Advanced. Publisher Module 2. Diocese of St. Petersburg Office of Training

Transcription

1 Advanced Publisher 2010 Module 2 Diocese of St. Petersburg Office of Training Training@dosp.org

2 TABLE OF CONTENTS Topic One: Getting Started... 4 Workshop Objectives... 5 Pre Assignment Review... Error! Bookmark not defined. Topic Two: Working With Text... 6 Import Text from a File... 7 Working with Text Box Overflow... 8 Inserting Symbols, Fractions, or Special Characters Set or Change Tab Stops Insert Date and Time Topic Two: Review Questions... Error! Bookmark not defined. Topic Three: Working with Pictures Wrapping Text Around a Picture Cropping Pictures Inserting a Picture into an AutoShape Converting Pictures to Watermarks Make Pictures Transparent Topic Three: Review Questions... Error! Bookmark not defined. Topic Four: Graphics and Objects Graphics Manager Task Pane Using the Building Blocks Library Adding Text to a Shape Graphic File Formats and Filters Topic Four: Review Questions... Error! Bookmark not defined.

3 Topic Five: Moving and Grouping Objects Moving an Object Group and Ungroup Objects Align or Distribute Objects Send an Object to the Back Topic Five: Review Questions... Error! Bookmark not defined. Topic Six: Page Layout Change the Paper Size Changing Page Size Scratch Area Add or Remove Headers and Footers Make an Object Appear on Multiple Pages Topic Six: Review Questions... Error! Bookmark not defined. Topic Seven: Media Files About Media Files Adding a File to Microsoft Clip Organizer Add, Change, or Delete Keywords for a Clip Sound and Motion Clips Animated GIFs Topic Seven: Review Questions... Error! Bookmark not defined. Topic Eight: Mail and E mail Merges Creating a Data Source for a Mail Merge The Mail Merge Wizard Tracking Effectiveness Creating an Address List for a Mail Merge Add Postal Bar Codes to Labels or Envelopes in Publisher... 71

4 Topic Eight: Review Questions... Error! Bookmark not defined. Topic Nine: Creating a Catalog Insert Catalog Pages Create a Product List Choosing a Catalog Layout Finishing Your Catalog Merge Topic Nine: Review Questions... Error! Bookmark not defined. Topic Ten: Publication Information Personalizing Your Publication Using the Design Checker Setting Commercial Print Information View or Change Properties Topic Ten: Review Questions... Error! Bookmark not defined. Topic Eleven: Save and Send Files Send Using Save Files in Other Formats Save as an XPS File Using the Pack and Go Wizard for Commercial Printing Topic Eleven: Review Questions... Error! Bookmark not defined. Topic Twelve: Wrapping Up... Error! Bookmark not defined. Words from the Wise... Error! Bookmark not defined.

5 Sit down before fact as a little child, be prepared to give up every conceived notion, follow humbly wherever and whatever abysses nature leads, or you will learn nothing. Thomas Huxley Topic One: Getting Started Publisher is a task based desktop publishing tool and is flexible and powerful authoring software. It goes well beyond what you can produce with a type of word processing software like Word. This course will help you learn more advanced skills for working with publications, including print, e mail and webbased. Page 4

6 Workshop Objectives Research has consistently demonstrated that when clear goals are associated with learning, it occurs more easily and rapidly. By the end of this workshop, you should be able to: Import text from another file Work with Text Box Overflow Use special characters Work with tab stops Insert the date and time Convert pictures to watermarks Make pictures transparent Use the Graphics Manager Task Pane Move, group, ungroup, align, distribute and order objects Add an object for multiple pages Use sound and motion clips with keywords Use animated gifs Create a data source, and address list and a mail merge Track the effectiveness of marketing materials Add postal bar codes to labels or envelopes Create a catalog Use the Design Checker to check for publication errors Set Commercial Print Information Send files via Save files as different formats, including XPS Use the Pack and Go Wizard to prepare a publication for commercial printing Page 5

7 We write frankly and freely but then we modify before we print. Mark Twain Topic Two: Working With Text Publisher has some powerful tools to work with text in your publications. First, we ll look at how to import text from another file and work with text that does not fit into the selected text box or other shape. This topic explains how to insert symbols, fractions, and other special characters. You ll also learn about Tab Stops in Publisher Finally, we ll look at how to insert the date and time. Page 6

8 Import Text from a File To import text from another file into a publication, use the following procedure. 1. Place your cursor in a text box where you want the imported text to appear. 2. Select the Insert tab from the Ribbon. 3. Select Insert File. 4. Navigate to the file with the text you want to import. Highlight it and select OK. Page 7

9 Publisher inserts the text. Working with Text Box Overflow To have Publisher reflow the text when importing text that doesn t fit into the shape. Use the following procedure. 1. When you import text that doesn t fit into the selected text box, Publisher automatically adjusts the text. It creates a new page with a text box that contains the text that did not fit in the original text box. Page 8

