Microsoft Publisher 2003
Working With Graphics
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There are two ways to add a new picture to a publication: 1. Replace a placeholder picture by right-clicking it, and then clicking Change Picture. If you don't see Change Picture on the shortcut menu, the picture is part of a group (like the one above). Click the picture a second time until you see gray circles around it, then try right-clicking again. Create a new frame with the Picture Frame tool, and put a picture in it (Figure 1, 1). Figure 1
Graphics 1. Adding Graphics 2. Picture Source 3. Move, Resize, Crop Picture Toolbar 1. Contrast and Brightness 2. Format Picture • Border Recolor 3. Text Wrapping
When you add a graphic the first task will be to choose the source of the new picture. There are four source choices from the Insert > Picture Menu: 1. 2. 3. If you choose Clip Art: The Clip Art task pane opens, where you can search for the clip art, photograph, movie, or sound you want. If you choose From File: The Insert Picture dialog box opens, where you can locate the graphic file you want to add. If you choose From Scanner or Camera: If a TWAIN or WIA-compatible scanner or digital camera is connected to your computer, you can add an image directly from the device into your publication.
4. If you don't know yet exactly which picture you want to use, you can add a picture placeholder to a publication by choosing Empty Picture Frame.
Move, Resize or Crop a Picture
Once a picture is in a frame you can move, resize and crop it:
To Move a picture, simply click on it and drag it to a new location (Figure 2). Figure 2
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P UBLISHER 2003: W ORKING W ITH G RAPHICS
To Resize a picture, (make it larger or smaller), and keep the original proportions, press the Shift key on the keyboard and then drag a corner handle (Figure 3). Figure 3
To Crop a picture, (trim parts of a picture away), click the Crop tool on the Picture toolbar (Figure 1, 2). Position the tool over a black cropping handle, and then drag (Figure 4). Figure 4
The Picture Toolbar
Once a picture is in a frame you can change it’s appearance in many different ways: 1. Adjust contrast and brightness by using the contrast icons (Figure 5, 1), or the brightness icons (Figure 5, 2). 2. The Format Picture tool (Figure 5, 3), gives you many options:
• • •
Add a border by using the Line choices under the Color and Lines Tab. Add a colored background by using the Fill choices under the Color and Lines Tab. Recolor the picture by using the Picture Tab.
P UBLISHER 2003: W ORKING WITH GRAPHICS 3. The Text Wrapping tool (Figure 5, 4), allows you to set up different relationships between pictures and text by controlling how the text wraps around a picture.
The following examples illustrate common text wrapping choices: Top and Bottom:Text stops at the top of the picture's frame and continues after the bottom of the frame. Tight:Text wraps around the outline of the picture itself rather than around the frame. Square:Text wraps around the frame rather than around the picture itself. None: Text acts as if the picture isn't there.
Microsoft Publisher 2003
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When you create a publication, it is crucial to first identify important Summary issues involved. Changes in publication design can affect the cost and The Design Process time involved in accomplishing your goal. 1. 2. 3. 4. 5. 6. 7. 8. Plan the publication. Decide on the printing device and paper size. Determine the orientation and layout. Develop a grid to work with. Select a color scheme. Establish text styles. Position consistent portions of the publication in the background. Place text and graphics. 1. Design Steps 2. Using a Wizard 3. Customizing Getting Started 1. From Scratch 2. Publisher Screen 3. Page Setup 4. Layout Guides 5. Frames 6. Spell Check 7. Views Graphics 1. Resizing
In the first phase of the design process you need to iron out the basics. Consider the following questions:
• • •
What is the purpose or goal of the publication? What text and graphics do you want to include (just a rough idea is necessary)? How much money and time do you have to complete it?
In the second step of the design process, you must determine options for the publication imposed by printer, cost, and quality involved. Consider the following questions:
• • • • •
Does the printer require a printed original, or will they accept a copy of the publication on disk? Or will they need both? If you are providing a disk, what fonts do they have? What size paper is best for the publication? Will there be additional trimming costs or paper waste? If the publication will be mailed:
•What type of labels do you need to provide based on machine limitations
and time constraints? (Some labels may need to be applied manually, increasing the overall cost.)
•Is the publication being sent off-campus or on-campus?
postage is required? be easy to coordinate with Publisher color schemes.
•What paper color is appropriate? Try to choose a color that will
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familiar colors. Will there be photographs in the publication. Will you use the color scheme as a tool for consistency of headings or section breaks? Is the color displayed in Publisher close enough to the color when printed? Some colors appear fantastic on the screen. on the page.
The color variations that you include in the publication help attract attention and keep it interesting. Simple designs can tolerate stronger color choices.” a single color applied to certain spots in the publication. Who is the audience⎯a print or Web audience. understanding typeface styles and evaluating them are essential. and small sizes may require trimming or special paper. Consider the following questions:
• • • • • • • •
Are the colors selected pleasing to the eye? Do they present too much contrast? Some contrast is good. necessary for photographs and some other illustration types. the resolution at which it is viewed can have a significant impact on how the colors appear. Using a booklet layout you may add blank pages at the end of the publication. and color combinations. will they be grayscale or color? If you are sending your publication to a professional printer: Will there be more than four colors in the publication? The four-color printing process. Which fonts are you going to use? There are three main categories of fonts to consider when making this decision. Consider the following:
TrueType fonts can usually be printed regardless of the printer you use. is more expensive than “spot color. whereas busy design schemes benefit from simple. it fails miserably. if you are going to include pictures that are either 14 of the / page or 18 of the page in size.
Structure is very important. or both? If you are going to distribute the publication electronically.
. Typically. If you use a font specific to your current printer then you reduce printing flexibility.P UBLISHER 2003: P UBLICATION D ESIGN
Orientation and Page Layout
These decisions will determine the number of pages required to print the publication. and if so. For example. a grid is based on the smallest common denominator of / the objects involved. but when the printing device tries to replicate the color.
There is a tradeoff between color and design. dividing the page with 8 grid lines will help you line up and resize all of the pictures. Graphic designers often use a grid to aid in aligning objects such as pictures and text. Does the text stand out against the background? Avoid using just dark shades or just light shades for both the background and the text. since the text will then be difficult to read. but there is such a thing as too much contrast as well.
