Advanced Word/Information Processing - CCC - 2015

1. Contents

2. © Paradigm Publishing, Inc. 2 Contents
Chapter 7
Using Design Elements to Enhance Newsletters
 Understanding Newsletter
Design and Formatting
Techniques
 Creating Headers and Footers
 Adding Spot Color to a
Newsletter
 Creating Sidebars
 Creating a Table of Contents
 Creating Pull Quotes
 CHECKPOINT 1
 Creating Kickers and End
Signs
 Using Linked Text Boxes in
Newsletters
 Using Scanned or Downloaded
Images in a Newsletter
 Creating Captions
 Creating a Newsletter Masthead
 Understanding Copyfitting
 Distributing Newsletters
 CHECKPOINT 2
 Desktop Publishing Terms and
Definitions
Quick Links to Slide Contents

3. © Paradigm Publishing, Inc. 3 Contents
Understanding Newsletter Design and Formatting Techniques
Understanding Advanced
Newsletter Design Elements
 The most effective
newsletters contain an
appealing and well-
positioned blend of text
and visual elements.

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Understanding Newsletter Design and Formatting Techniques - continued
Formatting a Newsletter Using Columns, Text Boxes, and Tables
 The majority of newsletters are formatted in a two- or three-
column layout.
 In Word, three methods are available for creating the
appearance of columns in a newsletter layout—columns, text
boxes, and tables.
 Your challenge is to determine which method (or combination of
methods) will work best to achieve the desired results in your
newsletter.

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Understanding Newsletter Design and Formatting Techniques - continued
Using Newsletter Templates from Office.com
 To save time, you may choose to use one of the newsletter
templates from Office.com that are available at the New
backstage area.

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Understanding Newsletter Design and Formatting Techniques - continued
 Each newsletter includes many
preformatted design elements,
such as nameplates, tables of
contents, pull quotes, picture
captions, headers, footers, and
sidebars.

7. © Paradigm Publishing, Inc. 7 Contents
Creating Headers and Footers
 In a newsletter, information
such as the page number, a
slogan, the name of the
newsletter, the issue number
or date of the newsletter, and
the name of the organization
producing the newsletter are
commonly placed in the
header or footer.

8. © Paradigm Publishing, Inc. 8 Contents
Creating Headers and Footers - continued
Creating Different Headers and Footers within a Newsletter
 By default, Word inserts a header and/or footer on every page in
the document.
 However, you can create different headers and footers within
the same document. For example, you can:
 create a unique header or footer on the first page
 omit a header or footer on the first page
 create different headers or footers for odd and even pages
 create different headers or footers for different sections in a
document

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Creating Headers and Footers - continued
 The ability to use different headers and footers on odd and even
pages is useful when inserting page numbers in a multiple-page
newsletter that has spreads (pages that face one another).
 Odd page numbers can be placed on the right side of the page,
and even page numbers can be placed on the left side of the
page.
 When starting a new section of your newsletter, you may want
to create a new header or footer just for that section.

10. © Paradigm Publishing, Inc. 10 Contents
Creating Headers and Footers - continued
Saving Headers and Footers
 A header you create from scratch is saved with the document.
 If you want to make the header available for future documents,
save the header as a building block in the Header gallery.

11. © Paradigm Publishing, Inc. 11 Contents
Adding Spot Color to a Newsletter
 Adding spot color refers to using one color as an accent in a
black-and-white publication.
 Variations of a spot color can be obtained by screening, or
producing a lighter shade of the same color.

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Adding Spot Color to a Newsletter - continued
 Another way to incorporate spot color into a newsletter is by
adding color to all or part of a black-and-white image.
 Add color to the entire image by selecting the image, clicking
the Color button in the Adjust group on the PICTURE TOOLS
FORMAT tab to display a drop-down gallery of different colors
and effects, and then clicking an option.
 To add color to a specific part of an image, select the image,
click the Group button in the Arrange group on the PICTURE
TOOLS FORMAT tab, and then click Ungroup.

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Adding Spot Color to a Newsletter - continued
 You can make some changes to the image by using the Set
Transparent Color option at the Color button drop-down list.

14. © Paradigm Publishing, Inc. 14 Contents
Creating Sidebars
 A sidebar is a block of information or a related story that is set
off from the body text using some type of box or border.
 A sidebar may include a photograph or a graphic image along
with the text.
 Frequently, a sidebar contains a shaded or screened background
in an accent color used throughout the newsletter.
 The sidebar can be set in any position relative to the body text.

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Creating a Table of Contents
 A table of contents is a list of the articles, features, and other
major elements of a newsletter and their corresponding page
numbers.
 A table of contents is optional in a one- or two-page newsletter,
but in multiple-page newsletters, a table of contents is an
important and necessary element.
 The information in the table of contents greatly influences
whether the reader will read beyond the front page of the
newsletter.