10 Publisher created a new page and added the overflow text in a linked text box. To try again manually, delete the text box that Publisher created on page three. To manually handle text overflow, use the following procedure. 1. Anytime you have text that does not fit in the current text box flow, there is a symbol at the bottom of the text box to show there is more text. 2. Now draw a new text box. Page 9

11 3. Select the symbol at the bottom of the first text box. 4. When you position your cursor over another text box, the cursor shows a pitcher icon. Click the icon to insert the text overflow into the selected text box. The arrows in linked text boxes will direct you to the next or previous connected text box in the current flow. Page 10

12 Inserting Symbols, Fractions, or Special Characters To insert a basic symbol, use the following procedure. 1. Place your cursor where you want to insert the symbol. 2. Select the Insert tab from the Ribbon. 3. Select the Symbol tool from the Text area. 4. Select the symbol you want to use. To use the Symbol dialog box, use the following procedure. 1. Place your cursor where you want to insert the symbol. 2. Select the Insert tab from the Ribbon. 3. Select the Symbol tool from the Text area. 4. Select More Symbols. 5. In the Symbols dialog box, select the Font that includes the symbol you want to use from the drop down list. To further narrow down the options, select a Subset from the drop down list. To find other special characters, select the Special Characters tab. Page 11

13 6. Use the scroll arrow on the right to scroll through the available symbols. 7. When you find the symbol you want to use, highlight it and select Insert. 8. Select Close to close the Symbols dialog box. Set or Change Tab Stops To set a tab stop, use the following procedure. 1. Select the paragraph where you want the tab stop. 2. Select the Tab Selector tool on the left of the horizontal ruler until it displays the symbol for the type of tab stop you want. The default is a left tab stop, so you can skip this step if you are inserting a left tab stop. Page 12

14 Tab Selector Tool 3. Click on the ruler where you want the tab stop. To change tab stops using the Format Tab Stops dialog box. Use the following procedure. 1. Select the paragraph(s) where you want the tab stops. 2. Select the small box next to the Paragraph area on the Home tab of the Ribbon to open the Paragraph dialog box. 3. Select the Tabs tab. Page 13

15 The Tabs dialog box displays the tabs set for the selected paragraph(s). 4. Select a tab stop from the Tab Stop Position list to change it. 5. Select a new alignment. 6. Select a Leader. 7. To change the position of the Default Tab Stops, use the up and down arrows to adjust the measurement in that field. 8. Select Set. Or you can clear a tab stop by selecting it from the list and choosing Clear. You can clear all tab stops by selecting Clear All. 9. Select OK. Page 14

16 Insert Date and Time To insert the date and time into a publication, use the following procedure. 1. Position your cursor where you want to insert the date or time. 2. Select the Insert tab from the Ribbon. 3. Select the Date and Time tool. 4. Select the format you want to use from the list. 5. Select the language you want to use from the drop down list. 6. To update the date and time when you open the publication, check the Update automatically check box. 7. Select OK. Page 15

17 Page 16

18 Words and pictures can work together to communicate more powerfully than either alone. William Albert Allard Topic Three: Working with Pictures This topic takes a closer look at pictures. You ll learn how to wrap text around a picture in your publication. You ll also learn how to crop your pictures in Publisher and insert a picture into an AutoShape. This topic will explain how to turn your pictures into watermarks or make them transparent. Page 17

19 Wrapping Text Around a Picture To wrap text around a picture, use the following procedure. 1. Insert the clip into a block of text. The sample file has a clip and a block of text ready for use. 2. Select the clip. 3. Select the Home tab from the Ribbon. 4. Select Wrap Text. Select the Text Wrapping option you want to use. 5. If the text doesn t wrap quite like you want, select Edit Wrap Points to make adjustments to where the text wraps. 6. Move the position of one or more points to change how the text wraps. It doesn t change the look of the graphic, just the position where the text can wrap. When you move one of the corner points, it adds a point to the location you select. Page 18

20 Cropping Pictures To crop an image in Publisher 2010, use the following procedure. 1. Select the picture. 2. Select the Picture Tools Format tab from the Ribbon. 3. Select Crop. 4. Publisher displays cropping handles on the edges of the picture. Drag the handles to crop the picture. To proportionally crop all four sides at the same time, press CTRL+SHIFT while you drag a corner handle. 5. When you release the mouse, the picture is cropped at the selected cropping position. 6. Select Crop on the Ribbon again when you have finished to turn the Cropping tool off. Page 19

21 Inserting a Picture into an AutoShape To insert a picture into an AutoShape, use the following procedure. 1. Insert, size, and select the AutoShape that you want to use. 2. Select the Drawing Tools Format tab from the Ribbon. 3. Select the small square next to the Shape Styles area on the Ribbon to open the Format AutoShape dialog box. 4. On the Colors and Lines tab, select Fill Effects next to Color. Page 20

22 5. In the Fill Effects dialog box, select the Picture tab. Choose Select Picture to locate the picture you want to use. Select OK. 6. In the Format AutoShape dialog box, select OK. The picture can be resized or moved as one object. Page 21

