Images Microsoft Publisher - PART II

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.
Advanced Text editing and formatting Text Editing One of the most important tasks in creating publications is knowing how to format the text you are working with. All publisher users should know how to select text; cut, copy, and paste text; use the Format Painter, use undo and redo, and use the Office Clipboard. Some of the features we just mentioned may be new to you, but after this lesson you will have more tools to work with when creating professional and creative publications. Selecting Text Selecting text is a very important skill; when you highlight or select text the text can be formatted as a group instead of by individual word. To select text in a publication, click your mouse at one end, drag the cursor over the text you want to format, and then release the cursor. You will see that the text has turned black. Cutting, Copying, and Pasting Copy, cut, and paste is a fast, easy, and very useful set of features. These features allow you to duplicate or move text, objects, and pictures to any location. Copying means just that: duplicating an object or text. When you cut text you are cutting it out of the publication to be moved to another area on the page or other publication. If the item is not going to be used, it is a good idea to delete the item instead of cutting it as it saves room on the clipboard. Pasting always comes after cutting or copying. This allows you to place the cut or copied item in a different location in the publication. To cut or copy text or images, first select what you’re going to cut or copy. Then, click either the Cut or Copy icon on the formatting toolbar or use the appropriate keyboard shortcut. Cut Copy Paste Ctrl + X Ctrl + C Ctrl + V Then, click to place your cursor at the item’s new location and click Paste. Using Undo and Redo Undo will reverse the tasks performed in the publication from most recent to oldest task performed. Therefore, if you have performed a task that you would like to reverse, click Undo and Publisher will bring you back one step. If you keep clicking Undo, it will reverse all the recent tasks performed. You can also view the current tasks by clicking the Undo arrow. Redo works in conjunction with Undo and will redo one or all the tasks you reversed. For example, if you Undo two tasks performed, and then decide you need the last task you reversed, click Redo and it will replace/redo the last action performed. Advanced Text editing and formatting Text formatting with formatting toolbar Using the Format Painter The format painter applies any formatting from selected text to other text. Using it is easy: select the formatted text, hit the format painter icon on the formatting toolbar (), and then select the text you want to apply the formatting to. This is a time saver when multiple formatting tasks are involved. Now that we know how to format text by applying basic effects and using the Format Painter, we can now look at editing text using the formatting toolbar. As stated previously, the formatting toolbar provides quick access to menu commands. In this lesson we will be focusing on five commands located on the formatting toolbar: font type, size, and color; as well as line spacing and text alignment. Changing the Font Type Since font is the style of the text, it plays an important role in publications. Fonts can either turn viewers away or make them read further. The publication as a whole must be appealing to the eye, especially for advertising publications. Changing the font type can easily be done from the formatting toolbar. By clicking the Font arrow you can display a menu of fonts; just click to make a selection. You can select existing text and change it, or you can change the font type and then start typing. Changing the Font Size Font size is also changed from the formatting toolbar. Font sizes range from 4 to 72pts and can be displayed by clicking the Font Size menu. Like font types, you can select existing text and change it, or you can change the font size and then start typing. Changing Font Color Publisher provides an endless array of font colors. When the Font color arrow is clicked a window will appear displaying the current Color Schemes palette, as well as More Color options. The easiest way to pick a font is to click one of the small squares at the top of the menu. (These colors represent those complementary to your scheme.) You can also click More Colors or Fill Effects to create your own personal colors. Remember, you can combine colors, basic effects, font sizes, and font types to create amazing effects! In cases where you will be changing Font color repeatedly, the Font color command can even be dragged off in the form of a floating toolbar for easier font color access. Modifying Line Spacing Line spacing is used when you want to increase the space between each line. When you click the Line Spacing command ( ) from the formatting toolbar, the paragraph dialogue box will open, allowing you to adjust indents and spacing in your paragraph. Note that as you change settings, a preview will appear in the bottom of the window. Once you’re satisfied with the settings, click OK to apply them. Setting Alignment Alignment will help you adjust the paragraph to the left, center, or right of the page. You can also justify text, which will spread it our evenly along the page. To change the paragraph