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Creating a Table of Contents - continued

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Creating Pull Quotes
 A pull quote (also called a pullout or callout) is a direct phrase,
summarizing statement, or important point associated with the
body copy of a newsletter.
 A pull quote acts as a focal point, helps to break up lengthy
blocks of text, and provides visual contrast.
 Using pull quotes is an excellent way to draw readers into an
article.

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Creating Pull Quotes - continued
 Keep in mind the following tips when creating pull quotes for a
newsletter:
 Include relevant and interesting text in a pull quote.
 Keep pull quotes brief—approximately 10 to 15 words, and never longer
than a few lines.
 Choose a font or font style that contrasts with the font used for the
article text.
 Increase the type size to make the pull quote text stand out from the
body text.
 Apply bold and/or italic formatting to the pull quote text.
 Set off the pull quote from the body text with ruled lines or a graphics
box.
 Use at least one element in your pull quote design that establishes a
visual connection with the rest of your newsletter.
 Be consistent.

19. Contents© Paradigm Publishing, Inc. 19
CHECKPOINT 1
1) This term refers to text that is
repeated at the top of every page.
a. header
b. heading
c. footer
d. footnote
3) This is a block of information or a
related story that is set off from
the body text.
a. kicker
b. sidebar
c. pull quote
d. end sign
2) This refers to using one other
color as an accent color in a
publication.
a. choice color
b. spot color
c. highlight color
d. select color
4) This is a direct phrase,
summarizing statement, or
important point associated with
the body copy of a newsletter.
a. kicker
b. sidebar
c. pull quote
d. end sign
Next Question
Next Question
Next Question
Next Slide
Answer
Answer
Answer
Answer

20. © Paradigm Publishing, Inc. 20 Contents
Creating Kickers and End Signs
 A kicker is a brief sentence or phrase that leads into an article.
 Generally, a kicker is set in a size smaller than the headline but
larger than the body text.
 Symbols or special characters used to indicate the end of a
section of text, such as the end of an article, are known as
end signs.
 Appropriate special characters or combinations of these
characters—such as , , , , , and , from the
Wingdings and Webdings fonts—may be used as end signs.

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Using Linked Text Boxes in Newsletters
 The text box linking feature allows text to flow from one text box
to another, even if the text boxes are not adjacent or even on
the same page.
 You need at least two text boxes to create a link; however, any
number of text boxes can be added to the chain of linked text
boxes.
 When the first text box is filled, the text automatically flows into
the second text box, and then into the third text box in the
chain.
 If you add or delete text in one of the text boxes, the remaining
article text in the other text boxes adjusts to the change.

22. © Paradigm Publishing, Inc. 22 Contents
Using Linked Text Boxes in Newsletters - continued
Creating and Breaking the Link
 To create a link between the two text boxes, complete the
following steps:
1. Select the text box that is to be the first in the chain of
linked text boxes.
2. Click the DRAWING TOOLS FORMAT tab, if necessary, to
select it.
3. Click the Create Link button in the Text group. The mouse
pointer will display as a small upright pitcher.
4. Position the mouse pitcher over the text box to be linked.

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Using Linked Text Boxes in Newsletters - continued

24. © Paradigm Publishing, Inc. 24 Contents
Using Linked Text Boxes in Newsletters - continued
Creating Jump Lines
 When you start an article on one page and continue it on
another, you have to direct the reader as to where he or she can
go to read the rest of the text.
 A jump line in a newsletter is used to indicate that an article or
feature continues on another page or is being continued from
another page.
 As an aid in the directional flow of information in a document, a
jump line must be easily distinguishable from the surrounding
text so the reader can find it.

25. © Paradigm Publishing, Inc. 25 Contents
Using Scanned or Downloaded Images in a Newsletter
 Noncomputer-generated images, such as traditional
photographs, illustrations, and diagrams, can be included in a
newsletter through the use of a scanner and compatible scanner
software.
 A scanner and its associated software convert a photograph,
drawing, or text into a compatible digital file format that can be
inserted into a Word document.
 You can scan images yourself using a standard desk model
scanner or digital camera, or you can have the images
professionally scanned if you need a very high-quality output
(for example, if the image is going to be printed in a much larger
size than the original).

26. © Paradigm Publishing, Inc. 26 Contents
Using Scanned or Downloaded Images in a Newsletter - continued
 If you want to include a photograph in a newsletter but the one
you want to use is not immediately available, you can insert a
placeholder, such as a text box, in your newsletter.
 You can then insert the image whenever you have it.