23 Converting Pictures to Watermarks To convert a picture to a watermark, use the following procedure. 1. Right click the image you want to use as a watermark and select Format Picture from the context menu. 2. Select the Picture tab. 3. Select Washout from the Color list. 4. Select Recolor. 5. Select the color you want for the watermark. 6. Select OK. 7. In the Format Picture dialog box, select OK. Page 22

24 Make Pictures Transparent To add a transparent area to a picture, use the following procedure. 1. Select the picture. 2. Select the Picture Tools Format tab from the Ribbon. 3. Select Recolor from the Adjust area on the Picture Tools Format tab. Select Set Transparent Color. 4. Select the color in the picture to make transparent. Page 23

25 Page 24

26 Advertising design teaches you the fundamentals of building brands, copy writing, [and] integrated marketing, and graphic design is more focused on piece development. Brian Gillette Topic Four: Graphics and Objects In this topic, we ll take a look at graphics and objects. You ll learn about the Graphics Manager Task pane, as well as how to use the Design Gallery for inserting objects. We ll look at how to add text to a shape. This topic will explain the different graphic file formats and filters for using graphics in Publisher. Finally, we ll look at how to compress graphics file sizes for optimum website performance. Graphics Manager Task Pane To open the Graphics Manager task pane. Use the following procedure. 1. Select the View tab from the Ribbon. 2. Check the Graphics Manager box. Page 25

27 Publisher displays the Graphics Manager task pane. Page 26

28 The options on the Graphics Manager task pane. The Show drop down list allows you to select whether to show all pictures in the publication, or just the missing/modified pictures. The Sort By drop down list allows you to select a sorting option for how the pictures in the publication are shown in the Graphics Manager task pane. The Show Thumbnail check box allows you to select whether to show a thumbnail image of each picture in the publication. The Select a Picture area provides a list of options for each picture in your publication, depending on what type of image or object is listed. You can go to a picture, view the details, save an embedded picture as a linked picture or vice versa, or replace the picture. Select the arrow next to a picture to see the options for that picture. If a linked image has been modified in a picture editing program, Publisher detects the change and provides an option to update the file. Page 27

29 Using the Building Blocks Library To use the Building Blocks Library, use the following procedure. 1. Select the Insert tab from the Ribbon. 2. Select the small square next to the Building Blocks area. 3. Select the category you want to search from the Building Block Library dialog box. 4. Select an object to insert from the middle of the page. 5. Select any additional options for the object (such as a month and year for a calendar) from the right side of the page. 6. Select Insert. Page 28

30 Step Four Step Five Step Six Adding Text to a Shape To add an AutoShape with text, use the following procedure. 1. Select the Insert tab from the Ribbon. 2. Select Shapes. 3. Select the desired shape tool. Page 29

31 4. Draw your shape. 5. Begin typing. To add a line with a text box for text, use the following procedure. 1. Select the Insert tab from the Ribbon. 2. Select Shapes. 3. Select the desired shape tool. 4. Draw your shape. Page 30

32 5. Select the Draw Text Box from the Insert tab on the Ribbon. 6. Draw a text box next to the shape. 7. Begin typing. Page 31

33 Graphic File Formats and Filters You do not need a graphics filter to insert the following graphics file types directly into Publisher 2007: Graphics Interchange Format (.gif,.gfa) Joint Photographic Experts Group (JPEG)File Interchange Format (.jpeg,.jpg,.jfif,.jpe) Microsoft Windows Bitmap (.bmp,.rle,.dib,.bmz) Portable Network Graphics (.png) Tagged Image File Format (.tiff) Windows Enhanced Metafile (.emf) Windows Metafile (.wmf) Notes about filters for these file types: You cannot perform certain editing operations on an animated GIF image in Publisher (e.g., cropping or changing the fill, border, or shadow). Make these changes in an animated GIF editing program, and then insert the file again. You must have the JPEG filter installed to insert a JPEG file into a publication from the Clip Organizer. The GIF filter imports only the first image of a multi image GIF file. The JPEG filter does not support JPEG Tagged Interchange Format (JTIF) files. Only the first image of a TIFF file with multiple images (sub files) is imported. You DO need a graphics filter to insert the following graphics file types directly into Publisher 2007: Computer Graphics Metafile (.cgm) (CGM 1992 Versions 2, 3, and 4 are not supported) CorelDRAW (.cdr) (there are some limitations for support of these files) Encapsulated PostScript (.eps) for printing on a postscript printer (preview resolution affects the EPS file size) Macintosh PICT (.pct,.pict) Compressed Macintosh PICT (.pcz) WordPerfect Graphics (.wpg) (postscript information is lost, and preview may not appear properly) Page 32

