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Do you wrestle Microsoft Word to wring a newsletter out of it? Word 2007 has a variety of neat features that make it behave more like Microsoft Publisher or other desktop publishing programs. In this session, you’ll have a chance to play with these flexible features, and find more creative ways in which to use Word 2007.
Presented by: Shawn D. Gramiak Consultant and Top Hog Grunt Multiservice
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Phone: (780) 466-9324 E-mail: email@example.com Shawn D. Gramiak Desktop Publishing in Word 2007 1
A couple of things we will assume Before you go into this handout, it is assumed that you know enough about Microsoft Word to write a letter and save it. So you should possess basic typing skills, mouse skills, and the ability to create, edit and save documents. If you are unfamiliar with any of these skills, you may want to check out the website www.officetutorials.com The above site is chock full tutorials on all of the basic skills required to use the main Microsoft Office programs. So even if you are already familiar with Word, there are also tutorials for Excel, PowerPoint and Publisher. What this handout is all about If you ever had to design a newsletter in earlier versions of Microsoft Word, you know that it could be a real hassle. It was not impossible, but it certainly wasn’t the best tool for the job. Word was great for writing and editing the articles, but making it all look pretty was more the domain of desktop publishing programs like PageMaker, Quark Express, InDesign or Microsoft Publisher. Now let’s be clear, Word 2007 is not a replacement for a good desktop publishing program. However, a number of features have been incorporated into Word 2007 that allow it to do a pretty good impression of a desktop publishing program. Templates: The quickest way to get things done One of the great things about Word 2007 is that it makes getting access to hundreds of templates online much easier. In Office 2003, you could still access templates that were online, but a lot folks did not know that. In Office 2007, as soon as you click your Office button and click the New Command, all of your online templates are there, ready and waiting for you. Following are the steps for downloading a newsletter template from Office Online. Steps to download a template: 1. Click your Office button in the upper left corner of your screen.
Shawn D. Gramiak Desktop Publishing in Word 2007 2
You would then go ahead and copy and paste your own written articles over the filler text of the newsletter. Shawn D. From the menu that drops down. Scroll down the Templates list until you see the Newsletter category. and a short distance beneath it. 5. It may take a moment or two. Click on Newsletters when you see it on the list. 6. Then click the Download button in order to use the template.2. From the window that pops up. Microsoft Office Online. but the actual newsletter will pop up on your screen in Microsoft Word. Click the one you want. You should see an area called Templates. click on New. 3. Gramiak Desktop Publishing in Word 2007 3 . look to the left side of the window. 4. You will see a large variety of newsletter templates show up.
Although people who contribute articles to your newsletter may not appreciate being edited. create a newsletter template that is more appropriate for your organization. you might find that you can download a newsletter template. Working with downloaded templates involves more of a desktop publishing approach. even professional journalists have to write to a specific word count. One of the issues of using a template is that you need to write and edit articles to specific word counts. Gramiak Desktop Publishing in Word 2007 4 . However. and is a little bit different than how we used to create newsletters. but it is easier to edit down the article. some of those “old school” skills can still be used in these templates. So rather than building a newsletter from scratch. You may have noticed that there is a vast selection of different online templates that you can quickly and easily download and use. So Shawn D. rather than continually keep reformatting the layout of the newsletter. and with some minor revision. It is not that you can’t adjust the text boxes in the document.
rather than worrying about how everything “looks”. Shawn D. although we may be typing material directly into the newsletter we create today. because you can concentrate on editing and spellchecking. It is easier to do this in a plain document. plain document with little or no formatting. and scanning photos and collecting the graphics you want to use in your publication. keep in mind that when it comes to creating a newsletter. “Old School” newsletter formatting It is used to be that we relied on items like columns and section breaks to format items like newsletters in Microsoft Word. in that we will take the “plain” document and quickly format it. Today’s method will be even a little quicker. In short. it is a good idea to get all of your articles put together in a separate. Once again. On a related point. No matter what method you use. this is where you can do all of your spell checking and editing of your articles. So let’s start by using columns and section breaks to do some “old school” formatting. have all the material you want in your newsletter ready to go before you even start laying out the actual newsletter. If you take a more “desktop” publishing approach.let’s take a look at some of the skills we used to use when creating newsletters in Microsoft Word. Once you have the plain document edited. having experience with both methods does not hurt. However. In this plain document. there is more than one way to accomplish our goals. then it becomes a matter of copying and pasting the articles into your newsletter. prepare your materials first! Although the examples we use in the class are already “pre‐prepared”. Gramiak Desktop Publishing in Word 2007 5 . it is a good idea to get cracking on composing your information (the text we usually refer to as content). you will make use of items like text boxes to lay out our documents.
