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MS Publisher Training

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An overview and general training for using Microsoft Publisher. (c) 2008 Michael Sheyahshe & Mary Skaggs www.alternativemedia.biz

An overview and general training for using Microsoft Publisher. (c) 2008 Michael Sheyahshe & Mary Skaggs www.alternativemedia.biz

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  • 1. MS Publisher Training
  • 2. Section One: General Overview
    • Section Goals
    • Start with a pre-designed Publisher publication and adapt it to create your own publication.
    • Add text to a publication, and then revise, reposition, and fit the text, create columns, and continue a story on another page.
    • Add a picture to a publication, change how the picture looks, and control how text wraps around it.
  • 3. The Publisher Advantage
    • Publisher isn't just for creating newsletters or brochures. It provides pre-designed templates for a wide range of publication types, including business cards, postcards, flyers, resumes, catalogs, and even Web sites. For creating publications, Publisher offers advantages that word-processing programs don't.
    • In Publisher, templates already have images and placeholder text, so it's easy to see where your content can go. To offer more control, publications are composed of independent text and picture elements – which can be edited, changed, or deleted – that give you unlimited flexibility in page layout.
  • 4. Pre-designed publications
    • Each publication type is supported by a wide range of ready-made, professional designs. When you choose the type of publication you want to create, Publisher displays thumbnails of the available designs, such as the newsletter thumbnails we've shown here. To base your publication on one of the designs, just click a thumbnail.
    • After the pre-designed publication opens, you replace the placeholder text and pictures with your own information. You can also change the color scheme and font scheme, delete or add elements, and make any other changes you want so the publication accurately represents your specific organization or activity.
  • 5. Independent, movable parts
    • Everything in a Publisher publication, including a block of text, is an independent element. You can place each element exactly where you want it, and you can control its size, shape, and appearance.
    • It's not so unusual, even in word-processing programs, for pictures to act as independent elements. What makes Publisher particularly flexible is that you have the same control over text as you do over pictures.
  • 6. Review
    • What do the pre-existing designs do for you?
    • What makes Publisher flexible?
    • Every element in a Publisher publication, including blocks of text, can be moved, formatted, and otherwise altered independently of the other elements. True or False?
    • Publisher supports the creation of many different publication types, including brochures, newsletters, Web sites, and more. True or False?
  • 7. Questions
    • More familiar with Publisher?
  • 8.
    • SECTION GOALS:
    • DISCUSS MS PUBLISHER’S (NON) USE OF THE RIBBON
    • ACCESS TEMPLATES
    • USE TEXT BOXES
    • DIVIDE A TEXT BOX INTO COLUMNS
    • CONTINUE A STORY IN ANOTHER TEXT BOX
    Section Two: Getting Started with Publisher
  • 9. What? No Ribbon?
    • For some reason, even though Publisher is part of the new Microsoft Office suite, it does not follow the new standard of using the Ribbon.
  • 10. Templates
    • When you first open Publisher, there are several pre-existing template to use to help you get started.
    • You can either chose a template in one of three ways:
    • From the Publication Types section on the far left
    • From the Popular Publication Types section in the main portion of the screen
    • By doing a Search for Templates using the text field at the top of the page.
  • 11. Templates
    • With the Search option, you can choose to search for templates already on your computer, at the Microsoft Office website, or both.
    • Once you choose a Type, Publisher gives you a preview of each of the templates within that section.
    • Double-click any of the icons to open the template.
  • 12. The power of a text box
    • You may be pleasantly surprised by just how much control you have over text in Publisher. Text doesn't just fill up all the space between the margins and flow from one page to the next, as it does in a word-processing program. Instead, each block of text lives in a container called a text box, and you build publications by arranging text boxes on your pages.
    • As you'll learn in this course, you can place a text box anywhere you want on a page, make it any size you want, and divide it into columns. You can even connect one text box to another so text flows between them — even if the text boxes are on different pages. You have a lot of control over both the placement of text boxes and the appearance of the text within the text boxes.
  • 13. Adopt a text box mentality
    • Both the newsletter and the report shown in the picture consist of text boxes arranged on a page.
    •   In the newsletter, each column is a separate text box, and the text boxes are connected so the text flows from one column to the next.
    •   The report, on the other hand, consists of one large text box that takes up almost the entire page.
  • 14. Create a text box
    • Even when you base your own publication on one of the templates in Publisher, you may want to add an entirely new block of text.
    • To do this:
    • Click the Text Box tool on the Objects toolbar. (By default, when you open Publisher, the Objects toolbar extends vertically along the left side of the Publisher window.)
    • Drag to create a rectangle on the page.
    • Type your text in the resulting text box (surrounded by round handles).
