Emyr Brown Ysgol BrynTeg Publisher Help

Transcription

1 CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

2 Section 1 Fundamentals By the end of this Section you will be able to: Open and Close Publisher Open, Close and Save Publications Insert Text Boxes Insert and Import Text Edit Text in Another Program Print a Publication Save a Publication as a Template Use Clip Art Insert, Import and Delete Graphics CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

3 Exercise 1 - Starting Publisher When producing documents for different audiences, it is important to tailor them to the audience in question, ensuring the message is clear. If you need to produce a variety of documents, with layouts consisting of a combination of text, graphics and other elements, a desktop publishing program will probably be the most appropriate software to use. Before designing the layout, make sure the content is accurate and can be used legally. If the content is from a source such as the Internet, or a printed publication, you must make sure you aren t breaching copyright law by using it. If it contains names and addresses, you should be aware of the Data Protection guidance concerned with their storage. Publisher is a desktop publishing program that helps create impressive publications. Each item within a publication, e.g. a picture or a text box, 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. The following exercise describes the normal method for starting Publisher. If you have used the software before, some of the following exercises may be familiar. Look on them as revision. 1. Click to show the list of Start options available. All Windows applications can be started from here. 2. Move the mouse to All Programs Microsoft Publisher. (Programs in earlier versions of Windows). Note: Publisher XP may be within an Office XP (or Microsoft Office XP, as in the following diagram) folder, rather than in the All Programs list. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

4 3. Click to start the application. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

5 Exercise 2 - Creating a Blank Publication When opening Publisher the New Publications task pane is displayed. Publications or Templates can be opened from here using the tabs, links and buttons. However, all the publications you will create will use Blank Publications. 1. With the New Publication Pane displayed, click on the By Blank Publications link from the drop down menu. This displays a list of the different types of blank publication available. 2. A blank Full Page is selected by default. Click on different publications from the list in the task pane to see the other options. 3. Select Full Page by clicking on the picture once. The blank, single page publication is created, ready for editing. Note: If a prompt to save your work appears in these early exercises, select No. Note: A variety of Task Panes can be accessed and used throughout this guide. In the majority of cases they can be closed without using, i.e. the tools are available elsewhere. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

6 Exercise 3 - Inserting Text in Text Boxes All text in a publication is contained in a Text Box. The box restricts the area in which the text can be viewed, but there is no limit to the number of boxes that can appear on a page. A box can be very small, or it can fill the page. Text boxes can be resized at any time to fit a particular area. 1. From the Objects Toolbar, select the Text Box Tool,. 2. 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 Box appears on the page, with the cursor flashing inside it, ready for text to be entered. 3. Notice that the box has small white circles, known as handles around it. This shows that it is selected - text can only be entered into a box that is selected. Insertion point text is entered here. Handles on view when the text box is selected 4. Type in the following text as accurately as possible, but do not worry if you make mistakes: By the time I have completed this open learning guide, I should have mastered the skills necessary to produce impressive multi-page desktop publications. Note: At this point a message in a yellow speech bubble may appear, because the text will be very small. These messages (tippages) appear from time to time. 5. Press <F9> to zoom in to be able to read the text. 6. Press <F9> again to zoom out. 7. With the text box selected, i.e. the handles on view, select View Zoom, then Selected Objects to zoom in again. 8. Select View Zoom Whole Page to zoom out again. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

7 Exercise 3 - Continued 9. Click the Zoom In button,, on the Standard Toolbar to zoom to 50% (will show in the Zoom Box as ). 10. Click again to zoom to 66%. Each click of the button zooms in by the next percentage increment shown in the menu options. 11. Zoom out using the Zoom Out button,. 12. 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. 13. Use the box to zoom in to 400%. 14. Use any method to zoom to Whole Page. 15. Make sure the text box is selected, i.e. the handles are on view. 16. Move the cursor over the middle handle at the bottom of the box. It changes to. Click and drag it upward to resize the box. 17. Move to the bottom right corner handle. The cursor changes to. Click and drag, inwards and upwards to resize in two directions. 18. Move to the edge of the text box, but not on a handle. The Move cursor appears. 19. Use this cursor to move the box to different place on the page. 20. Leave the publication open for the next exercise. Note: Words with jagged red lines below are spelling errors or words that Publisher does not recognise, such as names. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

