Advanced Word/Information Processing - CCC - 2015

1. Contents

2. © Paradigm Publishing, Inc. 2 Contents
Chapter 5
Creating Letterheads, Envelopes, Business Cards,
and Press Releases
 Understanding the Purpose of
Letterheads
 Using Letterhead Templates
 Creating Custom Letterheads
 Using Text Boxes in Design
 CHECKPOINT 1
 Creating Horizontal and Vertical
Ruled Lines
 Creating Envelopes
 Creating Business Cards
 Using WordArt
 Refining Letter, Word, and Line
Spacing
 Creating a Press Release
 CHECKPOINT 2
 Desktop Publishing Terms and
Definitions
Quick Links to Slide Contents

3. © Paradigm Publishing, Inc. 3 Contents
Understanding the Purpose of Letterheads
Conveying Information
 Letterheads commonly contain the following:
 Name of company or organization
 Logo
 Address
 Shipping or mailing address
 Telephone and fax numbers
 Email address
 Web address
 Marketing statement or company slogan

4. © Paradigm Publishing, Inc. 4 Contents
Understanding the Purpose of Letterheads - continued
Establishing an Identity
 A letterhead with a specific design and layout helps to establish
the identity of an organization.
 When readers are exposed to the same pattern of consistent
elements in a letterhead over a period of time, they soon begin
to establish a certain level of familiarity with the organization
name, logo, colors, and so forth.
 You can further emphasize the identity of an organization by
using some of the design elements from a letterhead in other
business documents.

5. © Paradigm Publishing, Inc. 5 Contents
Understanding the Purpose of Letterheads - continued
Projecting an Image
 In determining the image you want to project, assess your target
audience.
 Who are they?
 What is their background, education, age, and so on?
 What image do you want your readers to form in their minds
about your company, business, or organization?
 What does their experience tell them to expect?

6. © Paradigm Publishing, Inc. 6 Contents
Using Letterhead Templates
 Word includes a variety of predesigned template documents,
including letterheads.
 Search for letterhead templates by clicking the FILE tab and then
clicking the New option.
 At the New backstage area, type letterhead in the search text
box and then press the Enter key.

7. © Paradigm Publishing, Inc. 7 Contents
Using Letterhead Templates - continued
Customizing a Logo Used in a Template
 A logo is an image or symbol designed to represent a company
or brand.
 You can customize a grouped drawing object that is used as a
logo in a Word letterhead template.
 You will need to ungroup the object and change the color to
match the colors of your company’s brand.

8. © Paradigm Publishing, Inc. 8 Contents
Using Letterhead Templates - continued
Using the Selection Pane
 Word includes the Selection pane to make working with layers a
little easier.

9. © Paradigm Publishing, Inc. 9 Contents
Creating Custom Letterheads
Incorporating Design Concepts in Letterheads
 While working on your sketches and, ultimately, when creating
your letterhead, consider the following design concepts:
 Focus—create a focal point to draw in your audience.
 Balance—use a symmetrical layout where similar elements
are distributed evenly on the page, or use an asymmetrical
layout where dissimilar elements are distributed unevenly on
the page in such a way as to balance one another.
 Proportion—design elements sized in proportion to their
relative importance to the intended message.
continues on next slide…

10. © Paradigm Publishing, Inc. 10 Contents
Creating Custom Letterheads - continued
…continued from previous slide
 Contrast—use enough contrast to make it noticeable, and
make sure there is enough surrounding white space assigned
to darker elements on the page.
 Directional flow—group related items close to each other
and establish a visual connection between items on the page
by using a strong alignment.
 Consistency—use a typeface consistently in your letterhead
even though it may vary in type size, typestyle, or color.
 Color—use color sparingly to provide emphasis and contrast,
and use a color that meets your readers’ expectations for the
mood, tone, and image.

11. © Paradigm Publishing, Inc. 11 Contents
Creating Custom Letterheads - continued
Using the Click and Type Feature
 The Click and Type feature can be used to insert text, graphics,
tables, or other items into a blank area of a Word document.

12. © Paradigm Publishing, Inc. 12 Contents
Creating Custom Letterheads - continued
Using the Vertical Page Position Feature
 This feature is helpful when you need to position text at an exact
distance from the top of the page.

