3 â&#x20AC;&#x201C; Create an A5 brochure Procedure: You can use a wizard to create an A5 brochure/newsletter, but this exercise starts from scratch and includes revision on the manual.

Exercise: Open new blank publication From File|Page Setup choose Booklet

In Arrange|Layout Guides Change the measurements to 1.5cm

In Arrange|Layout Guides|Grid Guides choose 2 columns. Ensure the publication has 4 pages.

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Publisher Training Manual Create a style sheet with the following specifications Body Text

Sans Serif,=

Left

Subhead

Serif

Centred

Headline

Serif, bold, italic, white

Centred

Insert the following header left aligned on the master page Clifton Suspension Bridge Insert the following footer right aligned on the master page Page number # Close master view. Set up text boxes two to a page and connect them.

Insert the text file bridge.rtf Assign the body text style to all the text (Ctrl + A)

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Publisher Training Manual Assign the subhead styles to all the dates and the headline style to the heading on page 1. Insert the images 1 â&#x20AC;&#x201C; 9 throughout the document. The will have to be resized very small!!!

ÂŠ Sarah Mason