Microsoft Publisher 2000

Publishing Software

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Before You Start

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What is the purpose?

Define you audience Friends, clients, mass audience

Define your look Causal, elegant, businesslike

Define your goals What do I want to say

Define your tone Informational, urgent, fun, bold

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What are your tools?

How good is your printer? DPI? Color capable? Outside printer?

How good is your paper? How much are you willing to spend? Detailed graphics need good paper

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Look for examples

Look for effective presentations, ads, handouts

Keep a file of styles you like

Be careful of proprietary designs Publisher designs are fine

Play with existing designs to create your own designs

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Design

Keep it simple Simple graphics: Start button for Microsoft,

Nike Simple text: short sentences, bite sized chunks

Keep it specific Don’t try to reach everyone Target your audience, then talk to it

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Be consistent

Use same family of fonts Sans serif for headings (good for bold impact) Serif for body text (serifs move the eye to next

letter)

Same margins, spacing between elements

Repeated elements--page numbers, headers, footers--in same place, same size

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Emphasis

Use graphics as punctuation

Emphasize what’s important

One dominant visual element per page, or 2-page spread A headline One large picture, or group of smaller pictures Drop caps, pull quotes

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Basics

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What is Publisher?

Desktop publishing software

Combines text and graphics for publication Brochures Flyers Newsletters Greeting cards Business cards

WYSIWYG (wizzy-wig) program - What You See Is What You Get!

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WYSI not always WYG

What’s on your screen will not translate exactly Variations in monitor colors Variations in fonts Limitations of your printer Limitations of your paper

Test with your own computer, printer, paper

Find your range - print photos, complex graphics, simple graphics

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Open it

Start

Publisher

Drag it onto desktop for shortcut icon

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Three basic approaches

Three tabs in 2000 (pulldown menu in 2002) Publication by Wizard

Guides you through the decision process Publication by Design

Choose a design set or create a template All publications (letterheads, cards, invoices) share same

design elements Blank Publications

From scratch Gives help when you need it (layout, orientation, design)

File, New to get these tabs back at any time

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The Publisher Window

Title bar Menu barStandard toolbarPublisher toolbarQuick Publication wizard panePublication windowScrollbars“Hide wizard” buttonStatus bar

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The Wizard Approach

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Publication Wizard

File, New, Publications by wizard

Select category (browse with arrow button) Styles appear on right Normal (brochures, calendars) to bizarre

(airplanes, origami) Scroll down to see all styles

2-click style to start process

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Wizard is very jealous!

If you work in publication window directly, it will interrupt you Can become very annoying Click finish to make it go away

Questions differ depending on which type of publication you’re building

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Color scheme

Click “next” to get past initial explanation

Wizard will list color schemes

Preview scheme by clicking it

When you decide, select, click next

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Page layout

Paper size: letter or legal

Page orientation: Portrait or landscape

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Placeholders

Publisher can hold a place for different elements to be added later Will hold place for a picture, a logo, a letterhead

Placeholder will resize to fit graphic Best not to stretch or resize too much in Publisher – image will

degrade quickly Manipulate in image editor, then import into Publisher

Will hold place for mailing address Mail merge with Excel, Access, Outlook

Will hold place for forms, build a sample Can be manipulated later

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Creating a Personal Profile

Name, Company name, address, phone number

Stored and used when ever needed

To create or edit profile Click update in wizard pane Choose a personal information set (primary business,

etc.) Fill in all the personal information textboxes Click finish to save

You can create several profiles, for different uses

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Closing the Wizard

Click the Finish button to close the wizard Can reopen wizard to change any aspect of the

brochure through the wizard pane

Replace placeholder text with your own, or delete

Replace graphics with your own, or delete

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Saving the publication

File, Save As (after first time, Save is sufficient)

Choose your folder

Type the file name

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The Design Set Approach

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Design sets

Set of publications sharing same design and color schemes

Shares same Personal Profile info

Wizard will walk you through steps of each new publication

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Selecting the design set

File, New, Publications by design

Sets appear on left Select category (browse with arrow button) Master sets appear on right Scroll down to see all sets 2-click Master to start process

Click specific publication, then click Start Wizard button Follow the same steps in previous wizard

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The Blank Presentation Approach

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Blank presentations

File, New, Blank Presentation Templates appear on left More specific styles on right