34 Page 33

35 Quick Tip: The new object alignment technology provides guidance when aligning objects. However, it keeps you in control of the final placement of any new object such as a graphic or text box. Topic Five: Moving and Grouping Objects This topic will introduce some tools to help you work with pictures, shapes, and other objects. You ll learn how to move an object. You ll also learn how to group objects so that you can work with a number of related pieces all at one time without having to select them individually, as well as how to ungroup objects. This topic also explains how to align and distribute objects to ensure the page looks right. Finally, this topic explains how to order your objects to create a layered look, including sending an object to the back layer. Page 34

36 Moving an Object To move an object, use the following procedure. 1. To move a shape, simply drag and drop it. Page 35

37 To move an object with the arrow keys, use the following procedure. 1. Select the object you want to move. 2. Use the arrow keys to move the object one pixel at a time to the left, up, to the right, or down. Group and Ungroup Objects To group objects use the following procedure. 1. Draw a selection marquee around the objects you want to group. You can also select the objects individually by pressing the CTRL key while selecting each object. Page 36

38 2. Once the objects are selected, select Group from the Arrange area on the Home tab of the Ribbon. To ungroup objects. Use the following procedure. 1. Select the grouped object. 2. Once the objects are selected, select Ungroup from the Arrange area on the Home tab of the Ribbon. Align or Distribute Objects To align objects use the following procedure. 1. Select all of the objects you want to align. You can hold down the CTRL key while selecting multiple objects or simply drag the mouse around the objects you want to select. 2. Select Align from the Arrange are on the Home tab of the Ribbon. Select the alignment option that you want to use. Page 37

39 To distribute objects use the following procedure. 1. Select all of the objects you want to distribute. You can hold down the CTRL key while selecting multiple objects or simply drag the mouse around the objects you want to select. 2. Select Align from the Arrange are on the Home tab of the Ribbon. Select the distribution option that you want to use. Page 38

40 Try the distribution procedure again. This time, first select Relative to Margin Guides to turn this feature on. Have them notice the difference in where the objects are distributed. Send an Object to the Back To send an object to the back, use the following procedure. 1. Select one or more objects. If you select multiple objects, they will be in the same order as their current order, which may or may not achieve the results you are looking for. 2. Select Send Backward from the Arrange area on the Home tab of the Ribbon. Select Send to Back. Page 39

41 Page 40

42 The computer was born to solve problems that did not exist before. Bill Gates Topic Six: Page Layout In this topic, we ll discuss issues related to page layout. The first topic we address is how to choose a paper size. We ll look at changing the page or paper size in the next topic. Then we ll discuss the scratch area in Publisher. You ll learn how to add or remove headers and footers. Finally, we ll look at the master pages, where you can make an object appear on multiple pages. Page 41

43 Change the Paper Size To change the paper size in the Print Setup dialog box, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage view. 2. Select Print. Page 42

44 3. To change the paper size, select an option from the Size drop down list. 4. Adjust the other Print Settings options as necessary to achieve the effect you want. 5. Check the Save Settings with Publication box to save the paper size for future use beyond this printing. Changing Page Size To change the page size to a standard size, use the following procedure. 1. Select the Page Design tab from the Ribbon. 2. Select Size. Select the page size you want to use from the list of standard page sizes. Page 43

45 To change the page size to a custom size, use the following procedure. 1. Select the Page Design tab from the Ribbon. 2. Select Size. Select Create New Page Size. Page 44

46 Publisher opens the Create New Page Size dialog box. 3. Create a name for your custom page size in the Name field. 4. Select the Page Width and Height. 5. Select a Layout Type from the drop down list. 6. Select the Margin Guides for the Top, Left, Bottom, and Right margins. 7. Select OK. Scratch Area To use the Scratch Area, use the following procedure. 1. Move an image to extend over the page size to create a bleed effect. 2. Now try moving an object out to the Scratch Area for holding. Page 45

47 3. When you go to a new page in the publication, the scratch area object(s) stay in the same place. This facilitates moving objects from one page to another. Add or Remove Headers and Footers To add headers and footers, use the following procedure. 1. Select the View tab from the Ribbon. 2. Select Master Page. Page 46

48 3. Select Show Header/Footer. 4. Enter your header text. To insert a page number, date, or time, use the tools on the Master Page tab on the Ribbon. You can format your text or resize, move, or adjust the header text box accordingly using the Home tab on the Ribbon. 5. To switch to the footer, select Show Header/Footer. To switch back to the header, click the tool again. 6. Enter your footer text. You can use the page number, date, or time tools in the footer as well. You can format your text or resize, move, or adjust the footer text box accordingly. To duplicate a master page, delete the headers and footers, and apply that master page to a page in the publication. Use the following procedure. 1. Select Duplicate from the Master Page tab. 2. In the Duplicate Master Page dialog box, name the new master page and select OK. Page 47

49 3. Now, delete the text for the header and footer on the new master page. 4. Select Close Master Page. 5. Go to the page you want to change. 6. Select the Page Design tab from the Ribbon. 7. Select Master Pages. 8. Select the Master Page that you want to apply to the current page. To apply master pages to more than one page at a time select the Apply Master Page option to open the Apply Master Page dialog box. Page 48