    • Don't worry about where you place a text box when you first create it, or what size it is. You can always move the text box anywhere you want on (or off) the page, and you can change its size at any time.
    • Tip   When you resize a text box, some of the text may no longer fit inside it. To have Publisher automatically change text size so it all remains visible as you resize text boxes in your publication, point to AutoFit Text on the Format menu, and then click Best Fit.
  • 15. Format a text box
    • If you want to customize the look of a publication, you can do all kinds of things to change the appearance of text and the text box that contains it.
    • For example, you can use the Text Box command (on the Format menu) to:
    • Add a border around the text box.
    • Change the background or border color.
    • Rotate the text that's inside the text box.
    • Change the margin between the text and text box boundary.
    • Fine-tune text formatting
  • 16. Format a text box (cont’d)
    • Publisher gives you control over the size of text and the spacing between the words and characters in a text box. By using the options on the Format menu, you can change the amount of space between characters and lines to copyfit the text, create more or less white space around it, and make it easier to read.
    • On the Format menu, you can click:
    • Font to change the font, font size, font color, or style.
    • Paragraph to change the alignment, indentation, space between lines, and line and paragraph breaks.
    • Bullets and Numbering to add or change the style of bullets and numbers.
    • Character Spacing to change the amount of space the selected text spans on a line (also known as scaling and tracking) and to change the space between the selected characters (also known as kerning).
    • Drop Cap to enlarge a paragraph's first character or set of characters and control the position of the character relative to the paragraph's first lines.
    • After you decide on the formatting for your text, you can easily reuse your formatting choices in other paragraphs and text boxes in your publication by creating a style based on the settings and applying it to other text. To get started creating a style, on the Format menu, click Styles.
  • 17. Divide a text box into columns
    • In Publisher, it's easy to turn any text box into equally spaced columns of the same size. When you add text to columns that you create by dividing a text box, the text automatically flows from one column into the next.
    • To divide a text box into columns,
    • Click Text Box on the Format menu
    • Click the Text Box tab, and then click Columns.
    • You can then choose the number of columns you want to divide the text box into, and you can control the spacing between the text and the column boundary.
    • You can also make columns by creating a separate text box for each column. In this case, text will not flow automatically from one column to the next unless you link the text boxes. NOTE: If you're thinking of converting a print publication for use on the Web, it's best to make each column a separate text box.
  • 18. Continue a story in another text box
    • In publications such as newsletters or brochures, you often start a story on one page and continue it on another. In Publisher, you can easily continue a story by:
    • Linking the text box where the story starts to the text box where it continues.
    • Adding "Continued" notices that update automatically if you move text boxes around.
    • To link one text box to another, first click the text box that you want to link from, and then click the Create Text Box Link tool . The cursor becomes a little pitcher . When you click the empty text box that you want to link to, any overflow text pours into the text box.
    • To add a "Continued" notice to a text box, click the text box. On the Format menu, click Text Box, and then click the Text Box tab. You can choose to include either "Continued on page…" or "Continued from page…".
  • 19. Continue a story (cont’d)
    • As you work on your publication, you can tell when one text box is linked to another: When you click a linked text box, a button appears either below or above it.
    •   The Go To Next Text Box button indicates that text finishes in another text box.
    •   The Go To Previous Text Box button indicates that text starts in another text box.
  • 20. Review
    • How does text in Publisher differ from text in word-processing programs?
    • What is a text box?
    • What do templates do for you?
    • How do you add self-updating "Continued" notices to linked text boxes?
  • 21. UNDERSTAND TEXT BOXES AND TEMPLATES? Questions?
  • 22. Section Three: Images and Pics
    • Section Goals:
    • In what important way are text and pictures similar in Publisher?
    • How can you change the appearance of both text and pictures?
    • Do both text and pictures exist in containers that you can move, resize, and reformat?
    • What is a quick and easy way to replace placeholder pictures with your own pictures
  • 23. The power of a picture frame
    • This lesson will demonstrate how to add pictures, how to move and resize them, how to change the way pictures look, and how to control the way text wraps around them.
    • In the previous lesson, you learned that all text in Publisher exists in containers called text boxes. Likewise, each picture exists in a container called a frame. Frames give you the same control over pictures that text boxes give you with text. You can place a picture anywhere on a page — including inside a text box — and you can change its size and appearance.
    • Images can come from any sources, including:
    •   A rectangle, circle, arrow, line, or AutoShape.
    •   Scanned or digital line art.
    •   Clip art.
    •   A scanned photograph or a picture taken with a digital camera.
  • 24. The file types can include:
    • Graphics Interchange Format (GIF) for line art.
    • Joint Photographic Experts Group (JPEG) for photographs.
    • Bitmap (BMP) for line art.
    • Windows Metafile Format (WMF) for line art.
    • Tagged Image File Format (TIFF) for photos and line art.
