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Creating a Newsletter in Publisher


If you closed the Brochure, as indicated above, you will see the
Microsoft Publisher Task Pane on the left side of your screen.
Click the Newsletters selection in the Publication Types area.




The right side of your
Publisher screen will now
change to Newsletters.

Move down the Brochures
screen until you see
Classic Designs.

Now look in the upper
row of Brochures on the
right. We'll select the
Arcs Newsletter just like
we used the Arcs
Informational Flyer.



To select the Arcs Newsletter, click on this choice. You will
see an “orange square” around this selection. Double click
twice quickly on the Arcs selection.

As soon as you double click the Arcs Newsletter, the Format
Publication Task Pane will appear on the left side of your
screen and the Arcs Newsletter template on the right side of
your screen.
Take a few minutes to look at the Newsletter Format Publication Task Pane. Notice that Page
Options, Color Schemes, and Font Schemes appear at the top of this Task Pane – just like they
did in the Flyer and Brochure Task Panes.


You’ll also notice that there are Newsletter Options in the lower part of the Task Pane, just like
Flyer and Brochure Options.


This Task Pane layout will be similar for all Publisher Publications.




Notice, on the right side of the screen, that
an Arcs Newsletter appears. Also, notice
                                    at the
                                    bottom of
                                    the
                                    brochure
                                    screen,
                                    there are
                                    four
                                    Pages -
                                    one for
                                    each side
                                    of the
                                    sheet of
                                    paper that
                                    will make
                                    up the
                                    four sides of the Newsletter. We'll return to edit each side
                                    when we have completed the Newsletter Task Pane.
The Format Publications/Newsletter Options Task Pane will work the same way that the
         Flyer and Brochure Options Task Panes worked.

         We’ll move “down” the list of choices in Brochure Task Pane (just as we did for the Flyer).

         Click Page Options and the Columns and Suggested Objects (for Newsletters) appears as
         indicated at the left.

         Use the elevator bar (on the right side of the Task Pane) to move up and down the
         Columns/Suggested Objects area. As you move, click several of the objects. As you select
         the different Objects, you will notice that the Brochure template, on the right, changes as the
         Objects you selected are “dropped” in the middle of your Brochure.

         Don’t worry about this – we’ll them in a minute.

Elevator Bar



         If you “goof-up” it’s easy to get back to where you were. In the Button Bar
         below the Menu Bar there is a little, blue circular arrow. This is the undo
         button. If you click-on this button you will undo your last “click.”
We’ll now spend a bit of time with the Columns selection in Page Options selection. Make
sure you have “cleared” your Newsletter of “anything” you might have inserted from
Selected Objects. Your Newsletter should look like the image at the top of the last page.

                                                  Look at the Columns choices - Notice that
                                                  there are four choices. The current selection
                                                  is three columns. You will notice that the
                                                  Newsletter in the large area to the right,
                                                  logically shows three columns. Now click-on
                                                  the 1 column choice and watch the
                                                  Newsletter at the right change to one column.
                                                  Now try 2 columns. Finally try Mixed. By
                                                  now you should see how neatly Publisher
                                                  makes each change so that you can instantly
                                                  see the results.



As you move your cursor over each choice, you may notice
that a small, down arrow appears on the right side of the
first three choices. If you click-on the arrow, you will see
that you can apply column changes to all Pages, or just on
the Page you’ve selected. At the bottom of the screen
you’ll notice that the default newsletter has four Pages
(like the image below).




As you click-on the choices, also click-on the Pages and you’ll be able to see this “happen.”

We’ll use three columns, so please click-on 3 columns so you’ll “match us” for this tutorial.
When you become more proficient with Publisher 2007, choose any design you desire.

You choose the Color Scheme and Font Scheme that you desire.. We’ll select Burgundy and
Times New Roman again.

We’ll now return to the Newsletter Page Options Task Pane.

The Newsletter we created has four “sides.” Notice, at the bottom of the Newsletter screen’
that there are four Pages in this default Newsletter.
As you clicked through the Pages of the Newsletter, you may have noticed that when you
clicked-on Page 2, that both Pages 2 and 3 appeared together. You may print your
Newsletters yourself, or at your college or business printing plant. Many will probably send
their Newsletters to a commercial printer. We have found that the commercial printers
desire/require that you print each Page separately.


                                          To change the “spread” layout, click the Newsletter
                                          Options choice in the Format Publications Task
                                          Pane.

                                          Next, click the Change Template… button.




A Change Template menu screen will appear. Look at the
lower right corner of this menu screen for the Arcs
Customize and Options area (image on right).




                                  Move your cursor over the down arrow on the right of
                                  Page size: and then click the down arrow in the blue bar. A
                                  One-page spread or Two-page spread drop down area will
                                  appear. Click the One-page spread choice.

                                  Click the OK button on the Change Template menu screen.

After you click OK, look at the “new” formatting for your
Pages at the bottom of the screen. They’ll look like the image
on the right. Compare this image to the one above. Notice how
the upper right corner of each Page is now “turned down.”
This indicates that each Page will appear and be printed
separately. Click-on each Page and you’ll see this is true.