50 Make an Object Appear on Multiple Pages To make an object appear on multiple pages, use the following procedure. 1. Select the View tab from the Ribbon. 2. Select Master Page. 3. Select the master page you want to use from the Page Navigation list. 4. Draw or insert the object. Page 49

51 5. Select Close Master Page. Page 50

52 6. Review the results in the publication pages. Apply the appropriate master page, if necessary. Page 51

53 Page 52

54 Whoever controls the media, controls the mind. Jim Morrison Topic Seven: Media Files This topic takes a closer look at the types of media files you can use in your publications. You ll learn about the Clip Organizer and how to add, change, or delete keywords for a clip to help you find it more easily in other documents later. This topic explains how to use sound and motion clips in your publications. Finally, we ll take a look at using animated GIF files in your publications. About Media Files Microsoft Clip Organizer can add the following media types of files for use in Publisher..avi.asf.asx.rmi.wma.wax.wav Adding a File to Microsoft Clip Organizer To add a file t the Clip Organizer, use the following procedure. 1. Select All Programs from the Windows Start menu. 2. Select Microsoft Office. 3. Select Microsoft Office 2010 Tools. 4. Select Microsoft Clip Organizer. Page 53

55 Publisher displays the Microsoft Clip Organizer with your Favorites displayed. 1. Select Add Clips to Organizer from the File menu. Select On My Own. 2. In the dialog box, navigate to the clip you want to add and select Add. Now the clip will be available from the Clip Art task pane. You will be able to edit the keywords to make searching for the clip easier. Page 54

56 Add, Change, or Delete Keywords for a Clip To edit keywords using the Clip Organizer, use the following procedure. 1. Select the arrow next to the clip you want to modify. Select Edit Keywords. In the Keywords dialog box, the current keywords for the clip are listed. 2. To add a keyword, enter the word in the Keyword field and select Add. Page 55

57 3. To change a keyword, highlight the word you want to change, edit it, and select Modify. 4. To delete a keyword, highlight the word you want to remove, and select Delete. Page 56

58 Sound and Motion Clips To add a sound clip to a publication, use the following procedure. 1. There are many sound clips available in the Clip Art task pane. The following illustration shows a search to find sounds. 2. When you find a sound in the Clip Art task pane that you want to use, select the sound and click Insert. You can move, resize, or delete the sound clip just like any other object. 3. To play the sound, double click on it. The sound will open in your default media player. Page 57

59 You can also insert embedded objects. To add a clip to a publication, use the following procedure. 1. Select the Insert tab from the Ribbon. Select the Object tool in the Text area. 2. Select Create from File. 3. Select Browse and navigate to the location of the file you want to use. Highlight the file and select Open. 4. In the Insert Object dialog box, select OK. 5. To play the movie, double click on it to open in the media player. Note: If this method causes problems, you can also add the clip to the Clip Organizer Page 58

60 Animated GIFs To add an animated GIF clip to a publication, use the following procedure. 1. There are many animated GIF clips available in the Clip Art task pane. The following illustration shows a search to find animated GIFs. 2. When you find an animated GIF clip in the Clip Art task pane that you want to use, select the movie and click Insert. You can move, resize, or delete the sound clip just like any other object. To preview the animation, select the clip and select Preview/Properties. Page 59

61 Page 60

62 Page 61

63 It is surmounting difficulties that makes heroes. Louis Pasteur Topic Eight: Mail and E mail Merges Publisher allows you to create mail merges for your direct mail marketing campaigns, newsletter distribution, or other mail out publications. In this topic, you ll learn how to create a data source to use in Publisher s mail merge. You ll also learn how to use the mail merge wizard. This topic explains how to track the effectiveness of your marketing materials using different Publisher tools. We ll discuss how to create an address list for a mail merge if you don t already have the information in another source. This topic will also explain how to add postal bar codes to labels or envelopes in Publisher. Page 62

64 Creating a Data Source for a Mail Merge You can create a data source in Microsoft Excel, Microsoft Access, or some other data source program. The first row in your data source, or the field names in some cases, becomes the options available in Publisher when you are using the data source to create placeholders in your Publication. The remaining rows in your data source need to include the specific information for each column. For example, you might set up a spread sheet with the following information in the first row to create your columns. Name E mail Address Photo Postal bar code Customer purchase history Then in the next row, you would begin entering your first record. Each row creates one record in your data source and will create a separate merged publication in Publisher. For example, you might set up a spreadsheet that looks something like this. This data source has two records in it available for the mail merge. The Mail Merge Wizard To create a mail merge, use the following procedure. 1. Select the Mailings tab from the Ribbon. 2. Select Mail Merge. Select Step by Step mail Merge Wizard. Publisher displays the Mail Merge task pane. Page 63

65 3. Let s use an existing list. Select Next: Create or connect to a recipient list. 4. Publisher opens the Select Data Source dialog box. Select the address list file and select Open. 5. In the Mail Merge Recipients dialog box, check the boxes next to the recipients that you want to include in the mail merge. Uncheck the recipients that you do not want to include. Select OK. Page 64

66 Page Next Publisher returns to the Mail Merge task pane with the Prepare Your Publication step displayed. The tools on the Mailings tab of the Ribbon are now available.

