Microsoft Publisher 2016

Transcription

1 INFOCUS COURSEWARE Designed to fast-track you through the process of learning about computers and information technology, the In Focus range is a unique and innovative concept in learning. A quick reference summary of key procedures is provided at the bottom of each page together with handy tips and additional information. Each title in the In Focus series can be used as: a classroom workbook for instructor-led teaching and training; a self-study guide for self-paced learning; a tutorial guide for distance education programs; a resource collection of just-in-time support and information for help desk users and support staff; a handy, desk-side reference for computer users. This publication has been created using EngineRoom Desktop document management and publishing software developed by Watsonia Publishing. MICROSOFT PUBLISHER 2016 Product Code: INF1635 ISBN: Watsonia Publishing

2 MICROSOFT PUBLISHER Copyright 2016 by Watsonia Software Pty Ltd (ABN ) Published by Watsonia Publishing 47 Greenaway Street Bulleen VIC 3105 Australia Phone: Fax: Web: info@watsoniapublishing.com Product Code: INF1635 ISBN: Build: 8/08/ Production Acknowledgments is produced with the assistance, hard work, advice, recommendations and dedication of a number of people including Alison Koster (authoring) and Cara Hemphill (testing and proofing). Trademark Acknowledgments All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark. Screen Shots Microsoft. All rights reserved. Disclaimer Every effort has been made to provide accurate and complete information. However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental. Copyright Notice This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Watsonia Software Pty Ltd.

3 READ ME FIRST In case you're not familiar with the terminology, Read Me First is quite often the name given to a computer file that contains important information for people to know prior to using an application. This section contains some important information to help you use this book so we thought we'd start with a Read Me First section. What skills and knowledge you will acquire... What you'll need to know before beginning this course... The objectives of this guide The skills and knowledge acquired in are sufficient to be able to create publications such as flyers, newsletters and labels. assumes little or no knowledge of the software. However, it would be beneficial to have a general understanding of personal computers and the Windows operating system environment. At the completion of this course you should be able to: work with the basic features of Publisher create a new publication understand concepts essential to the use of Publisher understand how to work with text understand different techniques for working with text 1 insert building blocks into a publication insert and modify shapes insert and modify pictures create, use and modify a table create publications based on different layout and design options use master pages 4 effectively conduct and customise a mail merge create a catalogue merge save and share a publication in several different ways find the information you need in Help What you get in a chapter... What you'll need to have before commencing this course... As you work through this guide Where to from here... Each chapter begins with a summary page listing the topics covered in that chapter. The chapter then consists of single-page topic sheets pertaining to the theme of the chapter. Many of the topics in this learning guide require you to open an existing file with data in it. These files can be downloaded free of charge from our website at Simply follow the student files link on the home page. You will need the product code for this course which is INF1635. It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of exercise files and any from a previous chapter are no longer required. Have a look at the next page which explains how a topic page works, ensure that you have access to the exercise files (see above), and you're ready to make a start. Watsonia Publishing - i - Preface

4 WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar an overview at the top, detail in the centre and additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below Topic name General topic overview provides an introduction to the topic Try This Yourself (task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information. In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts. The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in task-based topic sheets. The Handy To Know (optional) element provides additional information such as alternative ways of accomplishing a task or further information providing handy tips. Watsonia Publishing - ii - Preface

5 CONTENTS Chapter 1 Getting Started With Publisher... 1 Understanding Publisher Starting Publisher In Windows Understanding The Start Screen... 4 Creating A New Blank Publication... 5 The Publisher 2016 Screen... 6 How Publisher 2016 Works... 7 Using The Ribbon... 8 Showing And Collapsing The Ribbon... 9 Understanding The Backstage View Accessing The Backstage View Understanding The Status Bar Exiting Safely From Publisher Chapter 2 Your First Publication Tips For Planning A Publication Understanding Different Types Of Publications Adding And Editing Business Information Creating A Publication From A Template The Save As Place The Save As Dialog Box Saving A New Publication On Your Computer Inserting Text Formatting Text Using Undo And Redo Saving An Existing Publication Previewing A Publication Printing A Publication Safely Closing A Publication Chapter 3 Working With A Publication The Open Place The Open Dialog Box Opening An Existing Publication Using The Pages Navigation Pane Working With Layouts Zooming And Panning Inserting Pages Naming Pages Moving Pages Deleting Pages Chapter 4 Working With Text Creating A Text Box Modifying A Text Box Importing Text Checking Spelling Selecting Text Applying Colour To Text Creating WordArt Formatting WordArt Text Effects Watsonia Publishing - iii - Contents

6 Chapter 5 Text Techniques Text Columns Linking Text Boxes Drawing Text Boxes Accurately Text Box Margins Wrapping Text Aligning Text Using Baseline Guides Paragraph Spacing Hyphenation Creating Bulleted Lists Creating Numbered Lists Creating Text Styles Applying A Text Style Modifying A Text Style Chapter 6 Building Blocks Inserting Page Parts Inserting Calendars Inserting Borders And Accents Inserting Advertisements Chapter 7 Working With Shapes Drawing And Inserting Shapes Selecting Shapes Resizing Shapes Moving Shapes Aligning Shapes Grouping Shapes Changing Fill Drawing Lines Deleting Shapes Chapter 8 Working With Pictures Inserting Pictures Inserting Online Pictures Using The Scratch Area Swapping Pictures Picture Formatting And Effects Cropping Pictures Inserting A Caption Chapter 9 Working With Tables Inserting Tables Entering Text In A Table Adjusting Rows And Columns Applying Table Styles Using Fills And Tints Using Sample Fill Colour Chapter 10 Design And Layout Page Orientation Understanding Page Sizes Creating Envelopes Creating Labels Creating Folded Cards Changing Margin Guides Watsonia Publishing - iv - Contents

7 Creating Grid Guides Creating Ruler Guides Using Guides Using Colour Schemes Using Font Schemes Creating A Fill Background Creating An Image Background Chapter 11 Master Pages Understanding Master Pages Using A Master Page Inserting Headers Inserting Footers Inserting Page Numbers Using A Two Page Master Creating Additional Master Pages Using Multiple Master Pages Chapter 12 Mail Merge Creating A Data Source Creating A Mail Merge Publication Showing Merge Results Sorting A Merge Filtering Data Merge Printing Clearing A Filter Chapter 13 Catalogue Merge Understanding The Merge Area Creating A Product List Selecting A Merge Area Layout Inserting Text Fields Formatting Text Fields Inserting Picture Fields Previewing And Modifying A Catalogue Merge Merging To A New Publication Chapter 14 Saving And Sharing Sending A Publication As An Changing The File Type Saving For Photo Printing Saving For A Commercial Printer Saving For Another Computer Chapter 15 Getting Help Understanding How Help Works Accessing The Help Window Navigating The Help Window Using Google To Get Help Watsonia Publishing - v - Contents

8 NOTES: Watsonia Publishing - vi - Contents

9 CHAPTER 1 GETTING STARTED WITH PUBLISHER INFOCUS Microsoft Publisher is used to create a range of publications such as flyers, business cards, calendars and greeting cards. Publisher is designed to make it easy for anyone to create professional publications. It includes a range of templates, designs and blank publications that can be used as the basis for your publication. All you need to provide is content. In this session you will: gain an understanding of Publisher learn how to start Publisher 2016 gain an understanding of the Publisher Start screen learn how to create a new blank publication gain an understanding of the Publisher screen gain an understanding of how Publisher works learn how to use the ribbon learn how to show and collapse the ribbon gain an understanding of the Backstage view learn how to access the Backstage view gain an understanding of the status bar learn how to exit safely from Publisher. Watsonia Publishing Page 1 Chapter 1 - Getting Started With Publisher

10 UNDERSTANDING PUBLISHER 2016 Effective communication through the medium of the printed word is enhanced by appealing, thoughtfully laid-out and well-presented documents. In the past, skilled craftsmen were given the task of preparing newsletters, creating brochures, developing advertisements and the like. Today much of this work is accomplished using the computer and a variety of software packages. Publisher 2016 Overview Expensive desktop publishing packages, such as PageMaker, Ventura, Quark Xpress, and InDesign are used to create elaborate and sophisticated documents in a fraction of the time that it took to create similar documents manually in the past. However, these packages require a high degree of skill and expertise to operate effectively. Using them for the social club flyer, the quick product advertisement or the company price list may be difficult and inefficient but more importantly, result in unnecessary expense in both production and time. Publisher can best be described as an intermediate version of the more powerful desktop publishing software packages. While it lacks some of the sophistication of the other packages, it still embodies most of the features. The real advantage of it lies in the fact that it is easier to use if you want to create simple publications. Uses For Publisher Publisher is ideal for home, small business and even corporate use. Here are just some of the possible uses for Publisher: Product flyers Travel itineraries Price lists Product specials Notices Newsletters Bulletins Press releases Covers for manuals Letterheads Invitations Personalised greeting cards Posters s Company forms (e.g. invoices, stationery, order forms etc.) Photo albums Watsonia Publishing Page 2 Chapter 1 - Getting Started With Publisher

11 STARTING PUBLISHER IN WINDOWS 10 To create or edit a publication, the first thing you must do is start Publisher. The first time you use Publisher you will need to open it from the taskbar Search the web and Windows bar or the All apps list in the Start menu. You can then choose to pin it to the Start menu or the taskbar so that you can access it more quickly and easily the next time you use it. 1 Before you begin, ensure that your computer is switched on and the desktop is displayed If there is no Publisher icon in the taskbar at the bottom of the desktop, click on the Windows icon in the taskbar, as shown, to display the Start menu Click on All apps to display a list of all the apps on your computer Scroll down to the P section Publisher 2016 is listed here Click on Publisher 2016 to start Publisher Right-click on the Publisher icon in the taskbar to display a menu of options, as shown, then select Pin this program to taskbar You can now click on this icon to open Publisher from the desktop. This icon will remain in the taskbar unless you remove it Repeat step 5 to select Close window to close Publisher Click on the Publisher icon in the taskbar to open Project again 5 To add a Publisher icon to the desktop taskbar: 1. Display the Start menu, then click on All apps 2. Right-click on Publisher Select Pin to taskbar You can start Publisher by clicking in the taskbar Search bar, typing publisher, then clicking on Publisher in the list of search results. You can pin Publisher to the Start menu by displaying the All apps list, right-clicking on Publisher 2016 and selecting Pin to Start. Watsonia Publishing Page 3 Chapter 1 - Getting Started With Publisher

12 UNDERSTANDING THE START SCREEN Most times you open Publisher, a start screen will display. From this initial screen, you can choose what kind of publication you want to work with. You can choose to work with one of your most recently accessed files, open a publication that has already been created and saved, find online templates, or create a new publication using the available templates. Publisher 2016 Start Screen The Publisher 2016 start screen is very helpful if you want to quickly access files you have worked on recently or create a new publication based on one of the available templates, including the default Blank A4 (Portrait) publication template. If you have already worked on a publication or several publications in Publisher, a list of recent files will display below Recent in the green pane to the left of the screen. If you haven t worked on any publications yet, you can still open existing publications by clicking on the link, Open Other Publications, located below Recent. This lets you open an existing file that has been saved to your computer or OneDrive. The main pane of the Publisher start screen displays thumbnail previews of available templates you can use to create a new publication. It also contains the search for online templates box. Templates are layouts that have already been created which you can customise to suit your needs and then enter relevant content. If you want to start with a clean slate you can choose from one of the Blank publication templates, but you ll probably find you ll prefer to work with templates that contain pre-existing layouts most of the time as it saves time and effort. In the top right corner of the screen you ll see information about the account you ve used to sign into Windows as well as Help, Minimise, Restore Down, and Close tools. The Publisher start screen will only display when you launch the Publisher 2016 application directly that is, by clicking on the Publisher tile in the All apps list of the start menu or in the search pane, or clicking on the taskbar icon if the application has been pinned to the taskbar. Publisher 2016 can also be started in Windows 10 by double-clicking on a Publisher publication in File Explorer. When this occurs Publisher 2016 will start with the publication open on the screen and the start screen shown above will be bypassed. Watsonia Publishing Page 4 Chapter 1 - Getting Started With Publisher

13 CREATING A NEW BLANK PUBLICATION Files created in Publisher are called publications. All publications created in Publisher are based on a template. A template defines the basic layout of a publication. To start a simple publication from scratch, choose a blank template. Blank templates come in a range of different sizes, enabling you to choose a size that suits your requirements from the start. Before starting this exercise, ensure Publisher has started and the Publisher start screen is displayed... View the variety of templates available on the Publisher start screen Ensure FEATURED is selected in the main pane, as shown Click on Blank A4 (Portrait) A new blank publication will open. Notice that the publication is automatically assigned a temporary name, which is displayed in the title bar 2 3 To create a blank publication: 1. Open Publisher so that the Publisher start screen is displayed 2. Ensure FEATURED is selected in the main pane 3. Click on one of the Blank templates in the list of templates If you already have a publication open and want to create a new one, click on the File tab to open the Backstage view, click on New, then select a Blank template. You can use the keyboard shortcut + to display the Publisher start screen. Watsonia Publishing Page 5 Chapter 1 - Getting Started With Publisher

14 THE PUBLISHER 2016 SCREEN The Publisher screen is the area that you use to create and modify your publications. Whether you use a template or a blank publication, you will use this screen to make changes to your publication. The screen is made up of several key components, which are described on this page. Some of these components, such as the ribbon, are common to all Office 2016 applications Dialog box launcher The File tab is used to access the Backstage view which contains file management functions, such as saving, opening, closing, printing, sharing, and so on. There is also information contained here such as your document Properties. Options are also available so that you can set your working preferences for Publisher. The ribbon is the tabbed band that appears across the top of the window. It is the control centre of Publisher. You use the tabs on the ribbon to access the commands that are categorised into groups. Some groups have a dialog box launcher icon in the corner, which you can click on to display a dialog box with more commands and options. Each of the pages in your publication is represented by a thumbnail in the Pages navigation pane. When you click on a page s thumbnail in this pane, Publisher displays the page in the publication window. These thumbnails can also be used to reorder the pages in a publication. The status bar provides feedback about what you are doing on the screen. For example, if you are drawing a text box, the status bar will display the coordinates and size of the box. The status bar also contains the View buttons and the Zoom Slider, which are used to change the view or to increase/decrease the zoom ratio for your publication. The rulers along the top and down the left side of the publication window allow you to measure horizontal and vertical page dimensions so that you can place objects with precision. The publication window displays the current page of the publication and the surrounding scratch area or working area, which can be used for temporary placement of objects. Watsonia Publishing Page 6 Chapter 1 - Getting Started With Publisher

15 HOW PUBLISHER 2016 WORKS The Publisher screen has three key areas. The data you type is placed on a page. The data can be manipulated using commands on the ribbon. The page is part of a larger entity known as a publication or file, and changes to the file are controlled in Backstage view. These key components are described on this page. The Page If you create a new blank publication, it will appear as a blank page in the publication window and the Pages navigation pane will display on the left side of the screen. You can also create a new publication from a template, such as this business newsletter shown to the right. As with a blank publication, the page with the template on it will appear in the publication window with the Pages navigation pane on the left. Specific information will appear by default on the page, and you can edit it or add your own data as desired. The Ribbon When you need to do something with the data on a page, such as format it, colour it, move it, copy it, and much more, you ll find all of the relevant commands on the ribbon. The ribbon has the commands organised thematically using a series of tabs across the top. Backstage View When you want to do something with your publication, such as save it so that you can access it again later, print it, share it with a colleague, or send it to your boss, you will need to access the Backstage view of Publisher. The Backstage view is accessed using the File tab on the ribbon. Rather than displaying commands on a ribbon, Backstage occupies the entire screen and has a series of options down the left side which allow you to perform a number of operations. In our sample to the right, the Print option is active, and that is why you can see a preview of the publication and a number of print-related options on the screen. Watsonia Publishing Page 7 Chapter 1 - Getting Started With Publisher

16 USING THE RIBBON The ribbon is the command centre for Publisher. It provides a series of commands organised into groups that are placed on relevant tabs. Tabs are activated by clicking on their name to display the command groups. Commands are activated by clicking on a button, tool or gallery option. Everything you could possibly want to do in Publisher will be found somewhere on this ribbon. 3 Before starting this exercise ensure Publisher has started and you have a blank publication open Examine the groups of commands on the Home tab These are the most commonly used commands... Click on the Insert tab The commands on this tab are used to create pages, tables, illustrations, building blocks, headers and footers, text objects and links, and to add things such as apps and media to your publication... Click on Shapes in the Illustrations group to display the Shapes gallery This gallery includes a huge range of shapes... Click on each of the tabs and examine the commands Some of these open dialog boxes... Click on the Page Design tab, then click on Change Template in the Template group to display the Change Template dialog box Click on [Cancel], then click on the Home tab 5 To use the ribbon: 1. Click on a tab to display the commands 2. Click on a button to activate a command, display a gallery or display a dialog box Additional tabs, known as contextual tabs, appear on the ribbon in specific circumstances. For example, if you insert a picture, the Picture Tools: Format tab will appear. This provides quick access to all of the tools you may need to modify and work with a picture. Watsonia Publishing Page 8 Chapter 1 - Getting Started With Publisher

17 SHOWING AND COLLAPSING THE RIBBON The ribbon, valuable as it is, does occupy a reasonable amount of space. To maximise your working space you can minimise the ribbon so only the tabs are visible, minimise it as a once-off operation or have it constantly minimised and display the commands only briefly when a tab is selected. 1 Before starting this exercise ensure Publisher has started and you have a blank publication open Click on Collapse the Ribbon in the bottom right corner of the ribbon, as shown Though the tabs remain visible, the rest of the commands are hidden Click on one of the ribbon tabs The ribbon, including the tabs and commands, will display temporarily Click anywhere in the publication to hide the ribbon commands again Now let s display the ribbon with tabs and commands permanently Click on one of the ribbon tabs, then click on Pin the ribbon in the bottom right corner of the ribbon, as shown To hide the ribbon: Click on Collapse the Ribbon in the bottom right corner of the ribbon To display the ribbon: Click on Pin the Ribbon in the bottom right corner of the ribbon If you wish to quickly collapse the ribbon to display only the tab names, you can either press +, or double-click on any tab except for the File tab. These functions can also be used to expand the ribbon again. Watsonia Publishing Page 9 Chapter 1 - Getting Started With Publisher

18 UNDERSTANDING THE BACKSTAGE VIEW The ribbon lets you work on the content in a publication so that you can add more content, format it, insert pictures into it, copy it, and much more. The Backstage view, which is accessed using the File tab, lets you do something with the file you create. You can save it for later use, print it on paper, send it via , and more. The Backstage View The File tab on the ribbon is not a normal tab as you can tell by the fact that it is coloured. Clicking on the File tab launches a mini-program within Microsoft Publisher known as Backstage view. Backstage, as it s known for short, occupies the entire screen. To the left of the Backstage is a navigation pane which is made up of tabs. These tabs provide you with access to various operations, such as printing, saving and sharing. They can also provide you with information about your publication such as the file size. Clicking on one of these tabs displays a range of options associated with the particular operation. The whole underlying purpose of Backstage is to let you protect your data, share it with others, and provide you with valuable information about your publication. Depending on what type of publication it is and what has been done to it, different information may display when the Info tab is selected. Backstage Tabs The Backstage tabs provide more options for working with a publication: Info New Open Save Save As Print Share Export Close Account Options Provides status information about the current publication and lets you manage versions and permissions. Lets you create a new publication and provides access to a gallery of inbuilt templates as well as ready access to a range of online templates. Provides a list of recent publications as well as the option to search through your Computer, OneDrive or other place, to find what you are looking for. Saves your current publication (if already saved to a location) or prompts you to save to a location. Allows you to name your publication and save it to a location. Lets you print the current publication and preview it. Lets you share your publication with other people via , as a PDF or XPS. Allows you to publish as PDF, XPS or online, or change the file type of your publication, as well as options for saving and printing. Closes your current publication. Contains product and user information. Presents you with a range of options which assist in the creation and editing of your publication. Watsonia Publishing Page 10 Chapter 1 - Getting Started With Publisher

19 ACCESSING THE BACKSTAGE VIEW The Backstage view provides you with options for working on your publications and key information about the status of Publisher. It is usually accessed by clicking on the File tab to the left of the ribbon, but it can also appear when keyboard shortcuts for specific commands are used. Before starting this exercise ensure Publisher has started and you have a blank publication open Click on the File tab to display the Backstage Ensure Info is selected in the left green pane to view information relating to your publication, such as the Properties Click on Print to see the printing options A preview of how the publication will print will appear Click on Account to see the account options and product licensing information Click on the Back arrow at the top of the green pane to close Backstage and return to the publication 3 4 Back arrow To access the Backstage: 1. Click on the File tab 2. Click on the desired tab in the green pane to the left of the screen You can close the Backstage by pressing. Watsonia Publishing Page 11 Chapter 1 - Getting Started With Publisher

20 UNDERSTANDING THE STATUS BAR The status bar is the bar across the bottom of the Publisher window. It is a useful aid that displays information such as the current page number and details about a selected object. It also lets you zoom in and out of the page. The status bar includes tools that can change the publication view. You can customise the status bar to change the information that is shown Page Number Object Position Object Size Layout Tools Zoom Slider Zoom Level Show Whole Page The page number indicates how many pages are in the publication, and which page is currently being displayed. You can click on the page number to open and close the Pages navigation pane. The Object Position displays the current location coordinates of the object that is currently selected. Clicking on the Object Position will open the Measure dialog box, which allows you to modify the measurements of the selected object. If no object is selected, the Object Position will display the current location coordinates of the mouse pointer. The Object Size displays the size of the currently selected object. As with Object Position, clicking on Object Size will open the Measure dialog box. The Layout tools allow you to change the way you view the publication. You can choose to view the publication either as a Single Page or as a Two-Page Spread. The Zoom Slider indicates the current zoom level, where the centre mark indicates 100%. You can either drag the marker to the left or right, or click on a specific point on the slider to set a zoom percentage. You can also click on the plus or minus symbol at either end of the slider to zoom in or zoom out. This button displays the current zoom percentage. If you click on the button, the Zoom dialog box will appear so that you can select a specific zoom percentage. Clicking on Show Whole Page sets the zoom so that the entire current page is visible in the window. What appears on the status bar can vary greatly. Don t be alarmed if the one on your screen doesn t exactly match the example shown above. One way you can change your status bar is by right-clicking on the status bar itself and from the shortcut menu selecting any additional tools you may want to add to it. Watsonia Publishing Page 12 Chapter 1 - Getting Started With Publisher