Since the appearance of the text has a significant effect on how easy it is to read a publication and how long the publication is.
Does the font contain lowercase characters that extend above or below the main body?
Font structure also has an impact on legibility. Can be used for titles or headings for more informal publications. Fonts whose lowercase and uppercase letters are almost the same height tend to be legible at small point sizes.
Ornamental Fonts French Script
More decorative. PARTICULARLY WHEN USING ALL CAPS OR SMALL CAPS. artistic letter shapes. No curves or small lines at the ends of each stroke. demi.
Sans Serif Fonts
Straighter lines used. Research has shown that serifs make reading easier. Compare the fonts used on the same phrase. Consider the following examples:
. SHOULD BE AVOIDED IN LARGE BLOCKS OF TEXT. while expanded may be easier to read. in the following example: Font Name x-height Xx Xx Xx Example
big dog big dog
Goudy Old Style
Times New Roman Broadway •
What weight and width should you use?
Some fonts come with a variety of options. Used primarily for headings and titles. at the same point size. Condensed fonts will take up less room on the line. and bold. Various weights you may see within a single typeface include light. This is commonly used for the body text of a publication. while fonts with a large difference can be employed if you need to decrease the amount of space text takes up. Weight refers to the thickness of the lines used to construct the letter. heavy.P UBLISHER 2003: P UBLICATION D ESIGN
Curves and small lines used at the ends of each stroke.
Vary weights and widths to energize a publication. Information you might include:
• • • •
Headers: Logos. Footers: Page numbers. date. adding additional formats.
. lesson or chapter number Use generic shapes when determining placement of information. like Arial and Franklin Gothic Book. We discuss the background in greater detail on a later page. Page Margins: Unvarying placement of text frames to structure the page. and Arial Italic are all in the same family. This way you have a better idea of the space available for each section. Research shows readers tend to lose interest and comprehension when there are more than 3 different fonts.P UBLISHER 2003: P UBLICATION D ESIGN
Gill Sans MT
Gill Sans MT Condensed Gill Sans MT Extra Condensed
big dog big dog
Eras Light ITC
Eras Demi ITC Eras Bold ITC •
What font combinations are you going to use? Try to use only 2 different font families. Arial.
Try not to use two fonts from the same category. Graphics. Apply attributes such as bold and italic within a font family for emphasis and variety. Arial Bold.
Once the majority of the publication is completed. version. or modifying the graphics.
For consistency it is helpful to place common features in the background of a publication. which are both Sans Serif fonts. you can add finishing touches by fixing problems that were not anticipated. Titles Rules/Lines: Borders for uniform formatting or to help separate sections of the page.
The wizard then helps you include specific information and choose a color scheme for consistency. as well as text and graphic placement. template design. There are over 1. Choose your publication type. a new template can be used.000 different items to choose from!
Once the wizard is started you will be directed to make choices about the publication. 3. From the New Publication drop down arrow. Click on Color Scheme and select one. you determine the paper size. By choosing Publication Designs. You are now ready to add your text and customize the publication. Alternatively. 1. Choose a Newsletters template. By choosing a publication. In the following steps you will see the questions presented when a newsletter publication is selected. 2.
After you use the wizard to get started. 5. and actual template. you may choose a design scheme and select the type of layout. Do the same for Font Scheme. choose Publications for Print.P UBLISHER 2003: P UBLICATION D ESIGN
Getting Started Using a Wizard
Publisher has a tremendous selection of wizards for you to work with. layout. 4.
The wizard will apply the first color as the main color and the remaining colors as accents. Click on Page Content located in the task pane on the left and choose the number of columns. Wizards walk you through the steps of designing a publication. it is time to add your own text and customize objects that the wizard included.
Click on Blank Publications under the New from a design category on the left task pane (Figure 1. you will be prompted to save changes to the previous document before closing it. you may want to start from a blank page and customize it to meet your specific needs. 1. (Full Page for this exercise). Select the type of publication. click once on the text or click and drag to select it. This provides a quick way to include preset addresses. whatever you type will replace the information already there.
Starting from Scratch
Once you have an understanding of how your publication should appear. Paper Size. Click on an object you would like to modify.P UBLISHER 2003: P UBLICATION D ESIGN
Click in an area that has a text placeholder. Click on the X to close the task pane to provide more room on the screen (Figure 1. and Orientation.
Publisher can only have one file open at a time. select Publication Design. If not. go to Edit > Personal Information.
Select what you need from the wizard and close the window. If you see the wizard button. Page Setup to determine what the wizard selected for Layout. If you have another file open. If the text is selected. 3). 7. Then click on a specific design to see the effect. Choose Color Scheme from the list and then select the scheme that will work best. 6. 2). you can click on it and Publisher will provide you with additional choices for customization. From the File menu choose New. 5. and double-click it to open (Figure 1.
The Publisher Screen
. etc. From the task pane on the left. 2. 4. Create guides to enable quick alignment. 3.
Check File. Choose a Font Scheme according to the style you had in mind. 8. If you are going to include personal information about the organization. 1).
Publisher considers each file a publication. one page of the publication can be a small portion of a piece of paper or several sheets. Determine how many columns and rows you need to divide the page into under the Grid Guides tab and type in the corresponding values. Click OK. 2. however.
. Go to the Arrange menu and select Layout Guides.
1. Determine the Margin Guides which will be indicated by the blue lines. The size of a page depends on the settings in Page Setup.P UBLISHER 2003: P UBLICATION D ESIGN
If you need to specify a special page size. the paper size is the same as a page in Publisher.
3. if you are creating a special publication like a booklet or banner. go to File > Page Setup. For many publications. A publication is composed of pages.
. choose Text Box. These guides help you align other objects. 2.
1. you may not know what size will work best. You can change the size at any time. 2.