13. © Paradigm Publishing, Inc. 13 Contents
Using Text Boxes in Design
 Text boxes are useful because they can be dragged to any
position on the page using the mouse or by specifying exact
horizontal and vertical locations at the Layout dialog box.
 Another important feature of text boxes is that they are created
in the drawing (foreground) layer and are considered drawing
objects.
 Attributes such as shape fill, outline, and effects can be used to
customize a text box.

14. © Paradigm Publishing, Inc. 14 Contents
Using Text Boxes in Design - continued
Setting Text Box Margins
 By default, a text box has left and right internal margins of
0.1 inch and top and bottom internal margins of 0.05 inch.
 To adjust these margins, click the desired text box to access the
DRAWING TOOLS FORMAT tab and then click the Shape Styles
group task pane launcher.

15. © Paradigm Publishing, Inc. 15 Contents
Using Text Boxes in Design - continued
Sizing a Text Box
 Change the size of a text box with the sizing handles located at
its edges or with the Shape Height and Shape Width
measurement boxes on the DRAWING TOOLS FORMAT tab.
 To maintain the proportions of the existing text box dimensions,
use one of the corner sizing handles to change both the width
and the height at the same time.
 Hold down the Ctrl key as you drag one of the corner sizing
handles and the text box will remain centered in the same
position on the page.

16. © Paradigm Publishing, Inc. 16 Contents
Using Text Boxes in Design - continued
Positioning a Text Box
 Word provides several ways of positioning text boxes: using the
move handle on the text box, using the keyboard, using the
Position button in the Arrange group on the DRAWING TOOLS
FORMAT tab, or using options at the Layout dialog box with the
Position tab selected.
 If you hold down the Ctrl key as you nudge a text box, the text
box moves one pixel at a time.
 A pixel is a single unit of measurement that your computer
monitor uses to paint images on your screen.

17. © Paradigm Publishing, Inc. 17 Contents
Using Text Boxes in Design - continued
 Besides moving a text box with the mouse or with the arrow
keys on the keyboard, you can position a text box on a page
using the Position button in the Arrange group on the DRAWING
TOOLS FORMAT tab.

18. © Paradigm Publishing, Inc. 18 Contents
Using Text Boxes in Design - continued
 In addition, you can position an object precisely on a page with
options at the Layout dialog box with the Position tab selected.

19. © Paradigm Publishing, Inc. 19 Contents
Using Text Boxes in Design - continued
Copying a Text Box
 In some situations, you may want to make an exact copy of a
text box and place it in a different location in a document.
 To do this, position the insertion point on the text box outline
until the I-beam turns into a pointer with a four-headed arrow
attached.
 Press the left mouse button, hold down the Ctrl key, and then
drag a copy of the text box to the desired location.

20. © Paradigm Publishing, Inc. 20 Contents
Using Text Boxes in Design - continued
Anchoring a Text Box
 Every object, including a text box, is automatically anchored, or
attached, to the paragraph closest to the object.
 When you reposition a text box, the anchor moves to the
paragraph closest to the new position of the text box.

21. © Paradigm Publishing, Inc. 21 Contents
Using Text Boxes in Design - continued
Wrapping Text around a Text Box
 By default, a text box displays in the layer above, or in front of,
the text.

22. © Paradigm Publishing, Inc. 22 Contents
Using Text Boxes in Design - continued

23. © Paradigm Publishing, Inc. 23 Contents
Using Text Boxes in Design - continued

24. © Paradigm Publishing, Inc. 24 Contents
Using Text Boxes in Design - continued
Changing Text Box Outlines and Effects
 By default, a text box has a black single-line outline around all
sides and contains a white background fill.
 A text box can be customized in a variety of ways, including
changing outline style and color and changing the background
fill color.

25. © Paradigm Publishing, Inc. 25 Contents
Using Text Boxes in Design - continued
 To add shape effects to a text box, select the text box, click the
Shape Effects button in the Shape Styles group, point to Preset,
Shadow, Reflection, Glow, Soft Edges, Bevel, or 3-D Rotation and
then click an option at the side menu.