21 EXITING SAFELY FROM PUBLISHER After you have finished working on a publication, you need to exit safely from Publisher, to avoid not only losing your work, but also potentially damaging your computer. Like other Windows based applications, Publisher has a special exit command that you should use. You will usually be prompted to save your work if you haven t already. 1 Before starting this exercise, ensure Publisher has started and you have a blank publication open Type your name A text box will appear over the whole page, with your name in the top left corner. Doing this has made a change to your publication, which means you will be prompted to save when you attempt to exit Click on Close in the top right corner of the Publisher window You will now be prompted to save your publication if you wish to retain your data. The message you receive will look like the one shown. We have no reason for keeping this publication so we won t bother saving it Click on [Don t Save] to exit from Publisher 2 To exit from Publisher: 1. Click on Close in the top right corner of the Publisher window 2. If you want to keep your changes, click on [Save], then specify a publication name and location; otherwise click on [Don t Save] You can close Publisher using the keyboard shortcut +. Watsonia Publishing Page 13 Chapter 1 - Getting Started With Publisher

22 NOTES: Watsonia Publishing Page 14 Chapter 1 - Getting Started With Publisher

23 CHAPTER 2 YOUR FIRST PUBLICATION INFOCUS The ability to create a new publication is pivotal to working successfully within Publisher. There are several basic skills you will need to master in order to achieve this. These include being able to type and edit text, work with objects, print, and the ability to save information for future use (not necessarily in that order). In this session you will: gain an understanding of how to plan a publication gain an understanding of publication types learn how to add and edit business information learn how to create a publication from a template gain an understanding of the Save As place gain an understanding of the Save As dialog box learn how to save a new publication learn how to insert text learn how to format text learn how to undo and redo actions in a publication learn how to save an existing publication learn how to view a preview of a publication learn how to print a publication learn how to close a publication safely. Watsonia Publishing Page 15 Chapter 2 - Your First Publication

24 TIPS FOR PLANNING A PUBLICATION While it may be tempting to start creating a publication without planning it first, thinking about what you want to create before you get started will save you time and energy later on. Without a clear idea of your intentions and requirements, you may find yourself making changes that you otherwise would not have had to make, and end up with an unsatisfactory publication. Aspect Purpose Theme Audience Key Ideas Action Required Time Frame Stationery Form of Publication Impact on Publication Design Identify what you are trying to achieve with this publication. Are you trying to provide information, persuade people to make a decision or choice, motivate or inspire individuals or teams, or set up a web page for reference purposes? The purpose of your publication will determine its framework. Once you decide on the purpose of your publication, it is important to choose a design that complements and is appropriate for that purpose. For example, a template with bright colours and pictures might be great for communicating the new plans for a children s classroom or childcare centre, but would be inappropriate for an accountant s annual report. Consider who you are designing the publication for. Are they knowledgeable about the subject or complete novices? What is their age, background, location and position in the company? The design and language that you use must reflect on who you are trying to communicate with. Consider what the most important idea that you are trying to communicate is. What other ideas do you introduce that are also key to the success of the publication? These ideas must be the primary focus of your publication and presented in a way that demands the attention of the audience. Consider what action you want to take place as a result of your publication. Do you want people to support your proposal? Do you want feedback on the information you have provided? Maybe you need to include details that provide a plan of action or contact information. The amount of time you have to complete the publication has a significant impact on how you can prepare it. Do you have time to be pedantic about the graphics or do you need something out in a hurry? Will you create your own design, or settle on a standard design and allow more time to prepare the content? Consider the type of stationery you are planning to use. Do you require special paper or pre-scored cards? Do you have them in stock? Do you have labels that you need to match the dimensions of? If you need matching sets of publications, think about what you need overall. Are you looking to create a greeting card, flyer, tri-fold A4 page or letterhead with matching envelopes? If you can t find exactly what you have in mind in one template category, you may find that you can use a template for a different type of publication for your project. For example, a top fold card will create pages that are exactly one quarter of an A4 page. You could use these to create four identical images on one sheet of paper. Watsonia Publishing Page 16 Chapter 2 - Your First Publication

25 UNDERSTANDING DIFFERENT TYPES OF PUBLICATIONS Publisher provides you with a large assortment of templates that you can use to create various types of publications. These templates can be accessed from the New place in the Backstage and have been organised into different sections in order to make them easier to navigate. Accessing Publisher Templates You can access Publisher templates by either displaying the Publisher start screen, or clicking on the File tab, then clicking on New. Within the New place, templates have been organised into two sections FEATURED and BUILT-IN. The FEATURED section is designed to provide you with easy access to templates that you use regularly. It contains an assortment of blank template options as well as commonly used templates, and any templates that you have used recently. The FEATURED section is a good starting place if you use the same template on a regular basis (for instance, if you publish a monthly newsletter), or if you need to create a publication of a high standard quickly and easily; however, your choices are limited by the range that is supplied, and you risk displaying a lack of personal creativity by following strongly defined styles. This section will not display if you are not connected to the internet. The BUILT-IN section differs from the FEATURED section, as rather than displaying thumbnail previews of particular templates, it displays a list of categories of different types of publications. These categories are listed alphabetically so that you can easily find the type of publication you are looking for. Clicking on a category will display thumbnail previews of templates based on the category they belong to. For example, clicking on the Award Certificate category will display an array of different award certificate templates with different layouts. If you cannot find the appropriate template for your publication under either FEATURED or BUILT-IN, you may wish to search for more online. You can use the Suggested searches options to find other Brochure, Label, Card, Certificate, and Flyer ideas, or you can use the Search for online templates box to search for something more specific. BUILT-IN Categories The BUILT-IN section contains an alphabetically ordered list of 26 different template categories, which are listed below. Some of these categories in turn contain a list of subcategories (for example, the Brochures category contains Informational, Price List, Event and Fundraiser subcategories), as well as standard blank templates and blank templates sorted by stationery provider (allowing you to ensure your publication exactly fits the stationery you will be printing it on). The templates stored in these subcategories can be edited and modified in a variety of ways. Advertisements Envelopes Newsletters Award Certificates Flyers Paper Folding Projects Banners Gift Certificates Postcards Brochures Greeting Cards Programs Business Cards Import Word Documents Quick Publications Business Forms Invitation Cards Resumes Calendars Labels Signs Catalogues Letterhead With Compliments Cards ** Menus ** Whereas the other 25 types are known as Publications For Print, designs are typically for use in an online environment and are therefore structured somewhat differently. Watsonia Publishing Page 17 Chapter 2 - Your First Publication

26 ADDING AND EDITING BUSINESS INFORMATION Publisher can hold a record of your personal or business details name, organisation, address, phone, and the like. Once it is saved as a Business Information Set, you can then enter this information automatically into any publication you create. If you are signed in with your Microsoft Account, Publisher may automatically import information from there for your information set. 3 Before starting this exercise, ensure Publisher has started... Create a blank publication, then click on the Insert tab Click on Business Information in the Text group, then select Edit Business Information to display the Create New Business Information Set dialog box c If the Business Information dialog box is displayed instead, click on [New ] to display the Create New Business Information Set dialog box Select the text in Individual name, type Jim Wallis, then complete the dialog box as shown Click on [Add Logo] to display the Insert Picture dialog box Navigate to the course files folder, click on Alpheius Logo.jpg, then click on [Insert] Click on [Save] to display the Business Information dialog box Click on [Close] to close the dialog box and return to the publication 6 To create a business information set: 1. Click on the Insert tab, then click on Business Information in the Text group 2. Select Edit Business Information, then fill out the details as required 3. Click on [Save], then click on [Update Publication] or [Close] The Business Information dialog box enables you to create new profiles or edit current profiles. Clicking on [Update Publication] will update the publication with the details from the currently selected business information set. Watsonia Publishing Page 18 Chapter 2 - Your First Publication

27 Same File CREATING A PUBLICATION FROM A TEMPLATE Publisher provides you with a range of different templates to make creating effective publications quick and simple. All you need to do is select the template that will best suit your needs. Once you have chosen a template, you can modify aspects of the publication such as the colour scheme and the font scheme. Continue using the previous file with this exercise, or open a new, blank publication... Click on the File tab, click on New, then click on BUILT-IN to view the categories of locally stored templates Click on Brochures to display thumbnail previews of built-in brochure templates Click on Bars under More Installed Templates to select this template In the right pane, click on the drop arrow for Colour scheme Scroll down to and click on Moss to apply this colour scheme Notice that all of the thumbnails are updated to demonstrate the selected colour scheme... Click on [CREATE] to create a new brochure based on the Bars template Notice that the JW_Work business information set is used by default 3 6 To create a publication: 1. Click on the File tab, then click on New 2. Select a category 3. Select a publication design, if available 4. Adjust the other settings using the right pane, then click on [Create] In addition to the templates that are built in to Publisher, you can download more templates for free from Office.com. Watsonia Publishing Page 19 Chapter 2 - Your First Publication

28 THE SAVE AS PLACE The Save As place will display when you open the Backstage and click on Save As. It gives you easy access to locations (known as places in Office) where you can save your publications, such as the folders on your computer or OneDrive, and provides you with the option of adding other places to save your publications to, such as SharePoint. The Save As Place The Save As place displays automatically when you choose to save a new publication for the first time by clicking on the File tab and clicking on Save. The Save As place will also display if you save an open, existing publication to a new storage location by clicking on the File tab and clicking on Save As. The Save As place lists storage places in the middle pane of the Backstage so they are easily accessible. By default, Microsoft lists OneDrive at the top of the list. When you click on either OneDrive or This PC, a list of recently accessed folders in that place will appear in the right pane, as well as the option to [Browse] the folders. OneDrive OneDrive, or OneDrive.com, is an online file storage system hosted by Microsoft. Currently, Microsoft provides you with 7GB of free cloud storage (or 20GB for Office 365 users) on OneDrive to store your files and photos, sync files across your computers or storage devices, share specific files with friends and colleagues, and edit and collaborate on Office files. You can access the latest version of your files from any device with an internet connection, including mobile devices. You can also create new files directly in OneDrive. Before you can upload files to OneDrive, you will need to create a Microsoft account (which you will be prompted to do the first time you try to save a file to OneDrive). From then on you can go to OneDrive and sign in with your Microsoft account to access, view and share your online files. Adding A Place By default, the Save As place lists your OneDrive and This PC as places you can save your publications to. However, you also have the option of adding SharePoint to this list. Clicking on Add a Place beneath Save As will open a dialog box that will take you through the steps necessary for adding SharePoint. Once it is added, SharePoint will appear in your list of available places. Current Folder If you have been working with a publication that has already been saved to a folder, the Save As place will remember the location and display it under Current Folder at the top of the right pane so that you can easily access it. Recent Folders If you have been working with publications stored in various folders, these folders will be listed under Recent Folders in the right pane. You can save your publication to one of these folders by clicking on it under Recent Folders and the Save As dialog box will open with that folder already selected. By default, five folders will display under Recent Folders. However, you can change this by clicking on Options in the Backstage and clicking on Advanced. Under Display, set the number of recent folders you wish to display between 0 and 20. List of available storage places Watsonia Publishing Page 20 Chapter 2 - Your First Publication

29 THE SAVE AS DIALOG BOX Once you have created a publication, it is vital that you save it if you plan to keep it. By saving a publication, you move the information from temporary memory to a source of more permanent memory (such as the computer s hard drive). To save the publication you must access and use the Save As dialog box, as described below. Finding A Folder No matter where you want to save your publication, you will have to use the Save As dialog box. This dialog box allows you to choose a name for your publication and the location in which you wish to store it so that you can easily access the publication again. The Navigation pane, located on the left side of the dialog box, enables you to browse through the files and folders in your computer or OneDrive in order to choose an appropriate location in which to save your publication. When you point to the Navigation pane, some folders will display a small, light grey, right-pointing arrow this indicates the folder contains subfolders. When you click on this arrow, the folder will expand to display a hierarchy of subfolders. The arrow will then change to a small, dark grey, down-pointing arrow. Click on a drive or a folder in the Navigation pane to identify the folder in which you want to save the file. The current contents of the folder will display in the pane to the right of the dialog box. You can also use the Address bar at the top of the dialog box to move up or down one or more levels in the folder structure if desired. To do this, simply click on the name of the folder you wish to open in the Address bar. For instance, in the example below clicking on Documents in the Address bar would take you back to the Documents folder. Navigation pane Address bar The contents of the folder you have selected in the Navigation pane will display here (the Publications folder in our case) Watsonia Publishing Page 21 Chapter 2 - Your First Publication

30 Same File SAVING A NEW PUBLICATION ON YOUR COMPUTER Few things are more frustrating in the world of computers than doing an hour s work and then losing it all because the computer crashes. This is one reason why it is important to save your work regularly. Saving your work moves the information from the computer s short-term memory (known as RAM), to long-term memory such as the hard drive so you can access it again later. 1 Continue using the previous file with this exercise, or open the file Your First Publication_1.pub... Click on the File tab, click on Save As, then ensure This PC is selected under Save As, as shown Click on [Browse] to open the Save As dialog box Type Brochure in File name Click on Local Disk (C:) under This PC in the Navigation pane to display the folders on the C: drive The list of folders will appear in the pane on the right Double-click on Course Files for Microsoft Publisher 2016 in the right pane Click on [Save] to save the publication to the Course Files folder Notice the new name appears in the title bar at the top of the screen 5 6 To save a publication: 1. Click on the File tab, then navigate to the Save As dialog box 2. Locate the desired save location 3. Type a File name, then click on [Save] You can press the keyboard shortcut + or click on Save in the Quick Access Toolbar to quickly save a publication. Watsonia Publishing Page 22 Chapter 2 - Your First Publication

31 Same File INSERTING TEXT Most publications that you create will require you to enter text, whether it be a heading, an article or a price list. In Publisher, text must be entered into a text box. The vast majority of the templates provided by Publisher already have text boxes in them, allowing you to simply replace the default placeholder text with your own information. 1 Continue using the previous file with this exercise, or open the file Your First Publication_2.pub... In the status bar, click on Zoom In or Zoom Out until the zoom is set to 80% Click in the heading in the right panel of the brochure, as shown The current heading will be selected and the edges of the text box will display... Type Cultural Centre Information The placeholder text is removed and the new text takes its place Click elsewhere in the publication window to see the changes more clearly 2 4 To insert text: 1. Click in the text box or the existing text that you want to replace 2. Type the desired text Options for modifying text boxes are available in the Format Text Box dialog box, which you can access by clicking on the dialog box launcher in the Text group on the Text Box Tools: Format tab. Watsonia Publishing Page 23 Chapter 2 - Your First Publication

32 Same File FORMATTING TEXT To format text means to change the font, text colour, and/or the font size. Text can be changed using the options in the Font group on the Text Box Tools: Format tab when a text box is active. If you want to change the text within a text box, the text must first be selected this indicates to Publisher that you want to format the text and not the text box. Continue using the previous file with this exercise, or open the file Your First Publication_3.pub... In the status bar, click on Zoom In until the zoom is set to 100% Click at the start of the Cultural Centre Information heading in the right panel of the page Hold down, then click at the end of the heading to select the text Click on the Text Box Tools: Format tab, then click on the dialog box launcher for the Font group to display the Font dialog box Click on the drop arrow for Font, then select Papyrus Click on the drop arrow for Font style, then select Bold Click on the drop arrow for Size, then select 20 Ensure that Small caps is ticked Click on [OK], then click elsewhere on the page to deselect the text and view the changes more clearly 3 8 To format text: 1. Select the text 2. Click on the Text Box Tools: Format tab, then click on the dialog box launcher for the Font group 3. Select the desired options, then click on [OK] You can access the Font dialog box from the Home tab as well as the Text Box Tools: Format tab. Click on Help for more information about each of the font formatting options in the Font dialog box. Watsonia Publishing Page 24 Chapter 2 - Your First Publication

33 Same File USING UNDO AND REDO If you find that you have inadvertently deleted, changed or moved text or an object, you can undo the changes that were made and revert to a previous version of the publication. The Undo operation enables you to revert the publication back to the way it was before you made a change, while the Redo operation reverses an Undo operation, redoing the change. Continue using the previous file with this exercise, or open the file Your First Publication_4.pub... Ensure that the zoom is set to 100% Triple-click in the text above the main heading to select it Press Let s undo the deletion... to delete it Click on Undo in the Quick Access Toolbar The deleted paragraph will be reinstated... Select Information in the main heading, then type Facilities Click on Undo in the Quick Access Toolbar The text will revert back to the original wording Click on Redo in the Quick Access Toolbar The text will change back to the new wording To undo previous actions: Click on Undo in the Quick Access Toolbar To redo an undone action: Click on Redo in the Quick Access Toolbar You can use the keyboard shortcut + to quickly undo the previous action. Alternatively, hold down and press repeatedly to undo consecutive actions. Watsonia Publishing Page 25 Chapter 2 - Your First Publication

34 Same File SAVING AN EXISTING PUBLICATION Once a publication has been named and saved for the first time, you can open and close it at will and work in full confidence that, unless it is deleted, it is reasonably safe from computer crashes. However, you must still save the publication regularly while you are working on it to ensure you do not lose any information you have added since the last time you saved it. Continue using the previous file with this exercise, or open the file Your First Publication_5.pub... Double-click on the word Facilities in the main heading to select it Press The word is deleted Click on the File tab to display the Backstage, then click on Save to save the changes made up to this point Let s make another change and use a different method to save it... Triple-click on the main heading to select it Click on the Home tab, click on the drop arrow for Size in the Font group, then select 28 Click on Save on the Quick Access Toolbar to save the publication again To save an existing document: Click on the File tab, then click on Save, or Click on Save in the Quick Access Toolbar You can use the keyboard shortcut + to quickly save your changes. Watsonia Publishing Page 26 Chapter 2 - Your First Publication

35 Same File PREVIEWING A PUBLICATION The Print place in the Backstage view enables you to view the publication as it would appear on paper before you commit to printing it. The preview is determined by the printer you have selected, so it gives you a more accurate idea of how the publication will print than by viewing it in the design window. 2 Continue using the previous file with this exercise, or open the file Your First Publication_6.pub... Click on the File tab, then click on Print A preview of your publication will be displayed in the right pane, with a range of options to the left Use the Zoom Slider to set the zoom to 100%, as shown Click on Fit to Sheet to return to a full page view, as shown Click on the drop arrow for Composite RGB in Settings, then select Composite Greyscale This enables you to see how your publication would appear if printed in black and white... Repeat step 4 to return the setting to Composite RGB Click on the Back arrow to close the preview 3 To preview a publication: 1. Click on the File tab, then click on Print 2. Click on the Back arrow to exit Print Preview As well as using the File tab to access the printing options in Backstage, you can also press +. Watsonia Publishing Page 27 Chapter 2 - Your First Publication

36 Same File PRINTING A PUBLICATION Traditionally, printing means producing your publication on paper, but in today s web and online world, it might mean printing to the web, printing to another file, or packing the publication ready to be sent to professional printers. Publisher enables you to choose which printer to use, how many copies to make, which pages to print and even to specify special page options. 2 Continue using the previous file with this exercise, or open the file Your First Publication_7.pub... Click on the File tab, then click on Print The printer options shown will depend on the setup of your particular computer and printer. Notice that there are a range of options available for you to customise your printing process... Click on the drop arrow under Printer to see a range of available places to print to Select the desired printer Select the desired options under Settings You can choose to change from the default settings for a range of options, including which pages to print Click on [Print] to print the brochure, or click on the Back arrow to return to the publication without printing 5 To print a publication: 1. Click on the File tab, then click on Print 2. Select the appropriate settings 3. Click on [Print] The options listed under Settings in the middle pane of the Print place in the Backstage will vary depending on the type of publication you are printing. Watsonia Publishing Page 28 Chapter 2 - Your First Publication

37 Same File SAFELY CLOSING A PUBLICATION When you create a new publication, a separate Publisher window is opened. To ensure that you do not end up with multiple copies of Publisher open on your computer, you should close the open publication when you have finished with it. When you close a publication you will be prompted to save any changes that you might not have already saved. 1 Continue using the previous file with this exercise, or open the file Your First Publication_8.pub... Click on the File tab, then click on Close If you attempt to close a publication that has changed since it was last saved, or if you attempt to close an unsaved publication, a dialog box will appear asking if you want to save the changes... If a message appears asking if you want to save changes to the publication, click on [Don t Save] The open publication closes and is replaced by the New options in Backstage view 2 To close a publication: 1. Click on the File tab, then click on Close 2. If a message appears asking you to save your changes, click on [Save], or Click on [Don t Save] If you have more than one publication open, you can swap between them by clicking on the View tab, then clicking on Switch Windows > publication name. You can use the keyboard shortcuts + or + to close a publication. Watsonia Publishing Page 29 Chapter 2 - Your First Publication

38 NOTES: Watsonia Publishing Page 30 Chapter 2 - Your First Publication

39 CHAPTER 3 WORKING WITH A PUBLICATION INFOCUS Whenever you use Publisher to create a brochure, newsletter, book or the like, you are creating what is known as a publication. There are fundamental skills that you will require to successfully create publications, including understanding how to open and work with one that has already been created. In this session you will: gain an understanding of the Open place gain an understanding of how to use the Open dialog box learn how to open an existing publication learn how to use the Pages navigation pane learn how to change the page layout learn how to use the zoom and pan on a page learn how to insert pages learn how to name pages learn how to move pages learn how to delete pages. Watsonia Publishing Page 31 Chapter 3 - Working With a Publication

40 THE OPEN PLACE The Open place provides easy access to recently opened files, as well as access to locations where your files may be stored such as your hard drive or OneDrive. The Open place displays when you click on the File tab and click on Open, or when you use the keyboard shortcut +. The Open Place When you access the Backstage and click on Open, the Open place will display (see below for an example). By default, Recent is selected in the middle pane making it very easy for you to open a file you have been working on recently. If the publication you wish to open doesn t appear in the Recent publications list, you can either access the folders on your computer or in OneDrive by clicking on the appropriate option in the middle pane. Clicking on [Browse] in the right pane for either place will display the Open dialog box, where you can navigate to the desired folder and select the file to open. You can change the number of Recent Publications that display in the right pane by clicking on File > Options > Advanced > and then in the options box for Show this number of recent publications selecting a number between 0 and 50. Keyboard Shortcuts To quickly access the Open place you can use the keyboard shortcut +. You may find this useful if you tend to open and work on the same files, or regularly open files located in different places. You can access the Open dialog box directly if desired by using the keyboard shortcut +. If you would prefer to bypass the Open place altogether, you can adjust the settings so that the shortcut + displays the Open dialog box rather than the Open place. This may be useful if you don t use OneDrive or if you simply prefer to always display the Open dialog box. To do this: 1. Click on the File tab to open the Backstage 2. Click on Options to open the Options dialog box 3. Click on Save in the left pane 4. Click on Don t show the Backstage when opening or saving files under Save documents 5. Click on [OK] Note: Selecting this option also means the Backstage will not appear when you save your document using the shortcut +. Instead the Save As dialog box will display automatically. Also note that selecting this option in Publisher or another Office program will change the setting in all Office programs. Watsonia Publishing Page 32 Chapter 3 - Working With a Publication