Resizing Text Frames
When you create a text frame. Move Guides Click and drag the green guide and move it to the desired location. This makes positioning items on a page much more flexible. The guide appears as a green line. A story can be contained in a single text frame or a series of connected frames. 3. Click and drag with the Resize cursor (Figure 2. Publisher refers to a contiguous section of text as a story. Move the cursor over one of the resize handles. 2. Move your mouse over the horizontal or vertical ruler.
Click on the text frame. Type in your text. Add text to your publication using text box frames. Figure 2
1. 4.Click and drag toward the center of the page.P UBLISHER 2003: P UBLICATION D ESIGN
You can also place guides anywhere on the page.
Objects in a publication are often in a frame. 3. Move the cursor into the page.
From the Insert menu. Click and drag to create a text frame the size you want. Drag the line off the publication.
The overflow symbol indicates a text frame is too small to display all of the text it contains. 1. 1).
Hyphenation. 2. Check Spelling
. Publisher automatically hyphenates text. 3. 3. As you resize text boxes. This can lead to “ladders”. When the hyphenation dialog box appears.
Switching Between Connected Frames
While editing the text of a publication you may need to switch quickly between connected frames to view and edit text.
If you don’t see the Create Text Box Link button. 2. Move the cursor over the edge of the frame. you may need to adjust the placement of existing text frames. Click on the Create Text Box link icon on the toolbar. you can designate text flow. Click and drag with the Moving cursor (Figure 2.
Creating Text Box Links
If you need to arrange text so that it is in columns or continues on another page. There are two main methods you can employ:
Check an entire story and the entire publication. go to the Tools menu and select Language. Make sure that you have at least two text frames in the publication. (Make sure the cursor is not on a resize handle). 1). Grammatical and spelling errors seriously detract from the content and credibility of a publication. this feature will hyphenate words to fill the text box frame as evenly as possible. Move the cursor to the frame that should contain the overflow of text and click when the pitcher cursor looks like it is being poured. Click on the PREVIOUS or NEXT FRAME icons on the Connect Text Boxes toolbar (Figure 3. Click on the text frame. To Delete a Link between text boxes use the Break Link icon (Figure 3. From the Tools Menu. remove the checkmark next to Automatically Hyphenate This Story. 3. 2.
Deleting Text Frames
Removing text frames is not as simple as just pressing the Delete key on the keyboard. 1. Click in the frame containing the overflow text. you can select Connect Text Boxes from the View >Toolbars menu and the button should be available. 1. Figure 3
Checking for typos and misspelled words is extremely important.P UBLISHER 2003: P UBLICATION D ESIGN
Moving Text Frames
As you place graphics and other text on a page. Click in one of the text frames.
By default. one of which is empty. If you would like to turn this feature off. select Spelling. You must right-click inside of the text frame and select Delete Object. 1. 1). You don’t need to type small portions of text in each box because text in a story can flow to any other text frame in the publication. The cursor should change to look like a pitcher. 2).
have a text frame. or delete them.
2. more options are displayed. Select Page from the Insert Menu. Choose whether the new page should be blank. Type in the number of the page you would like to go to. 10
1. indicate the number of pages you need to add. add pages. underlines words it does not recognize in red.
To quickly move between pages of your publication you can also use the Page Navigation tabs located in the bottom left corner of the screen. You may need to move from page to page. Click the More button for additional options. or contain all of the objects the current page has. By clicking the dropdown arrow and scrolling down. In the More options menu. 3.
Moving From Page to Page
1. Select Delete Page from the Edit Menu. like Word. Click on OK. 3. View the page that you want to remove. Select Go to Page from the Edit menu.
. 2. Publisher’s custom dictionary is not the same one used by MS Office 2003! Be prepared to save words you may think you saved in Office 2003’s custom dictionary.
Right-click on that word to see a list of suggestions to choose from. 2.
Managing Multiple Pages
Many publications consist of several pages. Click OK. Simply click on the page that you need to view. Publisher.P UBLISHER 2003: P UBLICATION D ESIGN
Check a single misspelled word. 1. Select Before or After Current Page to determine the position of the new pages.
When finished. 1. logos. headers or footers. Clip Art. Click on View. or watermarks. 2.
Two Page View
Once the publication contains three or more pages.P UBLISHER 2003: P UBLICATION D ESIGN
Changing the View
You can change the view of your publication to see more than one page at a time or to zoom in closely on a specific page. click Ignore Master page. Master Page on the menu bar (Control+m). such as automatic page numbers. should be placed on the background of the publication. or simply to add visual interest to the layout by breaking up sections of the design. select Picture. You can turn this off by selecting it again. Go to the View Menu and select Two Page Spread. The following dialog box will appear:
Objects you wish to appear on every page.
The Clip Art Screen
From the Insert Menu. Place the desired frames in the appropriate locations on the background. you can change the view to display two pages at the same time. You can use graphics to demonstrate a key point.
Pictures truly enhance the appearance of publications by supplementing the text.
Kodak Photo CD and Pro Photo CD *
PC Paintbrush * Macintosh Picture Portable Network Graphics * TIFF.cgm .tif .P UBLISHER 2003: P UBLICATION D ESIGN
Windows Bitmap * CorelDRAW! CGM graphics Windows Enhanced Metafile Encapsulated PostScript Graphics Interchange Format (CompuServe format) * Joint Photographics Expert Group *
. Tagged Image File Format * Windows Metafile WordPerfect Graphics
1. From the Insert menu select Picture.pcx .gif .jpg . 2.pcd .eps .emf .jpeg or .
Click on INSERT or press Enter on the keyboard. From File.cdr .pct . Navigate to the location where the picture is stored and select it.wmf .png .bmp .
.pict or .
2. just like text frames. You can also modify the size by changing the percentage. Select tab size. If the frame is created for a special graphic. If you use one of the corner resize handles. Picture.
. the picture will stay proportional.
