ITE3001 - GCIT406A - Lecture - PPT (v20150827) For Word 2013

ITE3001 IT Essentials -
Services
1
GCIT406A : PRODUCE DESKTOP PUBLISHING

D O C U M E N T S T O S U P P O R T O R G A N I S AT I O N A L
FUNCTIONS
This study note is designed for

Microsoft Word 2013
GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Identify Requirements
2
Purpose of the document
Target audience
Understand who you are speaking to, and discover the
best way to present information to these people. Defining
the audience consists of designing the elements of
graphic design to create a document that will attract the
desired audience.

Desktop Publishing Software
3
With word processing software

 Modern word processors now have publishing capabilities
beyond those of many older DTP applications, blurring the line
between word processing and desktop publishing.
With other electronic layout software
 See the list on next slide

Desktop Publishing Software
4
Adobe FrameMaker
Adobe InDesign
Adobe PageMaker
CorelDRAW
Corel Ventura
iStudio Publisher
Microsoft Office Publisher
OpenOffice.org (an open source software)
PageStream
QuarkXPress

Planning for Publishing
5
Layout
Fonts type and size
Colour (black & white, number of colours used)
Paper size
Quantity and cost

Design Principles For Layout
6
Harmony
Balance
Proportion
There are no fixed rules and you have to decide what

will be effective in your design.
Further reading :
 http://en.wikipedia.org/wiki/Design_elements_and_principles

Harmony
7
Harmony is achieved through the sensitive balance of

variety and unity. Color harmony may be achieved
using complementary or analogous colors.
Harmony in design is similarity of components or
objects looking like these belong together.
Harmony may be visually pleasing and harmony is
when some of the objects like drapes and couches
share a common trait :
 A common trait between objects could be:
color(s), shape(s), texture, pattern(s), material,
theme, style, size, or functionality.

Balance
8
Balance can be either symmetrical, asymmetrical or

radial.
Balance also refers to a sense that dominant focal
points don't give a feeling of being pulled too much to
any specific part of the artwork.
Balance can be achieved by :
 the location of objects, volume or sizes of objects, and by color.
 balancing lighter colors with darker colors, or bold colors with
light neutral colors.

Proportion (1)
9
Proportion involves the relationship of size between

objects.
Proportion is also relative sizes of surface areas of
different colors.
Proportion also depends on functionality of object.
 Art painting can be given the correct size in relation to room to
make it an effective decorating component or source of color.

Proportion (2)
10
When you place more than one item on a page, you

must consider their relative sizes and importance
Ask yourself:
 What is the relative importance of each element?
 How much of the page should be devoted to text/space?
Ensure the arrangement and size reflects the
importance of the graphics.

Graphics
11
Capture graphics method

 Screen capture in Windows systems
 hit your Print Screen key to copy screen, or
 hit ALT + Print Screen to capture only the active window
 Finally choose Paste in your favourite software (e.g. Paintbrush)
https://picasaweb.google.com
Edit graphics softwares
 Paintbrush
 Picasa Web Albums
 need a Google account
Free photos on the web

 Picasa featured photos
Picasa Web Albums
12
Create an album
Upload photos
Edit selected photo

Common Layouts
13
Magazines
Booklets
Brochures
Brochure
Magazine
Booklet

N-Column Layout
14
In Microsoft Word 2013 :

 Select text to format
 Page Layout tab  Page Setup  Columns

Control Text Flow
15

 Create two textboxes
 Select the textbox coloured in yellow
 Choose Format tab
 Click Create Link command
 Select the textbox coloured in blue

 Type many words in the textbox coloured in yellow, text will flow
between the two textboxes

Decorate Page Border
16

 Design tab  Page Background group

Headers and Footers
17
Headers and footers are areas in the top, bottom, and

side margins of each page in a document.
You can insert or change text or graphics in headers
and footers.
 For example, you can add page numbers, the time and date, a
company logo, the document title or file name, or the author's name

Insert Header and Footer Information
18
To insert information in the Header (at the top of the

page) and Footer (at the bottom of the page) such as
page numbers, date, etc., then:
1. Click the Insert Tab
2. In the Header & Footer group
3. Click Header or Footer

4. Choose a style
Switch Between Header & Document Text
19
In Print Layout view, you can switch between the

header or footer and the document text :
 Just double-click the dimmed header or footer, or the dimmed
document text.
Can edit
Can edit the the footer
document text

Insert Date, Pictures, Filename in Header
20 Self-paced Course (40 - 50 mins)
 When the cursor is placed in the header or footer, you can

modify the text or choose other useful commands :
1. Choose Header & Footer Tools tab > Design tab
2. In the Insert group, you can find relevant commands to add a date,
time, picture or filename etc.