8 Exercise 4 - Closing a Publication Publisher XP allows more than one publication to be open at one time earlier versions did not. However, they will still need to be closed at some point. 1. The publication from the previous exercise is on screen. From the menu, select File Close. 2. At the prompt, there are options to either, save the publication (Yes), close it without saving (No) or return to the publication (Cancel). 3. Select No to close the publication without saving. A new, blank publication is available. Exercise 5 - Opening a Publication 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. 1. Select File Open. 2. Make sure the Look in box displays the location of the data files for this unit (see Note on page 4). 3. Select Tourist from the list and click on Open. 4. The publication is displayed. Zoom in to it. 5. Select File Close to close the publication. 6. Practise opening and closing the publications available with this unit. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

9 Exercise 6 - Importing Files Text, which already exists in another location, can be inserted into a publication. Once a text box has been drawn, it is easy to insert a file. 1. On a new publication, draw a large text box to cover the top two thirds of the page. 2. With the box selected, click Insert Text File to display the Insert Text dialog box. 3. 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. 4. Click on Brain to select the file. 5. Click OK. The message Publisher is converting this file appears. The file is inserted in to the text box. 6. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

10 Exercise 7 - Edit Story in Another Format If text in a text box 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 box 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, as below. 1. Open a new publication and draw a large text box in the centre of the page. 2. Insert the text file The Chinchilla Story. This has been created in Word. Zoom in to read the text. 3. Right click within the text box and select Change Text Edit Story in Microsoft Word. Microsoft Word opens. 4. To correct the spelling errors click the Spelling and Grammar button. At each suggestion select to either Ignore or Change. 5. When the spell checking is complete, select OK and then File Close and Return to Publication #. The spelling alterations have been transferred. 6. To use another text format, from the Taskbar, select Start All Programs Accessories Notepad. 7. Select File Open. At the Open dialog box, Files of type are Text Documents. 8. Click on Andes Animals. The.txt format of The Chinchilla Story appears. 9. Notepad does not have a spell check facility, so all changes must be made manually. There is only one spelling error - themselves in the last sentence of the first paragraph. Make the change. 10. Select File Save to save the change using the same file name. 11. Select File Exit to close Notepad and return to Publisher. 12. Draw a text box below the first and insert the text file Andes Animals. Make sure Files of type shows All Text Formats. 13. Compare the two boxes - the text should be the same, although the box sizes may differ. Also the.txt file may not wrap as you would expect. 14. Leave the publication open for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

11 Exercise 8 - Saving a Publication 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. 1. 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 below shows an example of how it may look. Places Bar 2. The publication must be given a name. Enter Chinchilla in the File name box. Note: A filename can be of any length. Choose a meaningful name but do not use any of the following characters: ><"*?:\ /; 3. 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. 4. Click the Save button,, at the bottom right of the dialog box. 5. Leave the publication open for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

12 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. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

13 Exercise 9 - Printing a Publication 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. 1. The Chinchilla publication should still be open from the previous exercise. Select File Print. 2. 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. 3. Select File Close. 4. At the dialog box about saving, select No as the file was just saved. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

14 Exercise 10 - Saving as a Template 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. 1. In a new publication draw a text box between the margins at the top of the page. 2. Insert the text file Chinchilla Weekly. 3. Add another text box that covers the rest of the page. This forms the basis of the template and should look something like that below. 4. Select File Save as. At the dialog box, drop down the Save as type list and select Publisher Template. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

15 Exercise 10 - Continued 5. Notice how the Save in location has automatically changed to Templates. This is the place where all templates are stored. 6. In the File name box enter Weekly and click on Save. The template is now saved for repeated use. 7. Close the publication. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