When done, click the Create button

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Designs and templates

You can still access designs and templates through wizard pane

Pick and choose which aspects to use wizard for

Use Wizard pane to choose element to bring in: Designs Color schemes Layouts Personal Profile information

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Viewing the Publication using Zoom menu

Whole page view is default Ctrl + Shift + L to go to whole page at any time

Page width option Zooms in so left/right margins fill the page Select it from zoom menu at top 55%-65% zoom

Scroll up and down to see whole page

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Viewing Selected objects

Select object

Choose “selected object” from zoom menu

Object will fill page

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Other views

Two page spread Allows you to see facing pages View, Two-page spread, click To remove, click same choice

Zoom in and out with “+” and “-”, orUse other zoom percentages in zoom pulldown Use both scrollbars to move around within document

Click to either side of box, or slide the box

View menu also has zoom at bottom

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Rulers

Default view has rulersView, ruler, to show or removeLines on rulers track mouse position 0 point is where page starts

Taskbar also shows coordinates - position in numeric form – vertical, horizontalRulers can be dragged onto page for close measuring

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Guide Line Grids

If you want to automatically set grid of guide lines Helps to layout page elements

Arrange, layout gridsChoose columns and rows numbers Preview will show grid Mirrored guides for 2-page spreads

Margins can be set here too

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Working with Existing Publications

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Saving designs and publications

Don’t just save finished projects Find a color scheme or design you like, save it Use it as a basis for other projects

Make sure you save revisions under a different name Periodic newsletter, use name and date for doc

name

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Editing text

Text is held in a text frame

Click inside text frame, start to type

Zoom in if needed (F9, or + and - keys)

If text exceeds frame, you will need to expand frame or connect to another

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Adding pictures

Pictures are held in a picture frameClick inside the picture frameInsert, picture Clip art - free pictures from MS From file - picture stored on computer From scanner or camera - capture it directly New drawing - draw your own image as replacement

Move (click inside photo, truck appears) and size (move cursor to sizing boxes, 2-head arrow will appear)

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Adding pages

Insert, page, dialog box appearsChoose number of pagesChoose before or after current pageChoose: Blank page (create own frames) One text frame (all text page) Duplicate all objects (to replicate page design)

Choose page number of duplicate objects

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Working With Publication Frames

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Frames

Holds text, pictures, or other items

Click frame tool to select Text frame tool Table frame tool Word Art frame tool Picture frame tool Clip gallery tool

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Drawing the frame

Move cursor to starting corner

Click and drag to far corner, let go

Don’t like it ? - Undo! To delete later, select and click delete key Some objects require R-click and choosing

delete

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Inserting content into frames

Text frame Draw frame, start typing Manipulate text with formatting toolbar F9 to zoom into text (or use zoom pulldown)

Picture Frame R-click inside frame Change picture, choose your option

Tables, Word Art, Clip Art are self-starting

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Sizing the frame

Size with mouse (click inside, move cursor to sizing boxes) Height - choose middle top or middle bottom Width - choose middle left or middle right Height and width - choose corner boxes

Size with measurements (2-click inside, Format, size and position) Choose height and width Choose coordinates (use up/down arrows) “Show toolbar” gives more accurate placement

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Moving the frame

Select

Click near border, truck appears (stay away from sizing boxes), drag picture to where you want it

Format, size and position is another way to move

Arrange, nudge a way for small moves

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Guide Lines

Lines to help you position text and objects

Particularly good when working with multiple pages Put pointer in ruler (horizontal or vertical) Hold down Shift Move guide onto page Adjust by holding down Shift, moving to line

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Snap to Guides

Tools, Snap to guides

2002 Arrange, Snap, Guides

If they aren’t showing up: View, boundaries and guides Make sure it’s checked

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Cutting, Copying frames

Select a frame (click inside)

Edit, Cut (Ctrl + X) or Edit, Copy (Ctrl + C)

Find the place you want to put it

Edit, Paste (Ctrl + V)

You can use cut, copy and paste icons

You can R-click for cut, copy and paste commands

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Grouping frames

To adjust positioning of set of frames Select frame, hold down shift, select all other frames They will move and resize as one Click outside, the grouping disappears

To maintain grouping Group using the shift key Arrange, Group objects, or Use jigsaw puzzle icon Will stay grouped until ungrouped (Arrange, ungroup

objects or jigsaw icon again)