26. © Paradigm Publishing, Inc. 26 Contents
Using Text Boxes in Design - continued
Changing Text Box Fill
 Customize the text box fill with the Shape Fill button in the
Shape Styles group on the DRAWING TOOLS FORMAT tab.

27. © Paradigm Publishing, Inc. 27 Contents
Using Text Boxes in Design - continued
 Add a transparent effect to the text box fill color by clicking the
Shape Fill button arrow, clicking the More Fill Colors option, and
then dragging the slider in the Transparency section of the
Colors dialog box.

28. © Paradigm Publishing, Inc. 28 Contents
Using Text Boxes in Design - continued
Inserting Predesigned Text Boxes
 Word 2013 includes several predesigned text boxes that can be
used in your documents.

29. Contents© Paradigm Publishing, Inc. 29
CHECKPOINT 1
1) Word includes a variety of these
predesigned documents.
a. templates
b. standards
c. norms
d. structures
3) This feature can be used to
quickly insert text, graphics,
tables, or other items.
a. Type and Click
b. Click and Type
c. Track and Click
d. Click and Track
2) Using this can make the task of
working with layers a little easier.
a. Layer pane
b. Selection pane
c. Working pane
d. Page pane
4) By default, a text box has this type
of outline.
a. dotted-line
b. dashed-line
c. single-line
d. double-line
Next Question
Next Question
Next Question
Next Slide
Answer
Answer
Answer
Answer

30. © Paradigm Publishing, Inc. 30 Contents
Creating Horizontal and Vertical Ruled Lines
 Horizontal and vertical lines can be drawn in a document by
using line options at the Shapes button drop-down list or by
using paragraph borders.
 As with text boxes, you can adjust the weight, length, position,
color, and shading of the lines you create.
 In typesetting, these horizontal and vertical lines are called
ruled lines (also known as rules or ruling lines) to distinguish
them from lines of type.

31. © Paradigm Publishing, Inc. 31 Contents
Creating Horizontal and Vertical Ruled Lines - continued
Drawing Horizontal and Vertical Lines
 To insert a horizontal or vertical line, click the INSERT tab, click
the Shapes button in the Illustrations group, click the desired
line option in the Lines section of the drop-down list, and then
click and drag in the document to create the line.

32. © Paradigm Publishing, Inc. 32 Contents
Creating Horizontal and Vertical Ruled Lines - continued
Sizing and Formatting Lines
 Sizing a drawn line is similar to sizing a text box.
 Select the line to be sized, position the mouse pointer on either
sizing handle until it turns into crosshairs (hold down the Shift
key if you want to make sure the line retains its shape and
direction), drag the crosshairs in the appropriate direction until
the line is the desired length, and then release the mouse
button.
 Format a drawn line with options on the DRAWING TOOLS
FORMAT tab.

33. © Paradigm Publishing, Inc. 33 Contents
Creating Horizontal and Vertical Ruled Lines - continued
Positioning Horizontal and Vertical Lines
 Select a line and then use the mouse, the arrow keys on the
keyboard, options on the DRAWING TOOLS FORMAT tab, or
options at the Layout dialog box with the Position tab selected
to reposition the line.

34. © Paradigm Publishing, Inc. 34 Contents
Creating Horizontal and Vertical Ruled Lines - continued
Creating Horizontal Lines Using Paragraph Borders
 Every paragraph you create in Word is surrounded by an
invisible frame.
 To add a border to the top, bottom, or sides of your paragraph,
use the options at the Borders button drop-down gallery in the
Paragraph group on the HOME tab.
 To change the position of the border, click the Borders button
arrow and then click the desired border location at the drop-
down gallery.

35. © Paradigm Publishing, Inc. 35 Contents
Creating Horizontal and Vertical Ruled Lines - continued
 The Borders and Shading dialog box contains options for
changing the border settings, line style, line color, line width,
border location, and distance between borders and text.

36. © Paradigm Publishing, Inc. 36 Contents
Creating Envelopes
 Using an envelope designed in coordination with a letterhead is
another way of projecting a professional image and establishing
your identity with your target audience.
 Using some of the same design elements in both the letterhead
and the envelope contributes to continuity and consistency
among your documents.
 These same elements can be carried over into memo and fax
templates, business cards, invoices, and brochures.