    • Portable Network Graphics (PNG) for line art and animations.
  • 25. Add a new picture
    • Now you're ready to add pictures to your publication. First, you need to choose between the following options:
    •   You can replace a placeholder picture in an existing frame by using the Change Picture command.
    •   You can create a new frame by using the Picture Frame tool .
    • Next, you need to choose the source for your picture — clip art, for example. (Also notice the Empty Picture Frame command under 2 in the picture — if you don't know yet exactly which picture you want to use, you can use this command to add a picture placeholder.)
  • 26. Move, resize, or crop a picture
    • Once a picture is in a frame on a publication page, you can move, resize, or crop it. We've shown the difference between resizing and cropping in the picture:
    •   Resizing changes a picture's dimensions by making it larger or smaller.
    •   Cropping trims parts of a picture away to remove unwanted portions or to emphasize the portion that remains.
  • 27. Give pictures more PUNCH on the page
    • Once a picture is in a frame on a publication page, you can change it to support your overall goal. You can use tools on the Picture toolbar to recolor the picture, increase or reduce contrast, change its transparency (to show text and objects behind it), and add a border and a background.
    • In the examples in the picture, use the Picture toolbar to do the following:
    •   Add a colored border around the picture frame in the top picture.
    •   Recolor the bottom picture and added a colored background to the picture frame.
  • 28. Control how text wraps around a picture
    • You can control how the text wraps around a picture. You can choose text wrapping options by clicking the Text Wrapping tool on the Picture toolbar.
    •   Square   Text wraps around the frame rather than around the picture itself.
    •   Tight   Text wraps around the outline of the picture itself rather than around the frame.
    •   Through   Text wraps around the perimeter and inside any open portions of the picture.
    •   Top and Bottom   Text stops at the top of the picture's frame and continues after the bottom of the frame.
    •   None   Text acts as if the picture isn't there.
    •   Edit Wrap Points   Text wraps around the picture's perimeter, which you define precisely by repositioning points along it.
  • 29. Review
    • In what important way are text and pictures similar in Publisher?
    • How can you change the appearance of both text and pictures?
    • Do both text and pictures exist in containers that you can move, resize, and reformat?
    • What is a quick and easy way to replace placeholder pictures with your own pictures?
  • 30. UNDERSTAND TEXT BOXES AND IMAGES? Questions?
  • 31. Section Four: Tips, Tricks, and Extras
    • Section Goals
    • Move an object forward or backward
    • Save or open a Publisher 2007 file in a Publisher 2003, 2002, 2000, or 98 file format
    • Tips for personalizing your publication
    • Tips for Commercial Printing
  • 32. Move an object forward or backward
    • You can change the order of objects in your publication so that objects can appear on top of other objects.
    • The object is one of the following:
    • An AutoShape
    • A table
    • A text box
    • Clip art or a picture
    • Select the object that you want to move.
  • 33. Move an object forward or backward (cont’d)
    • If the object is hidden :
    • Select any object
    • Then press the TAB key or SHIFT+TAB repeatedly until the object that you want is selected.
    • To select more than one object at a time, hold down CTRL while you click the objects that you want to select, and then release CTRL.
  • 34. Move an object forward or backward (cont’d)
    • On the Arrange menu, point to Order, and then do one of the following:
    • To bring an object to the front of the stack, click Bring to Front.
    • To send an object to the back of the stack, click Send to Back.
    • To bring an object one step closer to the front, click Bring Forward.
    • To send an object one step toward the back, click Send Backward.
    •   Notes  
    • To display an inserted picture as a background behind text, right-click the text box, click Format Text Box on the shortcut menu, click the Layout tab, and then click None or Through under Wrapping Style.
    • To make an object in a stack transparent, click the object to select it (for a table, select the entire table), and then press CTRL+T. To make a transparent object opaque with a white fill, select it, and then press CTRL+T.
    • To place the same image behind all objects on each page of your publication, insert the image on a master page, and then convert the picture to a watermark.
  • 35. Save or open a Publisher 2007 file in another format
    • Microsoft Office Publisher 2007 uses the same file format as Microsoft Office Publisher 2003 and Microsoft Publisher 2002. Therefore, there are no separate options for these versions in the Save as type list.
    •   Important   When you save an Office Publisher 2007 file in Publisher 2003 or Publisher 2002, certain features are not supported.
    • On the File menu, click Save As.
    • If necessary, switch to the drive and the folder where you want to save the publication.
    • In the Save as type list, select Publisher Files.
    • Click Save.
  • 36. Tips for personalizing your publication
    • Most customers appreciate being remembered in shops and restaurants that they frequent — not just to be called by name, but to be known by their preferences.
  • 37. Why personalize?