alignment, select all the text in the text box, then click the alignment command you want to apply. Left Center Right Justify Advanced Text editing and formatting Advanced Text Formatting Now that we’ve got the basics down, it’s time to learn some advanced formatting techniques. In this lesson, we will learn about the Font dialogue box, drop caps, kerning, tracking, and scaling. Using the Font Dialogue The Font dialogue box is accessed from the Format menu. The benefit of using the Font dialogue box instead of the formatting toolbar is that you can format your text in one place and then click OK. You can also see a preview of the text as you make changes. There are three areas in the Font dialogue box that we will be looking at: General, Effects, and Sample. The first section in the Font dialogue box is General. This section contains your formatting toolbar features, such as font type, style (bold, italic, etc.), size, and color. You will also see a menu for underline style, which allows you to apply unique underlining to your words. The second section in the dialogue box is Effects. This allows you to apply special effects to your text. Adding Drop Caps If you have ever read or looked at 18th century writing then you will be familiar with drop caps. A drop cap is used to mark an opening paragraph. Like font types, you can select existing text and change it, or you can change the font sizeand then start typing. To apply a drop cap to a paragraph, select the first letter in the paragraph, click the Format menu, and click Drop Cap. You will see this dialog: You can choose any style you like and click OK to apply it. Click on Text Editing and Formatting to view animated presentation. Advanced Text editing and formatting Paragraph Formatting Using the Paragraph Dialogue Box To modify a paragraph, first select text. Then, click the Format menu and click Paragraph. You will see this dialog: Let’s look at each of the four sections. The General section deals with paragraph alignment. These commands are the same as using the buttons on the formatting toolbar. The next section is indentation. Paragraphs can be indented in a variety of ways. You can use a preset indentation (such as flush left, hanging, or quotation), modify a preset indentation, or create a custom indentation. Setting Tabs Tabs will help you line up text to the left, right, center, or decimal character. You can also insert special characters before a tab, which is useful for a list. There are four types of tabs: Left, Center, Right, and Decimal Tab. Left Center Right Decimal Tab The Left tab stop is the start position of text that runs to the right as you type A Center stop tab sets the position on the middle of the text A right stop tab sets text to the right of the tab. Therefore when you type the text moves to the left of the tab. A Decimal tab stop aligns numbers around the decimal point. To set a tab, first click the grey square to the left of the ruler to choose what type of tab you want to set. As you click, you will cycle through the tab types. Then, just click on the ruler to place your tab. You can also set more precise tab measurements and tab leaders by clicking the Format menu and clicking Tabs. To create a tab, select the type, enter the stop position, and click Set. To edit a tab, click itin the list on the left and modify the settings. (Even if you created a tab by clicking on the ruler, it will appear here.) To remove a tab, just drag it off the ruler or use the Clear button in the Tabs dialog. When you’re done with the Tabs dialogue, click OK to save your settings. Working with Graphics & Design options Adding Business information Publisher’s business information feature allows you to enter information about you, your business, or your organization; this saves you from entering your business information each time a publication is created. In this lesson we will show you how to use the Business Information task pane and dialogue so you can add and edit your business information. About Business Information Microsoft has taken Publisher 2003’s Personal Information set and has given it a new name and task pane to make it easier for you to enter and add information to publications. The Business Information set has been developed so that you do not have to enter your business information every time you create a publication. The Business Information feature is found under the Insert Menu. When you click this command, the Business Information task pane will open for you to insert, add, or change your information. Using the Business Information Task Pane The Business Information task pane allows you to view all of your business information, add business information, and edit your information. To insert information, click the field you want and click Insert. To add or edit your information, click the Change Business Information menu item from a field’s options (as shown above) or click the link at the bottom of the task pane. Either action will open the Business Information dialogue. Using the Business Information Dialogue The Business Information dialogue is accessed through from the link at the Bottom of the task pane or by clicking Change Business Information from any field. You can use this dialog to select a set (each set has different fields); edit, delete, or create a set; or change the information provided. (Note that you can have multiple information sets, which comes in handy if