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Arranging frames in layers

Text on top of pictures

Drag a frame onto another frame Example - text frame onto picture frame Text will disappear Select text frame Arrange, Bring to Front to see it

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Layer commands

In Arrange menu Bring to front - moves selected frame to top of stack

(icon) Send to back - moves selected frame to bottom of stack

(icon) Bring Forward - moves frame up one position in stack

(no icon) Send Backward - moves frame back one position in

stack (no icon)

Once stacked correctly, group them

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Frame Borders and colors

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Adding borders

Default is transparent border

To add full border Select frame Format, Line/border style, or Use Line/border icon

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Adding selected borders

Select frame Format, Line/border styles (or icon) More styles, select a side from box on right

(left right, top, bottom) Click on side you want, hold shift for multiple

sides Border Art for colorful borders

Change size, color (restore box if it’s bad) Stretch to fit or not

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Changing border attributes

Select frameBorder color - pencil on line icon Choose color from within color scheme, or change color

scheme Choose any color with “More colors button” Luminescence slider box gives you depth of color

Fill color - paint bucket icon Choose color from within color scheme, or change color

scheme Choose any color with “More colors button” Luminescence slider box gives you depth of color

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Fill effects

Select the frame

Fill color button

Fill effects button Tints/shades - amount of black/white Patterns - pattern within color (choose 2nd color) Gradients - two color mix (choose 2nd color)

Sample box will show effect

Apply to see it, OK to accept

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Shading

Select the frame

Format, Shadow

No way to manipulate it

Works best in combination with border

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Manipulating text

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Adding text frames

Text frame icon

Draw the box

Start typing

To zoom, use zoom dropdown or F9

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Adding, deleting, copying, pasting text

Use insertion point to add text anywhere in existing textSelect text to cut or copy 2-click to select a word 3-click to select a paragraph Ctrl + A to select everything in text box Click and drag Click at beginning, shift, click at end

Once selected, cut or copyMove to new spot, and paste

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Text Shortcuts

Ctrl + A - Select All

Ctrl + C - Copy

Ctrl + X - Cut

Ctrl + V - Paste (Insert)

Ctrl + Z - Undo

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Importing text from other documents

Can import Word Document directly into publication (Insert, Text File)

Non-MS applications – save to .txt or .rtf first Draw or select text frame Insert, Text file Select your file

May need to pour overflow into several frames Publisher will offer to do it automatically, best to do it

manually

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Connecting text frames

Good to break up flow of text “Bite-sized” pieces Forces reader to page through magazine

Break it into several frames Same page Different pages

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How to connect text frames (con’t)

Overflow indicator (A…) will appear Text is saved, just not shown

Select first text frameClick the chain icon (go to Tools, Connect text frame, if there isn’t one)Cursor becomes a pitcher, “pour” the words into the next frame by clicking inside itIf there still isn’t enough room, Overflow indicator will appear, connect and “pour” into third frame

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Inserting “Continued on…, Continued from…” tags

Select frame

Right click, Change frame, Text frame properties

Check “Continued on” and “Continued from” boxes

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Fonts

Default is Times New Roman, 10 pointUses your computer for other fonts (mostly relies on pre-loaded Windows fonts)A point is 1/72nd of an inch (72 point is 1 inch) Bigger the number, bigger the font

12 point is standard for business letters and docs

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Changing fonts

Select text

Dropdown menus for both font and point

Click outside frame to finish

In new frame, select first, it will be default for that frame

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Changing font attributes

B - boldI - italicsU - underlineSelect text, click buttonIf button looks pushed in, attribute is activeFormat, font for more specific attributes Superscript, subscript Small caps, all caps

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Changing font colors

Select the text

Click the font colors button Choose color from within color scheme, or

change color scheme Choose any color with “More colors button” Luminescence slider box gives you depth of

color

Click OK

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Aligning text

Aligns between line breaks (hard returns)Place insertion point inside paragraphClick appropriate icon Left Right Center Justify

Use Click and drag to select multiple paragraphs to align

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Mastheads

Design Gallery has several mastheads Click the Design Gallery Button Click Mastheads Choose it, 2-click or click “Insert object” Move to appropriate place (be careful - they

may be made of multiple frames) Ignore the wizard (unless you want to change

mastheads) Type you text into placeholder text

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Adding Pull quotes

Lively quotations from story in sidebar to draw reader’s attention Newsletter templates often have pre-inserted pull quotes Click the Design Gallery Button Click Pull Quotes Choose it, 2-click or click “Insert object”

