Publisher 2003 Adv v2

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Open Learning Publisher 2003 Advanced

Open Learning GuideOpen Learning Guide

Microsoft

Publisher 2003Advanced

Note: Microsoft is a registered trademark and Windows is a trademarkof the Microsoft Corporation.

Release OL305.2

CiA Training Ltd 2004 1


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Published by:

CiA Training Ltd

Business & Innovation Centre

Sunderland Enterprise Park

Sunderland SR5 2TH

United Kingdom

Tel: +44 (0)191 549 5002

Fax: +44 (0)191 549 9005

[email protected]

www.ciatraining.co.uk

ISBN 10 1 86005 244 4

ISBN 13 978 1 86005 244 6

First published 2004

Copyright 2004 CiA Training Ltd

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, ortransmitted in any form or by any means (electronic, mechanical, photocopying, recording or

otherwise) without the prior written permission of CiA Training Limited.

2 CiA Training Ltd 2004


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CiA Training's Open Learningguides are a collection of structured exercises building into acomplete open learning package, to teach how to use a particular software application. They are

designed to take the user through the features to enhance, fulfil and instil confidence in the product.

PUBLISHER ADVANCED - The second guide in the Publisher 2003 series contains exercisescovering the following topics:

Manipulating Drawn Objects Preparing for Outside Printer

Working with Multiple Pages ChangingPublisherOptions

Text Styles Creating Web Pages

Copyfitting Techniques E-mailing Publications

Find and Replace Mail Merge

Macros

This Open Learning guide is suitable for:

Any individual wishing to learn the more advanced features ofPublisher2003without any prior knowledge. The user works through the guide from start to

finish.

Tutor led groups as reinforcement material.

Aims and Objectives

To provide the necessary knowledge and techniques for the successful creation of

publications usingPublisher 2003.

After completing the guide the user will be able to:

create, edit, save and print publications containing drawing objects, multiple

pages and background images

e-mail files

prepare files for printing

create web pages with hotspots, hyperlinks and other features

use mail and catalogue merge



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Introduction

This guide assumes that the program has been correctly and fully installed on your

personal computer, that the computer is already switched on, and that a printer and

mouse are attached. It may not be possible to access all of the Clip Art described withoutan Internet connection. The guide was created using version 2003 ofPublisher.

Accompanying data for the exercises is supplied. This avoids unnecessary typing and

speeds up the learning process.

Important Notes For All Users

The accompanying data disk contains files. Copy the master disk to a designated folder

on your hard disk so that all newly created files can be saved to the same location.

Occasionally, long toolbars may be used and some of the buttons may be hidden. If this

is the case, click on the chevrons at the right of the toolbar to reveal any hidden buttons.

When using menus, double click on the menu title to display the full range of commands.

Notation Used Throughout This Pack

Key presses are included within < >, e.g.

Menu selections are written, e.g. File | Open meaning select the File menu and thenthe Open command.

The guide is split into individual exercises. Each exercise consists of a written

explanation of the feature, followed by a stepped exercise. Read the Guidelines andthen follow theActions, with reference to the Guidelines if necessary.

Recommendations

It is suggested that users add their name, the date and exercise number aftercompleting each exercise that requires a printed copy.

Read the whole of each exercise before starting to work through it. This ensures the

understanding of the topic and prevents unnecessary mistakes.

Additional information and support for CiA products can be found at:www.ciasupport.co.uk, e-mail: [email protected]



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SECTION 10

GRAPHICS AND OBJECTS................................................................................................................................8

EXERCISE 84 - MANIPULATING DRAWN OBJECTS..........................................................................................................9

EXERCISE 85 - FORMATTING DRAWN OBJECTS...........................................................................................................10

EXERCISE 86 - FLOWCHARTSAND CONNECTORS.........................................................................................................12

EXERCISE 87 - GROUPING OBJECTS...........................................................................................................................14

EXERCISE 88 - FLIPAND MIRROR GRAPHICS..............................................................................................................15

EXERCISE 89 - RECOLOUR GRAPHICS........................................................................................................................16

EXERCISE 90 - IMPORTFROMA SCANNERORCAMERA.................................................................................................17