We’ll leave the layout for the Newsletter in the Two-page spread. So repeat what you just
did, but this time select Two-page spread. We’re doing this to in order to illustrate something
later.
Click-on Page 4 at the bottom of the screen. Your Pages should
now look like the image at the right. You’ll see Page 4 on the
right side of your screen.



                                  We can also have a mailing address list in our Newsletter,
                                  just like we did in our Brochure. Click-on Include in the
                                  Customer address portion of the Newsletter Options Task
                                  Pane.

                                  Now look at the Page 4 of your Newsletter. You’ll see that
                                  an area for a mailing address has been added to the fourth
                                  Page. You can leave your Page 4 with an
                                  address area, or click the Undo Arrow to
                                  remove the Mailing Address Area.



You can easily add more Pages to your newsletter - as you
desire. Simply click Insert in the Menu Bar and then click
Page. An Insert Pages menu screen will appear.
Publisher will insert two Pages if you click-on OK.

                                                    Click-on Page 2, 3, and then 4. Pause on
                                                    each Page and get a “feel” for its layout.
                                                    Now return to Page 1, click-on Page 1.

                                                    Notice that you have already mastered a
                                                    number of the items on the front Page of
                                                    the Newsletter. In the top left is a simple
                                                    Text Box. You can change the Newsletter
                                                    Title to your title. On the right at the top
                                                    is another Grouped Text box like you
                                                    mastered in the Flyer and Brochure. The
                                                    coffee cup and caption are also familiar
                                                    from the Brochure. The Lead Story
                                                    Headline and Secondary Story Headline
                                                    titles are simple text boxes. We will
                                                    focus on the three column text boxes and
                                                    two new boxes on the right edge of the
                                                    first Page of the Newsletter. The arrows
                                                    to the left indicate these boxes. First
                                                    we’ll look at the upper right box. Click-
                                                    on the upper box and tap F9 to zoom-in
                                                    on it.
Copying Titles from Headlines into Inside this issue:



                           This is a Table of Contents for the Newsletter. We’ll go to Page 2
                           in a minute and learn how to insert the title from a story that is on
                           Page 2. To go to Page 2 click-on the Page 2 “button” at the bottom
                           of the screen.




                           You will now be on Pages 2 and 3. If you are not zoomed-out, tap
                           the F9 key to do so now. Look at the upper left corner of Page 2.
                           Notice the title: Inside Story Headline. Click-on this title and then
                           tap F9 to zoom-in.




                                               Replace this Inside Story Headline – a text box –
                                               with a headline of your choice. We’ll stick with
                                               our hamburger theme and our headline will be:
                                               Arts Make the Best Burgers in the Burg.




Our Headline at the top of Page 2 now looks like the one above. We’ll now “copy” this title
to the Inside this issue table of contents on Page 1. To do this, first highlight your title at the
top of Page 2. Click to the left of the title, hold down the left mouse button, and move the cursor
over your title. It should be highlighted like our title at the top of the next page. If you are
unable to do this on your first attempt, try again until your highlight looks like the one at the top
of the next Page.
We’ll now copy this title to the Inside this issue Table of Contents on the first Page.




Now that the text is highlighted we have two choices to copy this text.

Method 1: Click Edit in the Menu Bar and then, in the drop down
menu, click Copy. Then click the Page 1 button at the bottom of
the screen. Move around the screen until you can see the Inside
this issue box (last page). When you have located the box,
highlight Inside Story in the top box. Then click-on Edit in the
Menu Bar again, in the drop down menu that appears, click-on
Paste. Some of your headline from Page 2 will now show in this
area (like the image below).


                           Method 2: Make sure that your headline is
                           highlighted on Page 2. Then click the Copy
                           button in the button bar at the top of the
                           screen (instead of Edit-Copy in the Menu Bar).
                           When you return to Page 1, and highlight             Copy Paste
                           Inside Story, as we did above, click the Paste
                           button, in the button bar, to paste the title into
                           the text box.


Now highlight your headline in the Inside this issue: box. It should
look like the image to the right when you have done this correctly. It
is obvious that the text font size is way too big for the box. So, we’ll
have to make the text font smaller. At the top of the screen, on the
left, in the button bar, is a font size area.




Click the small down triangle on the right side of the font size box
and change the font size to 8 (as shown above). Your headline title
from Page 2 should now fit nicely in this box (like the box at the
right). If it does not, decrease the font size a bit more.
Text Overflow and Editing Your Newsletter Stories
A very important "thing" to keep in mind when you are working with
Newsletters.
                                  In any Publisher product, when the text becomes "too big" to
                                  fit in the box where it is being entered, a small overflow
                                  indicator will appear as we've indicated earlier. The A…
                                  (see image on left) tells us that there are just too many words
                                  to fit in the text box were using. This is called Text
                                  Overflow.

When we are working with Newsletter stories we’ll find that the articles that we are typing will
go "down" a newspaper type column and, when they get to the bottom of a column, they'll
go to the top of the next adjacent column on the right and go down, and so on. If you run
out of room in any Newsletter article you will see the little A… at the bottom of the last
column that is included in the story.