Try to match existing design Move to appropriate place Ignore the wizard Type you text into placeholder text

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Other design gallery objects

Table of contents (often already there in newsletter)Sign-up forms Calendars Ads and coupons templatesMany borders and bars to choose from (Barbells to Punctuation are all borders, bars and accents)

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Graphics

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Kinds of images Publisher will take:

File type Extension File type ExtensionWindows Bitmap (Paint)

.bmp Kodak Photo CD .pcd

Corel Draw .cdr PC Paintbrush .pcx

Quark XPress .eps Tagged Image File Format

.tif or .tiff

Graphics Interchange Format

.gif Windows Clip Art .wmf

Joint Photographics

Expert Group.jgp or .jpeg Wordperfect Graphics .wpg

If your image isn’t one of these, you can probably convert down, by saving as another type of file.

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To insert a picture from your files:

Click picture frame icon

Click and drag to draw box

Insert, Picture, From file, or 2-click inside box, or R-click

Browse to picture, 2-click

Preview will appear, Click Insert

Will resize to size of frame, but retain shape

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Clip Art

Ready made images

Not proprietary

Number of images will depend on initial install of MS

Three tabs: Pictures, sound and motion

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To insert clip art

Click clip art iconDraw boxClip art gallery appears Make sure “pictures” tab is selected Click category boxes to see pictures Back arrow to return to categories

Click picture Preview (magnifying glass) Insert (arrow and page)

Close gallery with “X”

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Scaling pictures

Use sizing handles to enlarge

Try to keep original ratio to avoid “squished” pictures

Format, Scale picture, to reduce or enlarge but keep ratios same Increase or decrease by same percentage Go to original size box (lost because you used a

frame)

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Cropping pictures

Format, Crop Picture

Put cursor on sizing handles, drag to crop

Use corners for 2 directions at once

Will be active until you click outside of picture

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Changing picture colors

Select imageFormat, Recolor PictureCoverts to monochrome (“recolor whole picture”) or one color and black (“leave black parts black”)Useful for previewing image in one color ink, grayscale, B & WChoose color from pre-selects, or click “more colors”You can always revert to original colors (“Restore original colors” box)

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Adding special objects

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Using the Design gallery

Click design gallery iconChoose category on leftLots to choose from: Table of contents, calendars, coupons, phone tear-offs Lots of graphics too - sidebars, buttons, bars, good for

section breaks Three tabs, by category, by design, and your objects

Choose object on rightClick Insert Object

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Editing the object

All are “Smart” objects, with wizard attachedClick Wizard wand to start What wizard does depends on object Usually just lets you change design (which you already

did) Business Card lets you redesign, choose number of

lines, Calendar lets you define date

Close the wizard with the “X”Resize and move as necessary

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Inserting objects from other applications

OLE objects (Object Linking and Embedding)

Microsoft-created objects, and Adobe Documents Excel charts and sheets PowerPoint slides

Insert, Object, Create New, or Create from File

Browse to it, Insert, OK

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Creating OLE’s on the fly

Create Powerpoint slides, Excel charts, Bitmaps, Word documents

Insert, Object, Create New

Gives you mini-versions of each application Bitmap gives you MS Paint Powerpoint gives you a slide template

R-click to change layout, design

Excel gives you an Excel sheet and chart Use sheet tab to change chart

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Creating links to objects

For Electronic publications only Web pages Electronic newletters (via email)

For “Create From File” objects onlyUse checkbox for linkCheckbox for Icon vs. image You can insert entire PowerPoint presentations You can insert multipage Excel documents

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Inserting Video and Audio

For electronic publications, or websitesClip art has motion and sound clips Full install to get most of these

Create your own sound files Use microphone or prerecorded materials Windows Recorder is a primitive sound editor

Create video clips, store them on your computer

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Video and sound from Clip Art

Insert, Picture, Clip Art

Use Sound or Motion Tabs Sound clips

Most sound clips in Entertainment, Music Most are really bad Insert, icon will appear, 2-Click to play

Motion clips Preview to see motion Insert, picture will appear Motion will only show in web page, viewed through browser

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Acquiring images from other sources

Draw picture frame

Insert, Picture, From scanner or camera, Acquire image From scanner or camera (will default to active) or Choose device