and puts the text that follows the break on to a new page. 2. To turn the Show/Hide button on: 1. you will see that it looks like a report. This is good to use if you have a paragraph that breaks across two pages (you usually want to start a new page with a new paragraph). You should see a whole bunch of backwards P’s show up on your document. Shawn D. Page Break breaks the page. a. Use a Section Break to separate your newsletter title from the rest Using Insert command allows you to place a variety of breaks (including Section Breaks) to divide a document: 1. These symbols are very handy when trying to figure out how your document is set out. with a title at the top. as well as the spacing between words.Starting with our “plain” document: For the purposes of this class. Turn on your Show/Hide button The Show/Hide button can be used to show on the document where you have ended your paragraphs. there is a Breaks button. Gramiak Desktop Publishing in Word 2007 6 . Click the Page Layout Tab on your Ribbon. It also shows where tabs are in the document. The Show/Hide button is on the Paragraph group of this Ribbon. If you look at the document. We will pretend that the document was created by you at an earlier time. Click on your Home Tab. 3. There is a heading for each article as well. The button looks like a backwards P. click on the one of the various commands. if you have put them in. 2. followed by a series of articles. 3. From the menu that drops down. Click on that button. click on it. the instructor will get you to open up a plain document. On the lower right corner of this tab.
and to have each of the sections formatted in a different way. Roman font) (this is an example of the Times New Shawn Gramiak (this is an example of the Arial font) Shawn D. with full paragraphs above and below the columns of text on the page. Once again. it is useful in preventing a paragraph from being split amongst two columns. Even Page Section Break creates a new page after the break. along with the name of the font that has been applied to them: Error! Reference source not found. Text Wrapping Break is a line break used in text that wraps around a graphic. d. which is also a new section. A Continuous Section Break allows you to have two or more sections of text on one page. you would enclose those columns with continuous section breaks. we will use Column Breaks to further subdivide the document. For instance. column. A little later. Continuous Section Break is very useful for creating another section of text. Format the Title with a different font A font is simply a different type of lettering. e. move that text after the floating object. so that it can be formatted differently.b. which is also a new section. Column Break pushes the text that appears after it into a new c. f. Basically it says. For instance. but also designates that page as another section of the document. without creating another page. and will also be an evenly numbered page. Odd Page Section Break creates a new page after the break. g. Gramiak Desktop Publishing in Word 2007 7 . if you wanted two columns in the middle of a page.” Next Page Section Break creates a new page at the point of the break. prevent wrapping for the text following the break. “break the line at this point like a line break. and will be an odd numbered page. We will use a Continuous Section Break to divide the page so that we can format the title of the document differently than the rest of the document. following are two words.
you will find that you literally have dozens of fonts to choose from. however. This is known as Live Preview. The Font Group on the Home Ribbon also has button to help you bold. the larger your selected lettering will become. A list of fonts drop. It will have an arrow on the right side of it. Something to keep in mind with all of the buttons at the top of your screen. In the Font Group. Select the text by using you mouse pointer and the I‐beam (the pointer on your screen that looks like a big capital letter I) to click and drag over the text. Click this arrow. Gramiak Desktop Publishing in Word 2007 8 . It will probably have the words Times New Roman or Calibri in it. click on the font you wish to apply to the selected text. are basically the same in every instance. You may also notice another drop‐down box with a number in it. 2. italicize. and is intended to help make formatting a document a little simpler. Click your Home Tab 3. If you use the scroll bars on the side of the font list that appears. The drop down list of numbers is used to change the size of the font. by changing it’s font. To change the font type for your Title: 1. 4. you will see that we will change the font in a variety of instances throughout our document. The larger the number you click. It too will have a downward pointing arrow on its right side. IMPORTANT NOTE!: ALWAYS remember the highlight the text you want to change before you use the steps above. Also note that as you move your pointer over different fonts in the list. there will be a drop‐down list box. 6. and underline text. 5. Shawn D.Although we will start with changing just the headline of our newsletter (also sometimes called a banner or masthead). as well as change the color of the text. Click on this arrow. that your selected text may change as the pointer moves over different fonts in the list. The ways we change our fonts.