    • Individuals usually like to be remembered and helped — if for no other reason, because they get what they want more quickly that way. This kind of personal attention builds customer loyalty. When shops and restaurants keep close track of customers' interests, customers usually respond by returning and spending more time and money there.
    • Mailings can work the same way. When you include content in a mailing that addresses your customers' specific interests, the customers are much more likely to pay attention and respond.
  • 38. Adding an address block and a greeting
    • Both an imprinted address block on a newsletter (rather than an adhered mailing label) and a greeting that includes the customer's name are simple personalization techniques that indicate that your mailing is meant specifically for each recipient.
  • 39. Add an address block that has name, address, and other information
    • In the Mail Merge task pane (Step 2: Prepare your publication) under More items, click Address block.
    • In the Insert Address Block dialog box, click the address elements that you want to include, and then click OK.
    •   Note    If the names of the data fields in your data source do not match the names of the fields that Publisher uses for the address block, you may need to click Match Fields in the Insert Address Block dialog box. In the Match Fields dialog box, use the drop-down lists to select the fields from your data source that correspond to the Publisher fields.
  • 40. Add a greeting line
    • In the Mail Merge task pane (Step 2: Prepare your publication) under More items, click Greeting line.
    • In the Insert Greeting Line dialog box, select the greeting line format, which includes the salutation, the name format, and following punctuation. Or type a new entry in each text box.
    • Enter the text that you want to appear in cases in which Publisher cannot interpret the recipient's name — for example, when the data source contains no first or last name for a recipient, but only a company name.
    • Click OK.
    •   Note   If the names of the data fields in your data source do not match the names of the fields that Publisher uses for the greeting line, you may need to click Match Fields in the Greeting Line dialog box. In the Match Fields dialog box, use the drop-down lists to select the fields from your data source that correspond to the Publisher fields.
  • 41. Add a picture to an address
    • You can add a picture or photo to an address block, as well as to any area of your publication. Which picture is shown can be varied to suit the customer's brand interest, age, gender, or other data fields that you track.
    • In your publication, click where you want to insert the merge field for a picture (for example, next to the address block).
    • In the Mail Merge task pane (Step 2: Prepare your publication) under More items, click Picture field.
    • In the Insert Picture Field dialog box, select the field that corresponds to the photo information in your data file, and then click OK.
    • Publisher inserts a merge field within a picture frame into your publication at the selected insertion point. You can resize or move the picture frame.
  • 42. Adding notes and hyperlinks
    • If you have set up your data file to store relevant personal information about your customers, you can use the collected information to deliver content that is targeted specifically at your customers' interests. Delivering content that matches customer interests is a powerful form of personalization.
  • 43. Add a personal note
    • You can send a customized text message to each customer segment that shares a common interest. To do so, add a field (or column) to your data file to contain these messages, and then add the appropriate message to each record (or row). You might associate a particular message with customers who have the same gender, who have the same age or birth date, or who made purchases in the past six months.
    • Click a text box in your publication where you want personalized information to appear. Alternatively, click Text Box on the Insert menu, and then drag a rectangle the size that you want.
    • If there is already text in the text box, and you want to replace that text, select it, too.
    • If there is already text in the text box, and you want to keep that text, position the cursor where you want to insert the personalized message.
    • In the Mail Merge task pane, click the appropriate merge field in the list box in the task pane.
  • 44. Add a personalized hyperlink
    • You can include a hyperlink that points your customers to a Web page that addresses their particular interests or attributes. You can add customers' names or other data fields to the text of the hyperlink to make it truly personal.
    • In the E-mail Merge task pane (Step 2: Prepare your publication), under More items, click Insert personalized hyperlink.
    • In the Insert Personalized Hyperlink dialog box, type the text that you want displayed and the address of the Web site that you want recipients to go to when they click the hyperlink.
    • If you want to use a data field in the display text, click the display text, and then, in the list box on the right, click the data field that you want to insert.
    •   Note   If you insert a data field, you can specify a substitute display text and Web address for any blank entries that correspond with the inserted data field. Select the Use default text for blank entries and Use default hyperlink for blank entries check boxes, as needed, and then type the substitute text and Web address.
  • 45. Tips for commercial printing
    • If you need printing options that you don't have on your desktop printer, you can take your publication to a commercial printer that can reproduce your work on an offset printing press or a high-quality digital printer.
    • Publisher 2007 has many features that can make it much easier for commercial printers and copy shops to prepare your publication for the printing process. The following tips will help you prepare your publication for output by a commercial printer or copy shop.
  • 46. Tip 1: Discuss your project with your commercial printer
    • Consult with your commercial printer before and during the design process to save time and money later. Before you start your project, describe your project and goals, and find out your printer's requirements.