you create publications for multiple organizations.) Once you have made your changes, click Update Publication, and click Close. Adding Your Information to a Publication You will notice that with some templates, your information is automatically added. If you want to add information on your, however, there are two ways to do it. For both, theBusiness Information task pane must be active. There are two ways to add information to a publication. The first is by clicking and dragging the field from the task pane to the publication. In the image above, we clicked on Tagline or Motto and dragged it into a text box. The second way to is by clicking to place your cursor at the desired location, and then clicking the field and clicking Insert this field. Editing Your Information In order to change or edit the information displayed in the task pane you must use the Business Information dialogue. To access the dialogue click the link at the bottom of the task pane. Then, click Edit in the Business Information dialogue. Simply type in the fields that you want to change and click Save when you are done. Working with Graphics & Design options Working with Images ClipArt and pictures can be inserted into publications with or without text boxes. Clip artcan be a drawing, picture, image or animated media clip. The ClipArt task pane searches through Office ClipArt files, your files, and Microsoft Office Online, to provide over 140,000 clips. Using Picture Frames Picture frames help you control the size of inserted pictures and ClipArt. Picture frames help prevent oversized ClipArt and pictures from overtaking your publication. By adding a sized picture frame to your publication, the ClipArt or picture will be inserted into the picture frame, instead of randomly placed on the publication. To add a picture frame, click the Insert menu and click Picture Frame. An empty picture frame and the Picture toolbar will appear, ready for you to insert a photo. Inserting ClipArt ClipArt can be added to any publication in Publisher. ClipArt can include clips, graphics, movies, and sound. All of these elements can be found through the ClipArt task pane. When choosing clipart there are certain things to keep in mind: • Visual images should not be intrusive or take away from the text, which should be your key element. • Choose clips that illustrate and support the points in your publication. • Provide captions for clipart when they are separate from the supporting text. • When using clips, graphics or images from the web, cite the source of the image, as many images are copyright protected. The ClipArt task pane can be accessed from the Insert menu, or directly from the task pane menu. First, type in what you’re looking for. Then, choose the collections you want to use. Now, choose what type of file you’re looking for. Once your options are set, click Go. Results will appear in the task pane. Simply click the picture you want to insert it, or right-click for more options. If you have an empty picture frame in the publication, the image will appear there. Otherwise, you will need to click it and drag it to place it where you want it. Inserting a Picture from a File To insert pictures from a file, use the Insert menu or the Insert Picture icon located on the Picture toolbar. Then, browse to your photo and click Insert. Like ClipArt, if you have an empty picture frame in the publication, the image will appear there. Otherwise, you will need to click it and drag it to place it where you want it. Inserting a Picture from a Scanner/Camera With today’s software it is easier than ever to add a picture from a camera or scanner. Simply click the Insert menu, choose Picture, and choose Scanner/Camera. Then you are able to choose the device holding the picture. Once you click Insert, Publisher will walk you through a series of steps so that you can choose and modify your image. Drawing a Shape from the Objects Toolbar Lines and shapes are great to use when building diagrams or labeling objects. With Publisher’s drawing features, you are able to draw and edit shapes, apply fill and font color to shapes, line color to lines, and apply 3-D and shadow style to all shapes, lines, and arrows. To insert a shape, select the AutoShape icon from the Objects toolbar, select theAutoShape type from the menu or floating toolbar, then select the style of the AutoShape. On the publication, point to where you want the AutoShape to be positioned and then click and drag to form the AutoShape. You can then adjust the shape using the green and yellow handles. Forming the AutoShape Adjusting the AutoShape Features used to create lines and shapes are found on the Object toolbar. The below legend will assist you in identifying the icon with the drawing task. Drawing Lines Select the line icon and drag your mouse to form the line. Drawing Arrows Select the arrow icon and drag your mouse to form the arrow. Drawing a Rectangle Select the Rectangle icon and drag outwards to form shape. Drawing Ovals Select the Oval icon and drag outwards to form shape. Inserting AutoShapes The AutoShapes icon will bring you to the AutoShape menu so you can select the shape you are looking for. You can also find commands to format your shapes on the formatting toolbar. Changing Arrow Style After drawing an arrow, select the arrow style icon to select a different style. Apply Shadow Style Select the shadow style icon to add special style to any