Images Microsoft Publisher - PART I

Microsoft Publisher
Microsoft Office Publisher is a desktop publishing application from Microsoft. It is often considered to be an entry-level desktop publishing application, differing from Microsoft Wordin that the emphasis is placed on page layout and design rather than text composition and proofing. Microsoft Publisher 2007 provides simple story editing with Microsoft Word 2007, but unlike Adobe InDesign & Adobe InCopy, it does not provide built in XML story board and copy-editing support.
Publisher is included in high-end editions of Microsoft Office. This reflects Microsoft's emphasis on Publisher as an easy to use and less expensive alternative to the "heavyweights" and also its focus on the small business market where firms do not have dedicated design professionals available to make marketing materials and other documents.
Introduction to Microsoft Publisher Introduction to Microsoft Publisher Publisher is Microsoft’s program for creative and non-creative individuals who want to get more out of home or business desktop publishing. With the hundreds of templates this program has to offer, anyone has the potential to create dynamic and impressive flyers, newsletters, business cards, resumes, Web sites, and much more. Some of the features in Microsoft Word, Excel, and PowerPoint, can be incorporated in Publisher. And, by following the lessons in the Foundation, Intermediate, Advanced, and Expert Publisher manuals, you will learn how to use Publisher to its full potential. The first lesson will focus on Publisher 2007’s new features, the Publisher environment, and instructions on how to open and close Microsoft Publisher. What is Microsoft Publisher? Microsoft Publisher is a desktop publishing program for personal or business use. With Publisher you can create print, web, and e-mail publications. Print publications range from business cards to calendars, to newsletters and brochures. Web publications allow you to convert publications into Web sites. E-mail publications provide you with publications specializing in event notifications, product sales, and letters. Print Publications Web Publications E-mail Publications And many more Introduction to Microsoft Publisher Features of Microsoft Publisher Publisher 2007 has improved in a variety of ways. Publisher has increased the template database for you to create publications from hundreds of templates. Microsoft has also added and improved tools for you to create customized publications that reflect your business’ personality. You can also create and preview publications before sending them to the publication window using the Getting Started Interface. You can now save Publisher 2007 publications under a variety of new file formats, as well as send publications via e-mail using Publisher’s improved e-mail distribution and previewing features. You can even apply effects to custom publications using Publisher 2007’s advanced features, which we will learn more about in the Advanced and Expert levels. • Publication Task Pane - Use new categories from the New Publication task pane. Choose to start your design by publication type (for print, e-mail, or the Web), by a specific Design Set, or from a blank publication. • 12 new Master Design Sets - Create a consistent look across business publications with new Master Design Sets, which are collections of templates that carry a consistent design theme across publications. Choose from 45 Master Design Sets in Publisher Improved Features. • Enhanced support for the Web - Create a marketing Web site with new Web site wizards, built-in support for more than 20 new Web page types, enhanced navigation bar support, and other improved features. You can make changes easily by uploading incremental changes to a Web file. Or, create print publications, including brochures, newsletters, postcards, CD or DVD labels, and other publications. • Polish your publications with an improved Design Checker, support for multiple master pages, tools to align baselines, and tools to control widows and orphans. • Enhanced commercial printing support - Take advantage of support for process colour (CMYK) composite postscript printing and the improved Graphics Manager. • Make the most your time - Increase your efficiency by publishing a single publication in multiple ways: Print it to your desktop printer; take it to a commercial printer; save it to the Web; and send a single page in an e-mail message or the entire publication as an attachment. • Increased Flexibility - Benefit from increased flexibility during the planning and layout phase. You can insert empty picture frames as placeholders before you've selected final imagery for your publication. • Expand your template collection - Expand your collection of content by downloading templates from Templates on Microsoft Office Online. Organise and access them in the Templates category of the New Publication task pane. Getting Started with Publisher Starting Publisher Microsoft Publisher is opened from the Start menu under All Programs, with all other Microsoft Office programs. Getting Started with Publisher Publisher Interface description Publisher 2007 has a new Getting Started interface that helps you get started in creating publications. When you first open Publisher you are asked to select the type of publication you want to create. Just click on any of the popular publications (including blank publications) or any of the categories listed under Publication Type. Once you have chosen a publication and click Create, you will see the main Publisher window. If you have used other Office applications, this window should look familiar. Let’s look at each part of the interface. Remember, this is just an overview; we’ll look at each part in depth as we progress. 1 Title bar On the left hand side, the title bar displays the title of the publication you’re working on, the name of the program, and the type of publication. To the far right of the title bar, you have buttons to maximize, minimize, restore, or close the window. 2 Menu bar You can click on any of these items (File, Edit, View, Insert, Format, Tools, Table, Arrange, Window, or Help) to view a list of commands. 3 Ask a Question If you need help, type a question in this box, press Enter, and answers will appear in a new window. 4 Toolbars Publisher has many different toolbars and almost unlimited ways of customizing all of them. The two that you see here are the standard toolbar and the formatting toolbar. 5 Task Pane Task panes can display lots of different information, like Design Checker, research tools, or publication options. You can click the down arrow next to the close button in the top right-hand corner of the task pane to change which pane is displayed. 