    • Before you create your publication, discuss the following:
    • Ask whether the printer accepts Publisher files. If you can't locate a commercial printer who does, you can ask about other ways to submit your publication for printing. Most commercial printers accept PostScript files or PDF  files, and they will provide instructions on how to create these files from your publication.
    • Tell the printer about your project's printing needs, such as quantity, quality, paper stock, paper size, recommended color model, binding, folding, trimming, budget, file size limitations, and deadlines. Always ask if the printer has the items that you want in stock.
    • Let the printer know whether your publication will include scanned pictures, and if so, whether you will scan them yourself or have a commercial printer or service bureau scan them.
    • Ask whether there will be any pre-press tasks, such as trapping and page imposition.
    • Ask for any recommendations that can save you money.
  • 47. Tip 2: Always use Office Publisher 2007 or Publisher 2003
    • Publisher 2007 includes new and improved features that were designed to be used by professional printers. When you open older publications in Office Publisher 2007, the program retains the appearance of the older files as much as possible. But publications that were created in earlier versions of Publisher sometimes look different from what you expect when they are opened in Office Publisher 2007.
  • 48. Tip 3: Choose your color model early
    • Before you spend a lot of time designing your publication, decide whether you want to print your publication in color. If you print your publication to a high-quality digital color printer, you don't need to worry about color. Digital color printers accurately reproduce millions of colors. If you plan to print your publication on an offset printing press, you have several color-model options.
    • Offset printing requires that a professional press operator set up and run the print job. Generally, every ink that is needed to print the publication requires more setup for the operator and increases the cost. The number of inks that you need depends on the color model that you choose.
  • 49. Tip 3: (cont’d)
    • When you set up color printing for your publication, you can choose from the following color models:
    • Any color (RGB)
    • Single color
    • Spot colors
    • Process colors
    • Process plus spot colors
    • Any color (CMYK)
    • If you print by using a digital color printer (such as a color desktop printer), you use the RGB (Red, Green, Blue) color model. When you print a few copies, this is the least expensive color model to print. RGB colors have the highest degree of variability of any color model, however, which makes it difficult to match colors between print jobs.
  • 50. Single color
    • If you print by using one color, everything in your publication is printed as a tint of a single ink, which is usually black. This is the least expensive color model to print on an offset press because it requires only one ink.
  • 51. Spot colors
    • If you print by using a spot color, everything in your publication is printed as a tint of a single ink — usually black — and a tint of one additional color, the spot color, which is usually used as an accent. Publisher uses PANTONE® colors for spot color jobs.
    • This color model requires a minimum of two inks and can increase the cost of printing on an offset press with each ink that you add.
    •   Note   In some cases, printing spot colors may be more expensive than using process colors. This is commonly the case for short-run jobs.
  • 52. Process colors
    • If you use this color model, your publication is printed in full color by combining varying percentages of the process-color inks cyan, magenta, yellow, and black, which are typically shortened to CMYK (Cyan, Magenta, Yellow, Key). Although you can combine these four inks to get almost a full range of colors, you can't get some colors. For example, the CMYK color model can't produce metallic colors or colors that are highly saturated.
    • Process-color printing always requires setting up the press with the four CMYK inks. It also requires skill on the part of the press operator to line up the impression of one ink with the others, which is called registration. These requirements make process-color printing more expensive than spot-color printing.
  • 53. Process plus spot colors
    • This color model is the most expensive to print because it combines process-color printing (four inks) with one or more spot-color inks. You use this color model only if you want both full color plus a highly saturated or metallic color that can't be produced by using CMYK.
  • 54. Choose a color model
    • When you choose a color model in Publisher, the Color Picker displays only those colors that are available in the color model that you choose. For example, if you set your color model to Single Color, you can choose only line, fill, and text colors that you can make with that single ink color. If you set the color model to Spot Colors, you can choose only line, fill, and text colors that can be made by using your spot color inks.
    • To choose the color model for your publication, do the following:
    • On the Tools menu, point to Commercial Printing Tools, and then click Color Printing.
    • In the Color Printing dialog box, under Define all colors as, click the color model that you want to use.
    • If you choose either Spot colors or Process colors plus spot colors, you can click the New Ink button to choose additional spot color inks.
    • Click OK.
  • 55. Tip 4: Make sure that your publication pages are the correct size
    • Before you create your publication, you should decide what size you want the finished printed publication to be. Be sure to consult your commercial printing service. After you determine the page size that you want, set it up in the Page Setup dialog box.
    • Make sure at this stage that the page size you choose in the Page Setup dialog box is the size that you want. It is difficult to change the page size after you start to design your publication. Also, your commercial printer will have trouble printing your publication to a different page size from the one you set up.
  • 56. Tip 4 (cont’d)
    • It is important to note that in page setup and printing, page size and paper size are two different things:
    • Page size always refers to the size of the finished page, after trimming.
