Executive Summar y

This report on Alternative Desktop Publishing aims to demonstrate the main

differences between Microsoft Word 2007 and Microsoft Publisher 2007 as feasible
desktop publishing applications.

Throughout the document, we will cover the cost of the solution, the feasibility of it,
and describe why Microsoft Publisher 2007 out-performs Microsoft Word 2007 as a
desktop publishing application.
Alternative Desktop Publis hing
(Feasibilit y and Alternatives)

Alternative Desktop Publishing

TAFE

Joshua South, John Kozik, Trent Kearns

1 December 2009

Version Number
1.1
Alternative Desktop Publishing Version Number 1.1

Table of Contents

INTRODUCTION ............................................................................................................................ 2

PROJECT JUSTIFICATION .......................................................................................................... 2

BACKGROUND ................................................................................................................................. 2
THE CURRENT SITUATION................................................................................................................ 2
PROBLEMS ...................................................................................................................................... 2
ISSUES AND OPPORTUNITIES ............................................................................................................ 3
GOAL .............................................................................................................................................. 4
OBJECTIVES .................................................................................................................................... 4
SCOPE ............................................................................................................................................. 4
CONSTRAINTS ................................................................................................................................. 4
SOFTWARE REQUIREMENTS ............................................................................................................. 5
PURCHASING REQUIREMENTS .......................................................................................................... 5
QUALITY REQUIREMENTS ................................................................................................................ 5
SECURITY REQUIREMENTS ............................................................................................................... 5
SYSTEM MAINTENANCE ................................................................................................................... 5
DOCUMENTATION REQUIREMENTS ................................................................................................... 5
TRAINING REQUIREMENTS ............................................................................................................... 5
THE RECOMMENDED SOLUTION ............................................................................................. 6

ALTERNATIVE ............................................................................................................................... 7

JUSTIFICATION OF THE RECOMMENDED SOLUTION ........................................................ 8

COSTS AND BENEFITS ................................................................................................................. 9

COSTS ............................................................................................................................................. 9
BENEFITS ........................................................................................................................................ 9
IMPACT STATEMENT ................................................................................................................ 10

FEASIBILITY OF THE RECOMMENDED SOLUTION............................................................ 11

TECHNICAL FEASIBILITY ............................................................................................................... 11

OPERATIONAL FEASIBILITY ........................................................................................................... 11
SCHEDULE FEASIBILITY ................................................................................................................. 11
HUMAN FEASIBILITY ..................................................................................................................... 11
CONCLUSION ............................................................................................................................... 12

SUMMARY..................................................................................................................................... 12
RECOMMENDATION ....................................................................................................................... 12
GLOSSARY.................................................................................................................................... 13

Joshua South, John Kozik, Trent Kearns 22/10/2009

Alternative Desktop Publishing Version Number 1.1

Introduction
Desktop publishing software is used to create images, page layouts, and advertising mediums
used in marketing. However, this powerful software is not limited to this field; it can be used
for a lot more.

The purpose of this documentation is to evaluate the functionality of Microsoft Publisher

2007 as a powerful desktop publishing application compared to Microsoft Word 2007.

Microsoft Publisher 2007 is the leading desktop publishing application for computers running
the Microsoft Windows XP operating system, thus making it the most appropriate option for
creating marketing mediums. As opposed to other desktop publishing software Microsoft
Publisher 2007 has the powerful backing of Microsoft and allows interaction between various
Microsoft products such as Microsoft Word which allows for greater creativity and an overall
more attractive design.

Project Justification
Background
Desktop publishing began in 1985 with Mac introducing MacPublisher to the market. Since
then desktop publishing has made a major impact on the marketing industry by allowing
people to easily create brochures, business cards, and anything else they could imagine
printing. Adobe systems created the professional standard for desktop publishing when it
purchased PageMaker in 1984. By 1998 PageMaker lost it’s grip on the market to rival
publishing application QuarkXPress.

In 2002 Adobe created the first Mac OS-X native desktop publishing application with
InDesign.

InDesign was the first desktop publishing application to support Unicode for test processing
of advanced typography font styles. It also included advanced transparency features,
complete layout styles, optical margin alignments and cross-platform scripting with
javascript.

The Current Situation

TAFE NSW – Maitland Campus is currently offering Certificate I, Certificate II, Certificate
III, Certificate IV and Diploma in Information Technology and requires an updated brochure
as the current brochure offered is quite bland.