6 Rulers Use these vertical and horizontal rulers to set tabs, margins, and more. 7 Editing window This is where you’ll type, edit, and customize your publication. 8 Status bar Displays page buttons and location co-ordinates for your publication. 9 Scroll bars Drag these vertical and horizontal scroll bars to see more of your publication. Getting Started with Publisher Publisher Menus Publisher’s menus are located at the top of the screen. Simply click on a menu heading to see a list of related commands. For example, if I wanted to insert an object into my publication, I would click the Insert menu and then click the item I wanted to insert. Let’s take a closer look at what commands you will find in Publisher’s menus. File Lists administrative tasks such as New Publication, Open Publication, Close Publication, Save, Save As, and Print. Edit Contains commands such as cut, copy, paste, undo, and redo. Insert Used for inserting items onto a page such as pictures, section breaks, date and time, and objects. Format Lists many of the commands found on the formatting toolbar. These commands are used to customize text, lists, and even the page itself. Tools Lists items that you would use for creating and fixing publications, such as the Design Checker and the Spell Checker. Table Provides you with all of the commands needed to create and format tables. Window Allows you to choose how your window is to appear. Help Will give you information and help tips and topics on Publisher. You can also access Office Diagnostics and Microsoft Contact information from this menu. Getting Started with Publisher Publisher Toolbars Using the Standard Toolbar When you are creating a publication, the standard toolbar will make it easier to find specific commands instead of going into the main menus. You can simply click the icon on the toolbar rather than hunting through the menus to find a command. Let’s look at what each command does. Creates a blank publication in a new window. Opens a dialogue to choose a publication to open. Saves your publication. (If you haven’t already specified a name and location for your publication, you will be prompted for this information.) Send your publication as an e-mail. Prints your publication. Opens print preview. Checks for spelling and grammar errors in your publication. Opens the research task pane. Cuts the selected text. Copies the selected text. Pastes text from the clipboard. Adds the current content to the content library. Starts the Format Painter. Undoes your last action. Redoes your last action. Changes the order of objects. Free rotates objects. Inserts a hyperlink. Opens Web Page preview. Changes formatting of your text to columns. Shows all markings in the publication. Changes the zoom level in your publication. Zooms out of the publication. Zooms into the publication. Opens the help task pane. Using the Formatting Toolbar The formatting toolbar contains features found in the main menus to make creating publications faster. Like the standard toolbar, you can click the icon to perform the command. Let’s take a look at this toolbar’s commands. Opens the styles task pane. Indicates what style you’re using. You can change the style in use by clicking the drop-down arrow. Tells you what font you’re using. You can change the font by clicking the drop-down arrow or by typing in the text box. Shows you what font size you’re using. You can change the font size by typing in the box or by clicking the drop-down arrow. Bolds the selected text, or turns bold on. Italicizes the selected text, or turns italics on. Underlines the selected text, or turns underlining on. Aligns the text to the left. Aligns the text to the centre. Aligns the text to the right. Justifies the text. Changes line spacing. (You can click on the small down arrow to see more choices.) Creates a numbered list. Created a bulleted list. Decreases the indent for the current line. Increases the indent for the current line. Decrease font size by preset increments. Increase font size by preset increments. Changes fill color to the color shown below the paint bucket. You can click the down arrow to pick a different color. Changes line color to the color shown below the paint brush. You can click the down arrow to pick a different color. Changes text color to the color shown below the A. You can click the down arrow to pick a different color. Set line weight. Set line styles. Set arrow styles. Set shadow styles. Set 3D styles. Moving Toolbars On the left hand side of the main menu and every toolbar in Publisher you will find four vertical dots. By clicking on those dots you can move any toolbar to organize yourpublication window to your liking. Hiding and Showing Toolbars By default, Publisher shows the Standard and formatting toolbars. However, Publisher has many other toolbars you may want to show. To view all of the available toolbars, click View, scroll to Toolbars, and the list will be displayed. You will notice that some of the toolbars have checks next to the toolbar name. The check mark indicates that the toolbar is active (shown); by clicking the active toolbar you can hide the toolbar. If the toolbar does not have a check next to it, it means it’s hidden. You can then click the toolbar to show it. Working with Publications Creating a Basic Publication Using the Getting Started window, we will show you how to choose a publication type, choose a template, customize a template, search for templates, and open recent publications, all before we even get into the publication window! Choosing a Publication Type The first step in creating your publication is to decide what type you want to create. Are you looking for a business card? A catalog? A Web site? Or do you just want a blank page? You can click any type heading from the Popular Publications section in the middle of the window, or you can choose a type from the list on the left. Customizing a Template Once you have chosen a template (either through search or the publication types pane) you will see the Customize task pane to the right of the application window. Here you can change the template color, font, business information, and other settings using drop-down menus. Once you have made your customizations, click Create at the bottom of the pane. Click on Creating a Simple Publication to view animated presentation. Working with Publications Formatting Publication using Task pane For each publication type, there are a variety of formatting options. When you choose a publication type, the Format Publication task pane will appear on the left side of the screen, providing you with easy access to those formatting options. In the Format Publication task pane you will find Page Options, Color Schemes, Font Schemes, and options specific to that publication. All categories can be collapsed or expanded using the arrows circled below. Setting Page Options The Page Options section