    • Paper size always refers to the size of the sheet of paper on which you print the publication, before trimming.
    • In many cases, the paper size needs to be larger than the page size in order to allow for a bleed  and printer's marks  or to enable you to print more than one page per sheet of paper.
    • If you want to print multiple copies or pages on a single sheet of paper to create a booklet, you can do it easily in Publisher. Printing multiple pages on a single sheet so that they can be folded and trimmed to form a sequence of pages is called imposition.
    •   Tip   To get the best results with imposition, talk to your commercial printer before you set up your publication. Your commercial printer may use a third-party imposition program to impose your publication.
    • As a general rule, whether you are going to use imposition or not, you should set your page size to be the final size of the item.
    • Business card, index card, and postcard sizes  If you want to print several small items, like business cards, on a single letter-sized (8.5 inches x 11 inches) sheet, set your publication page size to be the size of the cards (2 inches x 3.5 inches for business cards), not the size of the paper that you will print them on. In the Page Setup dialog box, you can set how many copies to print per sheet.
  • 57. How?
    • In your publication, on the File menu, click Page Setup, set the page size, and then click Advanced.
    • In the Custom Page Size dialog box, under Layout type, click Multiple pages per sheet or another appropriate option.
    • Under Options, enter the values that you want in the Side Margin, Top Margin, Horizontal Gap, and Vertical Gap boxes.
    • Click OK twice.
    • Depending on the paper size that you selected and the margin values that you entered, Publisher fits as many copies of the item on the page as it can. You still see only one copy in the publication window, but when you print the publication, Publisher prints multiple copies on one sheet of paper.
  • 58. Sizes
    • Folded brochure sizes  If your publication is a single sheet of paper that will be folded one or more times, such as a tri-fold brochure or a greeting card, the page size should be the same as the finished size before you fold it. You should not consider each panel of the brochure to be a separate page. For example, if your publication is a tri-fold brochure that you will print on letter-sized paper, click the Letter page size in the Page Setup dialog box.
    • Booklet sizes  If your publication is a booklet with multiple folded pages (for example, a catalog or magazine), the page size should be the same as a single page after the piece has been folded. For example, if your publication page size is 5.5 inches x 8.5 inches, you can print these pages side-by-side on both sides of a single letter-sized sheet of paper. The booklet printing feature in Publisher arranges the pages so that, when you combine and fold the printed sheets, the pages are in the correct sequence.
  • 59. Set up a booklet in Publisher
    • On the File menu, click Page Setup.
    • In the right task pane, click Advanced.
    • In the Custom Page Size dialog box, under Layout type, click Booklet. Under Margin guides, enter the measurements you want, and then click OK twice.
    • On the File menu, click Print Setup, and then click the Publication and Paper Settings tab.
    • Under Printing options, select Booklet, side-fold.
    • Under Paper, select a paper size that can fit two pages side-by-side. Under Orientation, click Landscape.
    • Click the Printer Details tab.
    • Click the Printer name for the printer that you will print to. If you don't know what kind of printer or imagesetter your commercial printer will use, you can skip this step, or you can select your own printer and print a proof copy.
    • Click OK.
    • Your commercial printer will make sure that the printer and paper settings are correct for the device that will be used to print your booklet.
  • 60. Complex imposition
    •   Some imposition can involve a large number of pages that are printed on a single sheet, which is then folded several times and trimmed on three sides to produce a group of sequentially numbered pages. This kind of imposition can be done only by using a third-party imposition program.
  • 61. Tip 5: Allow for bleeds
    • If you have elements in your publication that you want to print to the edge of the page, set these up as bleeds. A bleed is where the element extends off the publication page. The publication is printed to a paper size that is larger than the finished page size and then trimmed. Bleeds are necessary because most printing devices, including offset printing presses, can't print to the edge of the paper, and trimming the paper may leave a thin, white, unprinted edge.
    • To create a bleed in Publisher, enlarge the elements that you want to bleed so that they extend off the edge of the page by at least 0.125 inches.
    • If the element is an AutoShape that you created in Publisher, you can easily stretch it. However, if the shape is a picture, you must take more care to ensure that you don't get the picture out of proportion or that you don't lose part of the picture that you want to keep when the page is trimmed.
  • 62. Tip 6: Avoid using synthetic font styles
    • Typefaces are typically designed with different fonts to represent variations in the typeface. For example, the typeface Times New Roman is actually four fonts:
    • Times New Roman
    • Times New Roman Bold
    • Times New Roman Italic
  • 63. Tip 6: Avoid using synthetic font styles (cont’d)
    • Times New Roman Bold Italic
    • To simplify using the variations, when you apply the bold or italic formatting to text in Publisher, Microsoft Windows applies the appropriate font if it is available. For example, if you select some text in Times New Roman and then click Bold on the Formatting toolbar, Windows substitutes Times New Roman Bold for the font.