16 Exercise 11 - Clip Art Pictures, as well as text, can be inserted into Publisher. They can be from Publisher s own Clip Art or from a picture file saved elsewhere. 1. On a blank publication, click the Clip Gallery Tool,. The Insert Clip Art task pane opens. 2. In the Search For section type in Animals to see some graphics from this category. 3. Click the Modify button,, to change the search. 4. Click to display the Organizer, and expand Office Collections by clicking the to the left of the text. 5. Look through some of the categories and then close the Organizer. 6. Leave the Insert Clip Art pane open for the next exercise. Note: A lot of the Clip Art is only available directly from the Office XP CD (2), as there is so much of it. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

17 Exercise 12 - Inserting and Deleting Pictures Graphics can be inserted from the Clip Art window by dragging on to the page or by using the Insert button. Note: Because of the large number of graphics included with Office XP, some of them are stored on CD. If graphics used in the following exercises are unavailable, either insert the CD, or replace that specified with an alternative. 1. Using the publication created in the previous exercise, search for the Cartoons category. 2. Insert the following picture (Clamps) by clicking on it: 3. Click away from the picture to deselect it. 4. Modify the search to look for clips of Nature and locate the following clip (Lakes). 5. Move the mouse over the right of the picture and click the arrow. Select Insert from the menu to insert the picture. 6. Select the Lakes picture and press <Delete>. The picture disappears. 7. Close the Insert Clip Art Task Pane and close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

18 Exercise 13 - Importing a Picture Another way to add a picture to a publication is to insert a picture file. The correct name for this is importing. 1. Using a blank publication, select the Picture Frame Tool,. 2. At the top left side of the page, click and drag a picture frame. The Insert Picture dialog box is displayed. 3. Make sure the Look in box shows the location where the data files are saved and the Files of type box shows All Pictures (pictures can be saved in several different formats). 4. Click once on the file named Ostrich to highlight the picture. The pictures are in Thumbnail View 5. Click Insert to import the file. The frame changes shape, if necessary, to maintain the proportions of the picture. 6. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

19 Exercise 14 - Closing Publisher Publisher can be closed at any time. Note: When closing Publisher, if the current publication has not been saved, a warning will be displayed asking if it is to be saved. 1. Click on the File menu. 2. Place the mouse pointer over Exit and click once. Note: If a publication had been open the following message would appear: Clicking No would close Publisher without saving the publication. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

20 Exercise 15 - Revision 1. Open Publisher. 2. Create a blank A4 publication. 3. Draw a text box that reaches all of the blue margin guides. 4. Insert the text file Printers. 5. Insert a Clipart picture of a printer. Move it to the middle of the text. 6. Close the Insert Clip Art task pane. 7. Save the publication as Exercise 15 and close it. Exercise 16 - Revision 1. Create a blank publication. 2. Draw a picture frame at the top right corner. Import the picture Devil s Island. 3. To the left draw a text box and insert the file Holiday Islands. Do not allow hyphenation. 4. Save the publication as a Template called Holiday Islands. 5. Close the publication. Exercise 17 - Revision 1. Open the publication Scanner. 2. Go to Edit this story in Microsoft Word. Place another blank line between each paragraph. 3. Return to the publication. 4. Insert a picture of a computer and move it to the middle of the text. Resize the text box to accommodate all of the information. 5. Close the publication without saving and then close Publisher. Note: Sample publications for exercises 15 and 17 are shown in the Answer Section at the end of the guide. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

21 Section 2 Formatting Text and Frames By the end of this Section you will be able to: Change Text Effects and Colour Create and Apply Styles Use Drop Capitals and Tabs Create WordArt Format Frames with Borders and Fill Effects Rotate and Flip Objects Use Reverse and AutoFit Text Change Line and Character Spacing Connect Text Boxes Use the Spell Checker CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