Microsoft Publisher 2007 Arcs Newsletter has various "pre-sized" groups of columns for
your stories. You might have noticed this when you were looking at each Page of the Newsletter
earlier. Now we'll concentrate on Text Overflow.

To show you how this is accomplished it might be best to be able
to "see" this happen. So, if you are not zoomed-out, do so by
tapping the F9 key. Once you can see the whole Newsletter, click-
on the 2 or 3 Page "button" at the bottom of the screen. We used
the Newsletter Options Task Pane to create this Newsletter and we
"set the Pages" so that you could see both Pages 2 and 3 at the same time. This is why we did
it. The top of Pages 2 and 3 should look something like those below (your Inside Story
Headline may be different from the one we used).




The first thing we'll do is create an area to "hold" the Text Overflow, when it occurs. To
begin this process, click-in the story area at the top of Page 3 (see arrow above). The story at
the top of Page 3 should be completely highlighted in black and look like the image at the top
of the next page.
Before we delete this text, to create an area for Text Overflow, notice the little box in the upper
right hand corner of the Inside Story Headline article above (arrow). This little box indicates
that the text in the third column in the article "flowed" from the bottom of the second column
in this story.


                                            Now carefully click-on the bottom of the first
                                            column of the Inside Story Headline. You may have
                                            to try several times to get the image you see to the
                                            left. This indicates that this story, which begins in
                                            the left column, flows from the bottom of the
                                            column into column two (the middle column).
                                            Later, when you get used to seeing these little
                                            arrows at the top or bottom of story columns you'll
                                            be able to click-on them and, when you click, you
                                            will be "taken" to the next column where you can
                                            continue to enter text.


After you have successfully completed the above steps, click-again so that all of the text is
highlighted in the story at the top of Page 3 (picture at the top of this page).

When all the text in the story is again highlighted, tap the Delete key to remove all of the text
in this story. Your Page 3 Inside Story Headline should now look like the image below.
If you desire to delete the Inside
                                                               Story Headline, and replace it
                                                               with other text, or leave it blank,
you may do so. We're going to replace the text at the top of our Page 3 with: Story continued
from top of Page 2. Well make the font a little smaller since this is no longer a story headline.
Our Text, at the top of the first column on Page 3, now looks like the image below.


The top areas of Pages 2 and 3 should now look like the image below.




Now click anywhere in the story at the top of Page 2. The entire story should be highlighted
in black and look like the image below.




This is the story that we desire to edit until it becomes "too BIG" to fit in the three columns at
the top of Page 2. To begin the editing we'll do the same thing we did in the Flyer - edit our
story in Microsoft Word. RIGHT-click anywhere in the black highlighted area at the top of
Page 2.
When the drop down menu appears
                                                         move down to Change Text, and
                                                         when the Change Text drop down
                                                         menu appears, move down to: Edit
                                                         Story in Microsoft Word and click
                                                         on this choice. Microsoft Word will
                                                         now load, just like it did for the
                                                         Flyer. Read the text in this story
                                                         in Microsoft Word. Publisher
                                                         again uses this text to explain about
                                                         how this Text Box area is used. It
                                                         indicates that the story contained in
                                                         the box is about 150-200 words
                                                         long. So, later, when you are using
                                                         this Publisher Newsletter template
                                                         to create your own "real"
                                                         Newsletter, you can type a story in
                                                         Word, or any word processor, that is
                                                         about 150 to 200 words long, and
                                                         copy the story from your word
                                                         processor into this space at the top
                                                         of Page 2.

Move to the end of the story, in Microsoft Word and type-in the following:

We are learning about how Text Overflow works. We can see that the text at the top of
Page 2 does not fill the three columns that make up this story. So, we are adding this text
to create a Word Overflow condition. We'll keep typing until this occurs. Since the
tutorial said to type all of this, the tutorial author must know how much text it takes to
create a Text Overflow condition. We'll now click-on File in the Menu Bar above and then
on and the click-on Close & Return to Newsletter.pub. (Note: the name the authors used
for their Newsletter was Newsletter.pub - my menu will indicate the name of my
Newsletter.)



This text is being typed-in a special Microsoft Word screen.
When you have finished typing the text above, click on the
Microsoft Office Button (at the top left corner of Microsoft
Word). You will see a drop down menu like the one to the right.
When it appears you will see a unique selection: Close & Return
to “something. Pub”. Click-on Close & Return to “something.
Pub”. The Close & Return to “something.pub” will change each
time you use it.
You will see that your three text columns at the top of
                                     Page 2 are "full." If you click-in the third column, and it
                                     may take a few tries to do this, you will eventually see the
                                     over flow condition which looks like the image to the left.
                                     At the bottom of the column you will see a Text Overflow
                                     indicator: A…. When you can see the indicator a small
                                     "chain link" will appear at the top of
                                     the screen in the right side of the
                                     button bar. This chain link only
                                     appears when there is a Text
                                     Overflow condition.