You can resize graphics using the mouse. and Select tab size. 1. then double-click to activate the Insert Picture From File options. Select the image then click on Format. There are two additional methods that you can use to resize a frame:
If you want to enter the exact size in inches. Often. If the frame is created for ClipArt. If the graphic doesn’t fit in the frame automatically.P UBLISHER 2003: P UBLICATION D ESIGN
Inserting Graphic Frames
Frames provide flexibility and control when inserting graphics. Publisher will adjust it for the “Best Fit” without distorting it. the Clip Gallery will appear automatically. you will need to place the graphic in a space that is larger or smaller than the original picture size. Move the cursor into the page and click and drag to create the correct size frame. Click on the PICTURE FRAME TOOL found on the Objects toolbar. You can draw a frame of any size with the appropriate tool and then place the picture in it. you can select the image and then go to the Format Menu and choose Picture.
4.P UBLISHER 2003: P UBLICATION D ESIGN
For eye-catching publications. 2.
. Click on the BorderArt button. you can add fancy borders to any frame or the entire page! 1. Click the Line/Border button and select More Lines. Click on a graphic and be sure it is highlighted. 3. Select the border you need and click OK.
Microsoft Publisher 2003
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With a new booklet.. making booklets can be easy. the width and height measurements are set for a 4 page folder booklet with letter-sized paper. Create Cover Page Publisher 2003 does not have a wizard that guides through the process 3. 1). EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution
Creating a booklet for a play or musical event? Have a lot of Process Summary information to share? Publisher 2003 gives it’s users options to create a 1. select Blank Print Publication on the menu. Under Publication Type. if the paper size needs to be changed. (Figure 1.
By default. Go to Arrange > Layout Guides. To do this: 1. click Yes. Use Publisher 2003 if you are creating multi-page booklets with a lot of complex information. Details available at http://www. customize and print. Four pages should be in your document now. 3.
. 410-704-4070. Also. perhaps for a musical program or event. click the Printer and Paper tab in the Page Setup window and change the option under Paper > Size to desired style. Change Page Setup stylish booklet that can be used for a variety of purposes. 2)
2. The preview shows what the booklet will look like (Figure 1. If you are creating a simple four page booklet. select Booklet (Figure 1. The default size is based on the standard letter size. • Graphics
Two Options for Making Booklets
Booklets can be created using Publisher 2003 or Microsoft Word. with a little • Text Box background information and instruction. 3). the margins set to the default 1 inch wide style. Microsoft Word provides attractive templates that are simple to download. Open Publisher 2003 and under New Publication.towson. Make sure the Landscape option is selected and click OK. Although 2. Insert Objects like it does for making newsletters or brochures. the most common type of booklet created. 4. Both have similar steps and page set-up but one may fit better with your project over the other. When prompted to automatically insert pages.
© 2006 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License. Figure 1
The best way to start is by using Page Setup to let Publisher know it’s making a booklet. To change margins: 1.
there are design options that offer templates for your cover page using the Quick Publication Options and Publication Designs window. Text boxes can be overlapped and placed anywhere on the booklet but be careful to make sure the booklet is readable and will make sense to your audience before getting too creative with their positions. you can insert graphics.
3. Under the Margin Guides tab. 2.
The Cover Page
Although Publisher 2003 does not offer a wizard to help create the look and feel of your booklet. (Figure 2). go to View > Toolbars > Task Pane. If there is no Publication Design window (Figure 3). Keep the theme and audience of the booklet in mind. Select any of the templates by clicking their icon. 2
. 1.P UBLISHER 2003: B OOKLETS 2.5 adds more room to a booklet while maintaining readability.
Text boxes are areas for text to be written. The template will show on your cover page. Keep in mind your booklets purpose and the audience that it is geared toward when designing. Go to Insert > Text Box Click and drag your cursor to create a text box to the size that you want. Changing the margins to .
To make your booklet as dynamic as possible. 1. text-boxes and even calendars to create the ideal effect and a unique look. They enable the author to add any personalized text into the booklet to customize it. change all margins to desired level. go to Color Schemes on the Publication Designs window and choose a scheme. To change the colors of your template. 2. Selecting any other of the template options will only change the cover page.
These templates only affect the cover page and can not be used on the inside or back pages of your booklet. Change the images in the templates to personalize you’re booklet.
you can insert new pages by going to Insert > Page. Size and formatting options at the top of the window (Figure 3). select Calendars. However. Type your text into the dialog box. To add a calendar: 1. If you want more pages than 4. Go to Insert > Picture. To use word art: 1. Publisher 2003 inserts pages into booklets in increments of 4 so inserting “one” new page will insert four. 3.
In a booklet. You may need to change the size of the font to enable writing more information within the daily boxes. but this tool is mainly for titles and cover pages. Change size and style of the calendar to best fit your booklet. arrange it on your page. In the Categories menu. replacing the words “Your Text Here”. graphics can help peak interest in a potential audience. Choose the design style that best fits with your booklet and click OK. 3. for instance. Publisher gives the booklet 4 pages automatically. Figure 3
WordArt can be used in booklets for displaying the event or booklet title in an eye-catching way. 4. To add graphics: 1. Choose to add either clip-art from the clip-art gallery or your own file by choosing From File. Change the look of your text by using the Fonts. Choose the style of calendar that you want and select Insert Object. acting as the attention getter. 3.P UBLISHER 2003: B OOKLETS 3. Go to Insert > Picture > WordArt. After finding the picture you wish to insert. 3
. Format your text and arrange on the page to create the desired affect. Placing WordArt on the inside of booklets may be useful in your publication. 2. If the event is more of an artistic.
More than 4 Pages?
When you create a new booklet. Go to Insert > Design Gallery Object. creative event like a play or poetry reading. 2.
WordArt is useful on the cover page. Your calendar will be added to your booklet.
Graphics and images add a visually appealing look to booklets and should be used according to the booklets purpose. 2. it may be convenient to add a calendar to show events or upcoming shows.
If your printer can not print on both sides click OK. If your printer is capable of printing on both sides of the paper.
4. Do NOT hit the Print icon.
Publisher 2003 will automatically order your pages in printing to make your booklet flow. Flip on Short Edge makes the traditional booklet. 1. Check your print preview and test your documents before the final print. click Properties in the Print window. The booklet will Print your pages separately and bind them in whatever matter you wish. Be sure to follow the page order when adding and taking content out.P UBLISHER 2003: B OOKLETS
Printing the Booklet
To print a booklet in Publisher 2003. Click OK. setting have to be changed slightly. Go to File > Print.