41 THE OPEN DIALOG BOX To access publications that have previously been created and saved on your computer, network or other storage device (but not OneDrive), you will need to display the Open place in the Backstage and access the Open dialog box. The options available in the Open dialog box for files saved to your computer are explained below The Open Dialog Box Options The Navigation pane lists the available storage devices and displays the folders and subfolders contained within these. There are two parts to this pane; a list of Favourites in the top half of the pane and a list of all Folders in the lower half. You can use the Navigation pane to browse through the available folders and subfolders to locate the required publication. Click on the arrows to expand and collapse folders, thereby displaying and hiding the hierarchy within folders. Click on a folder name to display the folder s contents in the File List pane (see 6 below) The Toolbar buttons enable you to control the display and organisation of the files displayed in the dialog box. For instance, you can move and rename files using the Organise tool, or change the File List to display the files as icons instead of as a list using the Change your view tool. When you click on a folder in the Navigation pane, the folders you click on are recorded in the background. The Back button enables you to backtrack through the previously visited folders and the Forward button enables you to move forward through them again. The Address Bar displays the file path location of the files that are currently displayed in the File List pane. The Search box enables you to use search criteria to locate a file. These criteria can be based on file name, file type or author and can incorporate Boolean filters (e.g. AND, NOT, OR, etc.) for more advanced searching. The File List pane displays a list of files and subfolders contained within the folder currently selected in the Navigation pane. You can double-click on a folder or file in this list to open it. In this area at the bottom of the dialog box, there are a number of options. The File name field displays the name of the selected file. You can click on the File name drop arrow to display a list of recently opened files. The Tools option lists a selection of additional tools related to the dialog box. Click on [Open] to open the file displayed in File name or [Cancel] to close the dialog box without opening a file. Watsonia Publishing Page 33 Chapter 3 - Working With a Publication

42 OPENING AN EXISTING PUBLICATION There are a number of ways to open an existing publication, such as double-clicking on a file in File Explorer or right-clicking on a Publisher shortcut on the desktop taskbar and selecting a publication from the Recent list. But, if you already have Publisher open, the easiest method for opening an existing publication is by clicking on Open in the Backstage. Before starting this exercise, ensure that Publisher has started Click on the File tab to display the Backstage, then click on Open to display a list of locations from which you can open files Recent publications will be selected by default Click on This PC in the middle pane, then click on Browse to display the Open dialog box Double-click on the Local Disk (C:) drive under This PC in the Navigation pane The contents of the C: drive will be displayed in the file list... Double-click on Course Files for Microsoft Publisher 2016 to display its contents This is the folder where the files for this course are located Scroll to and click on Working With A Publication_1.pub, then click on [Open] to open it 2 4 To open an existing publication: 1. Click on the File tab, then click on Open 2. Select the required location, then click on [Browse] 3. Click on the required file 4. Click on [Open] You can use the keyboard shortcut + to display the Open place in the Backstage. To open a publication you have used recently, click on Open in the Backstage, click on Recent, then select your file from the Recent Publications list. Watsonia Publishing Page 34 Chapter 3 - Working With a Publication

43 Same File USING THE PAGES NAVIGATION PANE Some publications that you create or work with may have multiple pages. For example, you can create a brochure that extends to several pages or a price list that includes all of the products and services offered by your company. The Pages navigation pane to the left of the screen shows you the pages in the publication and enables you to switch between them. Continue using the previous file with this exercise, or open the file Working With A Publication_1.pub... Click on pages 2 and 3 in the Pages navigation pane to display the second and third pages of the publication Click on the arrow at the top of the Pages navigation pane, as shown, to collapse the pane Click on the arrow at the top of the Pages navigation pane to expand the pane Point to the border between the Pages navigation pane and the ruler until the mouse pointer changes to a double-headed arrow, as shown Click and drag the border to make the Pages navigation pane wider Repeat step 6 to return the Pages navigation pane to its original size Click on page 1 in the Pages navigation pane to display the first page of the publication To navigate between pages: Click on a page in the Pages navigation pane to navigate to the page To collapse or expand the Pages navigation pane: Click on the arrow at the top of the Pages navigation pane You can navigate to a specific page using the Go To Page dialog box. To open this dialog box, click on the Home tab, click on the drop arrow for Find in the Editing group, then select Go To Page. This option might be useful in a publication with many pages. Watsonia Publishing Page 35 Chapter 3 - Working With a Publication

44 Same File WORKING WITH LAYOUTS By default, when you open a new publication it will be displayed in Normal view and Single Page layout. The other available layout in Normal view is Two-Page Spread, which allows you to view two adjacent pages of the publication side-by-side. These layout options are found on the View tab as well as on the status bar. 1 Continue using the previous file with this exercise, or open the file Working With A Publication_2.pub... Click on the View tab to display the Layout options Notice that the Two- Page Spread layout is currently selected Click on Single Page in the Layout group Notice how the thumbnail previews in the Pages navigation pane have changed Click on page 2 in the Pages navigation pane There is another way to change the layout of a publication Click on Two-Page Spread in the status bar, as shown The publication returns to the original layout 3 4 To change the publication layout: 1. Click on the View tab 2. Click on the appropriate option in the Layout group You can switch between Single Page and Two-Page Spread by right-clicking on a page in the Pages navigation pane, then selecting the appropriate option from the shortcut menu. Watsonia Publishing Page 36 Chapter 3 - Working With a Publication

45 Same File ZOOMING AND PANNING There may be times when you want to see a specific area of a publication in more detail. You can achieve this step by zooming and panning. The zoom tools allow you to zoom in to or out of a publication, making it appear bigger or smaller, while the scroll bars allow you to pan up, down, to the left or to the right of the active page. 3 Continue using the previous file with this exercise, or open the file Working With A Publication_3.pub... Ensure that the second and third pages of the publication are displayed, then click on the View tab Click on 100% in the Zoom group The publication will be magnified to 100%. Let s zoom in further On the View tab, click on the drop arrow for Zoom in the Zoom group, then select 200% The publication will be magnified to 200%. Let s pan to a corner of the page... Hold down or click repeatedly on the arrow at the top of the side scroll bar until the top of the page is visible Hold down or click repeatedly on the arrow to the left of the bottom scroll bar until the top corner of the page is visible Let s make the whole page visible again On the View tab, click on Whole Page in the Zoom group to fit the page to the display area 5 6 To zoom in and out of a page: Click on the View tab, click on the drop arrow for Zoom in the Zoom group, then select the desired zoom level To pan across or up and down a page: Click and drag the scroll bars until the page is in the desired position You can use the mouse wheel to zoom in and out, and to pan up and down the displayed page. To pan up and down a page, simply scroll backwards or forwards with the mouse wheel. To zoom in or out, hold while you scroll the mouse wheel backwards or forwards. Watsonia Publishing Page 37 Chapter 3 - Working With a Publication

46 Same File INSERTING PAGES There will probably be times when you need to insert pages into your publications. For instance, if you have a large publication to prepare, the pages provided within a template may not be sufficient to hold the content, or you may want to set up a blank publication that has a specific number of pages. Fortunately, you can insert additional pages at any point in a publication. Continue using the previous file with this exercise, or open the file Working With A Publication_4.pub... Click on pages 2 and 3 in the Pages navigation pane to select the pages Click on the Insert tab, then click on the bottom half of Page in the Pages group to display a menu of options, as shown Select Insert Page to display the Insert Page dialog box Click in the box for Number of new pages, type 2, then click on Before left page to select it Click on Duplicate all objects on page to select it, type 3 in the box, then click on [OK] to duplicate all objects on page 3 A message will display prompting you to insert 4 pages instead of 2, for printing purposes Click on [No] to dismiss the prompt and insert two new pages numbered 2 and 3 into the publication The original pages are now numbered 4 and 5 Click on pages 4 and 5, then on pages 2 and 3 in the Pages navigation pane to view the changes Both pages 2 and 3 are identical to Page To insert pages: 1. Click on the Insert tab, then click on the bottom half of Page in the Pages group 2. Select Insert Page to display the Insert Page dialog box 3. Select the options as required, then click on [OK] When inserting a new page, you can choose whether to insert a blank page, a page with a text box, or a duplicate of the page that is currently selected. Watsonia Publishing Page 38 Chapter 3 - Working With a Publication

47 Open File NAMING PAGES When working with a large publication, it can be difficult to remember what content each page contains. This is especially the case when the only way to identify each page is by its number. Fortunately, Publisher allows you to assign names to pages to make them easier to identify. 3 5 Before starting this exercise you MUST open the file Working With A Publication_5.pub... Point to page 1 in the Pages navigation pane A tool-tip will display, showing that the page is simply called Page 1 Click on page 1 in the Pages navigation pane to select it, click on the Page Design tab, then click on Rename in the Pages group to display the Rename Page dialog box In Page title, type Front Page Click on [OK] to close the dialog box and rename the page Repeat steps 2 to 4 to rename pages 2 and 3 as shown Repeat steps 2 to 4 to rename the rest of the pages as follows: 4 and 5 Breakfast and Lunch 6 Opening Hours Point to the pages in the Pages navigation pane to display a tool tip with the page names 6 7 To rename a page: 1. Click on the page to be renamed in the Pages navigation pane, then click on the Page Design tab 2. Click on Rename in the Pages group 3. Type the new page name, then click on [OK] If you have a large number of pages, you may find it advantageous to sort them into sections. Simply right-click on a page in the Pages navigation pane, then select Insert Section. You can expand or collapse sections to view or hide them, and move pages between sections as required. Watsonia Publishing Page 39 Chapter 3 - Working With a Publication

48 Same File MOVING PAGES Producing a publication is a creative process, and you will probably need to make changes as you go. For instance, you may find that the pages you have created would work better in a different order. Fortunately, changing the page order of a publication is a quick and easy process. 4 Continue using the previous file with this exercise, or open the file Working With A Publication_6.pub... In the Pages navigation pane, click on pages 2 and 3 to select them Click on the Page Design tab, then click on Move in the Pages group to display the Move Page dialog box Ensure that Both pages is selected under Which page, then ensure that After is selected under Move selected pages In This page, click on Page 5. Lunch, as shown Click on [OK] to move the selected pages to after the Lunch page The pages become Pages 4 and 5 of the publication 5 To move a page: 1. Select the page you wish to move in the Pages navigation pane, then click on the Page Design tab 2. Click on Move in the Pages group 3. Select the desired options in the Move Page dialog box, then click on [OK] You can display the Move Page dialog box by right-clicking on the page you wish to move, then selecting Move You can move pages in the Pages navigation pane by clicking on the page to move, then dragging it to its new position in the pane. Watsonia Publishing Page 40 Chapter 3 - Working With a Publication

49 Same File DELETING PAGES When creating publications with multiple pages, you may find that there will be times when some pages become unnecessary; for example, if you added more blank pages than you ended up needing, or if the information on some pages became obsolete. Fortunately, deleting pages in Publisher is a quick and easy process. Continue using the previous file with this exercise, or open the file Working With A Publication_7.pub... Click on pages 4 and 5 in the Pages navigation pane Click on the Page Design tab, then click on Delete in the Pages group to display the Delete Page dialog box Ensure Both pages is selected, then click on [OK] to delete the pages To delete a page: 1. Click on the page to be deleted in the Pages navigation pane 2. Click on the Page Design tab, then click on Delete in the Pages group If you have inserted page numbers into your publication, they will automatically update to reflect changes if you add, delete, or move pages. You can delete a page by right-clicking on it in the Pages navigation pane, then selecting Delete. Watsonia Publishing Page 41 Chapter 3 - Working With a Publication

50 NOTES: Watsonia Publishing Page 42 Chapter 3 - Working With a Publication

51 CHAPTER 4 WORKING WITH TEXT INFOCUS Publisher provides you with an assortment of tools to enhance the appearance of your publication, including tools to enhance the text. Once you have learnt how to insert text, you can change its size and colour, turn it into WordArt, or choose from a range of typography options and other effects. These options can all help to make some pieces of text stand out more than others, but be aware that using them too much can make your publication look cluttered and confusing. In this session you will: learn how to create a text box learn how to modify a text box learn how to import text learn how to check the spelling in a publication learn how to select text learn how to apply colour to text learn how to create WordArt learn how to format WordArt learn how to apply text effects. Watsonia Publishing Page 43 Chapter 4 - Working With Text

52 Open File CREATING A TEXT BOX Text boxes are objects designed to hold text. Like other objects, they can be resized, moved, grouped, aligned and formatted. Text boxes have other special properties to control the way the text behaves, such as the ability to change the margin between the box and the text, wrap text around objects, connect text boxes to each other, and create columns. Before starting this exercise you MUST open the file Working With Text_1.pub Click on the Home tab, then click on Draw Text Box in the Objects group The mouse pointer will change to a crosshair... Click below the Welcome heading and drag to create a text box as shown Notice that the border of the text box is a solid line when it is selected Click elsewhere on the page to deselect the text box It seems to disappear Point to the text box The mouse pointer changes shape, and the border of the text box is displayed as a dotted line, indicating it is not selected To create a text box: 1. Click on the Home tab, then click on Draw Text Box in the Objects group 2. Position the cursor, then click and drag to draw a text box 3. Release the mouse button If you want to draw a square text box, hold down while you draw the text box. Watsonia Publishing Page 44 Chapter 4 - Working With Text

53 Same File MODIFYING A TEXT BOX As with most creative processes, you may find yourself constantly making small changes to your publication. This includes making changes to text boxes. It is unlikely that every time you create a text box, it will be exactly the right size for your needs. Fortunately, it is very simple to resize text boxes, and Publisher even helps you to line them up with other objects on the page. Continue using the previous file with this exercise, or open the file Working With Text_2.pub... On the front page of the publication, click in the text box under the Welcome heading to make it active Point to the square resize handle on the bottom border of the text box so the mouse pointer changes to a double-headed arrow Click and drag the handle down until a pink guideline appears, as shown, then release the mouse button The text box is now longer Repeat steps 2 and 3 for the square resize handle on the right border of the text box, then click and drag the handle across to the right page margin to make the text box wider, as shown 3 4 To resize a text box: 1. Point to the resize handle on the border you want to move 2. Click and drag the resize handle until the text box is the desired size You can adjust the length and width of a text box at the same time by clicking and dragging one of the circle resize handles on the corners of the borders. The pink guidelines that appear when you move or resize objects help you to line them up with other objects on the page. Watsonia Publishing Page 45 Chapter 4 - Working With Text

54 Same File IMPORTING TEXT Publisher allows you to type text directly into a text box or to import it from another source, such as a word processing program. Imported text automatically reformats to match Publisher s Normal style settings. If you format your text before importing (for example, in Microsoft Word), make sure that you create styles in Word to protect the formatting and apply them to the text. Continue using the previous file with this exercise, or open the file Working With Text_3.pub... Ensure that the text box below the Welcome heading is active Click on the Insert tab, then click on Insert File in the Text group to display the Insert Text dialog box Navigate to the course files folder, then locate and click on Newsletter Text_1.docx Click on [OK] to insert the text from the file into the publication The text is converted into Publisher format and placed in the text box 3 4 To import text to a publication: 1. Click in the text box where the text will be imported 2. Click on the Insert tab, then click on Insert File in the Text group 3. Navigate to the file the text will be imported from, then click on [OK] If the imported text doesn t fit in the specified text box, Publisher will place some of the text in the specified text box, then create a new text box on a new page for the excess text. You may have to experiment with the text formatting if you wish to make all of the text fit in the one text box. Watsonia Publishing Page 46 Chapter 4 - Working With Text

55 Same File CHECKING SPELLING Publisher uses the spell check function that is provided by Microsoft Office. Spell check analyses your text and checks for spelling mistakes and repeated words, then presents these to you with suggested changes. Be aware that spell check often stops on less common words and names that are spelt correctly, because they aren t in its dictionary. 1 Continue using the previous file with this exercise, or open the file Working With Text_4.pub... Click in the first line of the text box under the Welcome heading, click on the Review tab, then click on Spelling in the Proofing group to open the Check Spelling dialog box It might display Alpheius, which is spelled correctly... Click on [Ignore] to skip it if necessary and display the next possible error musicans Click on [Change] to accept the highlighted suggestion Click on the correct spelling of annual in Suggestions, then click on [Change] to correct it Click on [Change] to correct discussion A message will appear asking you if you would like to check the rest of the publication Click on [Yes], then click on [Ignore] for any remaining queries 2 5 Click on the Check all stories tick box so it appears ticked, to ensure Publisher checks all text boxes in a publication. A message will appear letting you know that the spelling check is complete Click on [OK] to return to the publication 6 To check spelling: 1. Click on the Review tab, then click on Spelling in the Proofing group 2. Click on [Change], [Add] or [Ignore] as required 3. Click on [Yes] to check other text boxes 4. Click on [OK] If the spelling checker stops on a common word that is spelt correctly, click on [Add]. The word will be added to the dictionary and ignored in future spelling checks. If the spelling checker stops on a correctly spelt name that appears several times, click on [Ignore All] to skip these instances. Watsonia Publishing Page 47 Chapter 4 - Working With Text

56 Same File SELECTING TEXT Before you can make changes to text in a publication, you first need to select the text to be changed. There are several ways to achieve this, depending on how much text is to be selected and the location of the text. You will probably find that you will use each of the selection methods at different times. Continue using the previous file with this exercise, or open the file Working With Text_5.pub... Click in the first word of the text below the Welcome heading Click and drag to the end of the second paragraph of the text, then release the mouse button The first two paragraphs of text are selected Click away from the text to deselect it, then click in the first word of the text again Hold down, then click at the end of the third paragraph of the text The first three paragraphs of text are selected Click away from the text to deselect it, then click anywhere in the text box Press + All of the text in the text box is selected Click anywhere in the text box to deselect the text 2 6 To select text: 1. Click at the start of the text to be selected 2. Click and drag to the end of the text to be selected, or Hold down and click at the end of the text to be selected Using the + method to select all of the text in a text box can be especially useful if there is text in the box that you can t see (i.e. text that doesn t fit in the box and is therefore overflowing ). The text that isn t visible will be selected as well as the visible text. Watsonia Publishing Page 48 Chapter 4 - Working With Text

57 Same File APPLYING COLOUR TO TEXT Colours allow you to add impact to text. Colour can indicate a particular mood for a publication or reflect the corporate image of the business. The initial offering of colour choices is determined by the active colour scheme. This ensures that you can create a colour co-ordinated publication very easily. Alternatively, you can bypass the scheme and choose different colours. 4 Continue using the previous file with this exercise, or open the file Working With Text_6.pub... Select all of the text in the text box below the Welcome heading Click on the Home tab, then click on the drop arrow for Font Colour in the Font group to display a gallery of options The colours belonging to the current colour scheme are displayed, as well as Standard Colours Select More Colours to display the Colours dialog box Click on a pink colour, as shown, then click on [OK] to apply this colour to the text Click away from the text to see the changes more clearly This colour makes the text a little difficult to read. Let s change it back to black Repeat steps 1 and 2, then click on Main (Black) under Scheme Colours to change the colour of the text Click away from the text to see the changes 5 To change font colour: 1. Select the text 2. Click on the Home tab, click on the drop arrow for Font Colour in the Font group, then select More Colours to display the Colours dialog box 3. Select the desired colour, then click on [OK] The Custom tab of the Colours dialog box provides you with a colour scale. This allows you to choose a more specific colour rather than choosing from the colours on the Standard tab. Watsonia Publishing Page 49 Chapter 4 - Working With Text

58 Same File CREATING WORDART WordArt is decorative text usually pre-formatted with a colour fill, border, shadow, font and a creative shape for the word(s). To create WordArt, simply select a design from the WordArt gallery, then type the word(s) that you want. Publisher will take the text you provide and format it according to the design you ve selected. Quick, easy and very impressive! 4 Continue using the previous file with this exercise, or open the file Working With Text_7.pub... Click on Page 4 in the Pages navigation pane to make it active Click on the Insert tab, then click on WordArt in the Text group A gallery of options is displayed Select the third option in the first row under WordArt Transform Styles to display the Edit WordArt Text dialog box In Text, type Greening the Globe Click on [OK] to insert the WordArt into the publication A new tab appears on the ribbon the contextual WordArt Tools: Format tab Click and drag to reposition the WordArt as shown 6 To create WordArt: 1. Click on the Insert tab, then click on WordArt in the Text group 2. Select a design to display the Edit WordArt Text dialog box 3. Type the required text, then click on [OK] You can create WordArt from existing text. Simply select the text, then navigate to the Edit WordArt Text dialog box. The text you selected will appear in the Text box in the dialog box. Watsonia Publishing Page 50 Chapter 4 - Working With Text

59 Same File FORMATTING WORDART As with all of the objects in Publisher, WordArt has many options for applying formatting to text. These include the fill and line colours and effects which are applied or modified using the Format WordArt dialog box. You may decide to completely change the formatting or merely make a minor change to suit the look and feel of your publication. 5 Continue using the previous file with this exercise, or open the file Working With Text_8.pub... Ensure the last page of the publication is active, then click on the WordArt to select it Click on the WordArt Tools: Format tab, then click on the dialog box launcher for the WordArt Styles group to display the Format WordArt dialog box Under Fill, click on the drop arrow for Colour, then click on the green colour Accent 1 (RGB (51, 102, 0)), Lighter 60% Click on the slider for Transparency, then drag it to the left until it is set to 35% Under Line, click on the drop arrow for Colour, then click on the green colour Accent 1 (RGB (51, 102, 0)), Lighter 40% Click on [OK] to make these changes to the WordArt, then click away from the WordArt to deselect it 6 To format WordArt: 1. Select the WordArt to format 2. Click on the WordArt Tools: Format tab, then click on the dialog box launcher for the WordArt Styles group 3. Change the settings as desired, then click on [OK] You can access the Format WordArt dialog box by right-clicking on the WordArt to be formatted, then selecting Format WordArt. Watsonia Publishing Page 51 Chapter 4 - Working With Text

60 Same File TEXT EFFECTS Publisher provides you with an assortment of effects that you can apply to the text in your publications. These range from simple fill effects, underlines, and capitals to shadows, reflections, and glow effects. Be careful when applying these effects using too many or one that is inappropriate may make your publication look strange or difficult to read. 1 Continue using the previous file with this exercise, or open the file Working With Text_9.pub... Ensure page 1 of the publication is displayed, then select the heading The AGE Cultural Report Click on the Home tab, then click on the dialog box launcher for the Font group to display the Font dialog box In General, click on [Fill Effects] to display the Format Text Effects dialog box Click on Text Effects, as shown, then click on Reflection to see a range of options Click on the drop arrow for Presets, then select the first option under Reflection Variations Click on [OK] to close the dialog box, then click on [OK] again to return to the publication Click away from the heading to deselect it and see the changes more clearly 4 7 To apply effects to text: 1. Select the text, click on the Home tab, then click on the dialog box launcher for the Font group to display the Font dialog box 2. Click on [Fill Effects] to display the Format Text Effects dialog box 3. Set the desired effects, then click on [OK] The typography options enable you to apply effects such as drop caps to text in a publication, as well as to modify settings such as ligatures and swash. Some fonts also have stylistic alternates for you to choose from. These options are available on the Text Box Tools: Format tab. Watsonia Publishing Page 52 Chapter 4 - Working With Text