EXERCISE 91 - LINKINGAND EMBEDDING FILES.........................................................................................................19

EXERCISE 92 - REVISION: GRAPHICSAND OBJECTS.....................................................................................................22

SECTION 11

MULTIPLE PAGE PUBLICATIONS...............................................................................................................23

EXERCISE 93 - MULTIPLE PAGES..............................................................................................................................24

EXERCISE 94 - USINGTHE MASTERPAGE..................................................................................................................26

EXERCISE 95 - VIEWING TWO PAGES........................................................................................................................27

EXERCISE 96 - FACING PAGES..................................................................................................................................28

EXERCISE 97 - HEADERSAND FOOTERS.....................................................................................................................30

EXERCISE 98 - PAGE NUMBERING.............................................................................................................................31

EXERCISE 99 - INSERTING DATEAND TIME................................................................................................................32

EXERCISE 100 - PRINTING SPECIFIC PAGES................................................................................................................33EXERCISE 101 - REVISION: MULTIPLE PAGE PUBLICATIONS.........................................................................................34

SECTION 12

TEXT STYLES AND EDITING........................................................................................................................35

EXERCISE 102 - TEXT STYLES.................................................................................................................................36

EXERCISE 103 - CHANGINGAND UPDATING STYLES....................................................................................................38

EXERCISE 104 - HYPHENATION................................................................................................................................39

EXERCISE 105 - ALIGNING TEXT VERTICALLY...........................................................................................................40

EXERCISE 106 - COPYFITTING TEXT.........................................................................................................................41

EXERCISE 107 - WIDOWSAND ORPHANS...................................................................................................................42

EXERCISE 108 - EDIT STORYIN MICROSOFT WORD....................................................................................................43

EXERCISE 109 - REVISION: TEXT STYLESAND EDITING...............................................................................................44

SECTION 13

USEFUL TOOLS.................................................................................................................................................46

EXERCISE 110 - FIND.............................................................................................................................................47

EXERCISE 111 - FIND TEXTUSING WILDCARDS..........................................................................................................48

EXERCISE 112 - REPLACE .......................................................................................................................................49

EXERCISE

113 - AUTO

CORRECT

...............................................................................................................................50EXERCISE 114 - CONTINUED ON/FROM.....................................................................................................................52



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EXERCISE 115 - INSERTING SYMBOLS........................................................................................................................53

EXERCISE 116 - DESIGN GALLERY...........................................................................................................................54

EXERCISE 117 - REVISION: USEFUL TOOLS................................................................................................................57

SECTION 14

ADVANCED PRINTING....................................................................................................................................58

EXERCISE 118 - PREPARE FILEFORPRINTING SERVICE................................................................................................59

EXERCISE 119 - COMPOSITE & COLOURSEPARATION PROOFS......................................................................................62

EXERCISE 120 - PRINTING CROP MARKS...................................................................................................................64

EXERCISE 121 - PRINTINGA DRAFT PUBLICATION......................................................................................................66

EXERCISE 122 - SPECIAL PAPER...............................................................................................................................67

EXERCISE 123 - REVISION: ADVANCED PRINTING.......................................................................................................68

SECTION 15

PUBLISHER OPTIONS......................................................................................................................................69

EXERCISE 124 - SHOW SPECIAL CHARACTERS............................................................................................................70

EXERCISE 125 - HIDE GUIDESAND BOUNDARIES........................................................................................................71

EXERCISE 126 - OPTIONS........................................................................................................................................72

EXERCISE 127 - GRAPHICS MANAGER.......................................................................................................................74

EXERCISE 128 - REVISION: PUBLISHER OPTIONS.........................................................................................................76

SECTION 16

WEB.......................................................................................................................................................................77

EXERCISE 129 - CREATING WEB PAGES....................................................................................................................78

EXERCISE 130 - HYPERLINKS...................................................................................................................................79

EXERCISE 131 - COLOURAND BACKGROUND SCHEMES...............................................................................................81

EXERCISE 132 - DEVELOPINGA WEBSITE..................................................................................................................82

EXERCISE 133 - WEB SITE PREVIEW........................................................................................................................85

EXERCISE 134 - HOT SPOTS....................................................................................................................................86