Problems
The problem is that Maitland TAFE’s Information Technology brochure is outdated and
doesn’t provide up to date information nor include all the options to prospective students. The
problems potentially effecting this brochures success, is the lack of knowledge regarding

Joshua South, John Kozik, Trent Kearns

11/1/2009
2
Alternative Desktop Publishing Version Number 1.1

Information Technology and therefore may stunt the interesting in studying the course by
potential students.

Issues and Opportunities

Some of the issues faced by this feasibility report is the information must be accurate as to
not mislead any potential readers of the brochure in any way. Other issues faced are the
limited number of brochures we can have available after printing. Some students may miss
out on receiving the information due to the limited number of brochures which will result in a
higher printing cost, more paper usage and larger time consumption due to the need of
printing more brochures.

Some opportunities that may come from this feasibility report is that Maitland TAFE will
gain more students and increase its reputation as a great campus for studying Information
technology. With students developing the brochure it will be directly aimed at what students
find appealing. Other opportunities are that students can be more punctual due to the time
being printed on their information brochures.

Joshua South, John Kozik, Trent Kearns

11/1/2009
3
Alternative Desktop Publishing Version Number 1.1

Goal
The goal of this project is to explain and demonstrate how to create a visually pleasing
brochure using the Microsoft Publisher 2007 application on a computing utilising the
Microsoft Windows XP operating system.

Objectives

· Research on Microsoft Publisher 2007 by 27/08/2009

· Write feasibility report by 22/10/2009
· Create templates for brochure by 01/10/2009
· Draft the content of the brochure outlining Information Technology courses available
at Maitland’s TAFE campus.
· Completed content of brochure outlining Information Technology courses available at
Maitland’s TAFE campus by 22/10/2009
· Provide comprehensive training to other users by 19/11/2009

Scope
The scope of the project is to identify Microsoft Publisher 2007 as an excellent and flexible
application that enables users to efficiently create a diverse range of media and
documentation for publishing with endless possibilities.

This project will develop a double sided brochure that will cover all five courses currently
offered by Maitland TAFE. The brochure will be easily accessible and relatively easy to
understand.

Constraints

Time Constraint: 36 Hours total, 2 Hours per week for 18 weeks. Project is due 26/11/09.
Budget: The project budget is $100AUD which will cover all necessary equipment and
resources.
Staff Availability: Staff is available for every part of the project unless special circumstances
arise.
Resources: This project requires the use of Microsoft Publisher 2007 Software and a reliable
computer running Microsoft Windows XP operating system. Other resources required will be
a colour printer and approximately 30 to 40 pieces of light blue coloured paper to print on.
Expertise and Skill level: Our current expertise in regard to the project at hand are rather
minimal, however, there are a vast range of online resources for us to reach our project goal.

Joshua South, John Kozik, Trent Kearns

11/1/2009
4
Alternative Desktop Publishing Version Number 1.1

Hardware Requirements
1.5GHz Processor or faster
1.8GB of hard drive space required. Additional space required during installation.
1,024x768 display (1,280x800 recommended)
DVD-Rom Drive
Printer

Software Requirements
Microsoft Publisher 2007
Microsoft Windows XP

Purchasing Requirements
Coloured A4 Paper - $20
Ink Cartridges - $30
Microsoft Publisher 2007 – Already supplied.

Quality Requirements
Checklist for documentation.
Organisation – Well structured documentation which is easy to understand and follow.
Content – The content will focus on the tasks at hand.
Appearance – The appearance will be appealing visually.
Correct English spelling and grammar – Ensuring that the content is easy to read.
Be clear, concise, and consistent – Short sentences and not using a mixture of words for the
same action.
Proof read – Another person to read the document to make sure that there is no mistakes.
Follow the standards – So it is consistent with other documentation.

Security Requirements
Encrypting all data with a password so it secure from deletion or being accessed by an
unauthorised person.

System Maintenance
Back up all data.
Regularly defrag.
Regularly check disk for errors.
Regularly do disk cleanup.

Documentation Requirements
User Guide is to be distributed to all class members with a clear understanding of the
procedure.

Training Requirements
30 minutes of class discussion on Microsoft Publisher 2007 in the classroom.

Joshua South, John Kozik, Trent Kearns

11/1/2009
5
Alternative Desktop Publishing Version Number 1.1

The Recommended Solution

The recommended solution is to produce a course information brochure using Microsoft
Publisher 2007 (MP) to make potential students of Information Technology aware of the
study options available to obtain the desired qualification level and study times.