22 Exercise 18 - Changing Fonts and Font Size 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. 1. Open Publisher then open the publication Scanner. 2. Select the first sentence. From the drop down list on the toolbar, change the font to Arial Black this is an example of a sans serif font. 3. With the same text selected, drop down the Size list and change it to Expand the text box by dragging the centre bottom handle downwards to display all of the text. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

23 Exercise 18 - Continued 5. 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 Click OK. 7. Select the third paragraph and use either method to make this Lucida Sans 10 a sans serif font. 8. Use either method to make the last paragraph Blackadder ITC 18 a serif font. 9. If necessary, resize the text box to view all of the text by dragging the bottom handle down. 10. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

24 Exercise 19 - Bulleted and Numbered Lists 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. 1. On a blank publication, draw a text box in the top half of the page. 2. Type in the following pressing <Enter> after each name, London, Paris, Munich. 3. Select all of the text and click on the Numbering button and numbers will be applied. 4. Click on the Bullets button to apply default bullets. 5. For more choice, select Format Indents and Lists. From the Indent settings click on Bulleted list. 6. Look carefully at all the options. Change the Bullet type to an arrow, the size to 13pt, the Indent to 2cm and the Alignment to Justified. 7. Click OK to apply the bullets. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

25 Exercise 19 - Continued 8. Open the Indents and Lists dialog box again. Click on Numbered list. 9. Again study the options available. Change the Number format to A, B, C, change the Separator to - - and Start the numbering at B. 10. Click OK to apply. 11. Select all of the text and make it size 16pt. Note how the numbering is also resized. 12. Place the cursor at the end of Munich, press <Enter> and add another city Vienna. Note how the numbering format has continued. 13. With all the text selected, change back to bullets. They are their original size as they are altered from within the dialog box. 14. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

26 Exercise 20 - Text Effects The most common formatting features applied to text are bold, italic and underline: Bold Italic to make the text stand out. 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. 1. Open the publication Scanner and zoom in on the text box. 2. Select the first sentence and click the Bold button,, to make the text bold. 3. More than one formatting feature can be applied to the same text. Select the next paragraph and click the Italic button, button,. Both features have been applied., then the Underline 4. Select the next unformatted paragraph and select Format Font. 5. 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. 6. In the same way, apply the Outline effect to the next unformatted paragraph. 7. Select File Save As. In the File name box replace Scanner with Effects and click Save. This will save this publication under a new name while leaving the original intact. 8. Close the publication. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

27 Exercise 21 - Text Styles 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. 1. On a new publication, draw a text box at the top of the page. In this text box, type HEADLINE. 2. Select Format Styles and Formatting to display the Styles and Formatting task pane. Note: The Styles and Formatting task pane can also be opened using the on the toolbar. button 3. Select Create new style. 4. Enter the new style name as Headline and then click Font and size. Choose a different sans serif font and the size 36 then OK. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

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29 Exercise 21 - Continued 5. Choose Indents and lists then select the Center option under Alignment. Click OK twice. 6. Notice that Headline is now listed in the box at the left. 7. With the cursor on the word HEADLINE, select the Headline style from the task pane. 8. The text is formatted in the created style. Close the task pane. 9. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

30 Exercise 22 - Changing Text Colour Text colour is automatically black, but to emphasise parts of a publication, the colour can be changed. Of course, coloured text will only print if the computer is connected to a colour printer. 1. Open the publication Tourist. All the text in this publication is black (Automatic). Select Yosemite National Park from the first line and click the arrow on the Font Color button,. A colour palette appears. 2. Click on More Colors to display the Colors dialog box. Click on the Standard colors option. The colours are set out in a hexagonal grid. 3. Click on a Light Blue square and click OK. Click away from the highlighted text to see the effect. 4. Select the second sentence and change the colour to Red. Recently used colours appear on the drop down menu, so they can be used again quickly. 5. Change the last three lines of text to Green and close the publication without saving. 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. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

