Advanced Word/Information Processing - CCC - 2015

1. Contents

2. © Paradigm Publishing, Inc. 2 Contents
Chapter 10
Creating Specialty Promotional Documents
 Creating Specialty Promotional
Documents
 Creating Raffle Tickets
 Creating Registration Forms
 Creating Postcards
 Merging Promotional
Documents for Mailing
 CHECKPOINT 1
 Creating Invitations and Greeting
Cards
 Creating and Printing a Promotional
Poster
 Creating Bookmarks
 CHECKPOINT 2
 Desktop Publishing Terms and
Definitions
Quick Links to Slide Contents

3. © Paradigm Publishing, Inc. 3 Contents
Creating Specialty Promotional Documents
 In addition to newsletters, flyers, announcements, brochures,
and booklets, the promotional documents category includes
tickets, enrollment forms, gift certificates, postcards,
bookmarks, name tags, invitations, and greeting cards, among
many others.
 These types of documents can be considered promotional
because they often display a business or organization name or
promote an item or service that is for sale.

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Creating Specialty Promotional Documents - continued

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Creating Specialty Promotional Documents - continued

6. © Paradigm Publishing, Inc. 6 Contents
Creating Raffle Tickets
Using Tables to Create Promotional Documents
 Raffle tickets are considered specialty promotional documents
because they are often used to help raise money for an
organization or a cause.
 You can use the table feature in Word to quickly and easily
create raffle tickets.
 Printing the tickets on a thicker paper stock will make them
more substantial and durable.

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Creating Raffle Tickets - continued
 Word simplifies the process of numbering your raffle tickets
with the AutoNum field code.

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Creating Raffle Tickets - continued
Understanding Paper Types
 Picking the right paper for your project can be difficult.
 Each paper type has its own special characteristics.
 Two characteristics that vary from paper to paper are stiffness
and grain.
 Stiffness refers to how easily the paper can bend, and grain is
the direction in which wood fibers in the paper are aligned.
 It is important to notice the grain if you plan on folding the
paper, because folding against the grain in a stiff sheet can cause
the paper to crack.

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Creating Raffle Tickets - continued
 One of the most common types of paper is bond paper, which is
used for a variety of applications.
 Book paper is durable, inexpensive, and more opaque than bond
paper, which makes it well-suited to two-sided printing.
 Cover paper, also known as cardstock, is a heavy, stiff sheet that
is durable and folds easily in the direction of the grain.
 Newsprint paper is used almost exclusively for newspapers and
is generally inexpensive.
 Offset paper is used in offset printing because it is strong and
resists tearing when used in large, fast printers.
 Tag paper is dense and strong and is used for merchandise tags.

10. © Paradigm Publishing, Inc. 10 Contents
Creating Registration Forms
 Registration forms and application forms can be used to gather
information for promotional purposes such as a mailing, an
event, or a contest.
 These forms can be printed and then filled in, or they can be
completed electronically.
 While the most important part of these documents is to create
space for all the information you need to gather, you can also
add design elements to your form to create interest and
anticipation among your audience.

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Creating Registration Forms - continued
Creating Lines Using the Underline Feature
 To create a line using the Tab key and the Underline button,
complete the following steps:
1. Create tab stops at the points where you want the line to start
and stop.
2. Press the Tab key to align the insertion point at the first tab.
3. Click the Underline button in the Font group on the HOME tab to
turn on underlining.
4. Press the spacebar once.
5. Press the Tab key to create the line.
6. Click the Underline button to turn off underlining.
7. Press the Enter key to move to the next line or press the Tab key
to move to the next column.

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Creating Registration Forms - continued

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Creating Registration Forms - continued
Creating Lines Using the Shapes Feature
 The second method for creating a line on which you can type
involves creating a line shape from the Shapes button drop-
down list in the Illustrations group on the INSERT tab.
 When a line (or any other shape) is placed within a document, it
can be moved around the document by selecting the shape and
then pressing the arrow keys or using the mouse to drag it to
the desired location.
 The shape will move along the lines of the invisible drawing grid
that exists within each document.