Divide your document into multiple columns: 1. Setting column breaks Although your text will probably “flow” easily from one column to another. Once again. you might find that you want to “cut short” or “break” a column. 1. You do this by setting a column break. This is surprisingly easy. Gramiak . click on it. Desktop Publishing in Word 2007 9 Your instructor will indicate where you may wish to place your column breaks. Note that the Column Break pushes the text that appears after it into a new column. except that you will be planting it in a column. 2. there is a Breaks button. click on the Column break command. just rest the pointer on it. Click on your Page Layout Tab. Most times. Shawn D. 3. Click on this button. You should now see that the text in your document is now divided into columns. 5. On the lower right corner of this tab. Setting columns in your document The next thing you may want to do is add some columns to your newsletter. click on the Three Column option. From the menu that drops. 2. 4. DO NOT CLICK IT. Click the Page Layout Tab on your Ribbon. A column break is like setting a continuous section break.If you are not sure what a button does. Just beneath this tab is a Columns command button. and give you an idea of what the button does. 3. the button will pop out a little yellow or blue box that will give you the name of the button. it is useful in preventing a paragraph from being split amongst two columns. make sure that you begin this process below where your headline is. From the menu that drops down. MAKE SURE YOU HAVE CLICKED BENEATH THE SECTION BREAK! In short. you can also just rest your mouse pointer on the button. Click in the column where you want the Column Break to appear.
look to your Home Ribbon (you may have to click your Home Tab to see it). You could go to each and every heading. Gramiak Desktop Publishing in Word 2007 10 . As the class proceeds. and a little blue box will pop out to tell you so. Near the front of it (the left end of the Ribbon). If you wish to put bullets by the points on a list. click on this button. with little lines beside them. the instructor will take you back to highlight/select and change to fonts on the headings for each of the articles in your newsletter. This is your Bullets button. This is your Numbering button. and you will see two buttons in the Paragraph Group. Just recognize where it is. Using the Format Painter. You may want to put bullets (little symbols) or numbers beside those points to make them stand out. If you want to put bullets on your list. Look to your Home Ribbon (you may have to click your Home Tab to see it). and change it. there is this odd little thing that looks like a paint brush. 2 and 3. Using your mouse. Don’t click on it yet. To apply bullets or numbering to a list: 1. REST your mouse pointer on it. click on this button. and you will see two buttons in the Paragraph Group. and a little blue box will pop out to tell you so. REST your mouse pointer on it. Applying bullets and numbering You might find that you have a list of items in your document. 3. One button will have a set of dots with little lines beside them. Shawn D. This little item is called a Format Painter. Take a look at the Home Ribbon on your window. One button will have the numbers 1. If you want to put numbers on your list. and then use a little gizmo called the Format Painter to apply the same heading format to a bunch of other headings in your document. Or you could make changes to one of the headings. 2. click and drag to select the list of points you want to apply bullets or numbering to.
Then follow the steps above to use Format Painter to quickly run through the rest of your document. and click on the Clip Art button. 3. will be covered a little bit later in this handout. You may also want to bold the heading. the text takes on the formatting that we assigned to another piece of text earlier. Using any method that you prefer. you should see that as soon as you click and drag through it. 2. Using your Format Painter: 1. 4. So what’s so cool about the Format Painter? Rather than going through the trouble of formatting each and every subtitle in the document. Making sure that your “changed text” is highlighted. which is available in pretty well all word processors. A Clip Art Task Pane will pop up on the right side of your screen. Click and drag through another heading in the newsletter. Click the Insert Tab on your Ribbon. and type in what you are looking for. What if I want to add a picture or two? Or a piece of clipart? Or a shape? To insert a piece of clipart onto your page: 1. You should now see that the “I” beam that is your normal pointer in a word processing document now has a little paintbrush attached to it. Now more experienced word processing people will tell you might want to use a feature called “Styles”. “painting” the subtitles with the proper format as you go. 2. why not just create your newsletter. Click in this Search for box. Gramiak . One click turns the Format Painter on. but the second click of the double‐click “locks” the Format Painter on. Desktop Publishing in Word 2007 11 Shawn D. as we just did. 4. 3. Then fancy up one of your subtitles. Look just beneath the Insert Tab. go up and double‐click that little Format Painter paintbrush on your Home Ribbon. It will have a Search for box on it. Click where you wish to place the Clip Art. Click and drag to select one of the headings in your newsletter. That however. 5. change the font and size of the font for the heading.