MP 2007 is a desktop publishing application which is solely used for creating various kinds
of advertising media. MP 2007 also has built in and downloadable document creation
wizards, which allows the most inexperienced users to harness the applications full range of
features, which include colour coordination, design tips and pre-packaged design suggestions.
MP has a fertile base of desktop publishing features which will allow quick creation of a
brochure, which will include professional aspects such as word art, borders, images,
backgrounds/ watermarks and insertion of various texts.

Joshua South, John Kozik, Trent Kearns

11/1/2009
6
Alternative Desktop Publishing Version Number 1.1

Alternative
The alternative is to design an Information Technology course information brochure using
Microsoft Word 2007 as opposed to the desktop publishing application, Microsoft Publisher
2007.

Microsoft Word 2007 is a powerful word processing application which is a familiar

application to most Windows users. Using Microsoft Word 2007 to create documents is a
simple task and with its ease-of-use it would be able to create a basic brochure for
advertising. Microsoft Word however, is not as user friendly as its competitor Microsoft
Publisher, although it does have basic wizards for a limited range of documents, it does not
include design or colour suggestions. Microsoft Word is equally as powerful as Microsoft
Publisher, however it does not harness the fun, user-friendly, and time conscious aim that
Microsoft Publisher has.

Joshua South, John Kozik, Trent Kearns

11/1/2009
7
Alternative Desktop Publishing Version Number 1.1

Justification of the Recommended Solution

Microsoft Publisher 2007 is the recommended solution for this feasibility report as it is a
powerful desktop publishing application designed for creating brochures and other various
advertising mediums.

It is a lot more viable to use Microsoft Publisher 2007 and opposed to Microsoft Word 2007
as Publisher has a fertile ground of features specifically designed for desktop publishing.
Microsoft Word 2007 is a very powerful application, however, it falls short in the field of
features when attempting to design a brochure as it does not have the same capabilities that
Microsoft Publisher 2007 houses.

For inexperienced users, or users with a limited amount of time to spend on creating a
professional and informative document, Microsoft Publisher, has pre-packaged wizards for
the creation of various brochures, depending on the users requirement, users are able to
choose from premade design templates such as “modern” or “professional” where users
simply have to fill in the boxes with the relevant information and print the document.

For more experienced users, or users with a little more time to spend creating their document,
users are able to import various text files, picture files, photos, borders, and any other
required media from a range of different sources and insert them into their document. They
are able to start with a blank document of the required size or simply adjust the wizard
documents with their own photos, texts or media.

Microsoft Publisher is also easily integrated with other Microsoft Office Applications, Such
as Excel for spreadsheets or charts for a quick and visually stimulating solution to putting a
large amount of information into a small brochure.

Joshua South, John Kozik, Trent Kearns

11/1/2009
8
Alternative Desktop Publishing Version Number 1.1

Costs and Benefits

Costs
Publisher – Provided by TAFE.
Computer – Provided by TAFE.
Labour – Provided free by Joshua South, Trent Kearns, John Kozik.
Paper – Provided by TAFE.
Ink – Provided by TAFE.
Printer – Provided by TAFE.

Benefits
The benefits of implementing the recommended solution is that Microsoft Publisher 2007 is
an easy to use application that will allow the staff to efficiently create professional and
informative brochures without the need of constantly researching publisher techniques and
guides.

The documentation provided by this feasibility report will allow people to understand why
Publisher is a powerful application and is more effective choice than Microsoft Word 2007 in
regards to cost, time, and management. It will also allow staff to make students and other
staff members aware of the packages benefits and promote why this package supersedes all
other Microsoft Packages for this particular type of requirement.

Using Microsoft Publisher, to create a brochure, will save money in the capacity of labour
and time lost in error. As Microsoft Publisher, has the same initial cost as Microsoft Word,
being that both programs are made available by the TAFE institute, money is saved in other
areas. These areas are as follows:
- Time lost in fixing errors. Publisher has error detection in spelling and grammar
check, it will prompt the user upon closing (if the options are set to that) or will alert
the user with colour coded underling of misspelt or doubled up words.
- Using a wizard to set up the document initially saves time in labour and trying to set
up a colour co-ordinated document. With pre-inserted clipart and borders, this saves
time in searching for a professional and suitable style. This will also save time in
brainstorming the requirements for the brochure as it will have suggested fields for
what information is required to be inserted.
- With easy to use design bars and tabs, functions are easy to find and click on, rather
than going through drop down menus and formatting sections of different parts of the
documents, such as text and picture formatting.

Joshua South, John Kozik, Trent Kearns

11/1/2009
9
Alternative Desktop Publishing Version Number 1.1

Impact Statement
Implementing Microsoft Publisher rather than using Microsoft Word, for publishing
brochures and other marketing material would have very few negative impacts on a
professional or learning environment.