67 7. Drag the fields from the list in the Wizard to the publication. A text box will be created if you are not dragging the information to an existing text box. You can also select The Insert Merge Field tool from the Ribbon and select a field from the list. 8. When you have added all of the fields you want to use in your merged publication, select Next: Create Merged Publications from the Mail Merge task pane. Page 66

68 9. On this pane, you can select to print the merged pages directly to a printer. Select Print Preview to see the pages before printing. You can also create a new publication to view the merged pages for each recipient or add those pages to an existing publication. Tracking Effectiveness To print a recipient list, use the following procedure. 1. Select the Mailings tab from the Ribbon. 2. Select E mail Merge or Mail Merge. 3. Select Step by Step Merge Wizard or Step by Step Mail Merge Wizard from the list. 4. Select Next: Create merged publications on the right side of the screen (at the bottom). Page 67

69 5. Select Print recipient list (under Prepare to Follow Up on This Mailing). 6. In the Print List dialog box, indicate the following to prepare your list: Select the columns to include. Select the records to include. Select the Page setup to use. Preview the results. Page 68

70 7. To print the list, select Print. Publisher opens the Print dialog box. Select your printing options and select Print. 8. To export the list to a Publisher publication, select Export to Publication. The list is created in a new Publisher file. Page 69

71 Creating an Address List for a Mail Merge To create an address list for a mail merge. Use the following procedure. 1. Select the Mailings tab. 2. Choose the Select Recipients tool. Select Type New List. 3. Begin entering information according to the column headers. 4. Select New Entry to begin a new row. 5. To delete an entry, highlight the row and select Delete Entry. 6. To customize the information, select Customize Columns. You can select Add to create a new field. Highlight a field and select Delete to remove it. Highlight a field and select Rename to change to the name. Page 70

72 7. Select OK in the New Address List dialog box to save your data source to use in future publication mail merges. Add Postal Bar Codes to Labels or Envelopes in Publisher To add postal bar codes to a publication. Use the following procedure. 1. When you are creating your mail merge, include the postal bar code number as one of your data source fields. 2. When you are creating your publication, drag the postal bar code field to your publication. Format the font to the appropriate bar code font and follow the sizing regulations. 3. When you create your mail merge, the individual publications (envelopes or labels) will include the properly formatted postal bar codes for each recipient. Page 71

73 Page 72

74 Consumers are becoming more and more design savvy every day and they may not even know it. Just by interacting with various catalogs and Web sites, they are becoming design critics. Pedro Sostre Topic Nine: Creating a Catalog Publisher 2010 includes new tools for working with catalogs. This topic will explain how to insert catalog pages into your publication. Then, you ll learn how to create a product list. You ll also learn how to set up your catalog layout. Finally, you ll learn how to merge the product list with the catalog layout. Page 73

75 Insert Catalog Pages To create a catalog, use the following procedure. 1. Select the Insert tab from the Ribbon. 2. Select Catalog Pages. Discuss the interface for working with a catalog. The merged area shows as a group of pages in the Page Navigation pane. The Catalog Merge Area will contain the repeating information. The rest of the page will not be part of the catalog merge. (It can be used for backgrounds, company logo, or other template information). Create a Product List To create a product list for a mail merge. Use the following procedure. 1. Select the Catalog Tools Format tab. 2. Select the Add List tool. Select Type New List. Page 74

76 3. Begin entering information according to the column headers. 4. Select New Entry to begin a new row. 5. To delete an entry, highlight the row and select Delete Entry. 6. To customize the information, select Customize Columns. You can select Add to create a new field. Highlight a field and select Delete to remove it. Highlight a field and select Rename to change to the name. Page 75

77 7. When you have finished entering products, select OK in the Customize Product List dialog box to save your data source to use in future publication catalog merges. Publisher opens the Catalog Merge Product List dialog box. 8. In the Catalog Merge Product List dialog box, check the boxes next to the products that you want to include in the catalog. Uncheck the products that you do not want to include. Select OK. Choosing a Catalog Layout To choose a catalog layout from the layout design gallery. Use the following procedure. 1. Select the Catalog Tools Format tab from the Ribbon. Page 76

78 2. Select a Layout from the Layout area. To create a catalog layout by indicating the number of columns and rows on each page, use the following procedure. 1. Select the Catalog Tools Format tab from the Ribbon. 2. Select Rows and Columns. Select the orientation of Rows and Columns from the drop down list. Page Select a Fill Order from the drop down list. To insert merge fields into the catalog merge area. Use the following procedure. 1. Select the Catalog Tools Format tab from the Ribbon. 2. Select Text Field or Picture Field.