61 CHAPTER 5 TEXT TECHNIQUES INFOCUS There may be times when you need to change the layout of the text in your publication. For example, you might prefer to format a newsletter article into columns, or set the text to start on one page and continue on another. Options such as these (and many more) enable you to create consistent and professional-looking publications with very little effort. In this session you will: learn how to create text columns learn how to link text boxes learn how to draw text boxes accurately learn how to change text box margins learn how to wrap text learn how to align text in a text box learn how to align text with baseline guides learn how to set paragraph spacing learn how to set hyphenation learn how to create bulleted lists learn how to create numbered lists learn how to create text styles learn how to apply text styles learn how to modify a text style. Watsonia Publishing Page 53 Chapter 5 - Text Techniques

62 Open File TEXT COLUMNS In publications such as newsletters and flyers, you may wish to have the text flow across columns. This can be achieved by changing the attributes (or properties) of the text box. Using the properties, you can specify how many columns you require within a text box, as well as the width between the columns in the text box. Before starting this exercise you MUST open the file Text Techniques_1.pub... Click in the text box under the Welcome heading Click on the Text Box Tools: Format tab, click on Columns in the Alignment group, then select More Columns to display the Columns dialog box Click on the up spinner arrow for Number twice to increase it to 3 Click on the up spinner arrow for Spacing once to increase it to cm Click on [OK] The text will now be divided into three columns To create columns in a text box: 1. Click in the text box 2. Click on the Text Box Tools: Format tab, click on the drop arrow for Columns in the Alignment group, then select More Columns 3. Adjust the options as required You can simply select a number of columns from the menu when you click on Columns, but the default spacing will be applied. You can find the Columns options on the Home tab as well as the Text Box Tools: Format tab. Watsonia Publishing Page 54 Chapter 5 - Text Techniques

63 Same File LINKING TEXT BOXES Publisher allows you to link text boxes so that text can flow from one text box into a second text box. For example, you can start a story on page one of a newspaper to catch the reader s attention, and then continue the story on another page. Even if you modify the story, Publisher will re-organise (re-flow) the text between the boxes for you. 1 Continue using the previous file with this exercise, or open the file Text Techniques_2.pub... Click in the text box under the heading Dreaming Comes to the Cultural Centre Notice that the handles are red instead of white. This signifies that there is additional text that doesn t fit in this text box On the Text Box Tools: Format tab, click on Create Link in the Linking group The mouse pointer changes to a jug icon Click on pages 2 and 3 in the Pages navigation pane to display the second and third pages of the publication On page 2, point to the area below the headline Dreaming Comes to the Cultural Centre (cont.), as shown There is an empty text box here Ensure the mouse pointer appears as a pouring jug icon, then click in the text box to link it to the text box on the front page and insert the text that didn t fit in the first text box 4 5 To link text boxes: 1. Click in the first text box 2. Click on the Text Box Tools: Format tab, then click on Create Link in the Linking group 3. Click in the second text box When a linked text box is selected, it displays a small square with a black arrow in it on its border. If you click on this arrow, the text box that this box is linked to will become active. Watsonia Publishing Page 55 Chapter 5 - Text Techniques

64 Same File DRAWING TEXT BOXES ACCURATELY You can draw a text box without particular regard to size or placement. However, you may sometimes need the text to align precisely for example, with a pre-printed form. The status bar displays page co-ordinates and drawing dimensions that you can use as guides when creating text boxes. Continue using the previous file with this exercise, or open the file Text Techniques_3.pub... Click on page 1 in the Pages navigation pane, then on the Home tab, click on Draw Text Box in the Objects group Point slightly above and to the left of the word hosts in the text under the heading Dreaming Comes to the Cultural Centre, as shown Let s use the status bar to draw a text box at a specific size Take note of the status bar, then, while looking at the status bar, click and drag to create a text box until the status bar reads approximately 4.60 X 2.90CM Release the mouse button to create the text box Type Culture from the top end straight to the city. Select the text, click on the Home tab, then click on the drop arrow for Font in the Font group and scroll to and click on Times New Roman Click elsewhere in the publication to see the changes more clearly To accurately draw a text box: 1. Click on the Home tab, then click on Draw Text Box in the Objects group 2. Draw the text box to the desired size while watching the dimensions displayed in the status bar After you have drawn a text box, you can modify its size and location in the Format Text Box dialog box. To display this dialog box, ensure that the text box is selected, click on the Text Box Tools: Format tab, then click on the dialog box launcher for the Text group. Watsonia Publishing Page 56 Chapter 5 - Text Techniques

65 Same File TEXT BOX MARGINS An important technique in creating an effective layout for your publications is the effective use of white space. White space is the non-printed area between lines and blocks of text. Many studies show that the human eye reads and comprehends a message more easily if it is surrounded by white space. One way to achieve this is to increase the internal margins of the text box. Continue using the previous file with this exercise, or open the file Text Techniques_4.pub... Ensure the small text box on the first page of the publication containing the text Culture from the top end straight to the city. is selected Select the text in the selected text box, then on the Home tab, click on the drop arrow for Size in the Font group and click on 12 to change the size of the text Click on the Text Box Tools: Format tab, then click on the dialog box launcher for the Text group to display the Format Text Box dialog box Select the value for Left, then type.5 Press Top, then type.5 in Repeat step 5 for Right and Bottom Click on [OK], then click elsewhere in the publication to see the changes more clearly To change text box margins: 1. Click in the text box, click on the Text Box Tools: Format tab, then click on the dialog box launcher for the Text group 2. Type the required sizes for the Left, Right, Top and Bottom margins, then click on [OK] You can use the AutoFit options to prevent text from overflowing from a text box. To access the options, click in the text box, click on the Text Box Tools: Format tab, then click on Text Fit in the Text group. If you point to each of the options, a tool tip will display, informing you of what they do. Watsonia Publishing Page 57 Chapter 5 - Text Techniques

66 Same File WRAPPING TEXT Text in a text box can be forced to wrap around other objects and text boxes on the page. If a text box appears in front of other objects, the text in the underlying boxes will wrap around it. This means that the text box in the front has precedence over text boxes behind it and changing the order, or layering, of text boxes on the pages can modify the wrapping behaviour of text. 3 Continue using the previous file with this exercise, or open the file Text Techniques_5.pub... Click on pages 2 and 3 in the Pages navigation pane to display the pages On page 2, click in the text box under the heading Dreaming Comes to the Cultural Centre (cont.) Click on the Drawing Tools: Format tab, click on Wrap Text in the Arrange group, then select More Layout Options to display the Format Text Box dialog box The current Wrap settings will force the text to wrap on both sides of any object in front of the text Click on [Cancel] to close the dialog box Click on the Home tab, click on Draw Text Box in the Objects group, then draw a small text box just below the picture, as shown The text in the larger text box wraps to make room for the new text box Type The exhibition will feature didgeridoo performances. Click away from the text box to see the changes more clearly 5 To set text wrapping for a text box: 1. Select the text box 2. Click on the Drawing Tools: Format tab, click on Wrap Text in the Arrange group, then select More Layout Options 3. Click on a wrapping option, then click on [OK] Each of the text wrapping options will have a slightly different effect on your publication; for example, the Top and bottom option places the object you want to wrap text around on its own line, while the Tight option will wrap the text as close to the object as possible. Watsonia Publishing Page 58 Chapter 5 - Text Techniques

67 Same File ALIGNING TEXT As well as aligning objects on a page, you can align text within a text box. Each individual paragraph may be aligned to the left, centre, or right of the allocated area, or justified, meaning the text is spaced so that it takes up all of the available space on each line. You will probably find that you will use more than one type of alignment in a publication. Continue using the previous file with this exercise, or open the file Text Techniques_6.pub... Click on page 1 in the Pages navigation pane, then click in the first paragraph of the text under the Welcome heading The paragraph is left-aligned by default On the Home tab, click on Align Right in the Paragraph group to see what the text looks like aligned to the right of the column Let s change the alignment of the entire article Select all of the text in the text box, then click on Justify in the Paragraph group This is the alignment usually used in a newspaper or similar publication Repeat step 3 to apply the Justify alignment to the second article on the page Click in the text box with the text Culture from the top end straight to the city. Let s change the alignment of the text within this text box Click on the Text Box Tools: Format tab, then click on Align Centre in the Alignment group 3 6 To align text: 1. Click in the paragraph to be aligned, or Select the text to be aligned 2. Click on the Home tab, then click on the desired alignment option in the Paragraph group The Text Box Tools: Format tab provides option for aligning text vertically as well as horizontally. You may find this useful when working with text boxes with a small amount of text in them. Watsonia Publishing Page 59 Chapter 5 - Text Techniques

68 Same File USING BASELINE GUIDES Baseline guides can be used to align text to provide a consistent appearance between columns. By presenting a design grid, baseline guides ensure that text is evenly spaced down a column and that each line aligns with a corresponding line in the neighbouring column. Baseline guides are a part of the suite of layout guides available in Microsoft Publisher. 1 Continue using the previous file with this exercise, or open the file Text Techniques_7.pub... Click on the View tab, then click on Baselines in the Show group so it appears ticked, as shown, to display the baseline guides Examine the text it doesn t align with the guides, and lines in neighbouring columns may not align with each other across the page Select all of the text in the text box below the Welcome heading, click on the Home tab, then click on the dialog box launcher for the Paragraph group to display the Paragraph dialog box Click on Align text to baseline guides so it appears ticked Click on [OK], then click elsewhere in the publication to view the changes more clearly The lines of text now line up across the columns Repeat steps 3 to 5 to align the second article on page 1 to the baseline guides Repeat step 1 to remove the tick and hide the baselines 4 6 To align text with baseline guides: 1. Select the text 2. Click on the Home tab, then click on the dialog box launcher for the Paragraph group 3. Click on Align text to baseline guides so it appears ticked 4. Click on [OK] For Your Reference (cont.) To view/hide baseline guides: 1. Click on the View tab 2. Click on Baselines so it appears ticked or unticked. Watsonia Publishing Page 60 Chapter 5 - Text Techniques

69 Same File PARAGRAPH SPACING The Paragraph options in Publisher control the spacing between lines and the spacing between paragraphs. You can set a specific distance before and/or after paragraphs and also between each line in a paragraph. By distancing paragraphs, you make it easier to distinguish between them and therefore the text becomes easier to read. 3 Continue using the previous file with this exercise, or open the file Text Techniques_8.pub... Select all of the text in the Welcome article on the front page of the publication Click on the Home tab, then click on the dialog box launcher for the Paragraph group to display the Paragraph dialog box In Line spacing, click on the down spinner arrow for After paragraphs until it is set to 0pt Click on [OK] to remove the spaces between the paragraphs of the text, then click elsewhere on the page to see the changes more clearly The text is more difficult to read Repeat steps 1 and 2 to select the text and display the Paragraph dialog box again In Line spacing, click on the up spinner arrow for After paragraphs until it is set to 5pt Click on [OK] to set the spacing after each paragraph to 5pt, then click elsewhere on the page to see the changes more clearly 4 To change paragraph spacing: 1. Select the text 2. Click on the Home tab, then click on the dialog box launcher for the Paragraph group 3. Set Between lines and After and Before Paragraphs, then click on [OK] If you set the spacing for Before Paragraphs to a number higher than zero, there will be a space before the first paragraph. This will cause a problem if the text is formatted as columns, because the top of the first column will not align with the others. Watsonia Publishing Page 61 Chapter 5 - Text Techniques

70 Same File HYPHENATION When you type a long word that doesn t quite fit on one line, Publisher will automatically split the word over two lines with a hyphen. This is known as hyphenation. You can remove unwanted hyphens by turning off automatic hyphenation. Hyphens can be typed manually or you can use the manual hyphenation option that offers hyphenation alternatives for longer words. 1 Continue using the previous file with this exercise, or open the file Text Techniques_9.pub... Select all of the text in the Welcome article on the first page of the publication Notice that some words are split over two lines with a hyphen Click on the Text Box Tools: Format tab, then click on Hyphenation in the Text group to display the Hyphenation dialog box Click on Automatically hyphenate this story so it appears unticked Click on [OK], then click elsewhere on the page to see the text without hyphenation The text may not all fit in the text box now Repeat steps 1 to 4 to allow automatic hyphenation again 3 4 To remove hyphenation: 1. Click in the text box 2. Click on the Text Box Tools: Format tab, then click on Hyphenation in the Text group 3. Click on Automatically hyphenate this story so it appears unticked You can choose to manually select which words to hyphenate by navigating to the Hyphenation dialog box, then clicking on [Manual]. You will be prompted to choose [Yes] or [No] for each word that was automatically hyphenated in the selected text box. Watsonia Publishing Page 62 Chapter 5 - Text Techniques

71 Same File CREATING BULLETED LISTS A bullet is simply a symbol or special character placed at the start of a sentence or a line of text. The most basic bullet in Microsoft Office applications is a filled-in circle but other symbols can be used. Bullets are used to make a list of items easy to identify and read. Bulleted lists are used where the list of items has no particular order or priority. Continue using the previous file with this exercise, or open the file Text Techniques_10.pub... Click after the text in the text box containing the heading What to look forward to at the Dreaming Time Exhibition on the first page of the publication Press, then on the Home tab, click on Bullets in the Paragraph group to display a gallery of options Click on Small bullets (the first option) to start a bulleted list Type Live dance and didgeridoo performances, then press A new bullet automatically appears on the next line Type the list as shown, pressing after each entry You may need to drag the bottom edge of the text box down to make it a little larger Press to remove the extra bullet from the end of the list, then click away from the text box to see the text more clearly To start a bulleted list: 1. Press to start a new line 2. Click on the Home tab, then click on Bullets in the Paragraph group 3. Select the desired bullet style, then type the list, pressing after each entry You can choose to use almost any symbol as a bullet. Simply click on Bullets and select Bullets and Numbering to display the Bullets and Numbering dialog box, click on [Character] to display the Bullet Character dialog box, then select a symbol. Watsonia Publishing Page 63 Chapter 5 - Text Techniques

72 Same File CREATING NUMBERED LISTS Numbered lists are used to make a list stand out from the rest of the text and make each item in the list easier to identify and read. Numbered lists are used where the items have a particular order or priority. The default numbering system is Arabic (1, 2, 3) but you have the option of using different numbering or listing systems such as Roman numerals (i, ii, iii) and alphabetical (a, b, c). Continue using the previous file with this exercise, or open the file Text Techniques_11.pub... Click on Page 4 in the Pages navigation pane to display the last page of the publication Click at the end of the text in the article under the headline The Red Ribbon Foreign Film Festival, then press On the Home tab, click on Numbering in the Paragraph group, then click on to start a numbered list Type Escargot, then press Type the list as shown, pressing after each entry except the last Click away from the text box to see the text more clearly 3 5 To start a numbered list: 1. Press to start a new line 2. Click on the Home tab, then click on Numbering in the Paragraph group 3. Select the desired numbering system, then type the list, pressing after each entry You can use the Between lines option under Line spacing in the Paragraph dialog box to change the amount of space between each entry in a list. Watsonia Publishing Page 64 Chapter 5 - Text Techniques

73 Same File CREATING TEXT STYLES A style is a set of formats grouped together under one name, which can then be applied to any text in a publication. When you make a change to a style, the change is reflected in any text to which that style has been applied. Styles are useful in ensuring that the appearance of your publication is consistent, while simultaneously saving you time. 5 Continue using the previous file with this exercise, or open the file Text Techniques_12.pub... On the Home tab, click on Styles in the Styles group, then select New Style to display the New Style dialog box Type Newsletter Body Text in Enter new style name Click on [Font] to display the Font dialog box, click on the drop arrow for Font, then scroll down to and click on Times New Roman Click on [OK] to return to the New Style dialog box Click on [Paragraph] to display the Paragraph dialog box, click on the drop arrow for Alignment in General, then select Justified Click on Align text to baseline guides until it appears with a tick, then click on [OK] Click on [OK] again to save the style and return to the publication 6 To create a text style: 1. Click on the Home tab, click on Styles in the Styles group, then select New Style 2. Select the formats as required 3. Click on [OK] You can create a style based on text you have already formatted in a publication. To do so, select the formatted text, navigate to the New Style dialog box, name the style and change any settings if desired, then click on [OK]. Watsonia Publishing Page 65 Chapter 5 - Text Techniques

74 Same File APPLYING A TEXT STYLE Styles are applied to text in text boxes by first selecting the text and then selecting the style from the Styles menu. When you apply a style to text, the formatting attributes of the style modify the appearance of the selected text. Any changes that you make to the formatting after applying the style will override the style formatting. Continue using the previous file with this exercise, or open the file Text Techniques_13.pub... Select all of the text in the Welcome article on the first page of the publication On the Home tab, click on Styles in the Styles group to display a gallery of style options Scroll down to and click on Newsletter Body Text to apply it to this article Select all of the text in the Dreaming Comes to the Cultural Centre article on the front page of the publication Apply the Newsletter Body Text Style to this article The style will also be applied to the rest of the article on the next page Click on Page 4 in the Pages navigation pane, then repeat steps 5 and 6 to apply the style to the Red Ribbon Foreign Film Festival article as well Click away from the text box to see the changes more clearly 5 7 To apply a text style: 1. Select the text 2. Click on the Home tab, click on Styles in the Styles group, then select a style If you often create publications using the same text formatting settings, using styles can save you a lot of time. For example, you might have a heading style, a subheading style, a body text style and a note text style, and simply apply each to the appropriate text boxes in each publication. Watsonia Publishing Page 66 Chapter 5 - Text Techniques

75 Same File MODIFYING A TEXT STYLE There may be times when you create a style, apply it to some text boxes in a publication, and then realise that you need to make some changes. Fortunately, you don t need to create a whole new style you can simply modify the style you already made. After you modify it, the changes will automatically be applied to all of the text to which the original style was applied. 5 Continue using the previous file with this exercise, or open the file Text Techniques_14.pub... Click in the text box for the Welcome article on the front page of the publication Click on the Home tab, click on Styles in the Styles group, then right-click on the Newsletter Body Text style to display a menu of options Select Modify to display the Modify Style dialog box Click on [Paragraph] to display the Paragraph dialog box Click on the up spinner arrow for First line in Indentation until it reads 0.5cm Click on [OK], then click on [OK] again to make the changes to the publication All text based on the Newsletter Body Text style will change to reflect the modification in the style 6 To modify a style: 1. Click on a text box with the style applied 2. Click on the Home tab, click on Styles in the Styles group, right-click on the style to change, then select Modify 3. Change the style attributes as required You can modify a style by example. Simply click in the text with the formatting that you want to modify a style with, then on the Home tab, click on Styles in the Styles group, right-click on the style you want to modify, then select Update to match selection. Watsonia Publishing Page 67 Chapter 5 - Text Techniques

76 NOTES: Watsonia Publishing Page 68 Chapter 5 - Text Techniques

77 CHAPTER 6 BUILDING BLOCKS INFOCUS Building blocks are objects such as borders, headings and sidebars that you can insert into your publication. There are five categories of building blocks: advertisements, borders and accents, calendars, and page parts, which are all found in the Building Blocks group on the Insert tab; and business information, which is found in the Text group. You can choose from the pre-set building blocks or create your own from a group of objects. Building blocks help you to quickly create an effective publication with relatively little effort. In this session you will: learn how to insert page parts learn how to insert a calendar learn how to insert borders and accents learn how to insert advertisements. Watsonia Publishing Page 69 Chapter 6 - Building Blocks

78 Open File INSERTING PAGE PARTS Page Parts is a category of building blocks that includes headings, pull quotes, reply forms, sidebars, stories, and tables of contents. These structural elements are useful when you start creating a publication from scratch, as you can insert the building blocks and modify them as desired before inserting your information. Before starting this exercise you MUST open a new, blank publication... Click on the Insert tab, then click on Page Parts in the Building Blocks group to display a gallery of options Select More Page Parts to display the Page Parts gallery in the Building Block Library dialog box Click on All Headings to see the full range of headings, then scroll to and click on Kid Stuff Click on [Insert] to insert this heading into the publication Drag the heading to the top of the page, then resize it to fit within the page margins Click in the heading to select it, type After School Program and Alpheius Global Enterprises Cultural Centre as shown, delete the Volume and Newsletter Date placeholders, then click away from the text to view the heading more clearly 3 6 To insert a page part: 1. Click on the Insert tab, then click on Page Parts in the Building Blocks group 2. Click on a page part, or Select More Page Parts, click on a page part, then click on [Insert] You can open the Building Block Library dialog box by clicking on the Insert tab, then clicking on the dialog box launcher for the Building Blocks group. Watsonia Publishing Page 70 Chapter 6 - Building Blocks

79 Same File INSERTING CALENDARS Publisher provides you with the option of inserting a calendar building block, rather than creating an entire publication based around a calendar template. These calendar building blocks can be inserted into any kind of publication, and you can even type in notes and events in each day. Continue using the previous file with this exercise, or open the file Building Blocks_1.pub... Click on the Insert tab, click on Calendars in the Building Blocks group, then select More Calendars to display the Calendars gallery in the Building Block Library dialog box \ Scroll to and click on Studio, click on the drop arrow for Select a month in the right pane and select May, then set the year to Click on [Insert] to insert the calendar into the publication Click after the 1 in the box for Monday May 1 st, press, then type Art Repeat step 4 to type in each of the activities, as shown Drag the calendar to the bottom of the page, then resize it to fit within the page margins 5 To insert a calendar: 1. Click on the Insert tab, then click on Calendars in the Building Blocks group 2. Click on a calendar, or Select More Calendars, click on a calendar, then click on [Insert] To insert a calendar for the current month or next month, you can simply click on Calendars in the Building Blocks group, then select a calendar from the gallery rather than using the Building Block Library dialog box. Watsonia Publishing Page 71 Chapter 6 - Building Blocks

80 Same File INSERTING BORDERS AND ACCENTS The Borders & Accents category of building blocks includes bar borders, linear borders, frames, emphasis borders, patterns, and boxes. These are designed to enhance the appearance of your publication without distracting the reader from the information you are publishing. 2 Continue using the previous file with this exercise, or open the file Building Blocks_2.pub... Click on the Insert tab, click on Borders & Accents in the Building Blocks group, then select More Borders and Accents to display the Borders & Accents gallery in the Building Block Library dialog box Scroll to and click on Banded Colour in Frames Click on [Insert] to insert the border Click and drag the resize handles of the border so that it fits just outside the page margins, as shown Click elsewhere in the publication to see the border more clearly 4 To insert borders and accents: 1. Click on the Insert tab, then click on Borders & Accents in the Building Blocks group 2. Click on the desired border or accent, or Select More Borders and Accents, click on the desired object, then click on [Insert] If you frequently use the same borders and/or accents, you can insert them quickly by clicking on the Insert tab, clicking on Borders & Accents in the Building Blocks group, then selecting the border or accent you wish to use under Recently Used. Watsonia Publishing Page 72 Chapter 6 - Building Blocks