The first and most prominent impact would be the time, learning and training of other
members of the institution on this program. However, the foreseen impact should be minimal
as the procedures, and some of the features are common across both of the applications. As
the buttons are self explanatory and the drop down menus are categorized by function, the
program is easy to navigate and easy to work out, without help menus and formal training.

The only other foreseeable impact upon an institution would be if only Microsoft Word was
purchased initially, as 90% of businesses purchase the entire Microsoft Office Suite, most
businesses will not be effected by the change of implementing this program however for
some places it may not be realistic or it will affect the initial budget laid out for software by
the institution. TAFE – Maitland Campus would not incur an impact of this sort, as all of the
computers within this institution are equipped with the entire Microsoft Office Suite.

Joshua South, John Kozik, Trent Kearns

11/1/2009
10
Alternative Desktop Publishing Version Number 1.1

Feasibility of the Recommended Solution

Technical Feasibility
It is feasible to implement the new solution as all computers on campus already meet the
hardware requirements of the software and have already been equipped with the Microsoft
Office 2007 Suite.

Operational Feasibility
As this package is a widely used and prominently common application on most home, study
and business computers, is it likely that most users and students at TAFE would have
previously come into contact with the program on a prior occasion. Since TAFE offers
modules in learning this program and modules that require the use of this program, the TAFE
already purchases copies of this application for general use. Considering that the program is
easy and is already used institution wide, it would be easy to maintain and the brochure can
be kept on file and updated regularly so that brochures are not out of date.

Schedule Feasibility
Since there is a limited time frame in which to develop such a brochure, using a quick and
easy application with wizards, easy navigation formatting options and a user friendly help
section, is ideal for the current objective. The application itself, is already purchased and
installed on user computers so there will be no time lost in the transition, with installation or
ordering/ purchase of the program. As there are already some staff and students that are
familiar with the program, problems can be solved quickly and easily by asking staff and
other class mates for assistance.

Human Feasibility
Users will be affected in a positive manner, by reducing the amount of time that will need to
be used on creating a document every time it needs to be updated. Once developed the
brochure will simply need to be updated and reprinted. Since most administration and office
staff who are qualified in such an area are required to be proficient in the entire Microsoft
Office Suite, this should not affect job description, award that is required to be paid or need
to be discussed with union members.

Joshua South, John Kozik, Trent Kearns

11/1/2009
11
Alternative Desktop Publishing Version Number 1.1

Conclusion

Summar y

The recommended solution will assist the client in creating a professional and informative
brochure in a short amount of time. It will utilize the applications in which the TAFE has
already paid for. Using the recommendation as stated above, will save time, and costs
involved in error management, updating, and development of the brochure.

Recommendation
It is recommended that the user implement using Microsoft Publisher rather than Microsoft
Word to create a brochure that is both professional and informative. The document may
include pictures, various texts, tables, charts and any other type of required imported media.
It is recommended that wizards are used to create this document, to cut down on the time
spent creating and developing the document.

Joshua South, John Kozik, Trent Kearns

11/1/2009
12
Alternative Desktop Publishing Version Number 1.1

Glossary

Desktop Publishing Desktop Publishing is an application that is

used for creating various forms of media.
Microsoft Publisher Microsoft Publisher is a desktop publishing
application created by Microsoft.
Microsoft Word Microsoft Publisher is a word processing
application created by Microsoft.
Operating System An operating system is the graphical user
interface that is used to navigate around a
computer and access files.
Suite A collective of programs from the same
developer in one complete installation
package.
Wizard An in-house assistance that guides you
through common tasks in the application.

Joshua South, John Kozik, Trent Kearns

11/1/2009
13
Alternative Desktop Publishing Version Number 1.1

Bibliography
Author Title URL Date of Date
Publication accessed

N/A Wikipedia http://en.wikipedia.org/wiki/Desktop_publishing N/A 7/8/09

Jacci
Howard ABOUT http://desktoppub.about.com/cs/beginners/f/what_dtp.htm N/A 7/8/09
Bear

N/A Microsoft http://office.microsoft.com/en- N/A 14/8/09

au/publisher/default.aspx?ofcresset=1

N/A Microsoft http://office.microsoft.com/en- N/A 14/8/09

au/word/FX100487981033.aspx

N/A MSNVPS http://msmvps.com/blogs/dbartosik/default.aspx N/A 22/10/09

N/A eHow http://www.ehow.com/how_9027_create-web-page.html N/A 22/10/09

Joshua South, John Kozik, Trent Kearns

11/1/2009
14