Introduction of Section Breaks
21
You can use section breaks to
change the layout or
formatting of a page or pages
in your document. E.g.
 You can lay out part of a single-
column page as two columns.
 You can separate the chapters
so that the page numbering for
each chapter begins at 1.
 You can vary the headers and
footers so that they display
different content for each
section

Insert a section break
22
1. On the Page Layout tab >
Page Setup group > click Breaks.
2. Click the type of section break
that you want to use.
 Common types of section breaks :

 The Next Page command
inserts a section break and starts the
new section on the next page. (This
type of section break is especially
useful for starting new chapters in a
document.)
 The Continuous command
inserts a section break and starts the
new section on the same page. (A
continuous section break is useful for
creating a formatting change, such as
a different number of columns, on a
page.)

Remove a Section Break
23
Make sure that you're in Draft view so that you can see
the double dotted line section break.
Select the section break that you want to delete.
If you are unsure whether your
document has sections, you can
search for them :
1. Click View  Drafts
2. On the Home tab > Find group >
click Go To.
3. Click Section.
4. Click Next to find section breaks in
the document.
5. Draft view makes it easy to see the
section breaks in the document.

Use Shapes in a Presentation
24
Add a shape to your document

Add text to a shape
Add a Quick Style to a shape
Delete a shape from your document

Add / Delete a shape
25
Add a shape
1. On the Insert tab > Illustrations group
> click Shapes.
2. Click the shape that you want, click
anywhere in the document, and then
drag to place the shape.
 To create a perfect square or circle, press and hold
SHIFT while you drag.
Delete a shape
1. Click the shape that you want to delete > press DELETE.
 To delete multiple shapes, press CTRL while you click the shapes
that you want to delete, and then press DELETE.

Add text to a shape
26
1. Right-click the shape that you want to add text to

2. Click Add Text or Edit Text, and then type your text.

Add a Quick Style to a shape
27
 Quick Styles are combinations of different formatting options that are

displayed in a thumbnail in the Quick Style gallery in the Shape Styles
group.
1. Click the shape that you want to apply a new or different Quick Style to.
If no text is added to the shape :
2. Under Drawing Tools > Format tab > Shape Styles group >
click the Quick Style that you want.
If some text is added to the shape before :

3. Under Drawing Tools > Format tab > Text Box Styles group >
click the Quick Style that you want.
 To see more Quick Styles, click the More button

Add / Delete WordArt text
28
Add a WordArt text

1. On the Insert tab, in the Text group, click WordArt, and then
click the WordArt style that you want.
2. Enter your text.
Delete a WordArt text

1. Select the WordArt that you want to
remove, and then press DELETE.

Change the style of the WordArt text
29
1. Click the WordArt text that you want to apply a new

or different Quick Style to.
2. Under WordArt Tools > Format tab
3. Use the following commands to set the desired
style (Use change shadow as example)

Insert a picture/clipart (1)
30
Pictures and clip art can be inserted or copied

into a document from many different sources,
including :
 downloaded from a clip art Web site provider
 copied from a Web page
 inserted from a file where you save pictures

Insert a picture/clipart (2)
31
1. Insert tab > Illustrations group > click Online Pictures.
2. In the Online Pictures task pane, type a word or

phrase that describes the clip art that you want.
3. Click mirror icon

4. In the list of results, click the clip art to insert it.

Insert a picture from a file
32
1. Click where you want to insert the picture.