DVD or USB memory key. Click the Go button by the Search for box. Both items will usually have little symbols that look like diskettes or CD’s. Click Insert Tab on your Ribbon. Just beneath. An Insert Picture dialog screen will pop up allowing you to tell the computer where to look for your picture.5. Shawn D. click on a duplicate. You should then see a number of pictures. i. and to the right of this tab. If this does happen. 1. To Insert Pictures from a disk. a list of pictures will appear in the window. 3. If you click on the picture too many times. The computer may automatically take you to a folder called My Pictures (or Pictures in Vista or Windows 7). It may take a moment or two for the picture to appear. and will include disk or CD in their actual names. You may need to move up and down these pictures to find one that works for you. If you have stored all of your pictures in My Pictures (or Pictures). Or they may appear as Thumbnail or Large Icons (basically little versions of the larger picture). 3. 8. 2. to insert the picture. Click on it. Once you find a picture you like. 2. 6. Once you have found the picture. At the top of this window there is a white box that tells you what storage location you are looking at. Follow steps 1 to 3 in the previous set of steps. Gramiak Desktop Publishing in Word 2007 12 . Once you click on the entry for the diskette or CD (depending on where your pictures are stored). Click the word My Computer (or Computer in Windows Vista or Windows 7) on the left side of the Insert Picture window. you will have to click the entry on the list that represents the diskette or CD. there will be a list of pictures that are stored in that area. 4. click on the picture. To insert a picture onto your page: 1. just click the Insert button on the lower right corner of the window. and tap your Delete key on your keyboard. 4. you’ll have duplicate pictures appear on your page. is a Picture button. so be patient. CD. 5. The CD is usually represented by the letter D: or E: iii. 7. From the selection of storage areas that appear. What you have basically done is told the computer where to look for the pictures. The diskette is represented by the letter A: ii.
we’ll talk about how to do this a little later in the handout. Click the Insert Tab on your Ribbon. it will look like a cross. that will center the picture. That means it is stuck into the paragraphs of text. the larger the shape becomes. whether it is a piece of Clip Art or a photograph. Once you have found the picture. Inline Graphics When you insert a picture. 3. If you click on the name of one of the pictures. Click on it. it is usually placed in the document as an inline graphic.and once the computer looks there. This will anchor one corner of your line/shape. The farther you roll the mouse. that will select the picture for insertion. you will see a button called Shapes. Sometimes you want that picture to float. The program is now waiting for you to click a spot in your document where you want the line or shape to go. When you move the pointer back to the document. i. if you click on the picture. 2. or be able to be moved around more easily. For instance. ii. So if you move the text around. Shawn D. 6. you can almost treat it like a piece of text. You can also adjust the direction of the item with by rolling the mouse appropriately. Gramiak Desktop Publishing in Word 2007 13 . it will show you whatever pictures are stored in that area. 4. To the bottom right of the Tab. Adding shapes to your newsletter Drawing Shapes 1. the picture moves in conjunction with it. just click the Insert button on the lower right corner of the window. Move your pointer to the appropriate area in the document. When a graphic is an inline graphic. 5. Roll your mouse with your left mouse button depressed. to insert the picture. This will create the line/shape. and click the Center button in the Paragraph Group beneath your Home Tab. Click the line or shape you want to draw from the menu that drops down. then left‐click and hold the button down.