shape, line, or arrow. Apply 3-D Style Select a 3-D style to add dimension to any shape, line, or arrow. Click on Working with Picture to view animated presentation. Working with Graphics & Design options Image editing The Picture Toolbar The picture toolbar has all necessary features to modify pictures. The picture toolbar is only active when a picture is inserted or selected, but can be manually activated by clicking the View menu and choosing Toolbars. Most of the picture toolbar features can be found in the Format Picture dialogue box, and are displayed here as shortcuts. Note that all features can be applied to all types of images, whether it is a picture inserted from a file, a scanned image, or ClipArt. Let’s look at what types of commands are on the Picture toolbar. This is the Insert Picture icon. It will open a window allowing you to locate the picture you want to insert. The Insert Picture from Scanner or Camera command opens a dialogue box commanding your scanner or camera to insert a picture. The Color command drops down to offer color options, such as Grayscale, Black and White, Washout, and Automatic (which is the picture’s original color). More Contrast will darken your image, giving you sharper quality. Less Contrast will lighten your image, giving you a less intense image. More Brightness will increase the amount of light in your image. Less Brightness will decrease the amount of light in the image. This is the cropping feature. It allows you to remove the outer edges of the picture. This is great to use when you have unwanted space surrounding the picture’s focal point. Line Style will outline your picture with a border. The Text Wrapping feature provides options such as placing the picture in line with text, or placing it behind text as a background. The Format Picture command opens the Format Picture dialogue box. Many of the features we just looked at are located here. The Set Transparent Color allows you to make certain aspects of the picture transparent, meaning you will be able to see through certain points of the picture. This command will return the picture to its original size and quality. Using the Format Picture Dialogue As we learned previously, the Format Picture dialogue box can be opened from the Picture toolbar or by right clicking on the picture and choosing Format Picture. The Format Picture dialogue box is where you can modify all aspects of a picture. The difference between using the toolbar and the Format dialogue box is that you can enter exact dimensions, such as inches to remove when cropping, percentage of contrast or and brightness, and positioning of the picture on the page to the square inch. Using the Picture Display If you want to change how pictures are displayed without affecting the quality, click the View menu and click Pictures. This will open the Picture Display dialog, where you can choose how Publisher manages photos. This feature is useful when managing large pictures, as pictures with certain picture extensions (such as a JPEG) can take some time to load. For example, if you have a large photo, select Fast Resize and Zoom; this option will compress the image, allowing for easier handling. Working with Graphics & Design options Editing Publication Design Changing Your Design At any time while you are creating a publication, you have the option of starting fresh with a new design. This is accomplished by using the Format Publication task pane. (This task pane opens when you start a publication; it can also be enabled from the Format menu.) Under Publication Options you will see the Change Template command. This command will bring you to a mini gallery (much like the one we witnessed at the beginning of this level) for you to select a new style or template. Simply choose what changes you want to make and click OK to apply them. When you change your design, any objects that do not fit into the new design will be stored in a special section of the Publication Options task pane called Extra Content. Applying Backgrounds The Background task pane can be accessed from the Task Panes menu or the Format menu. Simply click a background to apply it. At the bottom of the Task pane is a link (More Backgrounds) to the Background dialogue for you to create advanced backgrounds by applying your own creative fills, gradients, and colors. Inserting an Object from the Design Gallery The Design Gallery provides a world of special graphics that will give your publication the finishing touches that transform it from average to dynamic and professional. In the Design Gallery, you will find objects such as master heads, pull quotes, readymade company logos, attention getters, sidebars, coupons, and much more. To open the design gallery, click the Insert menu and click Design Gallery Object. The objects are categorized based on type; for example, shown below is the gallery of calendars. You will also find that some objects offer additional customization options. For example, when inserting a Calendar, the Design Gallery has you choose the month and year before it is inserted. Another example is the Logo category; Logo options allow you to choose a graphic style as well as how many lines of text you want to include. Simply click the object and click Insert Object to add it to your publication. The Design Gallery can also be accessed from the Objects toolbar. Printing & Publishing Publications Print Previewing a Publication Print