               Now, click the left mouse button on the
               chain link. When you click the chain link
               will appear "depressed" (as seen in the image
to the left). Now move the mouse cursor over the text at
the top of Page 2. As you move it over the text you will
notice the cursor "changes" to a little measuring cup that
seems to be "full of alphabet soup" (you'll almost need a
magnifying glass to see this). This "full cup" indicates that it contains the all Text Overflow
from the text columns at the top of Page 2. Anywhere you move on Page 2 the cup will remain
upright. This means that Page 2 is “full” and there is nowhere to “dump” the extra text in
the cup. Now, carefully move the cup over the empty text area you
created at the top of Page 3. As soon as you move the cursor over
this empty area, you will see the cup "tip" a bit and will see the
letters appear to be "pouring" from the cup (like the cup image on
the right). This means that you can “pour” the Text Overflow into
the area at the top of Page 3. To do this, when you see the
"spilling" cup in the Page 3 blank area, click the left mouse button.



As soon as you click the button you will see the first
column at the top of Page three “fill” with the Text
Overflow. Your text area at the top of Page 3 will
look similar to the image at the right.
Now we’ll look at the Newsletter, Page by Page, to determine if there are
                 any other Publisher features that we have not covered in the Flyer,
                 Brochure, and Newsletter. You are probably looking at the Page 2 and 3
                 screen, since we just finished learning about Text Overflow. So, we’ll logically
                 start on Page 1, so click-on the Page 1 button at the bottom of the screen.

                 To view Page 1 better, tap the F9 key to zoom-out, if you cannot view the
                 whole Page.

                 When we look at the first Page of the Newsletter (at the left) there are only
                 two things that we have not mentioned. However, you have already,
                 mastered the skills to change them. The first is in the upper right corner, the
                 second in the lower right corner (see arrows).


                 You already know how to change the Newsletter Title in the upper left corner,
                 the Title Box in the upper right corner, the “coffee cup” Clip Art and caption,
                 and the two stories on the front Page of the Newsletter. When we look at the
                 other two “things,” you will see that you already know how to edit them as
                 well.



Special Points of Interest Text Box
Let’s look at the lower right text area first. Click-on this Text
Box in the lower right corner, and then tap the F9 key to zoom in
on the box. When you get a closer look at this Special points of
interest: Text Box you see that it is simply a standard text box,
with bullets, which highlight topics in the Newsletter. So, as with
any text box, all you have to do is change the text to focus on
special articles in your Newsletter. No big deal! You can do this
easily now.



Newsletter Date, Volume and Issue


                          Now move up to the text box above the Special points of interest:
                          text box. Again, no big deal. Another Text Box. This text box allows
                          you to date your Newsletter, and enter the Volume and Issue numbers.
                          An easy task for you at this stage.
Now let’s look at the second and third Pages (note the arrows on the image below).




Again, no big deal for you. Everything on these two Pages is an article, captioned clip art, or
text box. The only, slightly new “things” are the “color shaded” text boxes above (see arrows
in image above). Let’s take a moment to look at one of these. We’ll look at the image on
Page 2 that is marked by the arrow.

Shaded Text Boxes

                          Editing the text in this Text Box is an
                          easy task at this point. Notice, when
                          you look at the text in Publisher that
                          the font is colored in the color
                          scheme you chose. More
                          importantly, notice that the Text
                          Box has “shading,” in your color
                          scheme, across the text box.



Click-right on the shaded text box. Then, move your cursor
down to Format Text Box and click the left mouse button.


The Format Text Box menu screen (top of next page) will appear.
Move your cursor over the
                                           small down arrow to the
                                           right of No Fill (see arrow
                                           on left). Click-on the
                                           arrow and the menu screen
                                           below will appear.




                                           Click-on Fill Effects.




The following Fill Effects menu screen
will appear.

Click-in the small circle to the left of
One color (see arrow).

A Color 1 “color box” will appear to
the right of One color. Click-on the
small down arrow on the right of the
Color 1 box. You will see the color
menu appear below the box. We
selected the third color from the left.
You can choose any color you desire for
shading your text box (see arrows
above on right).
When we selected this color, the Fill Effects menu screen “changed” to look like the one
below.




                                                We noticed that the Variants area in the
                                                lower right corner of the menu screen
                                                changed to four variations with our color.

                                                We then clicked-in the small circle to the left
                                                of Vertical. The screen changed to what you
                                                see on the left.




To complete our Fill Effects, we clicked-
in the small circle to the left of Two
colors.

We chose white as our second color (see
arrow).

We then moved down the menu screen
and clicked in the small circle to the left
of Diagonal up. The four Variants
appeared in the lower right corner of our
image.

We clicked-on the Variant in the upper
left corner of the Variant area.

We liked this shading, so we then clicked
OK.
The Format Text Box returned and
                                                        we noticed that the Gradient and
                                                        Variant we selected were displayed
                                                        in the lower area of the Box.



                                                        Now, click-on OK again.




Go ahead and experiment. Each time you select a different Shading style the Sample in the
lower right corner will show you how your shading will appear. Also, when you select a
different Base color: and Color 2: you will see the effects in the Sample area.

