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Ppt word04

  1. 1. XPMicrosoft Office Word 2003Tutorial 4 – Desktop Publishing and Mail Merge New Perspectives on 1
  2. 2. XP Identify desktop-publishing features• Desktop publishing has become a common method of producing commercial-quality printed material.• Today, many home and office desktop computers are equipped with software that is capable of desktop publishing tasks.• These tasks include entering and editing text, creating graphics, composing or laying out pages, and printing documents.• Elements of desktop publishing include high-quality printing, multiple fonts, graphics, typographic characters, columns, and other special formatting features. New Perspectives on 2
  3. 3. XP A newsletter created in WordNew Perspectives on 3
  4. 4. XP Work with hyperlinks• Hyperlinks are most commonly found on Web pages, but they also can appear in Word documents that will be read online.• Word automatically formats e-mail addresses and URLs as hyperlinks so that anyone who reads the document online can simply click that hyperlink to either send an e-mail or go to a Web site.• If you know that your document will only be read in a printed format, then you should remove hyperlinks so that the text appears in the same format as the rest of the document.• To remove a hyperlink, right-click on the hyperlink text. A menu of options will appear. Click the Remove Hyperlink option. New Perspectives on 4
  5. 5. XP View a hyperlinkNew Perspectives on 5
  6. 6. XP Create a headline with WordArt• WordArt is a Microsoft product that provides flexibility in creating special effects.• It enables you to apply color and shading and to alter the shape or size of the text.• Word switches to Print Layout view to work with WordArt images.• The Print Layout view is best for desktop publishing because it shows how the text and graphics fit together on the page. New Perspectives on 6
  7. 7. XP Using WordArt• To create a WordArt image, choose a text design from the WordArt Gallery.• Enter the text to be enhanced and format it. – Because the image can be moved and resized like a graphic, it is considered to be a drawing object – You can use the WordArt toolbar to change the text, font, or font size• After an image is perfected, you can choose other WordArt functions to affect its appearance. – The image can be resized or rotated – Text wrapping determines how the text flows near the graphic• Finally, the graphic is anchored to the document. New Perspectives on 7
  8. 8. XP The WordArt GalleryNew Perspectives on 8
  9. 9. XP Edit a WordArt objectNew Perspectives on 9
  10. 10. XPChange a WordArt object’s shapeNew Perspectives on 10
  11. 11. XP Resize a WordArt objectNew Perspectives on 11
  12. 12. XP Create newspaper-style columns• Text in newsletters is divided into two or more vertical blocks, or columns.• Text flows down each column.• These newspaper-style columns are easy to read because you are able to see more text in one glance due to the width of the column.• If only part of your newsletter is set up in columns, you will have to insert a section break between the two areas.• If the two areas are on the same page, use the "Section Break (Continuous)" option. New Perspectives on 12
  13. 13. XP The Columns dialog boxNew Perspectives on 13
  14. 14. XP Insert and edit graphics• Graphics include a variety of objects such as graphs, charts, photographs, and pictures drawn on a computer.• Graphics are important to a well-designed newsletter.• They add visual appeal and should enhance the readers understanding. New Perspectives on 14
  15. 15. XP Use Word’s clip art gallery• Word provides a copyright-free library of clip art images.• If the images available through Microsoft do not meet your needs, graphics can also be purchased from other sources.• Follow copyright laws when you use graphics in your documents.• Once a graphic image has been inserted into your document, you can use tools in Word to edit that image’s size, position, and content. New Perspectives on 15
  16. 16. XP The Microsoft Clip OrganizerNew Perspectives on 16
  17. 17. XP Insert a graphic objectNew Perspectives on 17
  18. 18. XP Crop a graphicNew Perspectives on 18
  19. 19. XP Rotate an objectNew Perspectives on 19
  20. 20. XP Wrap text around a graphic• Text can be wrapped around a graphic so that it follows the contours of the graphic.• You can position the object anywhere in the text and choose to wrap text on both its left and right sides, or just one side.• Word’s advanced text-wrapping feature can be used to create a unique look in any publication. New Perspectives on 20
  21. 21. XP Illustration of text wrappingNew Perspectives on 21
  22. 22. XP Incorporate drop caps• A drop cap is an uppercase letter used at the beginning of a document or section of a document.• It extends from the top of the first line through two or three of the following lines.• The paragraph wraps around the drop cap.• A drop cap can add interest or accent new sections in a long document. New Perspectives on 22
  23. 23. XP The Drop Cap dialog boxNew Perspectives on 23
  24. 24. XP Use symbols and special characters• Typographic characters are special symbols and punctuation marks.• There are several ways to enter symbols into a Word document.• Word will automatically convert some standard characters into typographic symbols.• The Symbol dialog box can be used to insert special characters. – The Symbol dialog box also lists several keyboard shortcuts, such as Alt+Ctrl+C, which are used to enter the copyright symbol – Display the Symbol dialog box by selecting Symbol from the Insert menu New Perspectives on 24
  25. 25. XP The Symbol dialog boxNew Perspectives on 25
  26. 26. XP Common typographic symbolsNew Perspectives on 26
  27. 27. XP Add a page border• A border can be placed around the entire page for documents such as newsletters, brochures, and advertisements.• This gives the document a professional, finished look.• To add a border, select Borders and Shading from the Format menu.• Click the Page Border tab to select from the border options. New Perspectives on 27
  28. 28. XPThe Borders and Shading dialog box New Perspectives on 28
  29. 29. XP Mail Merge• Mail merge refers to the process of combining information from two separate documents to create many final documents.• Merge fields in the main document will be replaced with data (names and addresses, for example) from another file.• To begin the mail merge process, select Letters and Mailing from the Tools menu after opening a new document. Then, click Mail Merge. New Perspectives on 29
  30. 30. XP Mail MergeNew Perspectives on 30
  31. 31. XP Mail MergeNew Perspectives on 31