of the Format Publication task pane will give you suggestions for your publication, such as objects or logos that you could add to the publication if you choose to. Setting Color Schemes A color scheme will display five color boxes which represent headline and body text color, hyperlink and AutoShapes color, line color, and border color. To apply a color scheme, simply select the color scheme from the task pane. Publisher will then change the publication. Setting Font Schemes The next format option is Font Schemes. A font scheme is a certain font style that is associated with a publication. Font schemes have a major font and a minor font; the major fonts are used for titles and headings, while the minor fonts are used for the text body. Simply click on any of the schemes and Publisher will change the publication for you. Setting Publication Options The last section of the Format Publication pane contains specific options that apply to each publication type. For example, if you are creating an invitation then the title of this section would be Invitation Options; if you were creating a Newsletter the title would be Newsletter Options. (These options are also referred to as Publication Options, as the name will change with the publication.) Working with Publications Working with Text Typing Text Publisher’s pre-designed templates make it very easy for you to incorporate your own text. When adding text to a template, click inside the text box where the sample text is displayed and begin typing. If you are working from a blank page, you will need to draw the text area first. To do this, click the Insert menu and click Text Box. Then, your cursor will turn into a crosshair. Simply click and drag to create the box. Once you release your mouse, your cursor will start flashing in the box so you can type. Using Basic Effects Publisher’s basic effects are found on the formatting toolbar. These effects consist of Bold, Italics, and Underline. To use these effects the command can be clicked before typing the word or the text can be highlighted and then the effect commands can be clicked. Bold will increase the width of the text, making it darker and more noticeable then regular text. Italics will slightly slant the text, commonly used when referencing. Underline will place a thin line under the word. Using Find and Replace Find and Replace is a wonderful text tool used to locate and replace text in publications. First, click the Edit menu and click Find or Replace, depending on what you want to do. If you click Find, you will see this pane: Simply type in what you’re looking for and click Find Next to highlight the next instance of the word in the publication. If you click the Edit menu and click Replace, you will see a similar pane: Just type in what you want to find and what you want to replace it with. You can then choose to find the next instance, replace the next instance, or replace all instances. Inserting Symbols To insert a symbol into your publication, make sure your cursor is in a text box. Then, click the Insert menu and click Symbol. This will open the symbol gallery. Simply choose the font and subset from the top of the window and then click a symbol to select it. Once you click OK, the symbol will appear in your publication. Inserting the Date and Time To add the current date and time to your publication, first make sure that your cursor is in a text box. Then, click Date and Time from the insert menu. This opens a style gallery for you to scroll through and select your Date and Time style. If you want the date and time to always be current, check the “Update automatically��?box. Once you’ve made your choice, click OK. Note that dates and times can be formatted like regular text. Working with Publications Working with Pages There are a few things all Publisher users need to know when working with pages. These important topics include how to insert new pages, delete pages, move pages, add sections to publications, add page numbers, and incorporate headers and footers. Once you have mastered these tasks, publications will be that much easier for you to work with, as you will be able to make changes to just about any template or publication. Inserting a Page Using the Insert – Page command, you can insert blank or duplicate pages into a publication. The Insert dialogue box allows you to insert one page or multiple pages before or after the current publication. The dialogue will be different depending on what type of publication you’re using. Inserting template pages can only be done if the template itself has more than one page. The newsletter template is a perfect example because it allows you to insert additional pages to the existing newsletter. This feature is useful when an extra story or calendar needs to be included in the newsletter. Inserting a Regular Page Inserting a Newsletter Page Deleting a Page Deleting pages can be done by right clicking the page number in the status bar and clicking Delete Page. Move a Page Moving pages can be done in a few different ways. The page numbers in the status bar can be clicked and dragged to re-arrange page order. Or, you can right click the page number and click Move Page, which will open the Move Page dialogue box. Adding Sections Sections will help break your publication into different parts. The Insert Section command is found in the Insert menu under the Page command. When you click Insert Section, the Section dialogue box will open asking you to select a section location and indicate Page numbering. When you are finished, click OK, and Publisher will insert your section breaks. Adding Page Numbers Page numbers can be added from the Insert menu. (Adding a page number automatically creates a header or footer.) The Page Number dialogue box allows you to position the page numbers at the head or foot of the publication, as well as choose the alignment of the number (left, right or center). Adding Headers and Footers Headers and footers are used for a number of things such as inserting page numbers, adding the date and time, or dividing a publication into sections/chapters. Footers, as all students know, are commonly used for citing references and footnotes. When the Header and Footer command is selected from the View menu, the Header and Footer window will appear, and the Header and Footer toolbar is automatically generated. On this toolbar you will find commands like insert page number, insert date, time, the Show Header and Footer button (which switches between the two), and a close command. Headers and Footers can be inserted at any time, whether at the beginning stages of the publication or at the end. (Headers and Footers do not interfere with the actual publication design.) Inserting a header and footer into a publication will display a header and footer on every page that follows.