click the little down arrow to the right of the little paint brush on your Drawing Tools Ribbon (it will be in the Shape Styles Group). 4. From the menu that pops out. Changing colors and lines in shapes 1. To resize a picture or a shape: 1. The line/shape is now set in the document. You will also have the options of No Fill. 2. or shape. 4. let the left mouse button up. which will take you to an area where you can choose more colors to fill your shape with. Click on the picture or shape. click on a colored square. 5. Gramiak Desktop Publishing in Word 2007 14 . which will take the color out of the shape. 3. Keeping the mouse key held down. which will take the color out of the shape. Click on the Drawing Tools Tab. click the little down arrow to the right of the little paint bucket on your Drawing Tools Ribbon (it will be in the Shape Styles Group). When the line/shape is the right size and direction. To change the color in a shape. If you do not see the Shape Styles Group. When the little circles and squares appear around the shape.iii. Shawn D. look near the top of the screen for a Drawing Tools Tab. You will also have the options of No Line. If you have clicked on a shape. 3. look to the Shape Styles Group on the Drawing Tools Ribbon. This screen will contain tools that you can use for the specific item. which will take you to an area where you can choose more colors for your line. piece of clip art. that a special Ribbon (called a Contextual Ribbon) will pop up on top of the screen. The moment your pointer changes to a little arrow. and More Line Colors. drag until the picture or shape becomes the size you need it to be. Click the line or shape you want to change. You will also notice that any time you click on a picture. just move your mouse pointer over one of the little squares. To change to color of a line. You know the line or shape is selected when little squares and circles appear on it. From the menu that pops out. 2. click on a colored square. and More Fill Colors. click and hold down on your mouse.
there is a button called Page Number. Styles. By assigning styles to the text in your documents. Even if you use styles. there is a command called Format Page Numbers. click on it. Before you start saying to yourself that this sounds too good to be true. Headers and Footers Styles Styles are one of the most powerful tools you can learn to use when it comes to efficiently formatting large documents. etc. Click the page numbering option that you prefer. If you need to modify the page numbers. is the nature of working with large documents. You can use pre‐built styles within Word. 5. 2. bottom of page. you’ll find that you still have to go through a document after you have changed its formatting to clean up the occasional formatting error here and there. You have a couple of options when it comes to using styles in Microsoft Word. Click the Insert Tab on your Ribbon.Add page numbers to your newsletter: The quickest way to add page numbers to your newsletter is by doing the following: 1. you will be given a series of different page numbers. That. you are correct. and where they will be placed. or you can create your own Quick Styles to use in your documents. rest your pointer on the position you want the page numbers to appear (top of page. 3. you will get a series of options that will allow you to change your page numbering. To the right end of the Insert Ribbon. from the menu that dropped down in Step 3. If you click on this command. From the menu that drops down.) 4. you can change the format of a document in minutes or seconds. however. rather than hours. From the menu that flies out. Shawn D. Gramiak Desktop Publishing in Word 2007 15 .
and move my pointer over the styles. Type the name you want for your new Quick Style. A dialog box will pop up. change it’s font and font size). Clicking and dragging is a common form of highlighting text. No Spacing. 4. 3. Using the pre‐made styles within Microsoft Word: 1. Format a paragraph as you normally would (for instance. click on Heading 1. You can then proceed to click in other paragraphs and apply that style as required. This Gallery has many more Styles. 3. You should now see that your new Quick Style has been added to your Style Gallery. Note that these Styles also Live Preview. Heading 1 and Heading 2. Gramiak Desktop Publishing in Word 2007 16 . Open or create a document with a series of headings and/or sub‐headings in the text. asking you to give your new Quick Style a name. click on “Save Selection as a New Quick Style”. From the Styles Gallery. 7. 8. 2. 4. The heading you selected in Step 2 now has the style of Heading 1. Shawn D. 6. 5. Highlight the text you have just formatted. 2. In the Styles Gallery group on the Home Ribbon. Click the More button in the lower right corner of your Style Gallery. Click the OK button. From the menu that drops. I still have to click on the style. however. to apply it to the text. and you can see them by clicking the More button in the lower right corner of the box containing the Styles (the More button looks like a little triangle with a line over it). To create a Quick Style: 1. I might see that the text changes every time I move over a different style. Highlight a heading within your document.Let’s take a look at both methods. you will see items with titles like Normal. 5. So if I have selected some text.