3. Change the option under Print on Both Sides to reflect your booklet (Figure 4. You need to change print settings and the icon will not prompt you to change them 2. 1).
EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution
A newsletter is a small publication containing news of interest exclusively to a special group. 2). Click Page Content and click on the number of columns you want to include. Click Font Schemes and double click on a font scheme to apply. Before editing the page for content. containing just enough information to get the customers attention to find out more. Decide whether to include customers addresses and click the corresponding button (Figure 2. Double-click a design template (Figure 1. Click Newsletter Options (Figure 2. edit the Newsletter options on the left side of the screen. 4.
© 2005 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License. 1) and click Newsletters (Figure 1. Decide whether to create a newsletter with one or two-sided printing and click the appropriate option (Figure 2. 6.
. 3. 4. Click Color Schemes and double click on the colors you plan to use. 5. 2. Open Microsoft Publisher 2003. Newsletters should be sent frequently and be concise. Click the Custom color scheme button under the list of colors to create your own. 2. Creating a Newsletter
Creating a Newsletter
To create a newsletter using Publisher 2003: 1. Scroll down (Figure 1. Figure 1
Editing a Newsletter
1. Details available at http://www. 3. Click on Publications for Print.Microsoft Publisher 2003
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PB3 • REVISED 07-01-2006 • TRAINING @ TOWSON .towson. Companies send them to customers to inform them of upcoming events.edu/OTStraining. 1). 410-704-4070. 3).
1. 2). If you wish to change the template you picked in step 4 above. 3. click Publication Designs and click on the new layout you want to use. 7. 3). Definition Editing a Newsletter 2.
heading. To edit the newsletter. Figure 4
Please refer to the Publisher 2003: Publication Basics document for information on how to edit Published documents. It should look similar to Figure 3.
.P UBLISHER 2003: N EWSLETTERS Figure 3 A newsletter should now be displayed on your screen. the template is a merely a guide. The newsletter can be edited around your preferences. or caption) to highlight it and write over it. simply left click on an object (text box. Pictures can be deleted and moved.
edu/OTStraining. Open Microsoft Publisher 2003. 1). 3. Ungrouping 2. A masthead is a graphic and text box. A Table of Contents will describe what is included in the publication with a corresponding page number.Microsoft Publisher 2003
Using Blank Publications
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PB6 • REVISED 07-01-2006 • TRAINING @ TOWSON . this is a fine way of creating documents. they use the templates to create publications.
© 2005 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License. If not already selected. these designs are worth taking the time to look through. 410-704-4070. Many other options exist under the Objects by Design tab.
Design Gallery Objects
1. adding more color and creativity. Click on the Design Gallery Object button on the left side toolbar. 2). 1. reserving room for a title. After selecting a masthead. 1) 6. Microsoft included the ability to create publications Summary from blank pages in Microsoft Publisher 2003. Figure 2
4. Choose a layout (Figure 1. some people require a greater level of creativity. Although.
. Editing Options 1. Details available at http://www. 2. Double-click on the one to insert the object (Figure 2. 4. EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution
Generally. 7. Sidebars will fill room on the side of the publication and often include some special points of interest. Adding Text Boxes Adding Pages
8.towson. Borders are designs which run around the edge of the paper. when people use Microsoft Publisher. Design Gallery Objects Choosing a Form 3. Choosing a Form 2. click on the Objects by Category tab and click on Mastheads and choose one to your liking (Figure 2. For those people. Borders can also be added under the Objects by Category tab. Color and Font Schemes Figure 1 5. Changing Pictures 3. Click on Blank Publications (Figure1. you may want to add a sidebar or table of contents.
1). Click the magic wand icon. If the task pane is not currently open. select the whole object by clicking and dragging. 1).
Choose and click on a new object in the task bar on the left. You can select a single object and delete it if you wish. located in the Objects by Category toolbar.
. This wand gives users the option to change the object. color and font schemes can be applied to publications created from blank documents.
One design gallery object is called Picture Captions. Answer Yes to the prompt and the Design Gallery Objects will split up. 2). Left click the button with two squares on it. You can also hit Ctrl + F1 on the keyboard as a shortcut. To change the masthead to a different choice: 1. Choose Change Picture (Figure 6. 4. 3. go to the View > Task Pane. The border and text box will remain intact. 1). 2. Figure 5 A quicker way to select more than one object is holding down Ctrl on your keyboard and clicking the objects. Click Picture Captions. 2. The pictures in samples can be changed. Your new object will be taking the place of the old one. Click Color Schemes located in the task pane on the left (Figure 4. Figure 4
Just like in the design process using the wizard. Click Font Scheme to add the same font style throughout the publication. Decide where the new picture will be coming from. When finished. To add a color and font scheme: 1. Click the Design Gallery Object button. 1). To add a picture caption with a new picture: 1.M ICROSOFT P UBLISHER 2003: U SING B LANK P UBLICATIONS
After inserting a Design Gallery Object. 5.
Even more creativity can be added by right clicking on Design Gallery Objects and selecting Ungroup (Figure 5. but the picture will change into the new one selected by the user. 6. 2. Double click one of the choices. Choose a color scheme by left clicking on the appropriate one. 4.
3. a magic wand icon appears underneath the object while highlighted (Figure 3. Right-click on the picture (Figure 6.
Select Page. 1). To add a text box 1. Figure 8
You may need to add pages as you create your document. Click OK. 5. Your cursor will turn into crosshairs. Add any options if needed (Figure 8. Click and drag the crosshairs to the appropriate length. Click the Text Box button on the tool bar on the left (Figure 7) Figure 7
2. Choose how many pages to add (Figure 8. 1. 2.M ICROSOFT P UBLISHER 2003: U SING B LANK P UBLICATIONS Figure 6
Adding Text Boxes
Text boxes are frames added to a document in order to type words into Microsoft Publisher. 2). 4. Decide where to place the page (Figure 8. Place your cursor in the text box and begin typing. 3. Click Insert in the menu bar at the top. 3). 3. 6.