2. Insert tab > Illustrations group > click Picture.
3. Locate the picture that you want to insert.

4. Double-click the picture that you want to insert.

Commands to adjust pictures
33
When the picture is selected, the contextual tab

Format will appear

Adjust the picture
34
Six tools available in the Adjust group :

 Corrections (brightness / contrast)
 Color (saturation / tone)
 Recolor
 Compress Pictures Quickly
compress the size of your
picture in the presentation. This
provides automatic compression
when you save your picture.
 Change Picture If you accidentally added the wrong
picture, you can change it here without returning to the
Insert tab.
 Reset Picture Reverts the changes you made to the picture.
Add a picture style
35
The picture will change to match the visual style on

which your pointer is resting
Picture Shape: Format Crop  Crop to shape
Picture Border
Picture Effects
Crop a picture to a shape (0:33)

Resize a picture, shape, or WordArt
36
Resize manually
1. Click the picture, shape, text box, or
WordArt that you want to resize.
2. To increase or decrease the size in one or more
directions, drag a sizing handle away from or
toward the center, while doing one of the
following:
 To keep the center of an object in the same place, press
and hold CTRL while you drag the sizing handle.
 To maintain the object's proportions, press and hold
SHIFT while you drag the sizing handle.
Crop a picture (1)
37
Cropping reduces the size of a picture by removing

vertical or horizontal edges.
Cropping is often used to hide or trim a part of a
picture, either for emphasis or to remove unwanted
portions.
You can always restore a resized or a cropped picture to
its original appearance. You can also outcrop a picture,
which adds a margin.

Crop a picture (2)
38
1. Select the picture that you want to crop.

2. Under Picture Tools > Format tab > Size group > click
Crop.
3. Do one of the following:

 To crop one side, drag the center cropping handle.
 To crop equally on two sides at once, press and hold CTRL while
you drag the center cropping handle on either side inward.
 To crop equally on all four sides at once, press and hold
CTRL while you drag a corner cropping handle inward.
 To undo a crop, click Reset Picture in the Adjust group
 To outcrop (or add a margin around a picture) drag the
cropping handles away from the center of the picture.
Crop a picture (3)
39
Pictures can dramatically increase the file size. You

can :
 reduce image resolution,
 apply compression with no loss of quality, and
 discard unwanted information, such as the cropped parts of an image.
To reduce the file size of your picture and delete the
cropped parts of the picture from the file :
1. under Picture Tools > Format tab
> Adjust group > click Compress Pictures.
If you want to keep the cropped parts, you can
change the automatic setting.

Rotate a picture, shape, or WordArt
40
1. Click the picture, shape, or WordArt that you

want to rotate.
2. Drag the rotation handle in the direction that
you want to rotate the shape.
Rotation
Handle
 To constrain the rotation to 15 degree angles, press and hold

SHIFT while you drag the rotation handle.
Group shapes
41
Grouping lets you flip, rotate, move, or resize all

shapes or objects at the same time as though they
were a single shape or object.
Shapes
are Resize the
grouped grouped
shapes
Rotate the
grouped
shapes
To Group shapes or objects :
1. Select the shapes or other objects that you want to group.
2. Under Drawing Tools, on the Format
tab, in the Arrange group, click Group

Ungroup shapes, pictures, or objects
42
1. Select the group that you want to ungroup.

2. Do one of the following:
 To ungroup shapes or other objects,
select Drawing Tools >
 To ungroup pictures,
select Picture Tools >
In Format tab > Arrange group >

click Group > then click Ungroup
Position a picture and wrap text around it
43
1. Select the picture or object.
2. On the Format tab, in the
Arrange
group, click Position.
3. Click the wrapping position
that you want to apply.
• Click In Line with Text option, your image stays with the text that
comes before and after it.
• Click Square to wrap text around the border of your image.
• Click Tight to wrap text closely around a clip art image or an
irregularly shaped picture.
• Click Through and then click Edit Wrap Points to drag the wrap
points closer to the image, so that text can fill in more of the
negative space around the image.
• Click Top and Bottom to place the image on its own line.
• Click Behind Text to display the text over the image.
• Click In Front of Text to display the image over the text.
Wrap text examples
44
Square
In Front
of Text
Top and
Bottom Tight
Organization chart
45
To illustrate the reporting
relationships in your
company, you can create a
SmartArt graphic that
uses an organization chart
layout
When you add an
assistant shape to an Text pane
organization chart, a
bullet with a line attached
indicates the assistant
shape in the Text pane.
Choose a SmartArt Graphic (2:08)
Organization Chart (Cont’)
PURPOSE OF GRAPHIC GRAPHIC TYPE
46
Show non-sequential information List
Show steps in a process or timeline Process
Show a continual process Cycle
Show a decision tree Hierarchy
Create an organization chart Hierarchy
Illustrate connections Relationship
Show how parts relate to a whole Matrix
Show proportional relationships

with the largest component on the Pyramid
top or bottom
Draw a family tree with pictures Picture