81 Same File INSERTING ADVERTISEMENTS In Publisher, the Advertisement building blocks are divided into three different categories: Advertisements, Attention Getters and Coupons. The Attention Getters category contains advertisements that are intended to quickly gain people s interest; for example, an advertisement that advertises a sale or a cheap deal. Continue using the previous file with this exercise, or open the file Building Blocks_3.pub... Click on the Insert tab, click on Advertisements in the Building Blocks group, then select More Advertisements to display the Advertisements gallery in the Building Blocks Library dialog box Scroll to and click on Hollowed Starburst in Attention Getters Click on [Insert] to insert the advertisement Resize the advertisement, select the text, then type New Activities!, as shown Click away from the publication to see the whole page more clearly 2 4 To insert an advertisement: 1. Click on the Insert tab, then click on Advertisements in the Building Blocks group 2. Select the desired advertisement, or Select More Advertisements, click on the desired advertisement, then click on [Insert] When you insert a building block, it conforms to the active colour scheme of the publication. If you change the publication colour scheme, all of the building blocks in the publication will change to the new colours. Watsonia Publishing Page 73 Chapter 6 - Building Blocks

82 NOTES: Watsonia Publishing Page 74 Chapter 6 - Building Blocks

83 CHAPTER 7 WORKING WITH SHAPES INFOCUS Publisher provides a range of ready-made shapes for you to draw and insert into your publications. Some shapes may be used in conjunction with other objects, such as text boxes, while others are better suited to being used independently. Shapes are customisable in almost every way, making them a very useful part of working with Publisher. In this session you will: learn how to draw and insert shapes learn how to select shapes learn how to resize shapes learn how to move shapes learn how to align shapes learn how to group shapes learn how to change the fill in a shape learn how to draw lines learn how to delete shapes. Watsonia Publishing Page 75 Chapter 7 - Working With Shapes

84 Open File DRAWING AND INSERTING SHAPES Inserting and drawing shapes is very easy. To insert a shape at the default size simply select a shape from the Shapes gallery and click once on the page. To draw a shape to a custom size, select the shape from the gallery and click and drag on the page. Before starting this exercise you MUST open the file Working With Shapes_1.pub... Click on the Insert tab, then click on Shapes in the Illustrations group to display the Shapes gallery Click on the Cylinder shape under Basic Shapes (2 nd row, 2 nd column) Click once in the publication to insert a cylinder at the default size, as shown Repeat step 2 to select the Cylinder shape, then click and drag to draw two more cylinders at a custom size, as shown Don t be concerned with sizing at this point. If you make a mistake while drawing, press + to undo, then try again 3 4 To insert a shape: 1. Click on the Insert tab, then click on Shapes in the Illustrations group 2. Click on a shape 3. Click to draw a default sized shape, or Drag to draw a custom sized shape You can access and insert shapes from the Shapes gallery located in the Insert Shapes group on the Drawing Tools: Format tab. The Drawing Tools: Format tab appears when you insert a shape. Watsonia Publishing Page 76 Chapter 7 - Working With Shapes

85 Same File SELECTING SHAPES Before you can work with a shape, such as moving, resizing or formatting it, you need to select it. When a shape is selected, a bounding box and control handles appear around the shape. The side and corner handles are used for resizing, the round handle at the top of the shape is used for rotating, and the yellow handle is used to edit the shape. Continue using the previous file with this exercise, or open the file Working With Shapes_2.pub... Click on the first shape, as shown A bounding box and handles will appear around the shape. Look for the three different types of handles white squares on the sides, white circles at the corners and at the top, and the yellow diamond on the curve... Click on the biggest shape The first shape will be deselected... Click on the first shape, hold down and click on the other two shapes All three shapes will be selected and could be formatted all at once if necessary... Click anywhere on the page to deselect the shapes 1 3 To select a shape: Click on the shape To deselect a shape: Click outside the shape If you have multiple shapes selected, you can deselect one shape at a time by holding down and clicking on the shape you want to deselect. Watsonia Publishing Page 77 Chapter 7 - Working With Shapes

86 Same File RESIZING SHAPES There may be times when you need to adjust the size of a shape you ve drawn. There are several ways to do this. One option is to use the control handles to resize a shape manually. Alternatively, you can use the Size controls in the Size group on the Drawing Tools: Format tab to incrementally increase or decrease the width and/or height of the shape. Continue using the previous file with this exercise, or open the file Working With Shapes_3.pub... Select the tall, thin shape, then point to the top left corner of the shape until a two-headed arrow pointer appears, as shown Click and drag down to resize the shape Select the large shape and drag the side handles inwards until it appears as shown Let s resize these shapes accurately Select the left shape, click on the Drawing Tools: Format tab, then click on the up spinner arrow for Height in the Size group until it reaches 3.8 cm Take note of the Width of the shape Select the right shape, then repeat step 4 to apply the same Height and Width as the left shape Click anywhere on the page to deselect the shape 1 3 To resize a shape: 1. Select a shape 2. Drag the control handles, or Click on the Drawing Tools: Format tab, then adjust the values in Height or Width in the Size group If you wanted to create shapes that were all the same size you could select all of the shapes, click on the Drawing Tools: Format tab, then click in the Height and Width boxes in the Size group and type the desired values. Watsonia Publishing Page 78 Chapter 7 - Working With Shapes

87 Same File MOVING SHAPES When you draw a shape on the page or in the drawing canvas, it s likely you ll need to make small adjustments to the position of the shape. Publisher allows you to move a shape around a page by dragging it with the mouse or using the arrow keys. Continue using the previous file with this exercise, or open the file Working With Shapes_4.pub... Select the left shape Press the arrow keys (,,, ) repeatedly until the shape is positioned approximately as shown Click on the right shape to select it, then press the arrow keys repeatedly until the shape is positioned as shown Shapes and drawings can also be moved by dragging with the mouse... Select all three shapes and drag to the right 2 3 To move a shape: 1. Click on the shape or drawing to select it 2. Drag it with the mouse, or Use the arrow keys to move it around If you move a shape by dragging it, pink guidelines will appear when the shape aligns with other objects on the page. Watsonia Publishing Page 79 Chapter 7 - Working With Shapes

88 Same File ALIGNING SHAPES When you use multiple shapes in a publication, you may need to ensure they are accurately aligned with each other. You can do this by using the Align tool on the Home and Drawing Tools: Format tabs, or by dragging the shapes until the pink guidelines appear. Continue using the previous file with this exercise, or open the file Working With Shapes_5.pub... Ensure the two larger shapes are selected Click on the Drawing Tools: Format tab, then click on Align in the Arrange group to display a menu of options Select Align Bottom to align the bottom of the shapes with each other, as shown Let s use another method to align the other shape Select the third shape Drag the shape up and to the left until a pink guideline appears along the bottom of all three shapes, as shown, then release the mouse button Click elsewhere in the publication to deselect the shapes 3 5 To align shapes: Select the shapes to be aligned, click on the Drawing Tools: Format tab, click on Align in the Arrange group, then select the desired alignment option; or Drag each shape until they are aligned along the pink guideline You can align shapes to the middle or edges of the page, rather than in relation to each other. To do this, click on the Drawing Tools: Format tab, click on Align in the Arrange group, then select Relative to Margin Guides. Watsonia Publishing Page 80 Chapter 7 - Working With Shapes

89 Same File GROUPING SHAPES When working with multiple shapes, such as where you have drawn a number of individual shapes to make up a single diagram, you may find it easier to group the shapes. Grouped shapes act as a single object and, as such, can be moved, aligned and formatted as a single object. Continue using the previous file with this exercise, or open the file Working With Shapes_6.pub... Select all three shapes Click on the Drawing Tools: Format tab, then click on Group in the Arrange group The shapes will be contained within the one bounding box and treated as a single object Select the bounding box for the grouped shapes, then point to the top right corner until a two-headed arrow appears Drag up diagonally to resize all three shapes, as shown The shapes are resized as one object On the Drawing Tools: Format tab, click on Ungroup in the Arrange group to ungroup the shapes 2 4 To group or ungroup shapes: 1. Select the shapes, then click on the Drawing Tools: Format tab 2. Click on Group in the Arrange group to group the shapes, or Click on Ungroup in the Arrange group to ungroup the shapes To quickly group or ungroup shapes, right-click on the selected shapes to display a shortcut menu, then select either Group or Ungroup. Watsonia Publishing Page 81 Chapter 7 - Working With Shapes

90 Same File CHANGING FILL When you draw or insert a shape into a publication, it will appear with a solid fill by default. You can change this fill to almost anything you like a gradient, texture, pattern, picture, or nothing at all. This can all be done using the Fill Effects dialog box. 5 Continue using the previous file with this exercise, or open the file Working With Shapes_7.pub... Select the smaller shape Click on the Drawing Tools: Format tab, then click on the dialog box launcher for the Shape Styles group to display the Format AutoShape dialog box Click on [Fill Effects] to display the Format Shape dialog box Click on Gradient fill to select it Click on the drop arrow for Preset gradients, then click on Medium Gradient Accent 1 Click on [OK], then click on [OK] again to apply the change 6 To change the fill of a shape: 1. Select the shape, click on the Drawing Tools: Format tab, then click on the dialog box launcher for the Shape Styles group 2. Make the desired changes, then click on [OK] You can quickly change the fill colour of a shape by clicking on the Drawing Tools: Format tab, clicking on Shape Fill in the Shape Styles group, then selecting a colour from the menu. Watsonia Publishing Page 82 Chapter 7 - Working With Shapes

91 Same File DRAWING LINES Lines can be drawn in publications to divide the page into sections, as part of a design, or to provide structure to a page. They can also be used in forms to provide a writing area. There are several tools for drawing lines in Publisher including the Line tool, the Arrow tool and the Double Arrow, Curve, Freeform and Scribble tools which appear in the Shapes menu. Continue using the previous file with this exercise, or open the file Working With Shapes_8.pub... Click on the Insert tab, click on Shapes in the Illustrations group, then click on Line under Lines The mouse pointer will change to a cross Hold down, then click and drag to draw a horizontal line across the page, as shown Holding down ensures that a straight line is drawn. The line will appear dashed until you release the mouse button... Repeat steps 1 and 2 to draw a vertical line on the right side of the page, as shown Click elsewhere in the publication to deselect the line and see the changes more clearly 2 3 To draw lines: 1. Click on the Insert tab, then click on Shapes in the Illustrations group 2. Hold down if a straight line is required 3. Click and drag to draw the line as required The Curve and Freeform tools work slightly differently to the other line tools. Click where you want the line to start, then click again where you want the line to be anchored. Keep moving the mouse and clicking at the anchor points until the line is complete, then press. Watsonia Publishing Page 83 Chapter 7 - Working With Shapes

92 Same File DELETING SHAPES There may be times when you decide you need to remove a shape from a new or existing publication. Fortunately, deleting shapes is a simple matter of selecting the shape and pressing or. If the shape has text wrapping applied, the text will adjust to fill the space that becomes available. Continue using the previous file with this exercise, or open the file Working With Shapes_9.pub... Select the shape on the left Press The shape is deleted from the publication Click on Undo in the QAT to restore the shape Select all of the shapes, then press All three shapes are deleted from the publication 2 4 To delete a shape: 1. Select the shape 2. Press You can restore objects that have been deleted by clicking on Undo in the QAT. Watsonia Publishing Page 84 Chapter 7 - Working With Shapes

93 CHAPTER 8 WORKING WITH PICTURES INFOCUS Pictures are an important part of working with Publisher. Most of the publications you create will probably need pictures in them a flyer or a newsletter would most likely look rather boring with only text. Pictures also enable you to communicate visually to your reader, which can sometimes say much more than text alone. In this session you will: learn how to insert pictures learn how to insert online pictures learn how to use the scratch area learn how to swap pictures learn how to apply formatting and effects to pictures learn how to crop pictures learn how to insert captions. Watsonia Publishing Page 85 Chapter 8 - Working With Pictures

94 Open File INSERTING PICTURES Knowing how to insert pictures is an important aspect of working with Publisher. Pictures help to draw attention to a publication and to illustrate your points. To insert a picture from your computer, the picture must be stored somewhere on your computer and must be in a relevant file format (such as.jpg or.bmp). Before starting this exercise you MUST open the file Working With Pictures_1.pub... Ensure page 1 of the publication is displayed Click on the Insert tab, then click on Pictures in the Illustrations group to display the Insert Picture dialog box Navigate to the course files folder, then click on Cogs.bmp Click on [Insert] to insert the picture into the publication Drag the picture to the top of the page, as shown Use the resize handles to resize the picture, as shown Click elsewhere in the publication to deselect the picture To insert a picture: 1. Click on the Insert tab, then click on Pictures in the Illustrations group 2. Navigate to the desired picture file, then click on [Insert] You can accurately resize a picture by selecting it, then clicking on the Picture Tools: Format tab. You can specify the exact Height and Width in the Size group on this tab. Watsonia Publishing Page 86 Chapter 8 - Working With Pictures

95 Same File INSERTING ONLINE PICTURES As well as being able to insert pictures from your local computer, Publisher also lets you insert pictures from various online services without having to save them to your computer first. The online options for inserting pictures include via a Bing search, or from your own OneDrive or Flickr account. Continue using the previous file with this exercise, or open the file Working With Pictures_2.pub... Click on the Insert tab, then click on Online Pictures in the Illustrations group to display the Insert Pictures pane Click in the Search Bing search box, then type palette Press The search will return thousands of ClipArt images pertaining to art Click on an image of an artist s palette, as shown Click on [Insert] to insert the picture into the publication Drag the picture across to the right pane of the brochure, then resize it, as shown Deselect the picture to see the publication more clearly 4 6 To insert an online picture: 1. Click on the Insert tab, then click on Online Pictures in the Illustrations group 2. Locate and click on the desired picture, then click on [Insert] Be careful when using online pictures in your publication. Some online pictures are copyrighted, and there may be restrictions on whether or not you can legally use them in a publication. Watsonia Publishing Page 87 Chapter 8 - Working With Pictures

96 Open File USING THE SCRATCH AREA The scratch area is the grey area surrounding the page in the publication window. This area can be used as a sort of storage space for objects such as pictures and text boxes, allowing you to easily move elements around and try different placements without having to constantly insert and delete objects. Objects remain in the scratch area when you switch between pages. Before starting this exercise you MUST open the file Working With Pictures_3.pub... Ensure the first page of the publication is displayed Some images have been inserted into the middle panel of this page Click on the image of the pencils to select it, then drag it into the scratch area to the left of the page, as shown Click on Page 2 of the publication in the Pages navigation pane to display the page The picture of the pencils remains in the scratch area Drag the picture onto the page, below the Seniors Classes text in the right panel Click on the first page in the Pages navigation pane to display it, then click on the image of the handprints to select it Hold down, then drag the image to the scratch area The image is copied to the scratch area 2 6 To move a picture to the scratch area: Drag the picture into the scratch area To copy a picture to the scratch area: Select the picture, hold down, then drag the picture to the scratch area If you insert more than one picture at a time into a publication, the pictures will initially appear in the scratch area rather than on the page. You can turn the scratch area on and off by clicking on the View tab, then clicking on Scratch Area in the Show group. Watsonia Publishing Page 88 Chapter 8 - Working With Pictures

97 Same File SWAPPING PICTURES There may be times when you have inserted two pictures into a publication and then realised that they would look better if they swapped places. Fortunately, Publisher has a swap function that saves you from dragging and repositioning pictures. You can swap pictures within the pages of a publication, in the scratch area, or between the pages and the scratch area. Continue using the previous file with this exercise, or open the file Working With Pictures_4.pub... Click on the picture of the camera to select it, then point to the middle of the picture Notice there is an icon in the middle of the picture, which looks like two mountains and an arrow Click on the icon and drag to the right to point to the handprint picture until it appears with a pink border, as shown Release the mouse button to swap the pictures The pictures were slightly different sizes, so part of the camera image was cut off Repeat steps 1 to 3 to swap the picture of the camera with the picture in the scratch area Repeat steps 1 to 3 to swap the picture of the camera with the handprint picture on the left The camera picture is returned to its original position 2 3 To swap pictures: 1. Select a picture, then point to the swap icon in the middle of the picture 2. Click and drag to the picture to be swapped with until it appears with a pink border 3. Release the mouse button When swapping pictures, ensure that both pictures are of similar height and width. When the swap takes place, each picture will take on the format of the picture it was swapped with, which can cause parts of pictures to be cut off and other strange results. Watsonia Publishing Page 89 Chapter 8 - Working With Pictures

98 Same File PICTURE FORMATTING AND EFFECTS Publisher provides you with a range of effects and formatting options for pictures to help you enhance the appearance of your publications. These effects include colour correction, recolouring, borders, shadows, reflections and so on, and are available on the Picture Tools: Format tab. Continue using the previous file with this exercise, or open the file Working With Pictures_5.pub... Select the picture of the cogs at the top of the page This picture is a different shade of purple to the shades in the active colour scheme Click on the Picture Tools: Format tab, then click on Recolour in the Adjust group A gallery of options relevant to the colour scheme is displayed Click on RGB (230, 204, 230), Accent colour 3 Dark in the third column of the second row to recolour the picture Select the picture of the paint palette, then on the Picture Tools: Format tab, click on Picture Effects in the Picture Styles group to display a menu of options Point to Soft Edges, then select 10 Point Click away from the picture to see the changes more clearly 3 6 To apply formatting or effects to pictures: 1. Select the picture 2. Click on the Picture Tools: Format tab 3. Navigate to the desired format or effect, then select it When applying effects to a picture, be careful not to go overboard. Too many effects can detract from the picture itself and lower the quality of your publication. Watsonia Publishing Page 90 Chapter 8 - Working With Pictures

99 Same File CROPPING PICTURES There may be times when you insert a picture which takes up too much room, or when you only need part of an image. Publisher allows you to crop a picture, similar to cutting a photograph to fit it into a frame. Unlike cutting a photo, however, cropping is easily reversed if a mistake is made. Continue using the previous file with this exercise, or open the file Working With Pictures_6.pub... Select the picture of the two girls on the first page of the publication Click on the Picture Tools: Format tab, then click on the top half of Crop in the Crop group Black crop handles appear around the picture Point to the crop handle in the middle of the top edge of the picture until the mouse pointer changes to a crop handle Let s crop out the excess white space at the top of the picture Click and drag the top middle crop handle down, then release the mouse button to crop the picture, as shown On the Picture Tools: Format tab, click on the top half of Crop in the Crop group again to finish cropping Click and drag the picture up so that it doesn t overlap the border, as shown Click away from the picture to see the changes more clearly 4 6 To crop a picture: 1. Select the picture, click on the Picture Tools: Format tab, then click on the top half of Crop in the Crop group 2. Click and drag the crop handles to crop the picture as desired 3. Click on Crop again to finish cropping When you crop a picture, the parts you crop out won t completely disappear straight away; they will just be greyed out until you click on Crop or press to finish cropping. This allows you to modify the cropping if necessary. Watsonia Publishing Page 91 Chapter 8 - Working With Pictures

100 Same File INSERTING A CAPTION A caption is a small piece of text that describes or provides information about an image, diagram or something similar. It is very simple to add a caption to a picture in Publisher, and there are several design options to choose from, including colours, waves, and even captions written vertically rather than horizontally. Continue using the previous file with this exercise, or open the file Working With Pictures_7.pub... Select the picture of two girls on the first page of the publication Click on the Picture Tools: Format tab, then click on Caption in the Picture Styles group to display a gallery of options Click on the first option under Formatted A caption box will appear below the picture Click in the caption box, then type Zoe and Becky showing off their artwork Click away from the picture to see the caption more clearly 3 5 To insert a caption: 1. Select the picture to be captioned 2. Click on the Picture Tools: Format tab, click on Caption in the Picture Styles group, then select an option 3. Click in the caption box, then type the caption Captions are usually quite short. Because of this, caption boxes are small and only hold one line of text. If you are inserting a caption and your text does not fit, consider rewording your text to make it smaller, or try inserting a small text box below the picture instead. Watsonia Publishing Page 92 Chapter 8 - Working With Pictures

101 CHAPTER 9 WORKING WITH TABLES INFOCUS Tables are grids of rows and columns that are typically used for organising information such as order forms, price lists, and statistics. Like text boxes and pictures, tables that you create in Publisher are objects, and are therefore easy to move, resize, and modify. In this session you will: learn how to insert a table learn how to enter text in a table learn how to adjust rows and columns learn how to apply table styles learn how to apply fill and tints learn how to use Sample Fill Colour. Watsonia Publishing Page 93 Chapter 9 - Working With Tables

102 Open File INSERTING TABLES Creating a table in Publisher is as simple as specifying a number of rows and columns. While you would ideally know the dimensions you require before you create the table, you can easily insert or delete rows later on if necessary. Tables are objects just like pictures and text boxes, and can therefore be manipulated in the same ways. 3 Before starting this exercise you MUST open the file Tables_1.pub Click on the Insert tab, then click on Table in the Tables group Select Insert Table to display the Create Table dialog box Type 8 in Number of rows, press, then type 4 in Number of columns, as shown Click on [OK] to insert the table Point to the border of the table until the mouse pointer changes to a four-headed arrow, then click and drag the table into the position shown Point to the middle of the bottom border of the table until the mouse pointer changes to a doubleheaded arrow, then click and drag to resize the table, as shown Click away from the table to deselect it 5 6 To insert a table: 1. Click on the Insert tab, click on Table in the Tables group, then select Insert Table 2. Specify the number of rows and columns required, then click on [OK] If you click on the Insert tab, then click on Table in the Tables group, a grid is displayed in the menu. You can quickly insert a table by selecting the number of rows and columns in the grid. Watsonia Publishing Page 94 Chapter 9 - Working With Tables