Go ahead and try a few Shading styles. When you find one you like, click-on OK.


Now, zoom-out again by tapping the F9 key. Then click-on Page 4
at the bottom of the screen.




                                                        Notice that the top portion of Page 4
                                                        contains a Title Grouped Box, a
                                                        Logo Box, your home address box,
                                                        and a Customer’s Address Box – all
                                                        tasks that you have accomplished in
                                                        the Flyer and Brochure.




                                                        The lower portion of Page 4 is
                                                        simply another “story” and captioned
                                                        clip art box. Again something that
                                                        you have mastered in this tutorial.


                                                        Don’t forget to SAVE!
Congratulations. You have now successfully completed three publications

Some Final Notes:

Web Help

When you are working in Microsoft Publisher 2007, if
you desire “instant” assistance on a feature in
Publisher, there is a web connection in the program if
you are “on-line.” If you click-on Help in the Menu
bar and then click-on Microsoft Publisher Help, you
will be linked to a main assistance screen for
Microsoft Publisher Help and How To. Use the
topics shown on the screen for assistance, or type your
question in the white area to the left of Search at the top and click the Search button.

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Creating a newsletter in publisher

  • 1. Creating a Newsletter in Publisher If you closed the Brochure, as indicated above, you will see the Microsoft Publisher Task Pane on the left side of your screen. Click the Newsletters selection in the Publication Types area. The right side of your Publisher screen will now change to Newsletters. Move down the Brochures screen until you see Classic Designs. Now look in the upper row of Brochures on the right. We'll select the Arcs Newsletter just like we used the Arcs Informational Flyer. To select the Arcs Newsletter, click on this choice. You will see an “orange square” around this selection. Double click twice quickly on the Arcs selection. As soon as you double click the Arcs Newsletter, the Format Publication Task Pane will appear on the left side of your screen and the Arcs Newsletter template on the right side of your screen.
  • 2. Take a few minutes to look at the Newsletter Format Publication Task Pane. Notice that Page Options, Color Schemes, and Font Schemes appear at the top of this Task Pane – just like they did in the Flyer and Brochure Task Panes. You’ll also notice that there are Newsletter Options in the lower part of the Task Pane, just like Flyer and Brochure Options. This Task Pane layout will be similar for all Publisher Publications. Notice, on the right side of the screen, that an Arcs Newsletter appears. Also, notice at the bottom of the brochure screen, there are four Pages - one for each side of the sheet of paper that will make up the four sides of the Newsletter. We'll return to edit each side when we have completed the Newsletter Task Pane.
  • 3. The Format Publications/Newsletter Options Task Pane will work the same way that the Flyer and Brochure Options Task Panes worked. We’ll move “down” the list of choices in Brochure Task Pane (just as we did for the Flyer). Click Page Options and the Columns and Suggested Objects (for Newsletters) appears as indicated at the left. Use the elevator bar (on the right side of the Task Pane) to move up and down the Columns/Suggested Objects area. As you move, click several of the objects. As you select the different Objects, you will notice that the Brochure template, on the right, changes as the Objects you selected are “dropped” in the middle of your Brochure. Don’t worry about this – we’ll them in a minute. Elevator Bar If you “goof-up” it’s easy to get back to where you were. In the Button Bar below the Menu Bar there is a little, blue circular arrow. This is the undo button. If you click-on this button you will undo your last “click.”
  • 4. We’ll now spend a bit of time with the Columns selection in Page Options selection. Make sure you have “cleared” your Newsletter of “anything” you might have inserted from Selected Objects. Your Newsletter should look like the image at the top of the last page. Look at the Columns choices - Notice that there are four choices. The current selection is three columns. You will notice that the Newsletter in the large area to the right, logically shows three columns. Now click-on the 1 column choice and watch the Newsletter at the right change to one column. Now try 2 columns. Finally try Mixed. By now you should see how neatly Publisher makes each change so that you can instantly see the results. As you move your cursor over each choice, you may notice that a small, down arrow appears on the right side of the first three choices. If you click-on the arrow, you will see that you can apply column changes to all Pages, or just on the Page you’ve selected. At the bottom of the screen you’ll notice that the default newsletter has four Pages (like the image below). As you click-on the choices, also click-on the Pages and you’ll be able to see this “happen.” We’ll use three columns, so please click-on 3 columns so you’ll “match us” for this tutorial. When you become more proficient with Publisher 2007, choose any design you desire. You choose the Color Scheme and Font Scheme that you desire.. We’ll select Burgundy and Times New Roman again. We’ll now return to the Newsletter Page Options Task Pane. The Newsletter we created has four “sides.” Notice, at the bottom of the Newsletter screen’ that there are four Pages in this default Newsletter.