Create an organization chart
47
1. On the Insert tab  Illustrations group

 click SmartArt.
2. In the Choose a SmartArt Graphic gallery  click
Hierarchy  click an organization chart layout (such as
Organization Chart)  click OK.
3. To enter your text, do one of the following :

 Click in a shape in the SmartArt graphic, and then type your text.
 Click [Text] in the Text pane, and then type your text.
Add a shape to the chart (1)
48
Click the existing shape that is located closest to where

you want to add the new shape.
Select SmartArt Tools > on the Design tab  Create
Graphic group  click the arrow under Add Shape,
and then select one of the positions to add the new
shape :

Add a shape to the chart (2)
49
Add Shape
After Add Shape
Before
Orginal
Add Shape Chart
Above
Add Add Shape

Assistant Below

Change the Chart Colors
50
Format the whole chart with a color combination :

1. Click the SmartArt graphic
2. Under SmartArt Tools  Design tab
 SmartArt Styles group  click Change Colors.
3. Click one of the color combinations
Format an individual shape :

4. Select a shape  select Format tab  Shape Styles group
 click Shape Fill.

Insert a Venn diagram (1)
51
1. On the Insert tab  Illustrations group  click

SmartArt.
2. In the Choose a SmartArt Graphic gallery  click
Relationship  click the Basic Venn icon
 click OK.
3. To enter your text, do one of the following :
 Click in a circle in the SmartArt
graphic, and then type your text.
 Click [Text] in the Text pane,
and then type your text.

Insert a table
52
In the Insert tab > Tables group

Do one of the followings :
 Drag to create a table with any number
of rows and columns
 Select a sample layout from Quick Tables
Convert a list into a table (2:08)

Select a cell/row/column to format
53
Do one of the following:
To select Do this
A cell Click the left edge of the cell
A row Click to the left of the row
A Click the column's top gridline or top border

column

Add or delete rows/columns/cells
54
Add rows or columns

1. Select one or more rows/columns
2. Choose Layout tab  Rows & Columns group
3. Choose one of the insert options
Delete rows or columns

1. Select one or more rows/columns/cells
2. Choose Layout tab  Rows & Columns group
3. Choose one of the delete options

Merge or split table cells
55
Merge table cells

1. Select two or more consecutive cells
2. Choose Layout tab  Merge group  Merge Cells
Split a table cell

1. Select a single cell
2. Choose Layout tab  Merge group  Split Cells

Align text in a table cell
56
1. Select one or more consecutive cells

2. Choose Layout tab  Alignment group  choose one
of the alignment options
top left top center top right
center left center center right
bottom left bottom center bottom right

Change the design of a table
57
Use preset Table Styles

1. Position the cursor anywhere in the table
2. Choose Design tab  Table Styles group select one of the
available table styles
Set background colour and border
58
1. Select one or more
consecutive cells
2. Choose Design tab 
Table Styles group
 Choose one of the fill
colours or No Color
 Choose one of the border
options
 Launch the Borders and
Shading dialog box for
more options
Modify the Table Design
59
To modify the design of a table:

 Click the table and select the commands from the Design tab.
On the Design Tab, you can choose other commands

from:
 Table Style Options group
 Table Styles group
 Draw Borders group
Modify the Table Structure
60
To modify the structure of a table:

 Click the table and select the commands from the Layout tab.
This Layout tab allows you to:

 View Gridlines and Properties (from the Table Group)
 Change the text alignment in the table cellss (from the
Alignment Group)
Modify the Table Structure (cont.)
61
 Delete the Table, Rows and /or Columns (from the Rows &
Columns Group)
 Merge or Split Cells (from the Merge Group)
 Increase and Decrease cell size (Cell Size Group)
 Align text within the cells and change text directions
(Alignment Group)
Save in Suitable Format
62
In general, there are graphics formats suitable for

printing and those for on-screen viewing or online
publishing.
GIF and JPG for online publishing
EPS and TIFF for print publishing
 They are the standards for high-resolution printing.

Verify Printed Document
63
Proof-read a printed document

 There are some types of errors that only become obvious when
seen in print.
 Proofreaders' proofreading marks provide consistency and
help to avoid miscommunication.