EXERCISE 135 - ANIMATED IMAGES..........................................................................................................................87

EXERCISE 136 - BACKGROUND SOUND......................................................................................................................88

EXERCISE 137 - WEB PROPERTIES............................................................................................................................90

EXERCISE 138 SAVEASA WEB PAGE....................................................................................................................91

EXERCISE 139 - SENDAS E-MAIL.............................................................................................................................93

EXERCISE 140 - REVISION: WEB..............................................................................................................................94

SECTION 17

MAIL MERGE.....................................................................................................................................................95

EXERCISE 141 - MERGING DOCUMENTS....................................................................................................................96

EXERCISE 142 - PUBLISHER ADDRESS LISTS..............................................................................................................97

EXERCISE 143 - CREATINGTHE MAIN PUBLICATION...................................................................................................98

EXERCISE 144 - CREATINGAN ADDRESS LIST............................................................................................................99

EXERCISE 145 - EDITINGTHE MAIN PUBLICATION....................................................................................................101

EXERCISE 146 - MERGING.....................................................................................................................................102

EXERCISE 147 - FILTER RECORDSTO MERGE...........................................................................................................103



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EXERCISE 148 - MAILING LABELS..........................................................................................................................105

EXERCISE 149 - REVISION: MAIL MERGE................................................................................................................106

ANSWERS............................................................................................................................................................107

GLOSSARY...........................................................................................................................................................110

INDEX.................................................................................................................................................................112

OTHER PRODUCTSFROM CIA TRAINING..................................................................................................................114



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Section 10

Graphics and Objects

By the end of this Section you will be able to:

Manipulate and Format Drawn Objects

Create Flowcharts

Group Objects

Flip, Mirror and Recolour GraphicsInsert a Graphic from a Scanner or Digital Camera



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Exercise 84 - Manipulating Drawn Objects

Guidelines:

Many AutoShapes can have their shapes amended after they have been

drawn, by using their yellow handle. They can also be drawn proportionately byusing the and keys.

Actions:

1. Start a new blank publication and draw a cloud callout from AutoShapes.Enter the text What a good idea! and increase the text size until it fills thecloud.

2. Click on the centre of the cloud, away from the text (i.e. with the Move

cursor active), to display the yellow diamond at the bottom of the callout.

3. Click and drag the yellow handle to the right to move the origin of thecallout until it comes from the right of the cloud.

4. Click and drag the handle down slightly, to make the callout part longer.Now use the handle to return the shape to its original state.

5. Use the AutoShapes to add a Sun (Basic Shapes) to the publication.

6. Click and drag the yellow handle to the right to increase the size of therays and to reduce the size of the sun itself.

7. Now click and drag the yellow handle to the left to make the rays smallerand the sun larger.

8. Add a Smiley Face to the publication, using AutoShapes (BasicShapes)button. Drag the yellow handle up to make it a sad face.

9. Select the Heart from Basic Shapes and hold down whilstdrawing the shape to keep its proportions, similar to drawing a square.

10. Now draw another heart, but this time hold down and notice thedifferent result.

11. Delete the face and the hearts.

12. Leave the publication open for the next exercise.



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Exercise 85 - Formatting Drawn Objects

Guidelines:

Objects can be made to look much more effective if they have colours and

effects applied to them.

Actions:

1. Using the publication from the previous exercise, click on the cloud toselect it.

2. To add line and fill colours to the object, select Format | AutoShape todisplay the Format AutoShape dialog box.

3. From the Fill Color drop down list, select More Colors then chooseturquoiseand click OK. From the Line Colordrop down list, select MoreColors and then a light blue and click OK.

4. In the Format AutoShape dialog box, click OK to apply the formatting.

5. Now right click on the sun and select Format AutoShape from theshortcut menu. Change the Fill Colorto yellowand click OK.

6. With the sun still selected, choose View | Toolbars | 3-D Settings from

the menu to display the following toolbar.

Note: If 3-D Settings andShadow Settings have not previously been usedthey will not appear on the list of toolbars. To display the 3-D Settings

toolbar, click3-D Style, , on the Formattingtoolbar (you may need touse the chevrons to view this button) and click3-D Settings at the bottomof the list.