1. You too can control the way the text of your stories flow in your publications by connecting text boxes using the Create Text Box Link icon on the Connect Text Boxes toolbar.
. If you delete one text box. and then click OK (Figure 1. Note: For publications. Text Flow Overview 2. or until the text box is resized to include the text. When you connect text boxes. In the Insert Page dialog box. 2. 2). Connect Text Between Text Boxes 4. Jump Between Text Boxes 5. “Text in overflow” is text that does not fit within a text box and is hidden until it can be flowed into a new text box. Figure 1
© 2005 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License. Details available at http://www. Select Insert > Page from the menu bar. Select the page that come before the new page you wish to add. 3. 410-704-4070.
1. it is recommended to add pages in multiples of four. Adding a new page to your publication is a breeze. each text box is independent of the other. Add a New Page 3. Connected text boxes share only a string of text.towson. There are also icons you can use to jump from one connected text box to the next. the text reverts back to the other connected text box.edu/OTStraining. on the same page or on different pages.
Add a New Page
You may need to add a new page before you add a text box to which to connect. Special text box icons appear when there is text in overflow. EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution
Text Flow Overview
In professional publications such as newspaper and newsletters. or if the text box is too small to fit the text it will appear as “text in overflow”. 1). select the options you want (Figure 1.Microsoft Publisher 2003
Connect Text Boxes
OTS PUBLICATION :
PB08 • REVISED 11/16/2006 • TRAINING @ TOWSON . such as newsletters using the two-page spread view. Add a Continued Notice
You can connect text boxes that are adjacent to each other. or when two or more text boxes are linked together. it is not uncommon to see a story begin on page 1 and continue on a different page.
create a new (target) text box using the Text Box icon (Figure 2. you can connect a chain of text boxes across multiple pages. 1). Click the Create Text Box Link icon 4. on the Objects toolbar
2. 7. Next. First.
. The “source” text box is the original text box that has text in overflow and the “target” text box is the text box that will receive the extra text. 2). 6.M ICROSOFT P UBLISHER 2003: C ONNECT T EXT B OXES
Connect Text Between Text Boxes
The following demonstrates how to connect an existing (source) text box to a new (target) text box. Your mouse turns into a “pouring pitcher” when over the (target) text box. The text boxes are now connected and text in overflow will appear in the next box.
5. . go back and select the (source) text box with text in overflow. Your mouse pointer turns into a “pitcher” on the Connect Text Boxes toolbar (figure 2. Click inside the (target) text box. 3. Point to the (target) text box created in step 1. If needed. 1.
3). click Next Text Box icon at the top of the connected text box (Figure 2. 1. you can add a Continued Notice. 5) indicating that the text is continued from or continues on a different page. 3). These special icons appear at the top or bottom of the connected text boxes. 2. In the Format Text Box dialog box.
Add a Continued Notice
In order to guide your reader through a story that spans across two or more connected text boxes. Text must be present in each linked text box for the Continued Notice to appear. A Continued Notice is a small note that appears at the beginning or end of a text box (Figure 2. click the Previous Text Box icon at the bottom of the connected text box (Figure 2. Under the Text autofitting heading. select the Text Box tab (Figure 3. To move to the previous connected text box. To move to the next connected text box. 1). select the check box for the type of Continued notice you wish to add (Figure 3. 4. Repeat the steps above for each connected box in the chain applying the proper Continued Notice for each text box. 3.M ICROSOFT P UBLISHER 2003: C ONNECT T EXT B OXES
Jump Between Text Boxes
You can easily move from one connected text box to another by clicking the “Go to Next Text Box” or “Go to Previous Text Box” icons. Click OK (Figure 3. 4). Select the desired text box and the click Format > Text Box from the menu bar.
or onto a single 11x17 sheet of paper (Figure 2).Microsoft Publisher 2003
Printing a Newsletter onto 11x17
OTS PUBLICATION :
PB10 • REVISED 12/6/2006 • TRAINING @ TOWSON . Newsletter Page Setup added in multiples of four. Details available at http://www. The first option is to print the newsletter onto separate 8x11 sheets of paper (Figure 1). This option requires you to change options in Page Setup within the publication
© 2005 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License. You have two options for printing a 4-page newsletter publication. This document describes how to setup your Options newsletter to print booklet style onto a single 11x17 sheet of paper. The second option is to print the newsletter “booklet style”. Change Print Option paper. Change Page Setup This document assumes that your printer can print to an 11x17 sheet of 3.towson.edu/OTStraining. This option is your default page setup setting. 410-704-4070.
. It typically uses a 8 ½ x 11 page layout and the pages are 1. EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution
Newsletter Page Setup Options
A Newsletter is a regularly distributed publication generally about one Summary main topic. 2.
select Booklet (Figure 3. The Page Setup dialog box displays. Publisher 2003: Publication Basics. select 11x17 (Figure 4. 3. 1. select Landscape (Figure 3. please refer to Publisher 2003: Blank Document. 1). under Paper.A PP N AME AND C LASS N AME
Set Page Setup
The procedure below describes how to change options in Page Setup within the publication. 2). Select File > Page Setup from the menu bar. On the Layout tab. click OK (Figure 4. Figure 4
. under Publication type. or Publisher 2003: Newsletter Self-Help Training Documents. 1) and under Orientation. On the Printer and Paper tab. Create a 4-page publication either starting from scratch or through the use of an existing Design Template. 2. For information on how to create a publication. Figure 3
4. 2) to close the Page Setup dialog box. 5. When ready.
Before completing this process. The “Printer” Document Properties dialog box displays. On the Paper/Quality tab under Paper Source. 1). you will need to insert the sheet again in order to print double-sided. The Print dialog box displays. Click Properties (Figure 5. 1). place a single sheet of 11x17 paper in the printer’s manual feed tray. Note: some printers already have this setting in Print Options. Once the sheet is fed through the printer. 1. each page will print as a single page. 2.A PP N AME AND C LASS N AME
Set Print Option
Typically when you print documents. Figure 6
. To print your newsletter on an 11x17 sheet of paper. Figure 5
4. 5. When ready. Click OK to close the Print dialog box (Note: the publication will be sent to the Printer).. you need to set the Print Option to manual feed. from the menu bar. The below procedure assumes that your printer can print the 11x17 paper size. 6. you print to your default printer and this printer will select the proper paper size using the automatic feed option. select Manual Feed (Figure 6. Select File > Print. This means that when you print a regular 4-page document. click OK to close the “Printer” Document Properties dialog box..
1. EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution
As your publication evolves. Arranging Pages document will walk you through how to work with pages in Microsoft Publisher. or “mirrored”. pages in the work area.
. where two pages are meant to be viewed at the same time. However.. In the example of a newsletter. This 1. Deleting a Page A two-page spread is a convention used in certain types of folded or bound 6. Select Insert > Page.towson. 2. You can't view two-page spreads in Web publications. from the menu bar.edu/OTStraining. Details available at http://www. you Summary may need to insert additional pages. you can only delete one page or 2-page spread at a time. 410-704-4070. or other elements print across facing pages. Place your insertion point on the page before or after where the additional page is to be inserted. In the Insert Page dialog box.. or newsletters.Microsoft Publisher 2003
Working With Pages
OTS PUBLICATION :
PB09 • REVISED 11/17/2006 • TRAINING @ TOWSON . Note: you can also right-click the desired page number on the page sorter at the bottom of the Publisher window and select Insert Page… from the shortcut menu. Moving a Page Using the Two-Page Spread View 5.
Inserting New Pages
Inserting a new page is a common task. 2. Select View > Two-Page Spread from the menu bar. you may need to adjust the pages within it. The two-page spread enables you to see two facing. 3. Using the Two-Page as well as help you understand the use of the Two-Page Spread View. 4. Click OK. Duplicating a Page publications. select either Before current page or After current page to insert the new page before or after the current page. and the right page is always and odd-numbered page. move or removing existing pages. tables. such as greeting cards. page 2 and 3 would make up a two-page spread. The left page is always an even-numbered page. books. you can see that page 3 is a mirror image of page 2. Spread View 3. Use the two-page spread view if you plan to have graphics. You can add one page or multiple pages to your publication at any time during the design process. Publisher inserts a new page (or 2 new pages if using the Two-Page Spread View). If you compare the locations of the page numbers. A publication must have at least three pages in order for you to see the results of selecting Two-Page Spread. Inserting New Pages 4.
Turn on/off Two-Page spread
© 2005 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License.
text boxes and more. but not the text. The page(s) are removed. or select Left page only or Right page only to delete only one of the displayed pages in the two-page spread. Note: To delete the contents of a page without deleting the page itself. When you duplicate an existing page. Drag the page to the desired new location. On the Page Sorter (Figure 1). The page is duplicated. When ready. 1. such as graphics. 4.
. The Delete Page dialog box appears. 3. 2. select each object. you should move both pages of a two-page spread at the same time in order to avoid splitting up any two-page spreads. Press and hold the left mouse button. Your page removal options also depend on whether you are viewing individual pages or the Two-Page Spread view.
Delete a Two-Page Spread
1. click the page that you want to move. click the desired page to be removed. 2. Note: you can also right-click the desired page number on the page sorter at the bottom of the Publisher window and select Delete Page… from the shortcut menu. Select Edit > Delete Page… from the menu bar. release the mouse button You can also move a page by clicking the page on the page sorter and dragging it to a new location on the page sorter. click the desired page to be removed. all graphics and text boxes are copied. 2. click the desired page to be duplicated. 2. Select Edit > Delete Page… from the menu bar. In the Delete Page dialog box. You can also right-click the desired page number on the page sorter at the bottom of the Publisher window and select Duplicate Page… from the shortcut menu. On the Page Sorter.
Delete an Individual Page
1. select Both pages to delete the displayed two-page spread. 3. 1. 4. Figure 1
Deleting a Page
You can only delete one page or 2-page spread at a time.
Duplicating a Page
Microsoft Publisher makes is it easy for you to copy an existing page with all its objects if you need a similar looking new page in your publication. On the Page Sorter. Click OK. If you are in two-page spread view.M ICROSOFT P UBLISHER 2003: W ORKING W ITH P AGES
Moving a Page
Relocating pages within a publication is a snap using drag and drop. On the Page Sorter. this will insert a new two-page spread immediately after the selected two-page spread. The page is deleted. Note: If you are in two-page spread view. and press Delete on the keyboard. Select Edit > Duplicate Page… from the menu bar. 3.
So it has to catch their attention. 2). as well as what it will cost them. 2. In the New Publication task pane on the left.
To delete an object: 1. Creating a Brochure Editing Objects -Moving -Resizing -Deleting Rearranging Panels
3.edu/OTStraining. Look through the templates by choosing each of the options under Brochures (Figure 1.
. Right-click object and select Delete from drop down menu.
3. Left-click one time to select the object and press Delete on keyboard OR 2.Microsoft Publisher 2003
OTS PUBLICATION :
PB2• REVISED 07-01-2006 • TRAINING @ TOWSON . When you make your selection. under New from a design. Details available at http://www. many graphics and text boxes will have to be added. 1). To move an object: 1. click the dotted line holding down the left mouse button. 410-704-4070.
1. In most cases.towson. first of all.
Creating a Brochure Using A Wizard
1. EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution
What is a Brochure?
A brochure is a publication used to convince readers you have something they need.
The Template is strictly an example. 4. Adding New Objects 4. deleted. click the arrow next to Publications for Print and choose Brochures (Figure 1. and then motivate them to pick it up.
© 2005 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercialNoDerivs License. You can either enter information here or click Cancel and enter it in yourself on the brochure. an information screen may pop up. Drag the object to the preferred place by moving the mouse to that area. 3. The readers have to see right away what they will get from reading the brochure. they glance at it. 2. Place your cursor on the dotted line encasing the objects and click once to highlight the area. Open Publisher 2003. or moved. 2. This can be a real challenge because when people look at a brochure cover they don’t read it. With the cursor looking like this .