79 3. Position and format the fields in the layout area. Finishing Your Catalog Merge To merge the catalog to a new document, use the following procedure. 1. Select the Catalog Tools Format tab from the Ribbon. 2. Select Merge to New. 3. Publisher creates a new publication. Each page of the catalog has been created and is available for editing separately, if desired. Page 78

80 To merge the catalog to an existing document, use the following procedure. 1. Select the Catalog Tools Format tab from the Ribbon. 2. Select Add to Existing. 3. Select the publication where you want to add your merged pages and select Open. 4. Publisher adds the merged pages to the publication. Each page of the catalog has been created and is available for editing separately, if desired. Page 79

81 To print or print preview the catalog. Use the following procedure. 1. Select the Catalog Tools Format tab from the Ribbon. 2. Select Print. Publisher opens to the Backstage View, ready to print the merged pages. You can preview the pages before printing. Page 80

82 Page 81

83 Page 82

84 A life in harmony with nature, the love of truth and virtue, will purge the eyes to understanding her text Ralph Waldo Emerson Topic Ten: Publication Information In this topic, you ll learn about the Publisher Backstage View tasks that help you prepare your publication. You ll learn how to apply your brand elements to Publisher templates. You ll learn about the Design Checker and setting Commercial Printing information. This topic will also help you understand how to prepare your publication for commercial printing. Finally, you ll learn how to view or change your publication properties. Personalizing Your Publication To customize a color scheme when selecting a new template, use the following procedure. 1. Open Publisher, or select the File tab to open the Backstage View and select New. 2. Select a Publication Type from the middle of the page. Page 83

85 3. Select a Design from the options. 4. Select the down arrow next to the Color Scheme option on the right side of the page. Page 84

86 5. Select Create New from the bottom of the Color scheme drop down list. 6. In the Create New Color Scheme dialog box, select a color for each of the options. You can choose from the Standard Colors, Custom Colors, or Pantone colors. Page 85

87 7. Enter a name for the new color scheme in the Color Scheme Name field. 8. Select Save. The color scheme will be available for this template, as well as future publications from other templates. To customize a font scheme when selecting a new template, use the following procedure. 1. In the Available Templates on the Backstage View (from the previous procedure), select the down arrow next to the Font Scheme option on the right side of the page. 2. Select Create New from the bottom of the Font Scheme drop down list. 3. Select a Heading Font by choosing an option from the drop down list. 4. Select a Body Font by choosing an option from the drop down list. 5. Enter a name for the new font scheme in the Font Scheme Name field. 6. Select Save. The font scheme will be available for this template, as well as future publications from other templates. To customize a business information and logo when selecting a new template, use the following procedure. Page 86

88 1. In the Available Templates on the Backstage View (from the previous procedure), select the down arrow next to the Business Information option on the right side of the page. 2. Select Create New. 3. Enter the Name, Title, Organization, Address, Phone, Fax, and information for your business information. 4. Enter your business Tagline or Motto. 5. Select Add Logo. Navigate to the logo image on your computer and select Insert. 6. Enter a name for the new business information in the Business Information Set Name field. 7. Select Save. The business information will be available for this template, as well as future publications from other templates. To change a template after creating a new publication, use the following procedure. 1. After setting the color scheme, font scheme, and business information; select Create to create a publication with the selected template. 2. Select the Page Design tab. 3. Select the Change Template button to apply the same color, font, and business information to a different template. Page 87

89 Publisher opens the Change Template dialog box, which works just like the Available Templates page when you begin a new publication. The color, font, and business information options are already selected. Page 88

90 Using the Design Checker To explore Design Checker task pane, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Run Design Checker. Publisher opens the Design Checker next to your publication work space. Page 89

91 There are four checkboxes at the top of the Design Checker task pane. Check or clear the boxes to indicate which types of checks you would like the Design Checker to perform. Under the Select an item to fix area, Publisher displays any issues that it has discovered, based on the currently selected options. You can select an item to see a list of options for that item. In this example, an automatic fix option is listed as one of the selections. Different errors will have different options available. Page 90

92 While you have the Design Checker task pane open, it will automatically check for errors as you work. If you want to close the Design Checker until you have finished your publication, select Close Design Checker. Page 91

93 To use the Design Check Options dialog box. Use the following procedure. 1. Select the Design Checker Options link in the Design Checker task pane. 2. Select an option for how Publisher displays the errors that it finds. Check the box to remove items that you have fixed from the Design Checker task pane. 3. Indicate the Page Range for how the Design Checker should check for errors. 4. Select the Checks tab. 5. Select an option from the Show drop down list to filter the list of checks. 6. Check a box to include the check when Design Checker is running. Clear a box to remove it. 7. Select OK to close the Design Checker Options dialog box. Page 92

94 Setting Commercial Print Information To choose the color model for commercial print settings, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage view. 2. Select Commercial Print Settings. 3. Select Choose Color Model. 4. Select the Color Model you want to use. When you change from one color model to another, Publisher displays a warning message, depending on your selection. Page 93