37. © Paradigm Publishing, Inc. 37 Contents
Creating Envelopes - continued
Designing an Envelope
 Keep in mind that the design area of your envelope is smaller
and shaped differently than that of your letterhead.
 For example, using the same typeface and typestyles in a
smaller type size and repeating a graphic element may be just
enough to establish that link.

38. © Paradigm Publishing, Inc. 38 Contents
Creating Envelopes - continued
Changing the Text Direction
 You can change the direction of the text within a text box by
clicking the Text Direction button in the Text group on the
DRAWING TOOLS FORMAT tab.

39. © Paradigm Publishing, Inc. 39 Contents
Creating Envelopes - continued
Using the Envelope Feature
 Word’s envelope feature displays a blank envelope that already
contains appropriate formatting for margins and a text box in
the mailing address position.
 Word adds the envelope to the beginning of the current
document and numbers the envelope as page 1 and the first
page of the document as page 2.
 To print just your envelope, select page 1 in the preview pane at
the Print backstage area, click Print Current Page in the Settings
section, and then click the Print button.

40. © Paradigm Publishing, Inc. 40 Contents
Creating Envelopes - continued
Checking Envelope Printing Options
 To determine the best way to feed an envelope into your printer,
display the Envelopes and Labels dialog box with the Envelopes
tab selected and then view the information.

41. © Paradigm Publishing, Inc. 41 Contents
Creating Business Cards
 A business card includes your name, title, company or
organization name, address, telephone number, fax number,
email address, and web address.
 You can also include a one-sentence description of your
business, business philosophy, or slogan.

42. © Paradigm Publishing, Inc. 42 Contents
Creating Business Cards - continued
Designing Business Cards
 Most business cards are created with sans serif typefaces
because the characters are easier to read.
 The type sizes vary from 12 to 14 points for important words
and 8 to 10 points for telephone and fax numbers.
 Vary the appearance by using bold, italics, small caps, or text
effects.

43. © Paradigm Publishing, Inc. 43 Contents
Creating Business Cards - continued
 Business cards should be printed on high-quality cover stock
paper.
 Specially designed full-color papers and forms for creating
business cards more easily and professionally are available at
office supply stores and paper companies.
 Printing your own business cards saves you the expense of
having to place a large minimum order with an outside printer.
 This is especially helpful to a new small business.

44. © Paradigm Publishing, Inc. 44 Contents
Creating Business Cards - continued
Using the Labels Feature to Create Business Cards
 You can use a business card label option to create business
cards, membership cards, name tags, coupons, placeholders, or
friendly reminder cards.

45. © Paradigm Publishing, Inc. 45 Contents
Creating Business Cards - continued
 One method for creating business cards with the labels feature
is to insert blank labels in the document, create the first label,
and then save the elements of the label to the Quick Part
gallery.
 Then, display the Envelopes and Labels dialog box with the
Labels tab selected, type your quick part name in the Address
text box, press F3, and then click the New Document button.

46. © Paradigm Publishing, Inc. 46 Contents
Creating Business Cards - continued
Using Online Templates to
Create Business Cards
 As an alternative to
designing your own
business cards, an array of
professionally designed
business card templates
are available for download
at Office.com.

47. © Paradigm Publishing, Inc. 47 Contents
Using WordArt
 WordArt can be used to create compelling text effects.
 You can use it to distort or modify text or cause the text to
conform to a variety of shapes.
 WordArt is a powerful tool for creating a focal point in a
document.

48. © Paradigm Publishing, Inc. 48 Contents
Using WordArt - continued
Creating a WordArt Object
 To insert WordArt in a document, click the INSERT tab and then
click the WordArt button in the Text group.
 This displays the WordArt drop-down gallery.
 Click the desired option at the gallery, and a WordArt text box is
inserted in the document containing the words Your text here.
 Type the desired WordArt text.

49. © Paradigm Publishing, Inc. 49 Contents
Using WordArt - continued
Formatting WordArt Text
 Apply formatting to WordArt text with options in the WordArt
Styles group on the DRAWING TOOLS FORMAT tab.
 You can apply a predesigned WordArt style, change the WordArt
text color and text outline color, and apply a text effect such as
shadow, reflection, glow, bevel, 3-D rotation, and transform.