7. The Ribbon is actually called Header & Footer Tools. you can go up to the Styles Gallery and right‐ click on the Quick Style you created. Gramiak . Custom Footers (and Headers. 3. 6. You will find that your Insertion point gets placed in the Footer section of your page. color. 4. the steps are similar) You will notice that Word 2007 include a wide selection of document components such as pre‐formatted headers. the font change should be reflected throughout all of the text in the document. by clicking and dragging on its elements. 5. there will be a Modify command that you can click on. your company logo (by inserting a picture). 2. Desktop Publishing in Word 2007 17 Shawn D. you will see the Header & Footer group. if you wish to start right from scratch. you will be brought to a dialog screen that you can use to change the font. footers. you can choose an existing Footer and adapt it. you can select the entire Footer. If you made a Quick Style for the body text (the content of your document). From the menu that appears.To Modify your Quick Style: Let’s say you complete your document. and another of other attributes. When you click on this command. On the right side of the Ribbon. While you are here. Proceed to use whichever buttons you wish to insert items like page numbers. Click the Footer button At this point. the font size. However. Click the Insert Tab on your Ribbon. and then you do get the request to change the font for all of your body text. etc. page numbering. and a Contextual Ribbon for working on your Headers and Footers will appear. or even manually typing in text. move down the menu and click on Edit Footer. What if you want to make your own Custom Footer for documents? Making a Custom Footer: 1. As soon as you click the OK button on this screen.
Or you may wish to right‐click to modify the existing Heading 1 Style in your document. Then you can quickly make a Table of Contents for your document. On the Header & Footer Tools Ribbon. where we talk about taking a more “Desktop Publishing Approach”. BONUS: Create a Table of Contents This method only works well when you use the method of making the newsletter in the first portion of the document. The same steps.Click the OK button at the bottom of this little screen to add your Custom Footer to your Footers Gallery. look for the Footer button. Shawn D. If you are using your own Quick Styles.8. NOTE: Using the built‐in Heading 1 Style is the simplest way to go. This is another instance where using Styles in your document saves a lot of time. In the second section of this handout. 10. you will find that any time you click the Footers button (usually under the Insert Tab). click on Save Selection to Footer Gallery. From the menu that drops. with slight modification. Gramiak Desktop Publishing in Word 2007 18 . 11. can be used to create and save a Custom Header for inclusion in any new documents. as well as add it to the Footers Gallery. Take a moment to format all of the headings in my document with a Heading 1 Style (which is in the Styles Gallery). you will probably have to assemble your Table of Contents by hand. you will be able to insert your Custom Footer in any document you are working in. Click on it. You can even type in a brief description of it. you will have to adapt the steps slightly to ensure that Word recognizes the Quick Style you created as being the style for the headings in your document.This will open a dialog screen that will allow you to name the Footer. After you have added your new footer using the above method. 9.
Click the References Tab. or if you need to tell the Table of Contents feature to use one of your Quick Styles. A new and different method of creating a document Word 2007 pulls a page from Microsoft Publisher when it comes to desktop publishing features. as well as say what level of importance your Quick Style has. This will bring up a Table of Contents dialog screen. or a Heading 1. 2. and other graphic elements becomes more important. This method requires a little more pre‐planning than our previous method. in that every element on the page exists “on its own little piece of paper”. much like Publisher. From the menu that drops. It will therefore be ranked highest in importance in your Table of Contents. It also follows the general premise of all desktop publishing programs. The Table of Contents will appear on the page. clicking the Options button in the lower right corner of your screen will allow you to choose your own Quick Style for the Table of Contents. So does layering of all the elements. it will give any items formatted with that style that importance of being a first level heading. Unlike the column and section Shawn D. 4. Click on the page where you want your Table of Contents to appear. 3. To make a Table of Contents based on the Headings in your document 1. Rather than using columns and section breaks. 5. pictures. So arranging text boxes. In the event that you wish to change the look of the Table of Contents. if you type 1 by your own Quick Style. when the menu drops from the Table of Contents button. Click the Table of Contents button at the beginning of the ribbon. Word 2007 gives you the ability to format your entire document using text boxes. click on Insert Table of Contents. Gramiak Desktop Publishing in Word 2007 19 . click the type of Table of Contents you want. For instance.
to organize your document. Changing your fonts and working with pictures is a cornerstone of any desktop publishing project. Things like Quick Styles. and flow the text throughout the document. Now don’t think for a moment that the steps we took you through in the earlier section of the document are no longer useful. it usually appeals to those who want a little more creative freedom. The primary difference between these two methods is that we will not be using the Column button. These skills. it was not very flexible. however. Although this desktop publishing method requires more prep. let’s think back to our templates When we looked at our newsletter templates at the beginning of this session. if you didn’t want to stay in this format. however. It made it easier to put things into columns. Page Numbering and Headers and Footers will still be useful. are useful in a whole variety of other projects. or section breaks. Shawn D.break method. You can use all the steps we used previously in this “newer approach” to desktop publishing. you may have noticed that each item on the page existed in its own box. The previous method we used to make a newsletter was restrictive. Some of the other skills we will need for this method are: • • • • • • Showing a Grid Inserting Blank Pages Drawing Text Boxes Making Pictures “Movable” Linking Text Boxes Layering Now. Each element “rested” on the page. or on its own little piece of paper. but requires more preparation. Gramiak Desktop Publishing in Word 2007 20 . the method we are about to look at gives a little more flexibility.