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Creating Captions
 While some images can stand on their own, most photographs,
illustrations, diagrams, and charts need to be explained to the
reader through a short description known as a caption.
 Readers’ eyes are drawn to elements, such as images, that stand
out on the page.
 Captions should explain their associated images while
establishing a connection to the body text.
 Make the caption text look different from the body text by
applying bold or italic formatting, changing the font color, or
decreasing the type size.

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Creating Captions - continued

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Creating Captions - continued
 The easiest way to insert a caption is by using the captions
feature.

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Creating a Newsletter Masthead
 The masthead is a
newsletter element that
contains the publication
information.

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Understanding Copyfitting
 Publications such as magazines and newsletters contain
information that varies from issue to issue.
 Though there is structure in how the articles or stories are laid
out on the page (such as the asymmetrical two-column format
in the Ride Safe newsletter), there may be times when an article
takes up more or less space than is allotted to it.
 Arranging text and design elements so that they fit in a fixed
amount of space is referred to as copyfitting.

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Understanding Copyfitting - continued
 When you need to create more space for text, try the following:
 Reduce the margins.
 Change the alignment.
 Change the typeface, typestyle, or size, but limit body type size to a
minimum of 9 points, preferably 10 or 11 points.
 Reduce the spacing before and after paragraphs (or hard returns) to
reduce the spacing around the nameplate, headlines, subheads, frames,
or text boxes.
 Reduce the spacing between paragraphs.
 Turn on hyphenation.
 Condense the spacing between characters.
 Reduce the line spacing in the body text.
 Remove a sidebar, pull quote, kicker, or end sign.
 Edit the text, including rewriting and eliminating sections.

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Understanding Copyfitting - continued
 When you need to fill more space, try the following:
 Increase the margins.
 Change the alignment.
 Change the font size, but limit body type size to a maximum of 12 points.
 Increase the spacing between paragraphs.
 Adjust the character spacing.
 Increase the line spacing in the body text.
 Increase the spacing around the nameplate, headlines, subheads, text
boxes, or graphic images.
 Add a sidebar, pull quote, kicker, end sign, graphic lines, clip art, photo,
etc.
 Add text.

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Distributing Newsletters
Sending a Newsletter as an Email Attachment
 An inexpensive, easy, and effective alternative for you is to send
the newsletter as an email attachment.
 While you could send the Word document itself as an email
attachment, a better option is to save your newsletter in PDF
format and then send it as an email attachment.
 The PDF file format captures all of the elements of a printed
document as an electronic image that anyone can view, print,
and forward, even if they do not have Word or any other word
processing software installed on their computer.

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Distributing Newsletters - continued
Viewing a Newsletter on the Web
 A newsletter created in Word can be saved in a web format,
such as HTML or MHTML, that allows you to view the document
in a web browser.

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Distributing Newsletters - continued

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Distributing Newsletters - continued

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CHECKPOINT 2
1) This is used to indicate that an
article or feature continues on
another page.
a. caption
b. jump line
c. masthead
d. folio
3) This is a newsletter element that
contains the publication
information of the newsletter.
a. caption
b. jump line
c. masthead
d. folio
2) A description or explanation that
accompanies graphic images,
illustrations, or photographs is
referred to as this.
a. caption
b. jump line
c. masthead
d. folio
4) Making varying amounts of text
or typographical enhancements
fit in a fixed amount of space is
referred to as this.
a. spacing
b. shrinking
c. scanning
d. copyfitting
Next Question
Next Question
Next Question
Next Slide
Answer
Answer
Answer
Answer

39. © Paradigm Publishing, Inc. 39 Contents
Desktop Publishing Terms and Definitions
continues on next slide…
Term Definition
caption An accompanying description or explanation of a graphic image,
illustration, or photograph
copyfitting Arranging text and design elements so that they fit in a fixed amount of
space
end sign A symbol or special character indicating the end of an article
HTML Stands for Hypertext Markup Language, a formatting and
organizational language ideal for displaying text, simple graphics, and
hyperlinks on the Internet
jump line Text informing the reader that an article continues on another page or
is being continued from another page
kicker A lead-in phrase or sentence that precedes the beginning of an article

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Desktop Publishing Terms and Definitions - continued
Term Definition
masthead A newsletter element that contains the publication information
MHTML A file format that creates a single file out of a web page that might
ordinarily require support files—also known as .mht or Single File
Web Page
pull quote A short, direct phrase, statement, or important point formatted to
stand out from the rest of the body copy
scanner Device that converts a hard copy into a compatible digital file format
screening Decreasing the intensity of a color to produce a lighter shade
sidebar Information or a related story set off from the body text in a graphics
box
spot color One color added as an accent in a black-and-white publication
table of contents A list of articles and features and their page numbers