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Exercise 85 - Continued

7. Use ToolTips to discover the functions of the buttons.

8. Select the Lighting button, and choose to light the sun from the top.

9. Use the Tilt buttons to tilt the shape in different directions.

10. Experiment with the other buttons, then close the toolbar.

11. Select the cloud, then View | Toolbars | Shadow Settings.

Note: If the toolbar is not listed in the menu, clickShadow Style, , on theFormattingtoolbar and selectShadow Settings from the list.

12. Use ToolTips to discover the function of the buttons.

13. Click the Shadow button and change theShadow Colorto lavenderusing the dropdown arrow.

14. Click the Nudge Shadow Right buttonfour times, until the shape matches thediagram at the right.

15. Close the Shadow Settings toolbar.

16. Use the Stars and Banners group from the AutoShapes button to draw

an explosion (Explosion 1 ) at the bottom of the page.

17. Use the Fill Colorbutton, , on the Drawing toolbar to make it red

and use the Shadow Style button, , to apply Shadow Style 19.

18. Click the Insert WordArt button, and from the gallery, choose the first

style on the third row.

19. In the Edit WordArt Text dialog box, change the text to Sale and clickOK.

20. Move the WordArt on top of the explosion shape, ensuring the explosionis large enough to be seen beneath the WordArt.

21. Print the publication.

22. Use File | Close to close the publication without saving.



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Exercise 86 - Flowcharts and Connectors

Guidelines:

Process flow elements and connectors, which allow the easy creation and

modification of process flow charts are available from the AutoShapes button.

Actions:

1. Open the publication Orders, which shows part of a process flow chartexplaining how to process customer orders (it may be necessary to zoomto see the text).

2. Use AutoShapes to draw another Flowchart: Process shapeunderneath shape Update database with details.

3. Add the text Match with quotation if applicable.

Note: Just start typing to add the text.

4. Centre the text.

5. Beneath the Complete customer order shape, add a Flowchart:Predefined Process shape with the text Order Processing and centre it.

6. Use the Format Painterto apply a matching fill colour to the shapes.



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7. Select the Straight Connectorbutton, , from the Connectors groupin AutoShapes and move the cursor over the Terminatorshape Orders.

8. Notice the blue squares in the four centre handles of the shape.

9. Click the bottom middle handle then click the top middle handle of theshape below to create the connection.

10. Click and drag to move the Orders shape into another position.

11. Move the Orders shape back to its original position.

Note: Connection lines have red terminators where they are connected to ashape and green terminators where they are unconnected.

12. To delete the connector, click on it and, when the red handles appear,press .

13. Complete the process flow chart using the Straight Arrow Connector

shape, , from the AutoShapes Connectors group to connect all theshapes.

14. Select the Autoshape objects using Edit | Select All.

15. Now hold down the key and click on the edge of the Add client

details to database object and then on all of the connectors attached toit. This deselects these objects.

Note: If you accidentally deselected all of the shapes in the flowchart, startagain from step 13.

16. Select Arrange | Align or Distribute | Align Center to align all othershapes by the centre.

17. Select Arrange | Align or Distribute again and select Relative toMargin Guides, then Arrange | Align or Distribute | Distribute

Vertically.

18. Save the presentation as Process Flow and close it.



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Exercise 87 - Grouping Objects

Guidelines:

A number of objects can be grouped together so that they are moved, re-sized

and formatted as one object. This also prevents objects from being accidentallymoved away from each other.

Actions:

1. On a new publication, draw a text box in the centre of the page and insertthe text file Thai Menu.

Note: If anAutoflowmessage appears, clickNo and increase the size of thetext box to accommodate the text.

2. Insert two food related pictures from the Clip Art task pane, placing oneabove the text box in the top left and one in the bottom right hand cornerof the page.

Note: Ensure that the Clip Art task pane displaysAll collections andAll mediafile types in its search settings.