31 Exercise 23 - Drop Caps 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. 1. Open the publication Scanner. 2. Place the cursor in the first sentence and select Format Drop Cap. The Drop Cap dialog box appears. 3. Use the scroll bar at the bottom of the Available drop caps area to see the choices. 4. Select the second drop cap from the second row, then click OK to apply it. 5. Resize the box as necessary. 6. Place the cursor in the second paragraph and apply the third drop cap option in the top row. Click OK. 7. With the cursor in the same paragraph, select Format Drop Cap. 8. The same dialog box is displayed, but with your chosen option in the first column. Choose a different option. 9. Experiment with the different Drop Caps so that you become familiar with how they look. 10. Print out a copy of your final page then close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

32 Exercise 24 - WordArt WordArt is a feature that helps to create special text effects. It is ideally suited for use as a banner headline, which is a formatted title across the whole width of a page. A selection of WordArt styles is available, such as stretched text, curved text, etc. It is best to apply the feature to small pieces of text only. It is necessary to select the style and edit the text before the WordArt is inserted into a publication. 1. On a blank publication, click Insert WordArt,. A gallery of the different WordArt styles is displayed. 2. Select the fourth row of the fourth column and click OK. The Edit WordArt Text dialog box is displayed with the default text highlighted. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

33 Exercise 24 - Continued 3. Enter the text The Daily Gossip so that it replaces the default text. Click OK. The WordArt is added to the publication. 4. Whenever the WordArt item is selected (handles are visible), a WordArt toolbar is also displayed. 5. Read the ScreenTips for the various toolbar buttons then select the Format WordArt button,. 6. From the Line area, select a black continuous 2pt line. Click OK to apply the effect. 7. Print the publication and then close it without saving. Note: To edit an existing WordArt object, click on the actual WordArt, not on a white area. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

34 Exercise 25 - Formatting Frames - Inside Colour can be added to an entire text box, so that it stands out on the page. Fill Effects are used to apply a pattern or shading effect to a box or frame. Text can also be centred vertically within a text box. 1. On a blank publication, draw a text box at the top left corner of the page. 2. Click the arrow on the Fill Color button,, and from the drop down menu, select More Fill Colors. 3. Select Standard colors to display the palette. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

35 Exercise 25 - Continued 4. Select Green from the grid, then click OK to apply the colour. 5. Create a small text box at the bottom of the page. 6. To make the box stand out, a special effect is to be applied to it. Click, then select Fill Effects from the menu. 7. Select the Gradient option and from Colors, select Two Colors. This will apply a two tone shaded effect. 8. Click the drop down arrow on the Color 1 box, then select More Colors and Standard to display the colour selection. 9. Select Blue and click OK. Notice how the Sample reflects the choice. 10. Now click the drop down arrow on the Color 2 box, display the palette and choose Purple. Click OK to see the effect. 11. Click OK again to return to the publication. Now draw a small text box at the top of the page and zoom in to see it clearly. 12. Type in the word Patterns and change the font to Castellar. 13. Centre the text and use to increase the text to fill the box. 14. Repeat step 6, then select the Pattern tab. 15. The selection of patterns is displayed. Select the last pattern. Click on the Background drop down arrow. The recent colours are displayed. Select the same blue used for the gradient effect. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

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37 Exercise 25 - Continued 16. In the same way, select Purple as Foreground. 17. Click OK to apply the effect. 18. Create a text box at the bottom right of the page. 19. Click, then select Fill Effects and the Tint option. A tint is a colour mixed with white and a shade is a colour mixed with black. 20. Select the Base color by clicking on More Colors and choosing Green. Click OK. Now the range of tints and shades can be seen. 21. A graded selection of green tints and shades is now displayed in the dialog box. 100% tint is in the middle of the grid. Click on it. Choose the sample three squares to the left (the lighter colours), which is described as 70% tint (look at the text below to make sure the correct option is selected), then click OK. 22. Click back on the Patterns box. Change the pattern to the first option from the Pattern tab of Fill Effects. 23. To centre the text vertically in this box, select Format Text Box and then select the Text Box tab. 24. Drop down the Vertical alignment list and select Middle. The sample on the right represents your choice. Click on OK to apply. 25. Resize the text box vertically. The text remains centred. 26. Leave this publication on screen for the next exercise Exercise 26 - Formatting Frames - Outside So far you have looked at the inside of the box, this exercise will look at the outside. Although the following actions are on text boxes, borders and shadows can be applied to any kind of box, e.g. picture, table, etc. 1. Click on any of the text boxes on the page. Click on the Line/Border Style button. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