Select properties

Click Capture to place it in Picture frame

Size and move using handles

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Drawing objects

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Drawing tools

Line tool Click line tool, click and drag to draw line (click +

Shift for horizontal/vertical line) Choose arrow type,color, line style from buttons above

Oval and rectangle tools Click oval/rectangle tool, Click and drag to draw shape

(click + Shift for squares, circles) Choose fill color, border color, border style, rotate, flip Can’t type text inside

Can draw text frame inside to add text

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Drawing toolbar (con’t)

Custom shapes Click button for shape options, click shape to

choose Click and drag to draw Can’t type in text (even word balloons) Can draw text frame to add text

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Line Spacing, Indents, Lists

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Line Spacing

Applied between Hard ReturnsAffects paragraphs onlyPlace insertion point inside paragraph (between returns) Set to entire text frame with Ctrl + A

Format, Line Spacing Format between lines Format before, after paragraphs (standard is 1 line) Show Toolbar for more exact formatting

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Spacing toolbar

Ones to the left are for frame spacing X = horizontal position (from left edge) Y = vertical position (from top) Width Height Angle

Ones to the right are for text spacing Scaling – space between letters of text (%) Tracking – width of letters Kerning – space between letters (pt) Spacing – space between lines

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Indenting text

Place insertion point in paragraph or line you want to change

Use Increase Indent, Decrease Indent buttons

Will work in ½ inch intervals

For more exacting indents (1/2 inch is a lot in a 2-inch column) R-click, Change Text, Indents and Lists Left and right indents, 1st line indents

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Setting tabs

Preset is every ½ inchTab selector in upper rightToggles through all 4 options Left, center, right, decimal

Choose kind of tabClick in white part of horizontal ruler to set itFormat, Tabs to clear Also format table of contents in this box Set leader, choose proper tab

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Numbered, bulleted lists

Select list

Click Numbers or Bullets button

Click outside to accept

Format, Indents and Lists for more options

Choose normal, bulleted, or numbered

You can change line spacing from here

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Numbered, bulleted lists (con’t)

Numbers Numbering format and seperators Which number to start with

Bullets Bullet type and size New Bullet button for more options Many fonts and subsets Wingdings are good for bullets

Indent after bullet/numberAlignment

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Tables

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Drawing the Table

Click table icon

Click and drag box

Dialogue box will appear Choose number of rows/columns Choose format, if desired Click OK

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Sizing and moving the entire table

Select table

Use sizing boxes on outside

Rows/columns will all split the difference, maintain equal height/width

Click near border to move entire table

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Sizing columns and rows

Gray boxes on outside to manipulate cells

Drag individual lines of cells in gray

To keep table size same, hold down shift while moving lines

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Adding/deleting columns and rows

Select column/rowTo delete: Hit delete key

To insert Table, Insert Columns/rows

If column/row selected, will insert to right/below If no selection, will give dialogue to continue

Choose number, before or after cell

May have to resize afterward

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Special cell formats

Merging cells Good for headings Select table, drag to select cells to merge Table, Merge cells

Inserting a diagonal Breaks into 2 triangular cells Select all cells to break Table, Cell diagonals, Up or Down

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Filling in the table

Click in cell, start typing

Use Formatting toolbar to manipulate text

Tab to move to next cell, Shift + Tab for previous

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Formatting the table automatically

Select table

Table, Table Autoformat

Same options as formats in beginning

Choose specific aspects of table with Options button

OK

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Formatting the table manually

Select tableChoose colors: Line colors, Fill colors, Text colors

Choose line styles: Line and Border styles button Click More Styles for more options Choose style, color, border art Specify which sides on right

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Formatting publication pages

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Changing page margins

Arrange, Layout guidesUse ,arrows to change margins, or type in numbersCreate mirrored asymmetrical margins by checking boxClick OKBest not to mess with Wizard created margins

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Adding Page borders

If using Wizard or a Design set, borders may already be there Add borders when creating new page Insert, Page, Duplicate All Objects

To add borders to blank pages, click Show Wizard button Click Design Browse through styles below Choose and save

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Working With the Publication Background

Objects are in foreground (on top of page)

Repeating elements can be placed in background Page number Title Logo or design

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Working With Publication Background (con’t)