95 5. Select New Ink to choose a new color. When you have selected the correct color information, select OK. 6. Select the arrow next to your color to see additional options. 7. Select OK to close the Color Model dialog box and save your changes. To manage fonts for a publication, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage view. 2. Select Commercial Print Settings. 3. Select Manage Embedded Fonts. Page 94

96 4. Check the boxes to indicate how to embed the fonts. In the list of fonts, highlight one or more fonts and select Embed or Don t Embed to change the setting. 5. Select Font Substitution to open the Font Substitution dialog box. 6. For any missing fonts, select a Substitution Font from the drop down list. 7. When you have finished, select OK. To manage registration settings, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage view. 2. Select Commercial Print Settings. 3. Select Manage Registration Settings. Page 95

97 4. Consult with your commercial printer to ensure that these settings are correct. View or Change Properties The Properties dialog box. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Publication Properties. Select Advanced Properties. Page 96

98 The General tab includes automatically updated properties. The Summary tab includes standard properties. You can enter a document title, the subject, the author s name, the manager, the company, a category, keywords, comments, and a hyperlink base for the document. Page 97

99 The Statistics tab includes automatically updated properties. The Contents tab includes a text field to define the contents of the publication. Page 98

100 The Custom tab includes automatically updated properties. To add custom fields, use the following procedure. 1. In the Name field, enter a name for your property field or select one from the list. 2. Select the Type of information that is stored in the property field from the drop down list. 3. Enter the Value, or contents, you want to store in the property field. 4. Select Add. Publisher adds the field to the Properties list. You can highlight an item in the list to modify or delete it. Repeat to add other properties fields. Page 99

101 Page 100

102 Page 101

103 For most men, life is a search for the proper manila envelope in which to get themselves filed. Clifton Fadiman Topic Eleven: Save and Send Files This topic will show different ways that you can save and send files with Publisher You ll learn how to send files using . You ll also learn how to save files in other formats so that you can share your publications with others who do not have Publisher 2010 installed on their systems. This topic explains how to save a publication as an XPS or PDF file. Finally, you ll learn how to use the Pack and Go Wizard for packaging your files for a commercial printer. Send Using To send a publication using , use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select the Save & Send tab from the left. 3. Select Send Using E mail 4. Select Send Current Page. Page 102

104 Publisher opens the options at the top of the publication, where you can select the contacts, enter a subject and set other e mailing options. You can also open the Design Checker to fix any errors detected for sending your publication via . Save Files in Other Formats To save the publication as a different file format, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select the Save & Send tab from the left. 3. Select Change File Type. 4. Select the Publication, Image, or Other File Type from the list. If the option you want is not listed, select Save as Another File Type. 5. Select Save As. Page 103

105 Page 104

106 6. In the Save As dialog box, select the desired file type from the Save as Type drop down list, if necessary. 7. Depending on the file type, you may have other options. 8. Select Save. Save as an XPS File To save a file in XPS format, use the following procedure. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select the Save & Send tab from the left. 3. Select Create PDF/XPS Document. 4. Select Create PDF/XPS. Page 105

107 5. Select Options next to Optimize for to open the Publish Options dialog box. 6. In the Publish Options dialog box, select the distribution specification that matches the needs of the publication from the Specify how this publication will be printed or distributed list. Select Advanced to see additional options. Page 106

108 7. You can change the picture resolution and the non printing information. When you have finished, select OK to save your changes. 8. In the Save As dialog box, select Publish. Using the Pack and Go Wizard for Commercial Printing To prepare the publication for commercial printing, use the following procedure. 1. When you have finished working with your publication and you are ready for printing, select the File tab to open the Backstage View. 2. Select Save & Send. 3. Select Save for a Commercial Printer. Page 107

109 4. Under Commercial Press, select an option from the drop down list to indicate how the publication will be printed. Select Commercial Press for an offset printing service. Select High quality Printing for a high end copy shop. Select either Standard or Minimum Size for online distribution. Select Custom to customize the PDF settings. 5. Under Both PDF and Publisher.pub files, select an option from the drop down list to indicate which files to include in the package. 6. Select Pack and Go Wizard. Page 108

110 7. Indicate the location for your exported file, such as removable media, a hard disk drive, or a network drive. Select Next. Page 109

111 8. Check the Print a Composite Proof checkbox to review and catch any errors in a printed version of your publication before you send the file to the printer. Note that if you make changes to the publication after reviewing the proof, you should run the Pack and Go Wizard again so that the changes are included in the package for the commercial printer. 9. Select OK. The package is a zipped folder available in the selected location for you to give to the printer. Page 110

112 Perfect your text in a Word processing software; then import the final text into Publisher to finalize the publication. Use the page layout, building blocks, picture, and media tools to enhance your publication. Use the Object grouping, aligning, distributing, and ordering tools to get your objects looking great with a minimum amount of effort. Create mail, and catalog merges to combine standard publication elements with personalized publication elements. Personalize your publications and reuse your branding on other templates. Use the Design Checker for help identifying and fixing errors before you publish your publication. You can save your publications in a variety of formats. Page 111

113 Page 112