  • 5. As you clicked through the Pages of the Newsletter, you may have noticed that when you clicked-on Page 2, that both Pages 2 and 3 appeared together. You may print your Newsletters yourself, or at your college or business printing plant. Many will probably send their Newsletters to a commercial printer. We have found that the commercial printers desire/require that you print each Page separately. To change the “spread” layout, click the Newsletter Options choice in the Format Publications Task Pane. Next, click the Change Template… button. A Change Template menu screen will appear. Look at the lower right corner of this menu screen for the Arcs Customize and Options area (image on right). Move your cursor over the down arrow on the right of Page size: and then click the down arrow in the blue bar. A One-page spread or Two-page spread drop down area will appear. Click the One-page spread choice. Click the OK button on the Change Template menu screen. After you click OK, look at the “new” formatting for your Pages at the bottom of the screen. They’ll look like the image on the right. Compare this image to the one above. Notice how the upper right corner of each Page is now “turned down.” This indicates that each Page will appear and be printed separately. Click-on each Page and you’ll see this is true. We’ll leave the layout for the Newsletter in the Two-page spread. So repeat what you just did, but this time select Two-page spread. We’re doing this to in order to illustrate something later.
  • 6. Click-on Page 4 at the bottom of the screen. Your Pages should now look like the image at the right. You’ll see Page 4 on the right side of your screen. We can also have a mailing address list in our Newsletter, just like we did in our Brochure. Click-on Include in the Customer address portion of the Newsletter Options Task Pane. Now look at the Page 4 of your Newsletter. You’ll see that an area for a mailing address has been added to the fourth Page. You can leave your Page 4 with an address area, or click the Undo Arrow to remove the Mailing Address Area. You can easily add more Pages to your newsletter - as you desire. Simply click Insert in the Menu Bar and then click Page. An Insert Pages menu screen will appear. Publisher will insert two Pages if you click-on OK. Click-on Page 2, 3, and then 4. Pause on each Page and get a “feel” for its layout. Now return to Page 1, click-on Page 1. Notice that you have already mastered a number of the items on the front Page of the Newsletter. In the top left is a simple Text Box. You can change the Newsletter Title to your title. On the right at the top is another Grouped Text box like you mastered in the Flyer and Brochure. The coffee cup and caption are also familiar from the Brochure. The Lead Story Headline and Secondary Story Headline titles are simple text boxes. We will focus on the three column text boxes and two new boxes on the right edge of the first Page of the Newsletter. The arrows to the left indicate these boxes. First we’ll look at the upper right box. Click- on the upper box and tap F9 to zoom-in on it.
  • 7. Copying Titles from Headlines into Inside this issue: This is a Table of Contents for the Newsletter. We’ll go to Page 2 in a minute and learn how to insert the title from a story that is on Page 2. To go to Page 2 click-on the Page 2 “button” at the bottom of the screen. You will now be on Pages 2 and 3. If you are not zoomed-out, tap the F9 key to do so now. Look at the upper left corner of Page 2. Notice the title: Inside Story Headline. Click-on this title and then tap F9 to zoom-in. Replace this Inside Story Headline – a text box – with a headline of your choice. We’ll stick with our hamburger theme and our headline will be: Arts Make the Best Burgers in the Burg. Our Headline at the top of Page 2 now looks like the one above. We’ll now “copy” this title to the Inside this issue table of contents on Page 1. To do this, first highlight your title at the top of Page 2. Click to the left of the title, hold down the left mouse button, and move the cursor over your title. It should be highlighted like our title at the top of the next page. If you are unable to do this on your first attempt, try again until your highlight looks like the one at the top of the next Page.
  • 8. We’ll now copy this title to the Inside this issue Table of Contents on the first Page. Now that the text is highlighted we have two choices to copy this text. Method 1: Click Edit in the Menu Bar and then, in the drop down menu, click Copy. Then click the Page 1 button at the bottom of the screen. Move around the screen until you can see the Inside this issue box (last page). When you have located the box, highlight Inside Story in the top box. Then click-on Edit in the Menu Bar again, in the drop down menu that appears, click-on Paste. Some of your headline from Page 2 will now show in this area (like the image below). Method 2: Make sure that your headline is highlighted on Page 2. Then click the Copy button in the button bar at the top of the screen (instead of Edit-Copy in the Menu Bar). When you return to Page 1, and highlight Copy Paste Inside Story, as we did above, click the Paste button, in the button bar, to paste the title into the text box. Now highlight your headline in the Inside this issue: box. It should look like the image to the right when you have done this correctly. It is obvious that the text font size is way too big for the box. So, we’ll have to make the text font smaller. At the top of the screen, on the left, in the button bar, is a font size area. Click the small down triangle on the right side of the font size box and change the font size to 8 (as shown above). Your headline title from Page 2 should now fit nicely in this box (like the box at the right). If it does not, decrease the font size a bit more.