3. Close the Clip Art task pane.

4. Select all the objects, using Edit | Select All.

5. Click the Group Objects button, , at the bottom of the page to groupall the objects.

6. Use the Fill Colorbutton, , to change the colour of the objects anduse Shadow Style button to add a shadow.

7. Try moving the objects. They will all move together. Re-size the frame.All the objects resize together.

8. Click on the text box and change its colour.

Note: Within a group, individual items can still be selected indicated by grey,circular handles.

9. Click on the Ungroup button, . Click away from the page area.

10. Move the individual objects to ensure that they are no longer grouped.

11. Close the publication without saving.



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Exercise 88 - Flip and Mirror Graphics

Guidelines:

Any graphic can be turned on its side or rotated left or right. This is useful when

creating a sidebar for a newsletter or a report. Pictures can also be flipped, i.e.from top to bottom. A mirror effect can be created by using copy and paste,then flipping.

Actions:

1. Start a new blank publication and insert the graphic Chinchilla from thedata files.

2. Select the graphic and from the Standard toolbar click the arrow on the

Free Rotate button, , then select Rotate Left 90o, .The graphic immediately turns on its side.

3. Click the arrow on the Rotate button (which will now show Rotate Left90o) and select Rotate Right90o.

4. Select Rotate Right90o again. The graphic is now nose up.

5. Insert a graphic of a pointing hand at the top right of the page (search forpointing in the Clip Art task pane).

6. Rotate the graphic so that the finger points downward.

7. Click Flip Vertical, , so that it points upward.

8. With the picture selected, copy it and then paste it so thatthere are two hands.

9. Move the copy beneath the original and flip it until the fingerpoints down. You have created a mirror effect.

10. Save the publication as Mirrorand then close it.



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Exercise 89 - Recolour Graphics

Guidelines:

Images can be changed to fit in with the colour scheme of a publication.

Publishers recolour feature changes an image to different shades of the samecolour.

Actions:

1. Open the publication Golfand select the picture of the golfer.

2. Zoom in to see the graphic clearly.

3. Select Format | Picture and click Recolor(from the Picture tab).

4. Click the Colordrop down arrow. The scheme colours are shown at thetop. No particular scheme has been applied to this publication, so thecolours shown are general ones.

5. Select the third colour in the group, Yellow. Click OK and OK again. Theman has changed colour.

6. To apply a colour scheme to the publication, select Format | ColorSchemes and choose Burgundy from the list. The man changes colouragain because the third colour in the new scheme is different.

7. Close the Task Pane and with the picture selected, display the RecolorObject dialog box again.

8. Click the Color drop down list and see that a new range of colours isvisible as defined by the new scheme (all colours are always available byselecting More Colors). Select the second of the scheme colours.

9. From the options at the top, select Leave black parts black. Notice howthe preview changes.

10. Click Restore Original Colors, click OK, then click OK again.




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Exercise 90 - Import from a Scanner or Camera

Guidelines:

Scanners are used to import images and text to a computer. Using scanning

software and other image manipulation programs, images and text can beedited and used in desktop publishing programs such as Publisher. Publisherhas its own scanning software, which allows you to scan an image directly,thereby avoiding having to use scanner software. Digital cameras are used tocapture images that can then be uploaded on to a computer via a cable ormemory card. Publisher can be used to add a photograph directly from acamera, again avoiding having to insert the photo via the cameras ownsoftware.

Actions:

Note: Make sure the scanner is switched on and is installed on the computerbefore attempting this Exercise.

1. Place the image to be scanned face down on the scanner bed. Close thescanner lid.

2. Start a new blank publication and select Insert | Picture | From Scanneror Camera. Publishers scanner software should load. An example isshown below. The dialog box you see will probably be different.

3. If the image has not been previewed, click Custom Insert.

4. The scanner may operate automatically, but if not, and the settings areavailable, select the area of the image to be scanned. Change the dpisetting (resolution) if appropriate (by clicking Adjust the quality of thescanned picture). Click the Scan button.

5. Once the image has been scanned, close the scanner software, if it doesnot close automatically, to return to Publisher.

6. The scanned image can be manipulated as all other objects. Resize ituntil it fills about a quarter of the page.



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7. Save the publication as Acquire and leave it open.

Note: Before continuing, ensure your camera has a suitable photo saved to

memory and the camera is installed and connected to the computer. InWindows XP, as soon as a USB cable is connected, a dialog box appearsaskingWhat do you want Windows to do?For this exercise clickCancel.