Print the Documents
64
Paper quality
Page colour
Cover design
Page margins

Paper Quality
65
Paper quality
 In Microsoft Word 2013 :
Page Layout tab  Page Setup group  Size
Bond Paper
Opaque acid-free papers for dual-sided laser, high
speed offset and letterpress printing, writing, and
high speed copying. Regular bond paper gives a
crisper image and is designed for use in ink jet
printers.

Page Colour
66
Page colour
Design tab  Page Background group

Cover Design
67
Cover design
Insert tab  Pages group

Page Margins
68
Page margins, do one of the following steps in

Microsoft Word 2013 :
 Page Layout tab  Page Setup group  open Page Setup dialog
box
 Page Layout tab  Page Setup group  open Margins gallery

Optional Topic
69
O P T I O N A L T O P I C O N LY F O R
EG114712
Higher Diploma In Maritime Studies

Table of Content (1)
70
The easiest way to create a Table of Contents is to

utilize the Heading Styles that you want to include in
the Table of Contents based on the content of your
document; e.g. Heading 1, Heading 2, etc.. When you
add or delete headings in your document, Word
updates the Table of Contents.
Tasks you will learn :
 Mark Table of Contents Entries
 Create Table of Contents
 Update Table of Contents
 Delete Table of Contents

Mark Table of Contents Entries
71
You can mark the Table of Contents entries in one of

two ways:
 by using built-in heading styles or
 by marking individual text entries.
Method 1 : To Use Built-In Heading Styles

1. Select the text that you wish to be the heading
2. Click the Home Tab
3. In the Styles Group, click Heading 1 (or the appropriate
heading level)

Method 1 : Use Built-In Heading Styles
72
 If you don’t see the style
you want, click the arrow to
expand the
Quick Styles Gallery

Method 2 : Mark Individual Entries
73
 Method 2 : To Mark Individual Entries:

1. Select the text you wish to make a heading
2. Click the References Tab
3. Click Add Text in the Table of Contents Group
4. Click the Level (Level 1 / 2 / 3) that you want to label your
selection

Create a Table of Contents
74
Microsoft Office Word searches for

headings that match the style that
you chose, formats and indents the
entry text according to the heading
style, and then inserts the table of
contents into the document.
To create the table of contents:

1. Put your cursor in the document
where you want to place the Table of
Contents
2. Click the References Tab
3. Click the Table of Contents button
4. Choose the format you want

Update Table of Contents
75
If you have added or
removed headings or
other table of contents
entries you can update
by :
1. Under the References Tab

> Table of Contents group
2. click Update Table

Delete Table of Contents
76
To delete a table of

contents:
1. Click the References Tab on
the Ribbon
2. Click Table of Contents
3. Click Remove Table of
Contents

Video demonstrations
77
Demo: Let Word manage your table of contents

 "Heading levels make tables of contents easy"
 "Tips for working with a table of contents"
 To view or download the demo videos, visit :
http://
office.microsoft.com/en-us/word-help/demo-let-word-manage-y
our-table-of-contents-HA010236558.aspx

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ITE3001 IT Essentials -

GCIT406A : PRODUCE DESKTOP PUBLISHING

This study note is designed for

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Purpose of the document

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

With word processing software

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

There are no fixed rules and you have to decide what

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Harmony is achieved through the sensitive balance of

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Balance can be either symmetrical, asymmetrical or

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Proportion involves the relationship of size between

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

When you place more than one item on a page, you

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Capture graphics method

Free photos on the web

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

In Microsoft Word 2013 :

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

In Microsoft Word 2013 :

 Select the textbox coloured in blue

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

In Microsoft Word 2013 :

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Headers and footers are areas in the top, bottom, and

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

To insert information in the Header (at the top of the

3. Click Header or Footer

In Print Layout view, you can switch between the

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

 When the cursor is placed in the header or footer, you can

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

 Common types of section breaks :

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Add a shape to your document

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

1. Right-click the shape that you want to add text to

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

 Quick Styles are combinations of different formatting options that are

If some text is added to the shape before :

 To see more Quick Styles, click the More button

Add a WordArt text

Delete a WordArt text

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

1. Click the WordArt text that you want to apply a new

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

Pictures and clip art can be inserted or copied

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

1. Insert tab > Illustrations group > click Online Pictures.

2. In the Online Pictures task pane, type a word or

3. Click mirror icon

GCIT406A : Produce desktop publishing documents to support organisational functions ©VTC2012

1. Click where you want to insert the picture.