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39 Exercise 26 - Continued 2. Click on the first line option. A black border is placed around the box. 3. To change the thickness or the colour of the border, click on the Line/Border Style button again and select More Lines. 4. Click on the desired weight, in this case 2pt. 5. Click OK to make the change. 6. The colour of this line can be changed from the same dialog box. Open it now. From the Line area of the dialog box, drop down the Color menu and select More Colors and then Standard (in just the same way as the fill), and choose Purple. Click on OK and then OK again. 7. 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 Line Colors will display the colour palette, as before). 8. Select a different text box. From the Formatting toolbar press the shadow style button applied. and select an appropriate shadow style. A shadow will be 9. Experiment with different border widths, colours and shadows before closing the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

40 Exercise 27 - AutoFit Text AutoFit will automatically shrink or expand text so it fits exactly into one text box, even when the text box 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 box, 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 box is reduced or increased, so the text fits exactly into one text box. Shrink Text on Overflow will reduce the text size in the overflow area, until the text appears in one text box. None will switch off AutoFit. 1. Open the publication Tutankhamun. 2. Click anywhere in the text box. Select Format AutoFit Text. 3. Choose the Best Fit option. The size of the text will be increased so the story fits the entire box. 4. Change the size of the text box and see what effect this has on the text size. 5. Select Format AutoFit Text None to turn off AutoFit. Changing the size of the text box will have no effect on the size of the text. Try it. 6. Change the size of the text box so the last paragraph cannot be seen. 7. Select Format AutoFit Text Shrink Text on Overflow. The text size reduces, until all the text appears in the text box. 8. Resize the text box. The text size will resize. 9. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

41 Exercise 28 - Reverse Text Text is normally written as black on a white background. It is easy to produce white text on a black or coloured background. 1. On a blank publication, draw a large text box in the middle of the page. 2. In the text box, type your name centre it using. 3. Use Best Fit to increase the font size until the text fills the box Format AutoFit Text Best Fit. 4. 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). 5. Choose the Fill Color button, and choose the colour Black. 6. Click outside of the text box to see the effect. The background should now be black and the text white. 7. Try other background and text colour combinations, then select Pink as the background colour and Blue as the text colour. 8. Print the publication and then save it as Reverse. 9. Leave the publication open for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

42 Exercise 29 - Rotating and Flipping Objects Any box 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. 1. The publication Reverse is still open from the previous exercise. 2. Select the text box and from the Standard Toolbar click on the arrow on the Free Rotate button and select Rotate Left from the drop down menu. The text and the box immediately turns on its side. 3. Resize the box so that it stretches from the top margin to the bottom and move it to touch the left margin. 4. 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. 5. Click once on the Rotate Right button from the dropdown menu (as earlier). The box may now extend beyond the page boundaries. 6. Click on Rotate Right again. The text is now facing in the opposite direction to step Perform a Clip Art search for Navigation Controls. Choose an arrow and resize it so that it is plainly visible. Close the Picture toolbar. 8. Rotate the picture to the right, so that it faces downwards. 9. Click on the arrow on the Free Rotate button (this now appears as the Rotate Right button) and select Flip Vertical from the drop down list. The arrow will now appear to be pointing upwards. 10. Try other options to change the direction of the arrow. 11. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