50. © Paradigm Publishing, Inc. 50 Contents
Using WordArt - continued
Formatting a WordArt Text Box
 WordArt text is inserted in a text box, and this text box can be
customized with options in the Shape Styles group on the
DRAWING TOOLS FORMAT tab.

51. © Paradigm Publishing, Inc. 51 Contents
Refining Letter, Word, and Line Spacing
Kerning Character Pairs
 Kerning visually equalizes the space between specific characters
and is usually used in headlines and other blocks of large type
(14 points and larger).

52. © Paradigm Publishing, Inc. 52 Contents
Refining Letter, Word, and Line Spacing - continued
 When automatic kerning is turned on, Word adjusts the space
between certain pairs of letters above a specific point size.
 Some common character pairs that may be automatically kerned
are Ta, To, Ty, Vi, and WA.
 When you kern letters manually, you get to make the decision as
to which letters to kern.
 Manual kerning is especially helpful if you need to increase or
decrease space between letters to improve legibility, to create a
special effect, or to fit text in a specific amount of space.

53. © Paradigm Publishing, Inc. 53 Contents
Refining Letter, Word, and Line Spacing - continued
Tracking Text
 In traditional typesetting, equally reducing or increasing the
horizontal space between all characters in a block of text is
called tracking.
 Tracking affects all characters, while kerning affects only specific
character pairs.

54. © Paradigm Publishing, Inc. 54 Contents
Refining Letter, Word, and Line Spacing - continued
Setting Line Spacing
 Line spacing is the vertical spacing of the lines within a
paragraph expressed as a fixed amount in points or as a
percentage of the line height.
 Line spacing includes leading (pronounced ledd-ing), which is
the amount of white space between lines.
 The height of the characters plus the leading equals the line
spacing.

55. © Paradigm Publishing, Inc. 55 Contents
Refining Letter, Word, and Line Spacing - continued
Setting Leading
 You cannot specifically set leading.
 However, the At least and Exactly options at the Line spacing
option box in the Paragraph dialog box are the closest thing to it.

56. © Paradigm Publishing, Inc. 56 Contents
Refining Letter, Word, and Line Spacing - continued

57. © Paradigm Publishing, Inc. 57 Contents
Refining Letter, Word, and Line Spacing - continued
Setting Spacing Before or After a Paragraph
 One way to add space before or after a paragraph is to choose
the Add Space Before Paragraph option or the Remove Space
After Paragraph option at the Line and Paragraph Spacing
button drop-down list in the Paragraph group on the HOME tab.
 The PAGE LAYOUT tab also contains Before and After
measurement boxes that work like their counterparts in the
Paragraph dialog box.

58. © Paradigm Publishing, Inc. 58 Contents
Creating a Press Release
 A press release is a written or recorded communication directed
to the news media for the purpose of announcing something
newsworthy.
 Typically, press releases are mailed, faxed, or emailed to
newspapers, radio stations, and television stations, but they may
also be posted on the Internet.

59. Contents© Paradigm Publishing, Inc. 59
CHECKPOINT 2
1) To create a straight horizontal or
vertical line, hold down this key.
a. Alt
b. Shift
c. Ctrl
d. Enter
3) You can create compelling text
effects with this feature.
a. WordArt
b. Clip Art
c. Shapes
d. Text Boxes
2) The Text Direction button is
located on this tab.
a. DRAWING TOOLS FORMAT
b. DESIGN
c. PAGE LAYOUT
d. INSERT
4) This is the vertical spacing
between the lines within a
paragraph.
a. paragraph spacing
b. horizontal width
c. vertical height
d. line spacing
Next Question
Next Question
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Answer
Answer
Answer
Answer

60. © Paradigm Publishing, Inc. 60 Contents
Desktop Publishing Terms and Definitions
Term Definition
leading The amount of white space between lines
line spacing The vertical spacing between lines; expressed in points or in a
percentage of the line height
logo An image or symbol designed to represent a company or
brand
pixel A single unit of measurement that your monitor uses to
paint images on your screen
press release A written or recorded communication directed to the news
media for the purpose of announcing something newsworthy
ruled lines Horizontal or vertical lines
tracking Equally reducing or increasing the horizontal space
between all characters in a selected block of text