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Creating Registration Forms - continued
Creating Lines Using Tables
 The third method for creating lines that you can type on is to
insert a table into your document and then add and remove
border lines.

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Creating Registration Forms - continued
Creating Lines Using Tab Leaders
 Another method for creating lines that align is to use leaders,
which are lines that guide the reader’s eyes across the page.
 Word allows you to create several types of leaders by using tabs.
 To do this, display the Tabs dialog box, set a tab where you want
the lines to end, and then click the desired leader option.
 Click the Set button and then click OK to close the dialog box.
 In the document, type the label text and then press the Tab key.
 A leader will display from the text to the tab setting.

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Creating Postcards
 If you have a brief message to get across to customers or
prospective customers, postcards can be an appropriate means
of delivering it.
 Postcards are inexpensive to create and mail.
 They can be used as appointment reminders, change-of-address
notifications, reply cards, display cards, thank-you cards, or
invitations.
 You can purchase predesigned, printed postcards with attractive
borders and color combinations, in differing sizes and weights
that meet U.S. Postal Service standards.

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Creating Postcards - continued
 Word provides predesigned postcard templates that include
placeholder text to instruct you on how to use the template.
 To locate these templates, click the FILE tab and then click the
New option. Enter postcard in the search text box, press Enter,
and then double-click the desired postcard template.
 Postcard templates can be customized to include promotional
images and text by simply adding an appropriate photo, logo, or
clip art, along with a promotional statement that reinforces the
identity of the company or promotes a service or product
provided by that organization.

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Creating Postcards - continued
 Most postcards are created on cover stock paper. The paper
weight or thickness must be strong enough to hold up in the
mail.
 The front side of the postcard is used for your return address
and the recipient’s address along with an area reserved for the
postage.
 On the reverse, you can create a headline and use a graphic,
photo, or watermark to emphasize the message.

19. © Paradigm Publishing, Inc. 19 Contents
Merging Promotional Documents for Mailing
Creating a Data Source File
 To create a data source file with the Select Recipients button,
click the button and then click the Type a New List option at the
drop-down list.

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Merging Promotional Documents for Mailing - continued
Merging Documents
 When you have created the main document and the data source
file, complete the merge by clicking the Finish & Merge button
in the Finish group on the MAILINGS tab.
 At the drop-down list that displays, you can choose to merge the
records and create a new document, send the merged
documents directly to the printer, or send the merged
documents by email.

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Merging Promotional Documents for Mailing - continued
Merging Postcard Labels
 After specifying the data source file, create the postcard label
main document, which is the front side of the postcard that
contains mailing information.

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CHECKPOINT 1
1) These can give you precise control
over your layout.
a. tables
b. lines
c. shapes
d. images
3) This document contains standard
data such as the text of a form
letter.
a. field
b. main
c. data source
d. record
2) This is one of the most common
types of paper.
a. book
b. bond
c. cover
d. index
4) This document contains variable
data such as names and
addresses.
a. field
b. main
c. data source
d. record
Next Question
Next Question
Next Question
Next Slide
Answer
Answer
Answer
Answer

23. © Paradigm Publishing, Inc. 23 Contents
Creating Invitations and Greeting Cards
Planning Invitations and Greeting Cards
 Consider focus, balance, consistency, proportion, contrast, and
directional flow.
 Include plenty of white space.
 If you are using a graphic image for focus, be sure that the image
relates to the subject.
 Promote consistency through the use of color, possibly picking
out one or two colors from the graphic image.
 Include the company logo.
 Select one or two fonts that match the tone of the document.

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Creating Invitations and Greeting Cards - continued
Designing Invitations and
Greeting Cards
 Since cards are often
smaller than a standard-size
sheet of paper, it is possible
to produce more than one
card on each page.