43 Exercise 30 - Show Special Characters Not all characters are shown on the Publisher screen. Tab characters, paragraph marks, end-of-box and end-of-story marks, special hyphens and space marks are special characters, which, by default are not displayed. The Show Special Characters button allows non-printing characters to be displayed or hidden if displayed, on the screen. These are viewed for the purpose of checking and correcting formatting errors. <Enter> is shown by the A <Tab> is shown by the mark. mark. A space added using the <Spacebar> is shown by a dot. Note: One dot signifies one space. Special Characters can be displayed on the screen but are never printed. 1. Open the publication Specials. 2. Select View Special Characters or click on the Special Characters button,, on the Standard Toolbar. Tabs, space marks, etc., will now be represented by a special character (it may be necessary to use Zoom to see them). 3. Print out a copy of the publication. Special characters are only displayed on the screen, so the printed copy will look different to the screen. 4. Click on the first paragraph mark under the title L alimenation. Press <Delete>. The paragraph marks reduce by one. 5. Select View Special Characters, or click on the Special Characters button,, on the Standard Toolbar to remove the special characters from the screen. 6. Close the publication without saving changes. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

44 Exercise 31 - Line and Paragraph Spacing 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 box than the remainder of the paragraph. Similarly, the spacing between lines in a paragraph can be altered making the text more legible. 1. Open the publication Spacing and zoom in on the text box to read the text. 2. Select all of the text in the box and change font to French Script MT. This makes the text difficult to read. 3. With the entire text still highlighted, select Format Line Spacing. 4. Select to have a 12pt space After each paragraph use the up spinner arrow to alter the value or click and drag across the original value and type in the new one. 5. Click OK to apply the change. 6. Change the font size to 18pt. 7. Place the cursor in the first paragraph. Display the Line Spacing dialog box again and change the After value to 20pt for this paragraph only. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

45 Exercise 31 - Continued 8. Place the cursor in the second paragraph, select Format Indents and Lists to view the Indents and Lists dialog box. 9. Drop down the list from the Preset Indents and select 1st Line Indent. 10. Click on OK to apply the indent. 11. With the cursor in the same paragraph, open the Indents and Lists dialog box. 12. Drop down the Alignment list and select Justified. It is always useful to know that should more than one type of formatting to be applied, it can be done from one dialog box. Click OK. 13. Place the cursor in the third paragraph. Indent the first line of the paragraph using the same values, but do not click on OK. Instead, click on the Line Spacing button. The displays the Line Spacing dialog box again. 14. For this paragraph only, change the line spacing to 2sp. Click OK twice to apply. 15. If the text box does not accommodate all of the text. Use Best Fit to resize the text and the spacing proportionately. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

46 16. Print the publication and close it without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

47 Exercise 32 - Tabs Tabs are an exact measurement for lining up columns of text within a box. They are often used when creating a list or a table. The <Tab> key on the keyboard is usually marked. 1. Start a new publication and create a large text box at the top of the page. Zoom in to see the box more clearly. 2. 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. 3. 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 4. 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. 5. 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. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

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49 Exercise 32 - Continued 6. Now enter another tab position of 6cm by overtyping the number in the Tab stop position box. 7. 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. 8. Tab settings can be changed using the ruler. Select all of the text. 9. 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. 10. Click and drag the right 6cm tab along the ruler to the 8cm point. The text moves to the new tab. 11. With the text still selected, select Format Tabs. Tab settings can also be changed here. 12. 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. Note: If you have not been precise in step 9, the list may show a tab measurement slightly less or slightly more than 8cm. This doesn t matter, just select this tab. 13. Save the publication as Departments. 14. Close it. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

50 Exercise 33 - Connecting Text Boxes There are occasions when all of the text does not and is not required to fit in one box. Think of a newspaper and how an article on page 1 can be continued on page 5. If these boxes were not connected, it would be tedious to be continually taking text from one box and adding it to another, during proofing and editing. The example below connects boxes on the same page, but the technique is the same wherever the boxes are located. 1. Open the publication Frames. This has no text in it yet, but has three text boxes already drawn. 2. In the left text box, insert the text file Brain. 3. At the dialog box you are asked if you want to use Autoflow. This allows the text to flow from one box to another. Select Yes. 4. Underneath the dialog box the next box along is selected. Publisher checks that this is the next box for the text. 5. Select Yes. There is still more text to be accommodated, select Yes again. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