4. To add more pages to a document: 1. These will not print. We will start by making sure we have the number of pages we want to work with beforehand. Gramiak Desktop Publishing in Word 2007 21 . At the front of the Insert Ribbon. photos and shapes. This includes our text boxes. 3. Click the Insert Tab on the Ribbon. 3. click the empty check box by the word Gridlines. single‐page document. This will put a check mark in the box. Adding Text Boxes to your newsletter: The Text Box is a fundamental element that we use all the time in desktop publishing. Shawn D. 4. You might have to scroll up the window to get to the first page to start work on your newsletter.Let’s Get Started! Open up a new document. Click on your View Tab. Open a new. Click it three times to add three more pages to your document. So we may want to make this a four page newsletter. Turning them off is just a matter of taking the check mark out of the check box by Gridlines. clip art. You should now see that all of your pages have gridlines on them. You may already be familiar with text boxes if you use PowerPoint. Look for the Show/Hide Group (it is to the left side of the Ribbon). there is a Blank Page button. Now it is time to start adding text to our newsletter. To add Gridlines to your document: Gridlines will simply make it easier for us to position the different graphic elements on the page. In this Group. To turn on the gridlines: 1. 2. 2. Our next step is to show the Gridlines on our page.
3. 5. and come up with an overall template/format for the newsletter. If you are using this method of laying out your newsletter. and for the columns that will contain our articles. you can either type text into it. So you can make the text box larger and smaller as required. you will have to resize and reposition the text box. It will look like a small box with a capital letter A in it. You will also find that even if you create all of your text boxes beforehand. To create a Text Box: 1. NOTE: You may also see a large Text Box button on the Insert Ribbon itself. 2. Shawn D. Once the Text Box is drawn.text boxes will be basic containers that we use to hold any piece of text that will appear in our newsletter. To the lower right corner of this tab. and then either type text into it. you get a menu of pre‐formatted text boxes. This is not unusual. 4. So nothing is written in stone. Text Box will be one of the shapes. or copy and paste text from an outside source. you can modify text boxes if certain articles are too long or too short. We will first draw a text box. Remember that your text box is a shape. Gramiak Desktop Publishing in Word 2007 22 . Click the Insert Tab on your Ribbon. This is where the flexibility of page layout comes into play. You can also move it around on the page. So we will create text boxes for items like our newsletter title. then edit the stories to fit into your text boxes. If you click this button. It is merely a different way of adding your text boxes. Click and drag the crosshair pointer on your page to draw your Text Box. Click on it. you could draw all of your text boxes first. you will see a Shapes button. You can apply all the steps of working with shapes that were talked about earlier in this handout. If you click on one of these. and then click inside of it to add text. Click on this shape. our table of contents. or copy and paste text into it from another document.
If you highlight the text within a text box. that you get a new Ribbon that pops up at the top of your screen. and if you do not see it. This Ribbon will give you a variety of things you can do with the text box. so you will have to adapt them slightly so they can float. this Ribbon will disappear. Your text box will also eventually contain text. So if you have a general idea of how you want to lay out the newsletter. When you insert clip art or pictures using this method. draw three text boxes that will hold the actual article.In addition. Clip Art. you can go from page to page. including filling it with color. click the Text Box Tools Tab at the top of your screen. Remember to leave blank spots on your pages to drop in items like clip art or pictures. Remember. however. You can move shapes around pretty easily. is a little bit of a challenge. Inserting clip art or pictures. if you click off of the text box. you may notice that when you click in or on your text box. adding the text boxes you require. To bring it back. you will find that they get inserted inline. pictures and shapes using the methods outlined earlier in this handout. you can use all of the text formatting features under your Home Tab. There are a great many other options here that you can explore. Gramiak Desktop Publishing in Word 2007 23 . or taking the outline off of the text box. It is a Text Box Tools Ribbon. but beneath it. click on the text box. For instance. you may draw a text box for a headline. and be more easily moved on the page. This includes applying Styles to the text. Shawn D. and position where you want them to be in your newsletter. Pictures and Shapes You can add clip art.