preview allows you to see what your publication will look like on paper. In print preview mode you can zoom in and out, change the publication from color to grayscale, view one page or multiple pages, access printing options, and send the publication to a printer. (When you are in print preview mode, however, you are unable to edit the publication.) Opening Print Preview To open Print Preview, click File and Print Preview. You will then see the Print Preview window. Using the Print Preview Toolbar The Print Preview toolbar is located at the top of the Print Preview Window. Let’s take a look at each command. Go to the previous page. Go to the next page. Opens the Print dialogue. View the whole page. View multiple pages. Change the zoom level. Toggle between color and grayscale. Allows you to change color separations; only active if color settings have been modified. Close Print Preview. Printing & Publishing Publications Using Page setup Page and Print Setup allow you to choose or set custom paper sizes, select the printer to use, and set printer details. In this lesson 5.2, we will show you how to open paper setup, choose a paper size, set a custom paper size, open Print Setup, modify publication and printer settings, and set your printer’s details. Opening Page Setup To open Page Setup, click File and then click Page Setup. This will open the Page Setup window. Choosing a Paper Size To choose a preset paper size from the Page Setup dialog, first choose a category from the top of the window. Then, click a specific size from the main window. (Note that you can expand and collapse particular categories using the plus and minus signs.). Once you’ve made your choice, click OK to apply it. Setting a Custom Paper Size If you don’t see the paper size you’re looking for, use the options on the right hand side of the Page Setup window to enter custom dimensions. You can also click the Advanced button to name and preview your paper setup. Opening Print Setup Like the Page Setup command, the Print Setup command is found under the File menu. The Print Setup dialogue has two tabs: Publication and Paper Settings and Print Detail. Modifying Publication and Paper Settings When the Print Setup dialogue opens, the first section is Publication and Printer Settings.Here you can select the printer used, choose how many pages per sheet of paper you would like to print, and set paper size and orientation. (If you have already set the paper size as we did in the last concept, then avoid setting the paper size and orientation again.) From this dialog you can click OK to apply your settings or you can go directly to Print Preview. Setting Printer Details Printer Details is the next tab in the Print Setup dialogue. In this tab you can switch printers, access printer properties, and view the printer’s technical information. The settings available will depend on the printer you are using. Printing & Publishing Publications Printing a Publication After all printing options have been adjusted, and the publication has been edited and approved, it’s time to print your publication! Printing Commands If you want to print a publication without specifying any options, click the Print icon ( ) on the standard toolbar. If you’d like to specify print options, press Ctrl + P, or click the File menu and click Print. You can also access the Print dialogue from Print Preview. Using the Print Dialogue The Print dialogue box has several sections for you to set print options. The top section (circled in red above) lets you choose which printer to use, set printer properties, or print to a file. The middle section, circled in black, lets you choose how the pages will be organized on paper. (This can be especially important for multi-page publications like invitations and brochures.) Below the Printing Options section, you will see a Paper and Orientation section (circled in green above). This lets you choose the size and orientation of your paper. To the right of the dialog, you will see a Preview section (circled in blue above). This lets you see how the changes will affect your publication. At the bottom of the dialog (circled in orange) you have Print Preview, Print, and Cancel commands. Setting the Page Range One section of the Print dialogue that we did not discuss is the Page Range. The print range lets you select which pages you would like to print. You can print all pages, the current page, or manually enter pages into the text box. There are a few ways to specify pages by typing them; here’s a list of the most commonly used ways: 1,3,5  Prints pages one, three, and five. 1-5  Prints pages one through five. -5  Prints pages from the beginning to five. 5-  Prints page five until the end of the publication. 3  Prints only page three. You can also combine these commands. For example, you could type 1,3,5,9-11,17- to print pages one, three, five; pages nine to eleven, and page seventeen to the end of the publication. Setting the Number of Copies The last section of the Print dialogue is the Copies section. You can use the up and down arrows or type in the text box to print as many copies of your publication as you wish. When printing more than one copy for multiple page publications, check the Collate option for the printer to print in sequence. With multiple page publications you can also set the Two-Sided Printing option. This will print your publication on both sides of a publication if you wish.