2. be sure to only highlight the first paragraph or the drop cap will be added to all paragraphs in the text box. Click OK to return to your document. hold down the left mouse button.
1. 2. and drag the box to the desired size. If your text box contains more than one paragraph. 2. double-click to add to your publication.B ROCHURES WITH P UBLISHER 2003 Resizing an object: 1. Place your cursor where the text box is to be inserted. A successful publication should use just one drop-cap at the beginning of a story or section. For files. For clipart. choose from file and browse for the image. When you choose a picture. Drag your cursor to resize. Choose from the menu what kind of picture you would like to add. Place your cursor on one of the white dots located on the dotted lines. you can search for specific pictures by typing a keyword in the Search Field and clicking Go. is a large letter at the start of a paragraph. go to Format > Drop Cap and click Remove. If you want to remove the drop cap. 5.
Do not click the green dot to resize. 4. Choose the style that you would like from the menu. Go to Insert > Picture. 2.
A drop cap. Go to Insert > Text Box The cursor will turn into a cross. You can click on the Custom Drop Cap tab at the top of the window to further customize. The green dots tilt the object on an angle. Select the object you wish to resize. 1. 3.
3. Click in the paragraph where you want to add the drop cap and go to Format > Drop Cap.
2. 3. by Design or that you created yourself. 3. Click the Group button and move the grouped objects out to the right of the document
page onto the Scratch Area (The scratch area is the grey area surrounding your publication).B ROCHURES WITH P UBLISHER 2003
Design Gallery Object
Publisher has mini-Wizards used to create design objects within a publication. After you choose the object. adjust magnification so that you can see your whole brochure. Open the publication you need to edit.
Before re-arranging your brochure panels. 5. Go to View > Zoom > 33%. 1. 2. Go to Insert > Design Gallery Object From here you can choose to look at Objects by Category. Along with the object is a mini-wizard that you can click by selecting the object and clicking the wizard icon. click Insert Object. 1. If you have a multi-paged document. Select all of the objects on your page by going to Edit > Select All or creating a box around them by clicking and dragging. go to page 2 and repeat steps 3 and 4. In order to re-arrange things. 4. you can ungroup and regroup objects by clicking the Group button and place them in the new order on your brochure pages. 6.
4. This allows you to re-open the customization of the object.
New Publication 2.
Selecting the E-Mail Newsletters
1. Editing Text 4. Receiving
Under the New Publication task pane there are six E-Mail design templates to choose from. The templates are: Newsletter. click on the blue arrow in front of Web Sites and E-Mail.edu/OTStraining • 410-704-4070 • training@towson. Select one of the Newsletter templates (Figure 1). Save Send E-Mail Template 1. Product List and Featured Product.towson.edu
. Letter. this document will take you step-by-step through the newsletter template. Click on the arrow in front of E-Mail and select Newsletter. Open Publisher 2003 From the New Publication task pane under the New from a design section. Changing Graphics 5. E-Mail Newsletter 3.
Office of Technology Services • http://www. 2. Event/Activity.Publisher 2003
E-Mail Newsletters and Other E-Mail Templates
OTS PUBLICATION :
PB5 • REVISED 07-21-2005 • ©2005 TOWSON UNIVERSITY • OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution
Have you ever wondered how people send out those professional E-Mail newsletters? Publisher 2003 has some great built in design templates that are simple to use and help you look like the professional that you are. Hyperlinks 6. Sending 2. 4. Event/Speaker. Delete and Undo 7.
E-Mail Templates 1.
3. These templates are built to look perfect as an E-Mail message and can be sent directly from the Publisher software screen. The six templates all have the same procedure.
Zooming The first trick to learn when you begin editing your template is to use the F9 key on your keyboard to toggle between zooming your view in and out. You can also use the Zoom toolbar icon (Figure 3).
3. Font Schemes: Choose different font schemes to apply to your template. 2. Publication Design: Choose different publication design templates if you want to change your first choice. Color Schemes: Choose different color schemes to apply to the newsletter template. Figure 3
.P UBLISHER 2003: E-M AIL NEWSLETTERS
Publication Design Choices
Once you select your newsletter template your newsletter will appear in the scratch area of your window and the task pane will have three choices to further customize your newsletter (Figure 2). Figure 2
Editing the Template
Editing the newsletter is a simple process when using the pre-made newsletter template. 1.
2) and choose Font. Browse to the area where you would like to save your newsletter.P UBLISHER 2003: E-M AIL NEWSLETTERS
Editing text using the template is easy to do: 1. It is useful to read the test first because it gives suggestions of what to include in the newsletter.
To change or make a hyperlink: 1. 2.
2. 3. If you prefer a different format for the text use the Format menu (Figure 4. Right-click on the graphic and choose Change Picture (Figure 4. Highlight the text you want to link.
Changing Pictures and Graphics
The template will have a picture or graphic that you will probably want to change.
To delete any part of the newsletter template you don’t want. From File or From Scanner or Camera. 1). select the Undo icon from the toolbar (Figure 4. 1.
. right click on it and choose Delete Object. 2.
Delete and Undo
1. Select the text in one of the text boxes and delete it (Figure 4. Type in the new text . To undo any action that you have done. 2. name it and choose Save. 5). 4) and choose the hyperlink options that you desire. Choose a new picture or graphic by selecting Clip Art. Select the Create Hyperlink icon from the toolbar (Figure 4.
Go to the File menu and choose Save or Save As. 3).
. 2) and bring in the recipients that you want for this E-Mail. Click on the To button (Figure 5. 2. 3. Go to the File menu and choose Send E-Mail > Send This Page as Message. Your E-Mail editor software will open up on the top section of your Publisher screen (Figure 5.P UBLISHER 2003: E-M AIL NEWSLETTERS
Sending the E-Mail Newsletter
After you have made all of your changes and have saved your newsletter you are ready to send it. Click Send (Figure 5. 1). 3) . Fill in the Subject field (Figure 5. 1.
4 2 3
The recipients who receive your newsletter will see its contents it in the message area of the letter (Figure 6). 4). 5. Figure 5