If you cannot see it. If you need to move the picture behind the text. and get the Picture Tools Ribbon. look for the Picture Tools tab near the top of your screen. and text boxes up and down over other objects is known as layering.If you cannot easily move clip art or a picture: 1. If you cannot see it. Gramiak Desktop Publishing in Word 2007 24 . look for the Picture Tools tab near the top of your screen. 3. 2. A menu will drop down with a variety of choices. Click on the tab. there will be a Format Tab and beneath that a button called Text Wrapping. Click on the picture. shapes. you will see it has a variety of tools that you can use to change the picture. Click on that button. click the Bring to Front button. This will put a Picture Tools Ribbon at the top of the screen. as well as special effects to the picture. The picture should move to the front of the page. Beneath the Picture Tools Tab. You will also see circles and squares surrounding the picture that you can use to resize the picture. and you should be able to click and drag on it to position it where you want it on the page. Moving pictures. if you need to bring the picture forward. 4. You also have ways to change the color and brightness of the picture. Click on the picture. NOTE: Whenever you click on a picture. clip art. Conversely. 4. 3. This will put little circles and squares around the picture. Again. or another shape. This will put little circles and squares around the picture. To do this: 1. 5. click the Send to Back button just the Format Tab. think of each element as being on its own sheet of Shawn D. to indicate it has been selected. This will put a Picture Tools Ribbon at the top of the screen. as well as send it in front of. To move pictures or shapes to the front or back: Sometimes you will find that you need to move a picture or shape behind a piece of text. Click on the tab. click on In Front of Text from this menu. or behind other pictures. to indicate it has been selected. 2.
click and hold down in the center of your picture or shape. You may copy and paste an article from another document into one of the text boxes. If you Shawn D. To move a picture or shape: 1. At the beginning of the Text Box Tools Ribbon. Now you should be able to easily click and drag the picture or shape around the page. Let us say you have created three columns to place an article into. you will see a button that says Create Link. 5. you will have already drawn your text boxes. As soon as you move into the next empty Text Box. 3. Click on this button. Move your mouse pointer into the next empty Text Box. you might notice your pointer changes into a little water pitcher that is spilling out words. To link Text Boxes: As mentioned earlier. This is the next box you want the article to flow into. Each element that rest atop another is in its own layer. Click on the first Text Box. and copied and pasted your article into the first text box. You will need to link the text boxes together to let the article flow. Click the Text Box Tools Tab that appears at the top of your screen. 1. Linking Text Boxes This is probably the greatest desktop publishing feature in Word 2007.paper. 4. Drag the picture or shape to where you want it to be. Gramiak Desktop Publishing in Word 2007 25 . Using your mouse. 2. When you move items to the front or back. 2. you are basically “shuffling” the items like a deck of cards. but you still want it to flow from the initial text box into the remaining two.
if required. and double‐check that you are not missing any text from the original article when you paste it into your newsletter. if you work with documents ALL OF THE TIME. the linked text boxes will change to accommodate any additions or deletions. more of the article will appear in this Text Box. you will find at least some of the steps in this handout useful. In addition. Have fun! Shawn D.click in the empty Text Box with this picture. So you aren’t given a hint that you may need to link one text box to another. 6. Hopefully. By linking the text boxes. you might need to resize your text boxes a little to accommodate all of your text. You’ll have to keep an eye open. AN IMPORTANT NOTE: Unlike most desktop publishing programs. if you edit the text in one box. click the Create Link button and click in the next empty Text Box. THAT’S ALL FOR NOW FOLKS! Of course. Repeat these steps as many times as required. However. but link it to a text box on the last page. Click on this full Text Box. This is not unusual in magazines or newspapers. As always. with more bells and whistles. Word 2007 doesn’t really tell you if you have more text in a text box than you can see. Gramiak Desktop Publishing in Word 2007 26 . You can even link text boxes on totally different pages. the intent of this session was to show off some of the useful tools that folks who don’t desktop publish all day may not be aware of. That way. we can all benefit. tips and tricks you have learned with others. Word 2010 is just around the corner. So I could start an article in a text box on the first page. don’t be afraid to share the Word 2007 skills. When all is done. there are even more advanced features that Word 2007 offers.
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