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Creating Invitations and Greeting Cards - continued

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Creating Invitations and Greeting Cards - continued
Printing Invitations, Greeting Cards, and Custom Envelopes
 When choosing the paper on which to print your cards, consider
a heavier weight paper, such as 60- or 65-lb. uncoated cover
stock paper.
 Professional-quality cardstock can be purchased at an office
supply store for printing invitations and greeting cards.
 Greeting card envelopes can also be purchased and come in
varying sizes, such as 5.75 inches by 8.75 inches and 4.38 inches
by 5.75 inches.

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Creating Invitations and Greeting Cards - continued
 To print a custom-size
envelope, click the Envelopes
button in the Create group
on the MAILINGS tab, click
the Options button at the
Envelopes and Labels dialog
box with the Envelopes tab
selected, click the arrow to
the right of the Envelope size
list box, and then scroll down
and click Custom size at the
bottom of the list box.

28. © Paradigm Publishing, Inc. 28 Contents
Creating and Printing a Promotional Poster
 Consider the following guidelines when creating a poster:
 Written content should be edited so that it explains the
important points of your subject matter without being
wordy.
 Include graphics if they help to spark interest and illustrate or
complement the information in the poster.
 Use no more than two or three fonts in the poster, and make
sure they are legible both close up and from a distance.
 Carefully check and correct any spelling or grammatical
errors.

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Creating and Printing a Promotional Poster - continued
Printing a Promotional Poster
 You will need to follow the directions for printing based on the
printer options for your specific printer.
 Some experimentation may be necessary.

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Creating and Printing a Promotional Poster - continued
Trimming and Assembling a Poster
 Most printers have a nonprinting area, which means that text
and graphics cannot be printed to the very edge of the page.
 Because of this, you will most likely have to trim the pages of
your poster before taping them together.
 As an alternative to cutting off the edges, you can fold them
toward the back of the paper and then tape the pages together.
 This may provide more support for the taped area, but it may
also make your poster heavier and bulkier.

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Creating Bookmarks
 Creating and distributing promotional bookmarks to your
customers and potential customers is a good way to constantly
remind them of your company or brand.

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Creating Bookmarks - continued
Creating Crop Marks Using Tab Settings
 Since a bookmark is smaller in size than a standard sheet of
paper, several bookmarks can be created on one page.
 You can insert crop marks on the printed page to act as guides
for trimming the bookmarks.

33. © Paradigm Publishing, Inc. 33 Contents
Creating Bookmarks - continued
 You can manually insert crop marks
in a document by creating tab
settings at designated areas along
the top and/or bottom of the
document and then inserting a crop
mark symbol at the left margin and
at each tab.

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Creating Bookmarks - continued
Printing Bookmarks
 The crop marks that Word adds to a document display only on
the screen and do not print.
 However, if you create your own crop marks in the Header pane
or Footer pane, they will print and be available to use as a guide
for trimming.
 You may want to print your bookmarks on cardstock and then
laminate them before trimming.

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CHECKPOINT 2
1) Consider using this type of paper
when designing a card.
a. lighter
b. heavier
c. thinner
d. colored
3) You can structure a document by
using these as guides.
a. crop marks
b. crop lines
c. line fields
d. mark fields
2) If you have a long list of
recipients, consider creating a
master copy and taking it to this
type of printer.
a. commercial
b. private
c. public
d. personal
4) You can easily adapt these to fit
your needs by replacing the
placeholder text.
a. shapes
b. images
c. text boxes
d. templates
Next Question
Next Question
Next Question
Next Slide
Answer
Answer
Answer
Answer

36. © Paradigm Publishing, Inc. 36 Contents
Desktop Publishing Terms and Definitions
Term Definition
bond paper Common paper type with good ink absorption
book paper Durable, inexpensive, opaque paper well-suited for two-
sided printing
cover paper Heavy, durable paper that folds easily in the direction of the
grain; also known as cardstock
leaders Lines that lead the reader’s eyes across a space on the page
newsprint paper Inexpensive paper used for printing newspapers
offset paper Strong paper that resists tears when used in fast printers
tag paper Dense, strong paper used for merchandise tags