  • 9. Text Overflow and Editing Your Newsletter Stories A very important "thing" to keep in mind when you are working with Newsletters. In any Publisher product, when the text becomes "too big" to fit in the box where it is being entered, a small overflow indicator will appear as we've indicated earlier. The A… (see image on left) tells us that there are just too many words to fit in the text box were using. This is called Text Overflow. When we are working with Newsletter stories we’ll find that the articles that we are typing will go "down" a newspaper type column and, when they get to the bottom of a column, they'll go to the top of the next adjacent column on the right and go down, and so on. If you run out of room in any Newsletter article you will see the little A… at the bottom of the last column that is included in the story. Microsoft Publisher 2007 Arcs Newsletter has various "pre-sized" groups of columns for your stories. You might have noticed this when you were looking at each Page of the Newsletter earlier. Now we'll concentrate on Text Overflow. To show you how this is accomplished it might be best to be able to "see" this happen. So, if you are not zoomed-out, do so by tapping the F9 key. Once you can see the whole Newsletter, click- on the 2 or 3 Page "button" at the bottom of the screen. We used the Newsletter Options Task Pane to create this Newsletter and we "set the Pages" so that you could see both Pages 2 and 3 at the same time. This is why we did it. The top of Pages 2 and 3 should look something like those below (your Inside Story Headline may be different from the one we used). The first thing we'll do is create an area to "hold" the Text Overflow, when it occurs. To begin this process, click-in the story area at the top of Page 3 (see arrow above). The story at the top of Page 3 should be completely highlighted in black and look like the image at the top of the next page.
  • 10. Before we delete this text, to create an area for Text Overflow, notice the little box in the upper right hand corner of the Inside Story Headline article above (arrow). This little box indicates that the text in the third column in the article "flowed" from the bottom of the second column in this story. Now carefully click-on the bottom of the first column of the Inside Story Headline. You may have to try several times to get the image you see to the left. This indicates that this story, which begins in the left column, flows from the bottom of the column into column two (the middle column). Later, when you get used to seeing these little arrows at the top or bottom of story columns you'll be able to click-on them and, when you click, you will be "taken" to the next column where you can continue to enter text. After you have successfully completed the above steps, click-again so that all of the text is highlighted in the story at the top of Page 3 (picture at the top of this page). When all the text in the story is again highlighted, tap the Delete key to remove all of the text in this story. Your Page 3 Inside Story Headline should now look like the image below.
  • 11. If you desire to delete the Inside Story Headline, and replace it with other text, or leave it blank, you may do so. We're going to replace the text at the top of our Page 3 with: Story continued from top of Page 2. Well make the font a little smaller since this is no longer a story headline. Our Text, at the top of the first column on Page 3, now looks like the image below. The top areas of Pages 2 and 3 should now look like the image below. Now click anywhere in the story at the top of Page 2. The entire story should be highlighted in black and look like the image below. This is the story that we desire to edit until it becomes "too BIG" to fit in the three columns at the top of Page 2. To begin the editing we'll do the same thing we did in the Flyer - edit our story in Microsoft Word. RIGHT-click anywhere in the black highlighted area at the top of Page 2.
  • 12. When the drop down menu appears move down to Change Text, and when the Change Text drop down menu appears, move down to: Edit Story in Microsoft Word and click on this choice. Microsoft Word will now load, just like it did for the Flyer. Read the text in this story in Microsoft Word. Publisher again uses this text to explain about how this Text Box area is used. It indicates that the story contained in the box is about 150-200 words long. So, later, when you are using this Publisher Newsletter template to create your own "real" Newsletter, you can type a story in Word, or any word processor, that is about 150 to 200 words long, and copy the story from your word processor into this space at the top of Page 2. Move to the end of the story, in Microsoft Word and type-in the following: We are learning about how Text Overflow works. We can see that the text at the top of Page 2 does not fill the three columns that make up this story. So, we are adding this text to create a Word Overflow condition. We'll keep typing until this occurs. Since the tutorial said to type all of this, the tutorial author must know how much text it takes to create a Text Overflow condition. We'll now click-on File in the Menu Bar above and then on and the click-on Close & Return to Newsletter.pub. (Note: the name the authors used for their Newsletter was Newsletter.pub - my menu will indicate the name of my Newsletter.) This text is being typed-in a special Microsoft Word screen. When you have finished typing the text above, click on the Microsoft Office Button (at the top left corner of Microsoft Word). You will see a drop down menu like the one to the right. When it appears you will see a unique selection: Close & Return to “something. Pub”. Click-on Close & Return to “something. Pub”. The Close & Return to “something.pub” will change each time you use it.
  • 13. You will see that your three text columns at the top of Page 2 are "full." If you click-in the third column, and it may take a few tries to do this, you will eventually see the over flow condition which looks like the image to the left. At the bottom of the column you will see a Text Overflow indicator: A…. When you can see the indicator a small "chain link" will appear at the top of the screen in the right side of the button bar. This chain link only appears when there is a Text Overflow condition. Now, click the left mouse button on the chain link. When you click the chain link will appear "depressed" (as seen in the image to the left). Now move the mouse cursor over the text at the top of Page 2. As you move it over the text you will notice the cursor "changes" to a little measuring cup that seems to be "full of alphabet soup" (you'll almost need a magnifying glass to see this). This "full cup" indicates that it contains the all Text Overflow from the text columns at the top of Page 2. Anywhere you move on Page 2 the cup will remain upright. This means that Page 2 is “full” and there is nowhere to “dump” the extra text in the cup. Now, carefully move the cup over the empty text area you created at the top of Page 3. As soon as you move the cursor over this empty area, you will see the cup "tip" a bit and will see the letters appear to be "pouring" from the cup (like the cup image on the right). This means that you can “pour” the Text Overflow into the area at the top of Page 3. To do this, when you see the "spilling" cup in the Page 3 blank area, click the left mouse button. As soon as you click the button you will see the first column at the top of Page three “fill” with the Text Overflow. Your text area at the top of Page 3 will look similar to the image at the right.