    • Many typefaces do not have separate fonts to represent bold and italic. When you apply bold or italic formatting to these fonts, Windows creates a synthetic version of the typeface in that style. For example, the typeface Comic Sans MS does not have an italic font version. When you apply italic formatting to text in Comic Sans MS, Windows makes the text look italic by slanting the characters.
    • Most desktop printers print synthetic font styles as expected, but high-end print devices, such as imagesetters, usually do not print synthetic fonts as expected. Make sure that you don't have any synthetic font styles in your publication when you hand it off to your commercial printer.
  • 64. Check for the separate fonts that you want to print
    • To be sure that you don't have any synthetic font styles, you need to know what typefaces you are using and what variations are available as separate fonts. To see what typefaces you have used in your publication, do the following:
    • On the Tools menu, point to Commercial Printing Tools, and then click Fonts.
    • The Fonts dialog box shows all the typefaces that are used in your publication.
    • To see what style variations of the typeface are available as separate fonts, do the following:
    • On the Start menu, click Run.
    • In the Run dialog box, in the Open box, type fonts, and then click OK.
    • The Fonts window opens and displays a list of all the fonts and font variations that are installed on your computer.
    • On the View menu, make sure that there is no check mark next to the Hide Variations (Bold, Italic, etc.) option, and then click Details.
    • Check to see if the typefaces that you are using in your publication have separate fonts available for the styles that you want to use.
    • If a typeface is listed with only one variation, no separate fonts are available for bold, italic, or bold italic formatting. Most of the typefaces that have only one font available are decorative fonts and are not designed to be used in other variations.
  • 65. Tip 7: Avoid using tints for text at small font sizes
    • If colored text is at a small font size, use colors that are solid spot color inks or colors that can be made up with a combination of solid process color inks. Avoid using a tint of a color.
    • Publisher prints tints as a screen, or percentage, of a solid ink color. When viewed close-up, the screen appears as a pattern of dots. For example, a 50 percent tint of green is printed as a 50 percent screen of the solid green ink.
    • When the tinted text is at a small font size, the dots that make up the screen may be insufficient to clearly define the shape of the characters. The resulting text is blurred or speckled and hard to read. If the tint is a process color (using multiple inks), registration of the inks may be imperfectly aligned, which can add a fuzzy edge to the text.
    • If you want to color text at small font sizes, make sure that you use colors that will be printed as solid inks, not tints. The following are some possible color choices:
    • Black
    • White
    • Cyan
  • 66. Tip 7: Avoid using tints for text at small font sizes (cont’d)
    • Magenta
    • Yellow
    • Red (100 percent Magenta, 100 percent Yellow)
    • Green (100 percent Cyan, 100 percent Yellow)
    • Blue (100 percent Cyan, 100 percent Red)
    • 100 percent tint of any spot color
    •   Note   For text at larger font sizes, roughly 18 points and larger, tints are not a problem. Be sure to discuss the fonts that you want to tint with your commercial printer.
  • 67. Tip 8: Size digital photos and scanned images appropriately
    • Graphics that are created by a paint program, a scanning program, or a digital camera are made up of a grid of differently colored squares called pixels. The more pixels a graphic has, the more detail it shows.
    • The resolution of a picture is expressed in pixels per inch (ppi). Every picture has a finite number of pixels. Scaling a picture larger decreases the resolution (fewer ppi). Scaling the picture smaller increases the resolution (more ppi).
    • If your picture resolution is too low, it will be printed more blocky. If the picture resolution is too high, the file size of the publication becomes unnecessarily large, and it takes a longer time to open, edit, and be printed. Pictures with more than 1,000 ppi may not be printed at all.
    • If the resolution of the picture is greater than what the printer is able to print (for example, an 800-ppi picture on a 300-ppi printer), the printer takes more time to process the image data without showing any more detail in the printed piece. Try to match the picture resolution to the resolution of the printer.
    • Color pictures that you plan to have printed by a commercial printer should be between 200 and 300 ppi. Your pictures can have higher resolution — up to 800 ppi — but they should not have a lower resolution.
    •   Note   You sometimes may see picture resolution expressed as dots per inch (dpi) instead of ppi. These terms are often used interchangeably.
  • 68. Effective resolution
    • On the Tools menu, click Graphics Manager.
    • In the Graphics Manager task pane, under Select a picture, click the arrow next to the picture, and then click Details.
    • In the Details window, the Effective Resolution field displays the resolution in dots per inch (dpi).