103 Same File ENTERING TEXT IN A TABLE Each cell in a table is like an individual text box. To enter text into a cell, simply click in the cell and start typing. Pressing will move the insertion point to the next cell. Text in tables can be formatted just like text in text boxes you can change the font, size, style, colour, and so on. Continue using the previous file with this exercise, or open the file Tables_2.pub... Click in the first cell at the top left of the table to position the insertion point Type Production, then press The insertion point moves to the next cell Repeat step 2 to type the headings into the second, third, and fourth cells, as shown When you press at the end of a row, the insertion point moves to the first cell of the next row Click in the top left cell, then click and drag to the bottom right cell to select every cell in the table Click on the Home tab, click on the drop arrow for Font Size in the Font group, then select 16 to increase the text size Complete the table as shown Repeat step 4 to select the top row of the table, then, on the Home tab, click on Bold in the Font group Click away from the table to see the text more clearly 3 6 To enter text into a table: 1. Click in the cell that will hold the text 2. Type the text 3. Press to move to the next cell, if required You can pre-format table cells so that any text inserted in them will automatically have the required font, size, style, and alignment. Watsonia Publishing Page 95 Chapter 9 - Working With Tables

104 Same File ADJUSTING ROWS AND COLUMNS There may be times when you need to add or remove rows and/or columns, or adjust them to fit the available space and the text they contain. Publisher allows you to add rows and columns at any point in the table so that you don t have to modify the data in the table too much, while adjusting the size of rows and columns is a simple matter of clicking and dragging. Continue using the previous file with this exercise, or open the file Tables_3.pub... Click in the cell containing the text Lorene Devoir in Concert This is the first cell in the bottom row. Let s insert a new row below this one Click on the Table Tools: Layout tab, then click on Insert Below in the Rows & Columns group to insert a new row The new row causes the table to extend past the bottom page margin Point to the gridline between the first and second rows so the mouse pointer changes to a double-headed arrow, then click and drag the gridline up to resize the first row, as shown Ensure the bottom row of the table is selected, then on the Table Tools: Layout tab, click on Merge Cells in the Merge group The four cells merge to become one cell Type *Proof of Concession required, then click away from the table to see the changes more clearly 3 5 To insert a row or a column: 1. Click in a cell adjacent to where the new row or column is to be inserted 2. Click on the Table Tools: Layout tab, then click on the appropriate option in the Rows & Columns group For Your Reference (cont.) To adjust a row or column: 1. Click on the gridline between two rows or columns 2. Drag the gridline up, down, left or right as required. Watsonia Publishing Page 96 Chapter 9 - Working With Tables

105 Same File APPLYING TABLE STYLES Publisher provides you with an assortment of table style options designed to enhance the appearance of your table. These include different display options for gridlines, as well as options for colouring rows and columns. The range of colours that are available is determined by the active colour scheme. Continue using the previous file with this exercise, or open the file Tables_4.pub... Ensure the table is selected, then click on the Table Tools: Design tab In the Table Formats group, click on the More arrow for the Table Styles gallery to see the range of available table styles Select Table Style 22 to apply this style to the table 2 4 Click away from the table to see the changes more clearly To apply a table style: 1. Select the table, then click on the Table Tools: Design tab 2. Click on the More arrow for the Table Styles gallery in the Table Formats group 3. Select a style from the gallery Different table styles will be appropriate for different kinds of tables; for example, a class timetable might have the left column coloured the same way as the top row, while a business form probably would not. Watsonia Publishing Page 97 Chapter 9 - Working With Tables

106 Same File USING FILLS AND TINTS As well as using the preset styles, you can choose your own fill colours for the rows, columns, or individual cells of your table, and then go on to choose from different tints or shades of these colours. The colours and colour variations you use will depend on the active colour scheme and the kind of information being held in the table. 3 Continue using the previous file with this exercise, or open the file Tables_5.pub... Select the third row of the table This is the row with the ticket prices for Magnificent Mozart Click on the Table Tools: Design tab, then click on the bottom half of Fill in the Table Formats group to display a gallery of options Click on Accent 2 (RGB (204, 204, 0)) Lighter 40% to apply this fill colour to the row, then click in a different cell to see the colour more clearly It s a little too bright Select the row again Repeat step 2, then select Tints to display the Fill Effects dialog box We can now choose a different tint of the same colour to fill the row Click on 30% Tint (the fourth option in the top row), then click on [OK] Click away from the table to see the changes 5 7 To apply a fill colour to a table: 1. Select the cells to apply the colour to 2. Click on the Table Tools: Design tab, then click on the bottom half of Fill in the Table Formats group 3. Select the desired colour A tint is a colour mixed with white. A 10% tint is one part of the original colour and nine parts white. A shade is a colour mixed with black. A 10% shade is one part of the original colour and nine parts black. Watsonia Publishing Page 98 Chapter 9 - Working With Tables

107 Same File USING SAMPLE FILL COLOUR There may be times when you come across a fill colour you like, but are unsure of how to find it to use it again. Alternatively, you may have modified a fill colour and want to reuse it, but don t want to waste time making all of the modifications again. In these circumstances, the Sample Fill Colour tool is a useful option which allows you to reuse a colour quickly and easily. 1 Continue using the previous file with this exercise, or open the file Tables_6.pub... Select the fifth row of the table, with the ticket prices for Spartacus Click on the Table Tools: Design tab, click on the bottom half of Fill in the Table Formats group, then select Sample Fill Colour The mouse pointer will change to a small dropper icon Click in the cell containing the text Magnificent Mozart to apply the fill colour from this cell to the selected cells Click in another cell to see the colour more clearly Repeat steps 1 to 4 to apply the fill colour to the row containing the ticket prices for Giselle 5 To use Sample Fill Colour: 1. Select the cells to apply the fill colour to 2. Click on the Table Tools: Design tab, click on the bottom half of Fill in the Table Formats group, then select Sample Fill Colour 3. Click on the desired colour on the page You can use the Sample Fill Colour tool on almost any colour on a page, including a cell fill, the page background, or even text. When you use the Sample Fill Colour tool, the colour you sample appears under Recent Colours, making it quick and easy to find it and use it again. Watsonia Publishing Page 99 Chapter 9 - Working With Tables

108 NOTES: Watsonia Publishing Page 100 Chapter 9 - Working With Tables

109 CHAPTER 10 DESIGN AND LAYOUT INFOCUS There is much more to a publication than the visual elements such as the pictures and text. The skeleton of a publication, as it were, consists of the foundations that these elements are built onto, such as page size and orientation, margins and guides. These layout elements, along with design elements such as colour schemes, font schemes and backgrounds, provide a basis for your publication to which you can then go on to add objects and information. In this session you will: learn how to change the page orientation gain an understanding of page sizes learn how to create envelopes learn how to create labels learn how to create folded cards learn how to change margin guides learn how to create grid guides learn how to create ruler guides learn how to use guides learn how to use colour schemes learn how to use font schemes learn how to create a fill background learn how to create an image background. Watsonia Publishing Page 101 Chapter 10 - Design and Layout

110 Open File PAGE ORIENTATION Most Publisher templates are designed to be printed on sheets of paper (the exception being the templates). The default paper size is 21cm x 29.7cm, and is known as A4. The default orientation of the page is portrait, with the shorter sides horizontal and the longer sides vertical. Landscape orientation turns the page so that the page is wider than it is tall. Before starting this exercise you MUST open a new, blank publication... Click on the Page Design tab, then click on the dialog box launcher for the Page Setup group to display the Page Setup dialog box The settings shown here are used by Publisher to create new standard, blank publications. Here we can see that the paper size is A4 with portrait orientation... Click on [Cancel] to close the dialog box On the Page Design tab, click on Orientation in the Page Setup group, then click on Landscape This orientation is useful for publications such as brochures and award certificates 1 3 To change the page orientation: 1. Click on the Page Design tab 2. Click on Orientation in the Page Setup group 3. Click on Landscape or Portrait If you think you will need to change the page orientation of your publication, it is advisable to do so before you insert anything or apply any changes while it is still a blank page. Changing the orientation of a page which has objects on it will cause them to become displaced, forcing you to move them all. Watsonia Publishing Page 102 Chapter 10 - Design and Layout

111 UNDERSTANDING PAGE SIZES Due to the wide range of stationery and print publication choices available, Publisher provides you with a number of page size options for your publications. These options help to ensure that your publication will be printed on the right paper size, whether it be an envelope, a letter, labels, or a poster. Page Sizes You can see the full range of paper and page sizes available in Publisher by clicking on More Blank Page Sizes in the Publisher start screen or in the New place on the File tab, or by clicking on the Page Design tab, clicking on Size in the Page Setup group, then selecting More Preset Page Sizes. The More Blank Page Sizes gallery is divided into four sections: Standard Page Sizes, which lists all the standard paper sizes on which you can create and ultimately print your publication; Custom, which allows you to create your own page size; Publication Types, which contains an assortment of blank publication templates; and Manufacturers, which provides you with blank publication templates designed to fit stationery from specific manufacturers, such as Post-It notes. It is important to remember that the options in Publication Types and Manufacturers are just blank templates; for example, if you choose to make a large banner using a template from the Posters category in Publication Types, it will appear to be one large piece of paper as you are creating it, but it will print over several sheets of A4 paper. Standard Page Sizes Publisher allows you to choose from nine different standard paper sizes on which to create your publication: A4, A5, A3, B5, B4, Letter, Executive, Legal, and Tabloid. All of these are available in portrait and landscape orientation. Even if you use a template, your publication will be printed on one of these paper sizes, A4 being the default size. Before printing your publication, ensure that you have paper in the size that you intend to print on, and that your printer is capable of printing on this size. Publication Types This section groups a selection of blank templates into categories, such as mailing labels and posters. This can be useful if you want to create your own publication from scratch, but don t want the hassle of creating the required margins, guidelines, and so on. If you choose a template from this section and use it to create a publication, it will be printed on A4 paper (or other size of your choice) unless a different size is specifically stated. You can also access various stationery manufacturer options in some of the categories. Stationery Manufacturer Templates Here you can find a range of stationery templates sorted by manufacturer. You might like to use this option if you are creating a publication to be printed by a printing service, or if you have specific stationery which you need to align to. For example, if you are creating a set of mailing labels and you know that your label printer will print them on sheets of labels from Staples, you can select the specific product that you will be printing on so that your publication will be automatically aligned. Watsonia Publishing Page 103 Chapter 10 - Design and Layout

112 CREATING ENVELOPES You can choose to create envelopes from a publication template or from scratch. The most commonly used envelopes are C6, which is a quarter of an A4 page, and DL, commonly known as a business-sized envelope, which is about a third of an A4 page. Once you have an envelopesized publication set up, you can modify it just like any other publication. 1 Before starting this exercise ensure that a blank publication is displayed... Click on the Page Design tab, click on Size in the Page Setup group, then select More Preset Page Sizes to display the Preset Page Sizes dialog box Click on Envelopes in Publication Types to see a gallery of envelope size options Click on DL 22 x 11cm to select it, then click on [OK] The envelope is now ready for you to add any design elements you like 3 To create envelopes: 1. Click on the Page Design tab 2. Click on Size in the Page Setup group, then select More Preset Page Sizes 3. Click on Envelopes in Publication Types 4. Click on the desired envelope size, then click on [OK] Before attempting to print envelopes, ensure that your printer is equipped to do so. If it isn t, you may need to get your envelopes printed by a commercial printing service. Watsonia Publishing Page 104 Chapter 10 - Design and Layout

113 CREATING LABELS Labels can be created using a publication template or from scratch. The label options in Publisher are designed for Letter paper (8½ x 11 inch) or for A4 paper (21 x 29.7 cm). You must be careful to select label dimensions that match your actual sheets of labels and adjust the side, top and inner margins if necessary. 4 Before starting this exercise you ensure that a blank publication is displayed... Click on the Page Design tab, click on Size in the Page Setup group, then select More Preset Page Sizes to display the Preset Page Sizes dialog box Click on Mailing Labels in Publication Types Click on Avery A4/A5 in Manufacturers Scroll to and click on L7162 to select it The preview shows us that 16 labels will print on each page Click on [OK] to create the label 5 To create labels: 1. Click on the Page Design tab, click on Size in the Page Setup group, then select More Preset Page Sizes 2. Click on Mailing Labels, then click on a Manufacturer 3. Click on a label type, then click on [OK] Avery labels prefixed with J or L are designed for A4 paper. Watsonia Publishing Page 105 Chapter 10 - Design and Layout

114 CREATING FOLDED CARDS The Booklet and Folded Card options are used to create books or cards. It is important to remember the difference between publication pages and sheets of paper when making these publications, as one sheet of paper can hold two or four publication pages. When you print the publication, the paper is folded so that the pages are in order. Before starting this exercise ensure that a blank publication is displayed... Click on the Page Design tab, click on Size in the Page Setup group, then select More Preset Page Sizes to display the Preset Page Sizes dialog box Click on Greeting Cards in Publication Types, click on ¼ A4 Side Fold 10.5 x 14.8cm to select it, then click on [OK] A message will be displayed asking if you want to automatically insert three more pages, as the publication requires four Click on [Yes] to add three more pages to the publication and create a card Let s see how the card works Click on the Insert tab, click on Shapes in the Illustrations group, then click on the Smiley Face in Basic Shapes Click and drag to draw the shape as shown Click on the File tab, then click on Print to view a preview of the publication The first page of the publication only takes up a quarter of an A4 page Press to close the Backstage 5 6 To create folded cards: 1. Click on the Page Design tab, click on Size in the Page Setup group, then select More Preset Page Sizes 2. Click on Greeting Cards in Publication Types, click on a type of card, then click on [OK] There are different types of folding cards. You can choose half or quarter sized pages, as well as choosing between A4 and Letter sized paper. Watsonia Publishing Page 106 Chapter 10 - Design and Layout

115 Open File CHANGING MARGIN GUIDES The margin guides are the blue lines on the top, bottom and sides of each page in a publication. These guides allow you to keep a consistent amount of blank space on each side of the page, and allow you to align objects in relation to each other and the page. The margin guides are set to Moderate by default, but you can change them to another preset option or create your own. 2 Before starting this exercise you MUST open a new, blank publication... Click on the Page Design tab Let s see what the page looks like with wider margins Click on Margins in the Page Setup group, then click on Wide The margin guides move inward and the margins become bigger. Now let s see what narrow margins look like On the Page Design tab, click on Margins in the Page Setup group, then click on Narrow The margins move outward Repeat step 3 to click on None The margin guides move to the very edges of the page. This option is not advisable for a print publication as not all printers are capable of printing to the edges of pages Repeat step 3 to click on Moderate The margin guides return to their original positions 4 To change the margin guides: 1. Click on the Page Design tab, then click on Margins in the Page Setup group 2. Click on Wide, Narrow, Moderate or None, or Select Custom Margins to create your own The margin guides do not appear on the printed publication. When you drag an object and it aligns with a margin guide, the guide will turn a darker shade of blue until you release the mouse button. This is to help you with alignment. Watsonia Publishing Page 107 Chapter 10 - Design and Layout

116 CREATING GRID GUIDES Grid guides are used to assist in the placement of objects on the page of a publication. When you create a new publication from scratch there are no layout guides presented other than the margin guides around the page. If you require additional guides, you can create them using Grid Guide settings in the Layout Guides dialog box. You can create as many guides as you need. 3 Before starting this exercise ensure that a blank publication is displayed... Click on the Page Design tab, click on Guides in the Layout group, then select Grid and Baseline Guides to display the Layout Guides dialog box This displays the current guides grid guides are currently set to one column and one row... Click on the up spinner arrow for Columns to change the value to 2 Click on the up spinner arrow for Rows to change the value to 2 Click on [OK] to apply the new guides to the publication Let s see what happens if we insert another page Click on the Insert tab, then click on the top half of Page in the Pages group to insert a new, blank page The grid guides also appear on this page 4 To create grid guides: 1. Click on the Page Design tab, click on Guides in the Layout group, then select Grid and Baseline Guides 2. Adjust the settings as desired, then click on [OK] Grid guides appear on every page in a publication and they can only be moved in the Master Page view. If you only want guides on one page, you might prefer to use ruler guides. Watsonia Publishing Page 108 Chapter 10 - Design and Layout

117 Open File CREATING RULER GUIDES Ruler guides are similar to grid guides in that they are guidelines on the page which help you to align design elements. However, ruler guides are green instead of blue, are only inserted on one page, and can easily be moved. You can insert ruler guides from the Page Design tab, or by clicking and dragging the rulers at the left and top of the publication window. 3 Before starting this exercise you MUST open a new, blank publication... Click on the Page Design tab, then click on Guides in the Layout group A menu of ruler guide options is displayed Click on 3 Columns with Heading, the second option in the first row The ruler guides are applied to the page Point to the top horizontal ruler guide until the mouse pointer changes to a double headed arrow, then click and drag it up, as shown Let s insert a ruler guide another way Point to the ruler to the left of the publication window until the mouse pointer changes to a double headed arrow Click and drag to the right to create a ruler guide, then drag it onto the page, as shown 5 To create ruler guides: Click on the Page Design tab, click on Guides in the Layout group, then select a preset option, or Point to one of the rulers in the publication window, then click and drag onto the page Unlike grid guides, ruler guides only appear on the page on which they were inserted. Watsonia Publishing Page 109 Chapter 10 - Design and Layout

118 Open File USING GUIDES Once you have learned how to insert guides, you need to know how to use them. Guides are used to align objects to each other as well as to different points on the page. They will only be activated if you move objects by dragging them with the mouse; you cannot use the guides while nudging objects using the arrow keys. 2 Before starting this exercise you MUST open the file Design And Layout_1.pub Select the text box closest to the bottom of the page This text box contains information regarding times and prices for the exhibition Drag the text box down and to the left, so that the text box is centred horizontally on the page and the top of the text box aligns with the bottom grid guide, as shown A pink guideline will appear down the centre of the page when the text box is centred Click and drag the pictures to align them, as shown Select the text box containing the text Featuring major projects, drag it to align it to the centre of the page, then align it to the bottom of the top grid guide Click and drag the WordArt heading and the text box at the top of the page to align them to the centre of the page, as shown 3 5 To align objects to guides: 1. Select the object 2. Drag it to the desired guide until the guide is activated Pink guides only appear in certain situations, such as when the edges of two objects are aligned, or when an object is aligned to the centre of the page. Watsonia Publishing Page 110 Chapter 10 - Design and Layout

119 Open File USING COLOUR SCHEMES Publisher provides you with a selection of colour schemes to choose from when creating your publication. Each colour scheme consists of eight complementary colours, which are automatically applied to different elements of your publication. Different colour schemes are appropriate for different situations some colour schemes are quite subtle, while others are very bright. Before starting this exercise you MUST open the file Design And Layout_2.pub... Click on the Page Design tab, then click on the More arrow for the Colour Schemes gallery in the Schemes group to display the full gallery of colour schemes The current colour scheme is Waterfall Click on Floral under Built-In (classic) to apply this colour scheme This colour scheme is a little too bright for an Employee of the Month certificate Repeat steps 1 and 2 to apply the Civic (under Built-In) colour scheme This colour scheme is much more subtle. Let s find something a little more interesting Repeat steps 1 and 2 to apply the Tropics (under Built-In (classic)) colour scheme 2 4 To change the colour scheme: 1. Click on the Page Design tab 2. Click on the More arrow for Colour Schemes in the Schemes group 3. Select a colour scheme You can preview different colour schemes using Live Preview simply point to a colour scheme in the gallery without selecting it You can create your own colour scheme. After clicking on the More arrow for the Colour Schemes gallery, select Create New Colour Scheme. Watsonia Publishing Page 111 Chapter 10 - Design and Layout

120 Same File USING FONT SCHEMES Similar to the colour schemes, Publisher provides you with groups of fonts which work well together. These groups of fonts are known as Font Schemes. Each font scheme features a heading font, which will be applied to the headings in the publication, and a body font, which will be applied to the rest of the text. Continue using the previous file with this exercise, or open the file Design And Layout_3.pub... Click on the Page Design tab, then click on Fonts in the Schemes group to display a gallery of options Click on Calligraphy under Built-In to apply this font scheme to the publication This font scheme uses a font which is small by default. We could make all the text bigger, but we ll change to a different font scheme instead Repeat step 1, then scroll to and click on Casual under Built-In (classic) to apply this font scheme Let s find a more appropriate font scheme for this publication Repeat step 1, then scroll to and click on Offset under Built-In (classic) to apply this font scheme 2 4 To change the font scheme: 1. Click on the Page Design tab 2. Click on Font in the Schemes group 3. Select a font scheme As with colour schemes, you can view font schemes in Live Preview and create your own font scheme. You might find this useful if you create several publications and need to consistently use the same fonts. Watsonia Publishing Page 112 Chapter 10 - Design and Layout

121 Open File CREATING A FILL BACKGROUND There may be times when you want to create a background for your publication, perhaps to make it stand out more or to make it more interesting to look at. A basic, subtle background, such as a fill or a pattern, can enhance your publication without distracting the reader from the information you are trying to convey. 4 Before starting this exercise you MUST open the file Design And Layout_4.pub... Click on the Page Design tab, then click on Background in the Page Background group to display a gallery of options Click on 30% tint of Accent 2, the second option in the second row under Solid Background Let s find something a little more interesting Repeat step 1, then select More Backgrounds to display the Format Background pane Click on Pattern fill to select it, then click on the Solid diamond pattern, as shown Click on the drop arrow for the Foreground colour, then select Hyperlink (RGB (51,153,0)), Lighter 80%, the sixth option in the second row Click on the drop arrow for the Background colour, then select Accent 3 (RGB (214, 224, 214)), the fourth option in the top row Click on [OK] to apply the background 7 To create a fill background: 1. Click on the Page Design tab, then click on Background in the Page Background group 2. Select an option, or Select More Backgrounds, select the desired options, then click on [OK] When creating a fill background, be careful not to use a colour or pattern that will overpower the rest of your publication. A background that is too bright or too eye-catching can distract the reader or make the text difficult to read. Watsonia Publishing Page 113 Chapter 10 - Design and Layout

122 Same File CREATING AN IMAGE BACKGROUND Fills and patterns aren t your only options for backgrounds you can also choose to use an image. After choosing an image, you can set its transparency before applying it to the publication. The higher the transparency, the more washed-out the image will appear. This can help you to ensure that the background image doesn t overpower the rest of the publication. 2 Continue using the previous file with this exercise, or open the file Design And Layout_5.pub... Click on the Page Design tab, click on Background in the Page Background group, then select More Backgrounds to display the Format Background pane Click on Picture or texture fill to select it Under Insert picture from, click on [Online] to display the Insert Pictures pane Click in the search box for Bing Image Search, type golf, then press Click on the first image to select it, then click on [Insert] Click and drag the slider for Transparency to set it to 85% Click on [OK] to apply the new background 7 To create an image background: 1. Click on the Page Design tab, click on Background in the Page Background group, then select More Backgrounds 2. Click on Picture or texture fill 3. Click on the location from which to insert the picture For Your Reference (cont.) 4. Navigate to the desired picture, select it, then click on [Insert] 5. Set the transparency as desired 6. Click on [OK]. Watsonia Publishing Page 114 Chapter 10 - Design and Layout