Make sure foreground doesn’t obscure background Place a guide to remind you

View, Go to Background - objects will disappear

To return, View, Go to Foreground

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Inserting Page Numbers

Will update insertion and deletion of pages

View, Go to Background

Draw text frame

Insert, Page number

Type text (page, pg., etc.) before it if necessary

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Inserting the Date

View, Go to Background

Draw text frame

Insert, Date and Time

Choose Date/Time format

“Update automatically” if needed

OK

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Fine-tuning

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Spell check

Select a text frameTools, Spelling, Check SpellingOptions for misspelled words: Select correct spelling Change, Change All Ignore, Ignore All Add (usually better than ignore)

Can change spelling in first box manuallyPublisher will move to next story (Check “all stories” option)

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Spell check for individual words

Wavy line points out misspelling

R-click for suggested spelling

Highlight the spelling you wish to keep

You can also start spell-check from here

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Hyphenation

Default is usually on

Good idea in small frames, justified text

Will re-hyphen as you edit

Select text frame

Tools, Language, Hyphenation

Check box, zone if needed (.25 is good default)

Manual hyphenation gives you word by word option

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Design checker

Flags design errors Empty frames Bad proportions Unrelated fonts Resized images

Tools, Design checker

All pages, or name your page range

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Design checker (con’t)

Options for design error: Change (not always available), Change All Ignore, Ignore All Delete frame (if empty) Explain (if unclear) Continue (won’t act on problem, will return to

it later)

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Autocorrect

Corrects misspellings, autoformats certain text

Quite customizable

Tools, Autocorrect

To add: type misspelling in replace box type correction in with box

To remove: Select and delete

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Autoformatting

Autofomatting on by default

Smart quotes and hyphens are useful

Auto-bullets and Auto-numbering best done on your own

To remove autoformats, uncheck the boxes

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Printing Formats

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Basic Printing

WYSIWYG – but will depend on printerFile, Print Print dialogue box

Which printer Page range Number of copies Collate Properties button for landscape vs. portrait Advanced for paper size

Don’t mess with Wizard “Advanced Print Settings” pre-sets

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Monitor vs. printer colors

Not always well matchedFile, Print, Advanced Print Settings, Improve Screen and Printer Color MatchingImproved, but not perfectTo mark bad colors: Select a specific object Format, Fill color, More Colors Mark Colors That Will Not Print Well…

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Print Troubleshooter

Help, Print Troubleshooter Text and font problems Graphics and objects problems Can’t print Layout problems Partial page problems Error messages

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Outside print services

Need to set compatible color scheme Ask the printer which format they use, then convert your document Tools, Commercial Printing Tools, Color Printing

Composite RGB (most home and office printers) Process Colors (CMYK)

Most commercial printers use this Good for photos

Spot colors (black and white with 0, 1 or 2 colors) Will convert colors to halftones You’ll be asked to choose spot colors 2002 supports up to 12 spot colors

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Linking graphics

Commercial printers treat graphics differently

Need to link graphics to page Tools, Commercial Printing Tools, Graphics Manager Select picture Create link Browse or create file Save, then move to next

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Pack and Go

Files are generally too big for a floppy

File, Pack and Go, Take to Another Computer Wizard will guide you through saving on A: drive (or

anywhere else) Creates .puz file (compressed .pub file) Will also put unpack.exe on disc to unzip file Can store across several discs for very large projects To unpack: Start, Run, a:\unpack.exe

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Mass Mailings

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Mail Merge

Merging two elements: Publication Mailing list

Create list in Publisher, or

Import list from Excel, Access, Outlook, Word

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Specifying the format

Put addresses directly on publication, or envelopes, or labelsWizard will guide you through special envelopes or labels Envelopes

File, New, Page Setup, Envelopes Choose size

Labels File, New, Page Setup, Labels Choose a label

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Inserting Merge Codes

Create Text frameMail Merge, Open Data Source Merge From An Outlook Contact List Merge From Another Data Source Select File

Insert Fields box appearsSelect a fieldClick InsertUse punctuation, spaces, line breaks between fields as necessary

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Starting the Merge

Mail Merge, Merge

Preview box appears If it’s okay, File, Print Merge If it’s not, Mail Merge, Cancel Merge

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Building a list in Publisher

Mail Merge, Create Publisher Address List

Type in addresses, use tab to move from field to field

New Entry for next entry

Save list by typing name into File Name (Access .mdb format)

Remember the location