  • 69. Reducing high-resolution graphics
    • If you have just a few graphics whose resolution is too high, you may have no problem printing them. If you have several high-resolution graphics, your publication will be printed more efficiently if you reduce their resolutions.In Publisher, you can reduce the resolution of one, several, or all pictures by compressing them.
    • In Publisher, select one or more pictures whose resolution you want to reduce, right-click one of them, and then click Format Picture.
    • In the Format Picture dialog box, click the Picture tab.
    • Click Compress.
    • In the Compress Pictures dialog box, under Target Output, click Commercial printing.
    • Under Apply compression settings now, choose whether you want to compress all pictures in the publication or only the pictures that you selected, and then click OK.
    • If a message appears asking if you want to apply picture optimization, click Yes.
    • A 300-ppi version of the same picture or pictures replaces the high-resolution original picture or pictures.
  • 70. Tip 9: Use linked pictures
    • When you insert pictures into your publication, you can embed them in the publication or link to the picture files. Inserting pictures into your publication as links reduces the publication size and makes it possible for the printer to edit any of the pictures separately or manage colors for all of them in one batch.
    • If you insert linked pictures, be sure to hand off the picture files along with your publication to your commercial printer. If you use the Pack and Go Wizard to prepare your publication for commercial printing, the linked pictures are included in the packed file.
    • Delivering a publication with linked pictures is especially important if you use Encapsulated PostScript (EPS) graphics, because you can't save a picture from Publisher in EPS format. The EPS graphic is available to your commercial printer only if it is supplied as a separate linked file.
    • To insert a picture as a link, do the following:
      • On the Insert menu, point to Picture, and then click From File.
      • In the Insert Picture dialog box, browse to the picture that you want, and then click it.
      • Click the arrow next to Insert, and then click Link to File.
  • 71. Tip 10: Pack and Go Wizard
    • The Pack and Go Wizard packs a publication and its linked files into a single compressed file that you can take to a commercial printer. When you use the Pack and Go Wizard, Publisher does the following:
    • Saves a copy of the file and embeds those TrueType fonts that grant permission to embed.
    • Creates a compressed archive file, which includes the publication and all of its linked graphics.
    • Creates a PDF  file that your printer may prefer to use.
    • Note   You can save as a PDF or XPS file from a 2007 Microsoft Office system program only after you install an add-in. For more information, see Enable support for other file formats, such as PDF and XPS.
    • Copies the packed file to the drive of your choice.
  • 72. Run the Pack and Go Wizard
    • On the File menu, point to Pack and Go, and then click Take to a Commercial Printing Service.
    • In the Take to a Commercial Printing Service task pane, in the How will this publication be printed? list, select the option that you want:
    • If you will be using an offset printing service, select Commercial Press.
    • If you will be using a high-end copy shop, select High quality printing.
    • If you want to customize the PDF settings to match the settings on the target printer, click Other, and then choose the settings that you want.
    • Click Printing Options.
    • In the Print Options dialog box, make any needed changes, including printer's marks , and then click OK.
    • Ask your printing service if you need to select any Printer's marks options.
    • Under Select an item to fix, repair any problems that Publisher has identified.
    • To create a PDF file, under Export, select the Create a PDF check box.
    • You can save your publication as a .zip file or as a PDF file or both. Both are selected by default. If you are unsure which your commercial printing service prefers, leave both selected.
    • Click Save.
    • In the Pack and Go Wizard, choose the location to which you want to export the file, and then click Next.
    • If you pack multiple publications, save each packed publication to a separate folder. Otherwise, the Pack and Go Wizard will overwrite any pre-existing packed publications.
  • 73. Save file to other locations
    • If you are taking your publication on disk to the printing service, click the appropriate drive (usually D or E for removable media such as a writable CD or USB Flash Drive).
  • 74. Save files to a hard disk drive, an external drive, or a network
    • If you are putting your files on an external drive, a network, or your computer's hard disk drive, click Browse, choose the drive and folder that you want, and then click OK.
    • You can later upload the file to a Web site if your commercial printing service uses file submission on the Web.
    • Select or clear the Print a composite proof check box, and then click OK.
    • The Print a composite proof check box is always selected by default. Use the composite proof to review and catch any errors in a printed version of your publication before you send the file to the commercial printer. If your commercial printer fixes errors in the file, the cost of printing usually increases.
    •   Note   If you make changes to your publication after you pack your files, be sure to run the Pack and Go Wizard again, so that the changes are included in the publication that you take to your commercial printing service.
  • 75. Review
    • How do you move an object forward or backward?
    • List one way to save or open a Publisher 2007 file in a Publisher 2003, 2002, 2000, or 98 file format.
    • What is at least one Tip for personalizing your publication?
    • Why personalize?
    • Describe at least one Tip for Commercial Printing.
  • 76. TIPS OR PRINT SHOPS? Questions?

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