123 CHAPTER 11 MASTER PAGES INFOCUS Master pages are a useful tool for creating and working with large publications, where maintaining consistency over multiple pages is important. A master page can be used to apply design and layout elements to multiple pages at once which can save you the time and effort of applying these elements individually to every page. In this session you will: gain an understanding of master pages learn how to use a master page learn how to insert headers learn how to insert footers learn how to insert page numbers learn how to use a two page master learn how to create additional master pages learn how to use multiple master pages. Watsonia Publishing Page 115 Chapter 11 - Master Pages

124 UNDERSTANDING MASTER PAGES You can access the Master Page view by clicking on the View tab, then clicking on Master Page in the Views group. Using the Master Page view, you can quickly and easily make changes to your whole publication by applying elements to some or all of the pages at the same time. Master Pages A master page is a page that is attached to a publication but doesn t appear within the publication itself. By default, all publications (including blank publications) contain a master page. In order to view the master page for your publication you must access Master Page view. Any changes you make to a master page are applied to all pages within that publication to which that master page is applied. You can therefore use master pages to apply design elements such as headers, footers, page numbers, headings, text, and pictures to multiple pages within a publication. These elements then become part of the background of the pages in the publication and can only be edited using the master page. Keep in mind that when working with a master page, if you want elements to appear on some pages but not others, you will either need to choose to apply no master page to some pages, create a second master page, or apply the elements to each page individually. If you decide that you would prefer to add content and design elements to each page individually, then you don t have to use a master page at all; you can simply leave the master page blank. The Master Page View The Master Page view is activated when you click on Master Page in the Views group on the View tab. You can also access the Master Page by clicking on the Page Design tab, clicking on Master Pages in the Page Background group, then selecting Edit Master Pages, or by clicking on the Insert tab, then clicking on Header or Footer in the Header & Footer group. When a publication is in Master Page view, the normal pages of the publication are not displayed. Rather, the master page will appear in the publication window, and the Pages navigation pane will display thumbnail previews of each master page in the publication. The area surrounding the page in the publication window will change colour from grey to yellow and the Master Page tab will appear on the ribbon, as shown below. This tab is only accessible in Master Page view and provides you with a range of commands for working with master pages. Using Master Pages You can use master pages to ensure your publication is consistently based on the same layout and design elements throughout. This can not only save you time and effort, but also ensure that your final publication looks professional and serves its purpose effectively. As useful as master pages are, there will be times when you will find that it is not appropriate to use them in a publication; for example, when using some templates. Because master page elements become part of the background of the pages in a publication, all other content applied to the pages is inserted over the top. When using a template, you may find that elements that you placed on the master page are obscured in the publication by objects from the template. As you cannot set content to be placed behind the background, you would be better off applying the elements from the master page to each page of the publication individually to ensure they are visible in this situation. Watsonia Publishing Page 116 Chapter 11 - Master Pages

125 Open File USING A MASTER PAGE If you have one master page in a publication, anything you insert on that master page will then appear in the background of every normal page in that publication, unless you specify otherwise. You can also choose to send an item from a normal page to a master page so that an element which initially only appeared on one page can appear in the same place on every page (such as a logo). Before starting this exercise you MUST open the file Master Pages_1.pub... Click on the View tab, then click on Master Page in the Views group to display the publication in Master Page view The Master Page is blank Click on the Page Design tab, click on Background in the Page Background group, then click on 30% tint of Accent 2, the second option in the second row under Solid Background Click on the Master Page tab, then click on Close Master Page in the Close group The background is applied to every page. Let s send the logo to the master page Select the logo in the bottom right corner of the first page Click on the Page Design tab, click on Master Pages in the Page Background group, then select Send to Master Page A message is displayed confirming the object was sent Click on [OK], then click on Page 2 in the Pages navigation pane to see the logo on this page To use a master page: 1. Click on the View tab, then click on Master Page in the Views group 2. Insert or apply the desired elements to the master page 3. Click on the Master Page tab, then click on Close Master Page in the Close group When your publication is in Master Page view, the Pages navigation pane displays thumbnail previews of each of your master pages. Instead of being numbered 1, 2, 3, and so on, the master pages are labelled A, B, C, etc. Watsonia Publishing Page 117 Chapter 11 - Master Pages

126 Same File INSERTING HEADERS Traditionally, a header is an object that appears at the top of every page. In Publisher, headers are created on the master page. They appear on every page, but can only be modified when the master page is displayed. Headers can include text, page numbers, date and time stamps, and graphics. Continue using the previous file with this exercise, or open the file Master Pages_2.pub... Click on page 1 in the Pages navigation pane to display the first page of the publication Click on the Insert tab, then click on Header in the Header & Footer group The publication will switch to Master Page view, with the text insertion point in the header area of the master page Type AGE, then press On the Master Page tab, click on Insert Date in the Header & Footer group Today s date will be inserted after the text On the Master Page tab, click on Close Master Page in the Close group to return the publication to Normal view Notice that the header appears on every page To insert a header: 1. Click on the Insert tab, then click on Header in the Header & Footer group 2. Type or insert the desired information 3. Click on the Master Page tab, then click on Close Master Page in the Close group You can format the text of headers and footers just as you can format ordinary text by changing the font, size, style and alignment. Watsonia Publishing Page 118 Chapter 11 - Master Pages

127 Same File INSERTING FOOTERS While a header appears at the top of every page, a footer appears at the bottom. Footers often include information such as page numbers, company names and taglines. Like headers, footers are inserted on the master page and will appear on every page that the master page is applied to. Continue using the previous file with this exercise, or open the file Master Pages_3.pub... Click on the View tab, then click on Master Page in the Views group The publication will switch to Master Page view On the Master Page tab, click twice on Show Header/Footer in the Header & Footer group to open the footer area of the master page Type Greening the Globe On the Master Page tab, click on Close Master Page in the Close group to return the publication to Normal view The footer is inserted on every page To insert a footer: 1. Click on the Insert tab, then click on Footer in the Header & Footer group 2. Type or insert the desired information 3. Click on the Master Page tab, then click on Close Master Page in the Close group Page numbers can be inserted into headers and footers. They can be aligned to the left, right or centre. Watsonia Publishing Page 119 Chapter 11 - Master Pages

128 Same File INSERTING PAGE NUMBERS Page numbers are common in print publications and are especially useful in a publication with many pages. In Publisher, page numbers can be inserted into the header or footer of a master page where they appear as a hash symbol (#). When the publication is returned to Normal view, the symbol will become a number corresponding to the position of the page in the publication. Continue using the previous file with this exercise, or open the file Master Pages_4.pub... Click on the View tab, then click on Master Page in the Views group On the Master Page tab, click twice on Show Header/Footer in the Header & Footer group to open the footer for editing Click at the end of the word Globe in the footer, then press twice to move the insertion point to the right end of the footer Type Page, then press On the Master Page tab, click on Insert Page Number in the Header & Footer group A hash symbol (#) is inserted On the Master Page tab, click on Close Master Page in the Close group to return the publication to Normal view Each page now has a number To insert page numbers: 1. Click on the View tab, then click on Master Page in the Views group 2. Click in the header or footer 3. On the Master Page tab, click on Insert Page Number in the Header & Footer group You can insert page numbers without going into Master Page view. Simply click on the Insert tab, click on Page Number in the Header & Footer group, then select the position on the page to insert the numbers. Be aware that this method will affect any headers or footers already applied. Watsonia Publishing Page 120 Chapter 11 - Master Pages

129 Same File USING A TWO PAGE MASTER Many publications are designed to be viewed as a booklet or two-page spread. In this situation you might prefer to use a Two Page Master. A two page master allows you to specify what appears on the left and right pages of a two page spread. Note that switching from a single master page to a two page master will cause some elements to be mirrored on the left master page. Continue using the previous file with this exercise, or open the file Master Pages_5.pub... Click on the View tab, then click on Master Page in the Views group On the Master Page tab, click on Two Page Master in the Master Page group to switch to a two page master The former single master page becomes the right page of the two page master, and the logo is mirrored on the new left page 2 On the Master Page tab, click on Close Master Page in the Close group to return to Normal view Click on page 2 in the Pages navigation pane to display it This page would be on the left in a two-page spread and so the left page of the two page master has been applied Click on the View tab, then click on Two-Page Spread in the Layout group to view the publication as a two-page spread 5 Note: You can click and drag the text boxes in the header and footer areas to ensure they align. To use a two page master: 1. Click on the View tab, then click on Master Page in the Views group 2. On the Master Page tab, click on Two Page Master When you switch from a single master page to a two page master, any elements (aside from headers and footers) already on the single page will be mirrored in the new one. This includes images, guidelines and text boxes; however, the text inside the text boxes will not be mirrored. Watsonia Publishing Page 121 Chapter 11 - Master Pages

130 Same File CREATING ADDITIONAL MASTER PAGES There may be times when you want to apply certain design and layout elements to different pages. In this situation you can create multiple master pages, and choose which one to apply to each page of your publication. For example, a brochure with many topics and pages might have one master page for each topic title page, and another for the content pages. 3 Continue using the previous file with this exercise, or open the file Master Pages_6.pub... Click on the View tab, then click on Master Page in the Views group to switch to Master Page view Let s create a new master page On the Master Page tab, click on Add Master Page in the Master Page group to display the New Master Page dialog box Click on Two-page master so it appears unticked Click on [OK] to create the new master page Click on the Page Design tab, click on Background in the Page Background group, then click on 30% tint of Accent 2 under Solid Background to apply this background Click on the Master Page tab, then click on Close Master Page in the Close group to return to Normal view 4 5 To create an additional master page: 1. Click on the View tab, then click on Master Page in the Views group 2. On the Master Page tab, click on Add Master Page in the Master Page group 3. Set the options as desired, then click on [OK] When you create new master pages, they will not be applied to any of the pages of your publication until you specify otherwise. Watsonia Publishing Page 122 Chapter 11 - Master Pages

131 Same File USING MULTIPLE MASTER PAGES When you have a publication with more than one master page, you can choose which master page to apply to each normal page in the publication. You also have the option of applying no master page to a publication page. You can choose these specifications in both Normal view and Master Page view. Continue using the previous file with this exercise, or open the file Master Pages_7.pub... Click on the View tab, then click on Master Page in the Views group to switch the publication to Master Page view Click on master page B in the Pages navigation pane to display the second master page On the Master Page tab, click on Apply To in the Master Page group, then select Apply Master Page to display the Apply Master Page dialog box Click on Pages to select it, then type 1 in to, as shown Click on [OK] to apply master page B to the first page of the publication On the Master Page tab, click on Close Master Page in the Close group to return to Normal view Click on page 4 in the Pages navigation pane to display the last page of the publication Click on the Page Design tab, click on Master Pages in the Page Background group, then select (None) to apply neither of the master pages to this page To apply a master page: 1. Click on the View tab, then click on Master Page in the Views group 2. Select the desired master page 3. On the Master Page tab, click on Apply To in the Master Page group, then select the desired option For Your Reference (cont.) To apply no master pages to a page: 1. Select the publication page 2. Click on the Page Design tab, then click on Master Pages in the Page Background group 3. Select (None). Watsonia Publishing Page 123 Chapter 11 - Master Pages

132 NOTES: Watsonia Publishing Page 124 Chapter 11 - Master Pages

133 CHAPTER 12 MAIL MERGE INFOCUS Mail merge is a process that merges a publication with specific details for different people and/or companies. For example, you can create a series of address labels or individual newsletters for a list of people. To create a mail merge, you need a publication and a list of names and addresses of the people you want to send it to. Publisher makes a copy of the letter or publication for each name and address in the list. Each copy of the publication will contain the personal information of one of your recipients. This is a great way to save time and money when you need to provide many people with the same information. In this session you will: learn how to create a mail merge data source learn how to create a mail merge publication learn how to show the results of a merge learn how to sort a merge learn how to filter merge data learn how to print the results of a merge learn how to clear a filter. Watsonia Publishing Page 125 Chapter 12 - Mail Merge

134 Open File CREATING A DATA SOURCE Every mail merge needs to have a data source. For example, if you want to send a personalised price list to all of your customers, then the names and addresses of your customers will need to be placed into a data source that the main merge publication refers to. Data sources are normally best thought of as tables of information that have been organised into rows and columns. 1 Before starting this exercise you MUST open the file Mail Merge_1.pub Click on the Mailings tab, click on Select Recipients in the Start group, then select Type a New List to display the New Address List dialog box Type Ms in Title, then press to move the insertion point to First Name Type Kelly, press, then type Long in Last Name Complete the rest of the fields as shown, pressing after each entry to move to the next field Click on [New Entry] to start a new record Repeat steps 2 to 5 to create six more records, as shown Click on [OK] to display the Save Address List dialog box Navigate to the course files folder, type Customers in File name, then click on [Save] The Mail Merge Recipients dialog box lists the customers Ensure that all names are ticked, then click on [OK] 4 6 New Melbourne Light Orchestra, GPO Box 453, Melbourne, VIC, 3000 Name Mr Joe Watts Ms Carol Nhan Ms Diva Sposito Mr Sini Ivanovich Miss Sarla Tariq Mrs Nina Buckley Address Totally Thespian 29 Marigold St Adelaide SA 5030 Music Mania 220 High St Sydney NSW 2004 Arts Industry Association PO Box 695 Sydney NSW 2004 Kinetic Dance Energy 2/258 Seaview St Cottesloe WA 6023 Stellar SciFi Club 10 Amess St Carlton VIC 3054 Henrik Ibsen Society 5 Evans St Albury NSW 2657 To create a merge data source: 1. Click on the Mailings tab, click on Select Recipients in the Start group, then select Type a New List 2. Enter each data record, then click on [OK] 3. Name the database, select a save location, then click on [Save] A data source file is not a Publisher publication file. Data source files have the file extension.mdb which indicates that they are compatible with Microsoft Access. You can view and even change the data in Microsoft Access if needed, or copy it to Microsoft Word. Watsonia Publishing Page 126 Chapter 12 - Mail Merge

135 Same File CREATING A MAIL MERGE PUBLICATION Any publication can be used for merging. The only real requirement is that you must be able to personalise it in some way so that it can be reproduced multiple times using the data in the data source. A mail merge publication differs from other publications in that it contains field codes which indicate where the data from the data source will be placed. 1 Continue using the previous file with this exercise, or open the file Mail Merge_2.pub... If you open a merge publication that was previously linked to a data source, Publisher will ask you to confirm the data source file click on [Yes] if the listed source file is correct and you want to maintain the link Click on the Mailings tab, click on the bottom half of Mail Merge in the Start group, then select Step-by-Step Mail Merge Wizard to display the Mail Merge task pane The previously created customer list is automatically selected as the recipient list for this merge publication. Our first step is to insert merge fields into the publication which will determine where the information is placed On the Mailings tab, click on Preview Results in the Preview Results group so that this option is not selected Click after the words This certificate entitles on the publication, then press Click on Title in the Mail Merge task pane to insert the merge field, then press Repeat step 4 to insert the First Name and Last Name fields, type of, press, then insert the City field 5 To create a merge publication: 1. Click on the Mailings tab, click on the bottom half of Mail Merge in the Start group, then select Step-by-Step Mail Merge Wizard 2. Position the insertion point, then click on merge fields to insert them If you want to use a different recipient list for your mail merge, click on Previous: Create recipient list at the bottom of the Mail Merge task pane. Watsonia Publishing Page 127 Chapter 12 - Mail Merge

136 Same File SHOWING MERGE RESULTS Once your data source and merge publication are linked, you can preview the data in the publication to see how it appears. You can show the merge results directly on the screen or you can print the results. When you perform a merge to the screen, you review one publication at a time and can step through the records checking that each one appears as you expect it to. 1 Continue using the previous file with this exercise, or open the file Mail Merge_3.pub... Click on the Mailings tab, then click on Preview Results in the Preview Results group to see the first recipient s details In the Mail Merge task pane, click on Next in Preview recipient to view the next merged record Repeat step 2 to preview each record Click on First in Preview recipient to return to the first record 2 To show the merge results: 1. Click on the Mailings tab, then click on Preview Results in the Preview Results group 2. In the Mail Merge task pane, click on the arrows under Preview recipient to move between records Merge results are automatically displayed when you open or save a publication. Watsonia Publishing Page 128 Chapter 12 - Mail Merge

137 Same File SORTING A MERGE Unless you specify otherwise, merged records are displayed in the order of placement in the data source. Usually the data source is not organised in any particular fashion other than the order in which the records were entered. By sorting you can organise your merge in a number of ways. For example, you can sort the data source alphabetically by customer name or city. Continue using the previous file with this exercise, or open the file Mail Merge_4.pub... In the Mail Merge task pane, click on Edit recipient list to display the Mail Merge Recipients dialog box Click on Sort under Refine recipient list to display the Sort Records tab of the Filter and Sort dialog box Click on the drop arrow for Sort by, then scroll to and select City Click on the drop arrow for Then by, then select Last Name This creates a second level sort, by last name within city Click on [OK] to display the results in the Mail Merge Recipients dialog box The first city listed is Adelaide and the last is Sydney; within Sydney, Ms Nhan is listed before Ms Sposito Click on [OK] to apply the changes to the publication Click on Next in Preview recipient to view each record The records are now sorted by city, then last name 4 5 To sort a merge: 1. Click on Edit recipient list in the Mail Merge task pane 2. Click on Sort 3. Select the field/s to sort the records by 4. Click on [OK], then click on [OK] again When conducting a merge, you can change to a descending sort (Z to A) by clicking on Descending in the Filter and Sort dialog box. You can click on Edit Recipient List in the Start group on the Mailings tab to conduct a sort. Watsonia Publishing Page 129 Chapter 12 - Mail Merge

138 Same File FILTERING DATA There are times when you don t want to produce a publication for every recipient in the data source list. For example, you might want to send a special price list to customers in a particular suburb. This can be achieved by filtering data in the source file. Filters have three parts: the field to be filtered by, the comparison operator and the example to search for. Continue using the previous file with this exercise, or open the file Mail Merge_5.pub... In the Mail Merge task pane, click on Edit recipient list to display the Mail Merge Recipients dialog box Click on Filter under Refine recipient list to display the Filter Records tab of the Filter and Sort dialog box Click on the drop arrow for Field, then scroll to and click on State Click in Compare to, then type NSW The Comparison value is Equal to this ensures that Publisher only merges those records where the State is NSW Click on [OK], then click on [OK] again to return to the merge publication In the Mail Merge task pane, click on Next in Preview recipient to display each filtered record There are three recipients, all from NSW To filter merged records: 1. Click on Edit recipient list in the Mail Merge task pane, then click on Filter 2. Select the fields to filter for, then enter the filter conditions 3. Click on [OK], then click on [OK] again More complex filters can be created using the or and and operators. To compare two suburbs you can create two expressions and separate each with an or operator. When working with numeric data, you can use the and operator to see values that fall within a range. Watsonia Publishing Page 130 Chapter 12 - Mail Merge

139 Same File MERGE PRINTING Merges are usually done so that we can produce personalised publications to send to people; hence the term mail merge. When you create a merge, you have the option to merge directly to a printer. Merge printing is essentially the same as normal printing except that you can elect to print a range of records. 1 Continue using the previous file with this exercise, or open the file Mail Merge_6.pub... In the Mail Merge task pane, click on Next: Create merged publications under Step 2 of 3 The merge options will be displayed in the task pane Click on Print near the top of the pane to display the Print options in Backstage view Select a printer to print the publication To save paper and ink, we can print more than one certificate per page Click on Multiple copies per sheet in settings, then select Multiple pages per sheet If you wish to print the publication, click on [Print]; otherwise, click on the Back arrow to return to the publication Only the certificates for the three NSW people will be printed because of the filter 4 To merge to a printer: 1. Click on Next: Create merged publications in the Mail Merge task pane 2. Click on Print 3. Select the printer and printing options 4. Click on [Print] The Print options enable you to control many print settings, including which merge records to print. Clicking on Printer Properties allows you to change your printer s properties, as well. Watsonia Publishing Page 131 Chapter 12 - Mail Merge

140 Same File CLEARING A FILTER Filters will remain in effect until they are cleared. This applies to any merge results that are printed as well. It is a good idea to reset the filters when you no longer want to work with the filtered data source. This way there will be no chance of inadvertently leaving recipients out. Clearing a filter is accomplished through the Filter and Sort dialog box. 3 Continue using the previous file with this exercise, or open the file Mail Merge_7.pub... In the Mail Merge task pane, click on Previous: Prepare your publication in Step 3 of 3 if necessary, to display Step 2 of 3 Click on Edit recipient list to display the Mail Merge Recipients dialog box Click on Filter under Refine recipient list to display the Filter Records tab of the Filter and Sort dialog box Click on [Clear All] to clear the entries Click on [OK], then click on [OK] again to return to the publication Click on Last under Preview recipient to move directly to the last record All seven records are now present, as shown by the record counter in the Mail Merge task pane 4 6 To clear a merge filter: 1. Click on Edit recipient list in the Mail Merge task pane 2. Click on Filter under Refine recipient list 3. Click on [Clear All] 4. Click on [OK], then click on [OK] again As well as using the options in the Mail Merge task pane, you can move between records by using the tools in the Preview Results group on the Mailings tab. Watsonia Publishing Page 132 Chapter 12 - Mail Merge

141 CHAPTER 13 CATALOGUE MERGE INFOCUS If you need to publish a catalogue of products or services, you may find it easier to create a catalogue merge rather than inserting the details for each product or service individually. A catalogue merge is similar to a mail merge in that it takes a list of data from a database and merges it with a publication. The final result is a catalogue with a professional, consistent appearance, as well as a product list database which you will be able to access whenever you need to. In this session you will: gain an understanding of the merge area learn how to create a product list learn how to select a merge area layout learn how to insert text fields learn how to format text fields learn how to insert picture fields learn how to preview and make changes to a catalogue merge learn how to merge to a new publication. Watsonia Publishing Page 133 Chapter 13 - Catalogue Merge

142 UNDERSTANDING THE MERGE AREA A catalogue merge is similar to a mail merge in that you create or locate a data set, then merge this information with a publication. However, unlike a mail merge, a catalogue merge has a merge area in which you insert the merge fields. Anything you insert in the merge area is repeated throughout the rest of the catalogue merge. Displaying The Merge Area The merge area is displayed when you begin a catalogue merge by clicking on the Insert tab, then clicking on Catalogue Pages in the Pages group. Catalogue pages appear in the Pages navigation pane as three pages overlapping each other in the page 2 position. The number of catalogue pages in the publication is determined by the number of items in the product list being used in the catalogue merge, and how many products appear on each page. The merge area has a border of diagonal lines and appears by default in the top left corner of the first catalogue page. The size and location of the merge area determines how many times it will repeat and therefore how many products will appear on each catalogue page; for example, the default option will display six products per page. You can resize and move the merge area as desired, or choose a preset page layout from the gallery on the Catalogue Tools: Format tab. Merge area Catalogue pages Working With The Merge Area The merge area is where you control the layout and appearance of every product entry in your catalogue. It will be repeated for each product in your product list, and Publisher will automatically fit as many product entries as possible on each page. For instance, in the example above, six products would be displayed on each page three rows of two products, with the first product in the list appearing where the merge area is positioned. Each text field and picture field you insert in the merge area will be displayed in the same position in each product entry, with the corresponding information for each product. By only having to insert information into one place, you save the time and effort involved in entering the information for each product individually. This can be especially useful when creating catalogues with many products which would take a long time to enter manually. If you need to make changes to a single product entry, you can do so after the catalogue merge has been finalised. Watsonia Publishing Page 134 Chapter 13 - Catalogue Merge