  • 14. Now we’ll look at the Newsletter, Page by Page, to determine if there are any other Publisher features that we have not covered in the Flyer, Brochure, and Newsletter. You are probably looking at the Page 2 and 3 screen, since we just finished learning about Text Overflow. So, we’ll logically start on Page 1, so click-on the Page 1 button at the bottom of the screen. To view Page 1 better, tap the F9 key to zoom-out, if you cannot view the whole Page. When we look at the first Page of the Newsletter (at the left) there are only two things that we have not mentioned. However, you have already, mastered the skills to change them. The first is in the upper right corner, the second in the lower right corner (see arrows). You already know how to change the Newsletter Title in the upper left corner, the Title Box in the upper right corner, the “coffee cup” Clip Art and caption, and the two stories on the front Page of the Newsletter. When we look at the other two “things,” you will see that you already know how to edit them as well. Special Points of Interest Text Box Let’s look at the lower right text area first. Click-on this Text Box in the lower right corner, and then tap the F9 key to zoom in on the box. When you get a closer look at this Special points of interest: Text Box you see that it is simply a standard text box, with bullets, which highlight topics in the Newsletter. So, as with any text box, all you have to do is change the text to focus on special articles in your Newsletter. No big deal! You can do this easily now. Newsletter Date, Volume and Issue Now move up to the text box above the Special points of interest: text box. Again, no big deal. Another Text Box. This text box allows you to date your Newsletter, and enter the Volume and Issue numbers. An easy task for you at this stage.
  • 15. Now let’s look at the second and third Pages (note the arrows on the image below). Again, no big deal for you. Everything on these two Pages is an article, captioned clip art, or text box. The only, slightly new “things” are the “color shaded” text boxes above (see arrows in image above). Let’s take a moment to look at one of these. We’ll look at the image on Page 2 that is marked by the arrow. Shaded Text Boxes Editing the text in this Text Box is an easy task at this point. Notice, when you look at the text in Publisher that the font is colored in the color scheme you chose. More importantly, notice that the Text Box has “shading,” in your color scheme, across the text box. Click-right on the shaded text box. Then, move your cursor down to Format Text Box and click the left mouse button. The Format Text Box menu screen (top of next page) will appear.
  • 16. Move your cursor over the small down arrow to the right of No Fill (see arrow on left). Click-on the arrow and the menu screen below will appear. Click-on Fill Effects. The following Fill Effects menu screen will appear. Click-in the small circle to the left of One color (see arrow). A Color 1 “color box” will appear to the right of One color. Click-on the small down arrow on the right of the Color 1 box. You will see the color menu appear below the box. We selected the third color from the left. You can choose any color you desire for shading your text box (see arrows above on right).
  • 17. When we selected this color, the Fill Effects menu screen “changed” to look like the one below. We noticed that the Variants area in the lower right corner of the menu screen changed to four variations with our color. We then clicked-in the small circle to the left of Vertical. The screen changed to what you see on the left. To complete our Fill Effects, we clicked- in the small circle to the left of Two colors. We chose white as our second color (see arrow). We then moved down the menu screen and clicked in the small circle to the left of Diagonal up. The four Variants appeared in the lower right corner of our image. We clicked-on the Variant in the upper left corner of the Variant area. We liked this shading, so we then clicked OK.
  • 18. The Format Text Box returned and we noticed that the Gradient and Variant we selected were displayed in the lower area of the Box. Now, click-on OK again. Go ahead and experiment. Each time you select a different Shading style the Sample in the lower right corner will show you how your shading will appear. Also, when you select a different Base color: and Color 2: you will see the effects in the Sample area. Go ahead and try a few Shading styles. When you find one you like, click-on OK. Now, zoom-out again by tapping the F9 key. Then click-on Page 4 at the bottom of the screen. Notice that the top portion of Page 4 contains a Title Grouped Box, a Logo Box, your home address box, and a Customer’s Address Box – all tasks that you have accomplished in the Flyer and Brochure. The lower portion of Page 4 is simply another “story” and captioned clip art box. Again something that you have mastered in this tutorial. Don’t forget to SAVE!
  • 19. Congratulations. You have now successfully completed three publications Some Final Notes: Web Help When you are working in Microsoft Publisher 2007, if you desire “instant” assistance on a feature in Publisher, there is a web connection in the program if you are “on-line.” If you click-on Help in the Menu bar and then click-on Microsoft Publisher Help, you will be linked to a main assistance screen for Microsoft Publisher Help and How To. Use the topics shown on the screen for assistance, or type your question in the white area to the left of Search at the top and click the Search button.