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52 Exercise 33 - Continued 6. Some of the buttons on the Connect Frames toolbar are now available. 7. The last box has an arrow and a box at the top Go to Previous Frame. 8. Click on it and the previous box is selected. This one has options to Go to Previous Frame or Go to Next Frame. 9. Resize the last box so that not all of the text is on view. The Text in Overflow icon appears. 10. Draw another box on the page. 11. Click on the last box with text in it, then click on the Connect Text Frames button. 12. The cursor changes to a jug full of text. 13. Move it over the empty box and it becomes a pouring jug. Click once to release the words. 14. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

53 Exercise 34 - Spell Checking Although spelling can be checked before stories are imported, Publisher has the same facility. 1. Open the publication Spelling. 2. Click on the text box and select Tools Spelling Spelling.. 3. Zoom automatically works and the Check Spelling dialog box is opened. 4. The first Change to option is correct. Click on Change. 5. The next Change to option is incorrect. From the list of Suggestions choose spell and select Change. 6. Continue checking until the dialog box appears. 7. Click on OK. 8. You will have noticed that red jagged lines appear below misspelled words. 9. Click on demonstrate and delete the s. Click away from the word and the jagged line appears. 10. Click on the word once and then right click on the mouse. 11. A list of options appears. Choose the correct spelling. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

54 12. Close the publication without saving. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

55 Exercise 35 - Revision 1. Open the publication Tourist. 2. Turn on Special Characters and remove the blank line from the middle of the text. 3. Change all of the text to Rockwell 11 Italic and Justify it. 4. Change the Spacing before each paragraph to 12pt and the Line Spacing to 1.25sp. 5. Autofit the text into the box. 6. Give the first paragraph a Drop Cap of your choice. 7. Change the entire text colour to Sky Blue. 8. Change the entire text colour back to Black. 9. Give the box a Sky Blue 2pt border with a Shadow. 10. Save as Yosemite and close it. Exercise 36 - Revision 1. In a blank publication draw a text box and type in the following with a <Tab> between: Name Ref No Price Trust 600 x 1200 DPI Slimline Scanner Artec CIS 600 x 1200 DPI Slimline Scanner Trust 600 x 1200 DPI Slimline Scanner (Side Opening) Epson 1250 Scanner (USB) Epson 1250 Photo Scanner (USB) For all of this text, place a Left tab at 9cm and a Decimal tab at 12cm. 3. Select the title line only. Change the font size to 12pt and make it Bold. 4. The tab settings are not right on this line. Select Format Tabs and Clear All the tabs for this line. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

56 Exercise 36 - Continued 5. Set new tabs, all Centred at 4cm, 9.2cm and 12cm. 6. Press <Tab> before Name to realign the text. 7. Underline all of the words on the title line. 8. Resize the text box to fit the text. 9. Place a 2pt black border around the box. 10. Fill the box with a Gradient effect. Make the Color 1 pale green and the Color 2 dark green. In Shading styles choose the From center option, and from Variants select the option with a dark centre,. 11. Save as Price List. 12. Print a copy before closing. Exercise 37 - Revision 1. Draw a text box on a blank publication. 2. Type in the following text: First draw a text frame Type in the text Apply Numbering Change the font and size Rotate the box Make the text white Make the background black 3. This is a list of what you are required to do, follow the instructions. Number the list. Change the font and size, to Rockwell 16 Bold. Note: When numbering lists, check all the settings as Publisher assumes that you require the same settings as were previously selected. 4. Close the publication without saving. Note: Sample publications for these exercises are shown in the Answer Section at the end of the guide. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009