143 Open File CREATING A PRODUCT LIST The first step in creating a catalogue merge is to create a list of products to feature in your catalogue. This product list contains information about each product, such as the price and ID number. Note that to include a picture which is saved in the same folder in which the product list will be saved, you must type the file name of the picture; otherwise, you must type the full file path. Before starting this exercise you MUST open the file Catalogue Merge_1.pub Click on the Insert tab, then click on Catalogue Pages in the Pages group 5 ID: Price: $9.95 Picture: messyjessie.jpg to A new page will appear with a Catalogue Merge Area on it On the Catalogue Tools: Format tab, click on Add List in the Start group, then select Type a New List to display the New Product List dialog box In Product, type Messy Jessie, then press to move the insertion point to the next column In Description, type Children, Humour. A dog named Jessie wreaks havoc on her small town., then press Repeat step 4 to fill in the ID, Price, and Picture for this product, as shown Click on [New Entry] to start a new record Repeat steps 5 and 6 to create the product list as shown, then click on [OK] Navigate to the course files folder, then type Product list in File name Click on [Save], then click on [OK] 7 To create a product list: 1. Click on the Insert tab, then click on Catalogue Pages in the Pages group 2. On the Catalogue Tools: Format tab, click on Add List in the Start group, then select Type a New List 3. Type the details, then click on [OK] For Your Reference (cont.) 4. Navigate to the desired save location, type a file name, click on [Save], then click on [OK]. Watsonia Publishing Page 135 Chapter 13 - Catalogue Merge

144 Same File SELECTING A MERGE AREA LAYOUT After you have created or chosen a product list to use in your catalogue, the catalogue layout options become available in the Layout group on the Catalogue Tools: Format tab. These options allow you to choose how many products will be displayed on each page, and how the product details will appear. 3 Continue using the previous file with this exercise, or open the file Catalogue Merge_2.pub... Ensure the Catalogue Tools: Format tab is active, then click on the first option in the merge area layout gallery in the Layout group This option will display one product on each page Click on the second layout option in the gallery This option will display two products on each page Click on the More arrow for the layout gallery, then select the option 4 entries, 2 columns This option will display four products on each page two at the top and two at the bottom On the Catalogue Tools: Format tab, click on Fill Order in the Layout group, then ensure Across then down is selected This ensures that the second product in the list will be displayed to the right of the first product, rather than below it 4 To change the merge area layout: 1. Click on the Catalogue Tools: Format tab 2. In the Layout group, select a layout from the gallery You can choose how many rows and columns of products you want to appear on each page of your catalogue. Simply click on the Catalogue Tools: Format tab, click on Rows and Columns in the Layout group, then select the number of rows and columns from the grid. Watsonia Publishing Page 136 Chapter 13 - Catalogue Merge

145 Same File INSERTING TEXT FIELDS Once you have your product list and catalogue layout set up, it s time to insert your merge fields. Merge fields include text fields, which hold the different pieces of information about each product such as the name and the price, and picture fields, which hold pictures. You can choose to insert text fields into the pre-existing text boxes in a preset layout or create your own. Continue using the previous file with this exercise, or open the file Catalogue Merge_3.pub... Click in the merge area, then click in the text box containing the text Name of product or service Select all of the text in the text box, then press Ensure the Catalogue Tools: Format tab is active, click on Text Field in the Insert group, then select Product The name of the first product in the product list, Messy Jessie, appears in the text box Press twice, then repeat step 3 to select Description Click in the text box containing the text Add the price, order number, and other properties, then repeat step 2 for this text box On the Catalogue Tools: Format tab, click on Text Field in the Insert group, then select Price Press select ID, then repeat step 6 to Click away from the merge area to see the changes to the rest of the page While the other four products on the page are blurry, you can see that their details have automatically been inserted 1 8 To insert text fields: 1. Click in the merge area where you want to insert the text field 2. Click on the Catalogue Tools: Format tab, then click on Text Field in the Insert group 3. Select the desired text field If you do not click inside a pre-existing text box before inserting a text field, the text field will appear in a new text box within the merge area. Watsonia Publishing Page 137 Chapter 13 - Catalogue Merge

146 Same File FORMATTING TEXT FIELDS Text in merge fields can be formatted just as text in ordinary text boxes can. The only difference is that when you format text in a merge field, the corresponding text fields in the rest of the catalogue will automatically be formatted in the same way. This ensures that the appearance of your catalogue is consistent, and saves you the time of formatting each product entry individually. Continue using the previous file with this exercise, or open the file Catalogue Merge_4.pub... Click in the text box containing the product name and description in the merge area, then select the text Messy Jessie Click on the Home tab, click on the drop arrow for Font Size in the Font group, then select 20 to change the product name to this size On the Home tab, click on Bold in the Font group to bold the text Select the rest of the text in the text box, then repeat step 2 to change the product description to size 12 Select the product price, then repeat steps 2 and 3 to change the text to size 12 and Bold Select the product ID, then repeat step 2 to change the text to size 10 Click away from the merge area to see the changes to the rest of the page 3 7 To format text fields: 1. Select the text field to be formatted 2. Make the changes as desired Any formatting you can apply to normal text can also be applied to text fields in a catalogue merge. This means that just like when you are working with normal text, you need to be careful when formatting text fields that the formatting you apply is appropriate and easy to read. Watsonia Publishing Page 138 Chapter 13 - Catalogue Merge

147 Same File INSERTING PICTURE FIELDS Many catalogues include pictures of the products being advertised. This can help to give a better idea of what the product is, or simply improve the appearance of your publication by breaking up the text. Before inserting a picture field, make sure the pictures you want to insert are in the correct location and are all the same size. Pictures of different sizes will not be displayed correctly. 2 Continue using the previous file with this exercise, or open the file Catalogue Merge_5.pub... Click in the merge area, then click on the picture icon in the centre of the picture placeholder to display the Insert Picture Field dialog box Ensure the Picture category is selected, as shown Click on [OK] to insert the picture field The pictures are larger than the picture placeholder, so we can only see part of each picture Point to the top middle resize handle of the picture until the mouse pointer changes to a double-headed arrow, then click and drag up to resize the picture, as shown Repeat step 4 to drag the bottom middle resize handle down and right middle resize handle to the right to resize the picture, as shown Click and drag the picture to the right to centre it in the column, then click away from the merge area to see the pictures more clearly 4 5 To insert a picture field: 1. Click on the icon in the centre of the picture placeholder 2. Ensure the Picture category is selected, then click on [OK] 3. Resize the picture as needed You can insert as many picture fields as you like. Simply click on Picture Field in the Insert group on the Catalogue Tools: Format tab, then select the desired category. Watsonia Publishing Page 139 Chapter 13 - Catalogue Merge

148 Same File PREVIEWING AND MODIFYING A CATALOGUE MERGE As with any creative process, it is advisable to go through and check each product entry for mistakes or layout issues before you finalise your catalogue merge. While you can make changes to individual product entries after the merge is complete, changes affecting the layout are better made beforehand to maintain consistency across the publication. Continue using the previous file with this exercise, or open the file Catalogue Merge_6.pub... Ensure the first catalogue page is displayed, then scroll down to view the products on the lower half of the page Part of the description for the product on the right is cut off Ensure the Catalogue Tools: Format tab is active, then click on the right arrow in the Preview Page group to move to the second catalogue page Part of the description for the top left product is also cut off On the Catalogue Tools: Format tab, click on the left arrow in the Preview Page group to return to the first catalogue page, then click in the merge area to make it active Click in the text box containing the product price and ID, then click and drag the bottom middle resize handle to resize the text box, as shown Point to the edge of the text box until the mouse pointer changes to a fourheaded arrow, then click and drag to move the text box down Click in the text box containing the product description, then repeat step 4 to resize this text box, as shown The text box is now large enough for each of the product descriptions 4 6 To preview a catalogue merge: 1. Click on the Catalogue Tools: Format tab 2. Click on the arrows in the Preview Page group to move between the catalogue pages When you modify elements such as text boxes in a catalogue merge, you will probably find that it is best to make the text box as large as you can without overlapping other elements. This way you are more likely to avoid issues such as cutting off text. Watsonia Publishing Page 140 Chapter 13 - Catalogue Merge

149 Same File MERGING TO A NEW PUBLICATION When you have finished making changes to the merge area of your catalogue merge, it is time to finalise the merge into a catalogue publication. You have the choice of merging to a new or an existing publication. After the merge is complete, the catalogue becomes an ordinary publication allowing you to make individual changes without applying them to every product entry. Continue using the previous file with this exercise, or open the file Catalogue Merge_7.pub... Click on the Catalogue Tools: Format tab, then click on Merge to New in the Merge group A new publication opens, displaying your catalogue as a normal publication, with the Catalogue Merge pane to the right Click on page 2 in the Pages navigation pane to display the second page of the publication Click in the text box containing the text Messy Jessie This text box is no longer in a merge area Click on page 3 in the Pages navigation pane to display the third page of the publication Click in the text box containing the text Kitchen Creations The text box becomes active, showing that we can now make changes to individual product entries 3 5 To merge to a new publication: 1. Click on the Catalogue Tools: Format tab 2. Click on Merge to New in the Merge group If you want to add your catalogue pages to an existing publication, click on the Catalogue Tools: Format tab, click on Add to Existing in the Merge group, then navigate to and choose a publication. The merged pages will be added to the end of the publication. Watsonia Publishing Page 141 Chapter 13 - Catalogue Merge

150 NOTES: Watsonia Publishing Page 142 Chapter 13 - Catalogue Merge

151 CHAPTER 14 SAVING AND SHARING INFOCUS After you have created a publication, the next step in the process is to actually publish it so that you can share it with other people. While you might like to print from home if you have access to a printer, there are several other options available which can make the sharing process easier, as well as help you produce a more professional-looking publication. In this session you will: learn how to send a publication as an learn how to change the file type of a publication learn how to save a publication as a JPEG learn how to save a publication for a commercial printer learn how to save a publication for another computer. Watsonia Publishing Page 143 Chapter 14 - Saving and Sharing

152 Open File SENDING A PUBLICATION AS AN There may be times when printing is not the most practical way of sharing your publication; for instance, it might be meant for one person, or marketed towards people who live far away. In such a situation, you might prefer to send your publication by . Publisher provides you with several options for sharing your work in this manner, including attaching it as different file types. 1 Before starting this exercise you MUST open the file Saving And Sharing_1.pub... Click on the File tab, then click on Share A list of options for ing the publication are displayed Click on [Send Current Page] in the right pane The publication is displayed, with options displayed above Click in the box for To, then type fbloggs@ address. com Click in the box for Subject, then type Congratulations! You would usually now click [Send]; however, we don t actually want to send this Click on [Cancel] to cancel the 4 To send a publication as an 1. Click on the File tab, then click on Share 2. Click on the desired option in the right pane 3. Type the required details 4. Click on [Send] While the [Send Current Page] ing option sends the publication as the body of the , the three other options open your ing program and send the publication as a Publisher, PDF or XPS attachment which must be downloaded and opened by the receiver. Watsonia Publishing Page 144 Chapter 14 - Saving and Sharing

153 Same File CHANGING THE FILE TYPE When sharing a publication electronically, you may come across some compatibility problems. For example, the person you are sharing the publication with might have an older version of Publisher installed on their computer, or might not have Publisher at all. Fortunately, you can change the file type of your publication to make it compatible with other programs. Continue using the previous file with this exercise, or open the file Saving And Sharing_2.pub... Click on the File tab, then click on Export Click on Change File Type in the middle pane A list of available file types is displayed Click on Publisher 2000 Publication (*.pub) in Publisher File Types Click on [Save As] to display the Save As dialog box In File name, type Publisher 2000 File Navigate to the course files folder, then click on [Save] A message is displayed, saying that some of the features in the publication will not be supported in the different file type Click on [Yes] to save the publication as a Publisher 2000 file 3 5 To change the file type of a publication: 1. Click on the File tab, then click on Export 2. Click on Change File Type 3. Select a file type, then click on [Save As] 4. Type a file name, choose a save location, then click on [Save] You can change the file type of a publication directly from the Save As dialog box. Simply click on the drop arrow for Save as type, then select a file type. Watsonia Publishing Page 145 Chapter 14 - Saving and Sharing

154 Open File SAVING FOR PHOTO PRINTING Publisher provides you with the option of saving your publication in JPEG or TIFF format so that you can print it from a photo printer or make it into a photobook. When you choose this option, a folder will be created with the name of the publication, and each page will be a separate JPEG or TIFF file in that folder. Before starting this exercise you MUST open the file Saving And Sharing_3.pub... Click on the File tab, then click on Export Under Pack and Go, click on Save for Photo Printing Click on the drop arrow under Save for Photo Printing in the right pane to see the options We have the choice of saving as JPEG or TIFF images Select JPEG Images for Photo Printing, then click on [Save Image Set] to display the Choose Location dialog box Ensure the course files folder is displayed, then click on [Select folder] to save the publication Let s see our new JPEGs Open File Explorer, then navigate to the course files folder A new folder with the same name as the publication is in the course files folder Double-click to open the folder Each page of the publication is saved as a separate JPEG file 2 7 To save a publication as a JPEG or TIFF: 1. Click on the File tab, then click on Export 2. Click on Save for Photo Printing under Pack and Go 3. Select the desired format under Save for Photo Printing, then click on [Save Image Set] For Your Reference (cont.) 4. Choose a save location, then click on [Select folder]. Watsonia Publishing Page 146 Chapter 14 - Saving and Sharing

155 Same File SAVING FOR A COMMERCIAL PRINTER There may be times when your printing needs extend beyond the capabilities of your printer. Commercial printing services are able to help you with a range of printing needs, including quantity, quality, sizing, and binding. Before taking your publication to be printed, ensure you consult with the printing service to confirm details such as which file types they accept and what your goals are. Continue using the previous file with this exercise, or open the file Saving And Sharing_4.pub... Click on the File tab, then click on Export Under Pack and Go, click on Save for a Commercial Printer Ensure that Commercial Press and Both PDF and Publisher.pub files are selected under Save for a Commercial Printer, as shown Click on [Pack and Go Wizard] to display the Pack and Go Wizard dialog box Click on Other location to select it, then click on [Browse] to display the Choose Location dialog box Navigate to the course files folder, then click on [Select folder] Click on [Next] to pack the publication for printing Click on Print a composite proof so it is unticked, then click on [OK] The publication is now saved in a compressed ( zipped ) folder which you can take to your printing service 3 6 To save a publication for a commercial printer: 1. Click on the File tab, then click on Export 2. Click on Save for a Commercial Printer 3. Select the desired options, then click on [Pack and Go Wizard] 4. Choose a save location, click on [Next], then click on [OK] Not all commercial printers will accept Publisher files, but most will accept PDF. Selecting the option to pack both a Publisher and a PDF file allows the printing service to choose the best way to print your publication for you. Watsonia Publishing Page 147 Chapter 14 - Saving and Sharing

156 Same File SAVING FOR ANOTHER COMPUTER If you are planning on sharing your publication with another person electronically and are unsure of what will be compatible with their computer in terms of fonts, graphics and the like, you can choose to save the publication with these elements embedded. This will enable the other person to open and edit the publication without any missing elements or compatibility issues. Continue using the previous file with this exercise, or open the file Saving And Sharing_5.pub... Click on the File tab, then click on Export Click on Save for Another Computer Click on [Pack and Go Wizard] to display the Pack and Go Wizard dialog box, then click on [Next] Click on Other location to select it, then click on [Browse] to display the Choose Location dialog box Navigate to the course files folder, then click on [Select folder] Click on [Next] Click on Embed TrueType fonts and Create links for embedded graphics so that all three options are ticked, as shown Click on [Next], click on [Finish], then click on [OK] The publication is now saved in a compressed ( zipped ) folder which can be opened on another computer 2 7 To save a publication for another computer: 1. Click on the File tab, then click on Export 2. Click on Save for Another Computer 3. Click on [Pack and Go Wizard] 4. Choose a save location, then click on [Next] For Your Reference (cont.) 5. Select the desired options, click on [Next], then click on [Finish]. Watsonia Publishing Page 148 Chapter 14 - Saving and Sharing

157 CHAPTER 15 GETTING HELP INFOCUS While the interface in Microsoft Publisher is intuitive and easy to use, there will always be aspects that you don t quite understand or require assistance with. This is where Help comes in handy. In this session you will: gain an understanding of how Publisher Help works learn how to access the Help window learn how to navigate the Help window learn how to use Google to find help. Watsonia Publishing Page 149 Chapter 15 - Getting Help

158 UNDERSTANDING HOW HELP WORKS Office contains help facilities and options for you to use. The main access point for help is the Publisher Help window. This window appears when you press, point to some commands on the ribbon or click on the Help tool in certain dialog boxes Tip: Microsoft s help system tends to be dynamic as it is relatively easy for Microsoft to change or update its web-based content. As a result, your Publisher Help window may look a little different to the screen shown here. 4 Help tools Search box Top Categories Pin icon These tools are provided to make working with the Publisher Help window easier. They include Back and Forward buttons you can use to step through topics you ve researched and a Print button. You can quickly return to the Publisher Help home screen by clicking on Home. You can use the search box to specify the information you wish to find. Simply type the topic name or term you require help with or information on and press. These are a list of commonly searched topics that may be related to the subject on which you wish to find information. When you click on the plus icon next to one of these, all help articles related to that general function or topic will appear listed. By clicking on the pin icon known as Keep Help on Top/Don t Keep Help on Top you can pin the Publisher Help window so that it stays open even while you are working on your worksheet. Once you have selected Keep Help on Top, the pin icon will change to Don t Keep Help on Top so you can easily turn off this feature again. Watsonia Publishing Page 150 Chapter 15 - Getting Help

159 Open File ACCESSING THE HELP WINDOW The Publisher Help window can be accessed from three main places in Publisher. General help can be accessed by clicking on Publisher Help in the Publisher window. Help for a specific dialog box can be accessed by clicking on Help in the dialog box, and command-specific help can be accessed for some commands by pointing to the command and pressing. Before starting this exercise ensure that you have a blank publication open Click on Microsoft Publisher Help at the right end of the title bar The Publisher Help window will open, displaying the Publisher Help home screen Click on Close to close the Publisher Help window Click on the Page Design tab, then click on the dialog box launcher for the Page Setup group to display the Page Setup dialog box Click on Help in the top right corner of the dialog box The Publisher Help window will display with suggestions for page sizes and page setup Click on Close to close the Publisher Help window, then click on [Cancel] to close the Page Setup dialog box You can also access Publisher Help for specific commands Click on the Insert tab, point to Pictures in the Illustrations group, then press This gives you specific help about inserting pictures Click on Close to close the Publisher Help window To access Help: Click on Microsoft Publisher Help, or Open a dialog box and click on Help, or Point to a command and press, or Press Specific Help isn t available for every command; however, if you point to a command, a tooltip will appear including a description of the tool and below this (if specific help is available) the text Tell me more. Clicking on Tell me more will display the Help topics for that command. Watsonia Publishing Page 151 Chapter 15 - Getting Help

160 NAVIGATING THE HELP WINDOW The Microsoft Publisher Help window comes with a series of buttons you can use to navigate Help topics such as the Forward and Back arrows which allow you to move backwards and forwards between pages you have visited. There is also the Home button which allows you to return to the home screen without having to move back through your previous pages. Before starting this exercise ensure you have a publication open... Click on the Microsoft Publisher Help tool to display the Publisher Help window Under Top categories, click on Work with pictures and watermarks to display a list of articles Click on Crop a picture to open the article Click on Back to return to the list of categories Click in the search box and type font, then press to display articles related to fonts Click on Remove languages and fonts you don t use to display the article Click on Home to return to the home screen Click on Close to exit the Publisher Help window 3 5 To navigate forward or backward: Click on the Forward or Back arrow To go to the Home screen: Click on Home You can increase the size of the text in the Publisher Help window by clicking on Use Large Text, located immediately to the left of the search box. Simply click on Use Large Text again if you wish to return to the default font size. Watsonia Publishing Page 152 Chapter 15 - Getting Help

161 USING GOOGLE TO GET HELP If you re having problems with Microsoft Office or would like to find some quicker and easier ways of working with Office, you can rest assured that others have had similar concerns and have posted tips and possible solutions on the web. Using a popular search engine such as Google can easily put you in touch with a range of information from other users. 1 Before starting this exercise ensure you have a publication open... Open your web browser in the normal way and access the Google website ( Type Microsoft Publisher 2016 into the search box and press After a few moments a range of suggested sites will appear. Since the web is dynamic and constantly changing, your results will most likely differ to what we have shown Scroll through and follow any links you find interesting Close the browser window 2 To google help for Publisher: 1. Open your web browser in the normal way and access the Google website 2. Type the desired search criteria in the search box and click on [Google Search] This type of help tends to be more eclectic than direct help from Microsoft Office. Instead of an organised help system, by using a Google search you ll find plenty of help and support, but also opinions (both good and bad), commentary, observations, and a whole range of other information. Watsonia Publishing Page 153 Chapter 15 - Getting Help

162 NOTES: Watsonia Publishing Page 154 Chapter 15 - Getting Help

163 CONCLUDING REMARKS Congratulations! You have now completed. was designed to get you to the point where you can competently perform a variety of operations. We have tried to build up your skills and knowledge by having you work through specific tasks. The step-by-step approach will serve as a reference for you when you need to repeat a task. Where To From Here? The following is a little advice about what to do next: Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it small is a good way to start. Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go these step-by-step notes were designed to help you in the classroom and in the work place! Here are a few techniques and strategies that we've found handy for learning more about technology: read computer magazines there are often useful articles about specific techniques if you have the skills and facilities browse the internet, specifically the technical pages of the application that you have just learnt take an interest in what your work colleagues have done and how they did it we don't suggest that you plagiarise, but you can certainly learn from the techniques of others if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away over a period of time you'll learn a lot this way and of course, there are also more courses and books for you to work through. Hungry for More? We live in an ever-changing world where we all need to review and upgrade our skills. If you have received this course book on a training course, why not ask the tutor or trainer for other courses that may be of benefit to you. If you are attending a college ask for one of their brochures. Alternatively, if you ve enjoyed using this course book you can find others that cover a wide range of topics at our website Watsonia Publishing Page 155 Concluding Remarks