8. Draw a picture frame at the bottom of the page. The Insert Picture dialogbox appears.

9. Locate the cameras removable disk drive from the Look in area.

Note: The memory of the digital camera is treated as a disk on the computer

system.

10. Open any folders shown until you locate the picture to be imported. Anexample is shown below.

11. Click Insert to import the image, then save the publication and close it.

12. To disconnect the camera, click the icon on the Taskbar. SelectSafely Remove USB Mass Storage Device. You will be prompted whenit is safe to remove the connection.



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Exercise 91 - Linking and Embedding Files

Guidelines:

Many types of file can be imported into a publication. An embedded file has no

link to the original; it becomes part of the publication. A linked file, however,gives the option to update the data in the publication if the source datachanges.

Actions:

1. Open the publication Halloween.

2. To insert a linked spreadsheet, select Insert | Object and choose theCreate from File option.

3. Click Browse and look for the location of the data files. Select the Ticketsspreadsheet and click Open.

4. To create the link, check the Link box and click OK.

5. Resize the spreadsheet extract to approximately 12 x 2cm and applya 1pt black border.

6. Reposition it centrally beneath the text box.

7. To insert an embedded spreadsheet extract, repeat the aboveinstructions, but do not check the Link box. Resize the extract to matchthe linked extract and move it above the text box.

8. Select Insert | Picture | From File and from the data location select thefile witch.gif.



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9. Click the arrow at the right of the Insert button and select Link to File.

10. Move the picture to the bottom left of the page.

11. Save the publication as Halloween2. As the links are now set up, theycan be tested.

12. Start Exceland open the file Tickets.

13. Change the price of an adult ticket to 5.00.

14. Save the spreadsheet and close Excel.

15. Start the graphics application Paint(Start | All Programs | Accessories |Paint) and open the data file witch.gif.

16. Select the Fill With Color tool, and then select red from the colourpalette.

17. Click on the yellow area of the cauldron to change its colour.

18. Save the file with the same name and close Paint.

19. Close the publication Halloween2.

20. Reopen Halloween2. A prompt appears.

21. Click Yes to update the links. Notice how the price of an adult ticketchanges to 5.00 in the lower, linked spreadsheet extract, but does notupdate in the upper embedded extract.

22. The picture is not updated automatically. Select Tools | GraphicsManager.



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23. Both graphics - the pumpkin and the witch - are listed. Notice that the taskpane tells you that the original witch picture has been modified.

24. Click the drop down arrow at the right of the witch.gifentry.

25. Select Update this Link and notice how the cauldron changes colour.

Note: The Graphics Manageris described in more detail in a later Exercise.

26. Save the publication with the same name.

27. Close the publication.



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Exercise 92 - Revision: Graphics and Objects

1. On a new publication, insert a text box 10cm x 10cm.

2. Place a border around the frame, then fill it with a gradient effect of your

choice. This will act as the background shown on the diagram below.

3. Align the text box centrally near the top of the page.

4. Make the contents of the text box as similar as possible to the picturebelow, by creating a text box with a shadow for the title, inserting thepicture Corsica from the data files and a callout using AutoShapes. Usethe layering techniques learned earlier in the Introductoryguide to arrangethe objects as in the picture.

5. Import the chart Sunshine as a linked file.

6. Position it centrally beneath the picture and resize it to fit between themargins.

7. Print a copy of the publication.

8. Save the publication as Rock Climbing.

9. Close the publication.

Note: See the Answers at the back of the guide for an idea of how thepublication should look.



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Section 11

Multiple Page Publications


Create Multiple Pages

Use the Master Page

View Two Pages

Facing PagesCreate Headers and Footers

Insert Page Numbering and Date and Time

Print Specific Pages



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Exercise 93 - Multiple Pages

Guidelines:

New pages can be added to a publication either before or after the current

page. Different types of pages can be added. They can be blank pages, pageswith a textbox on them, or duplicate pages, exactly the same as the existingpage.

Actions:

1. On a blank publication, select Insert | Page to display the Insert Pagedialog box.

2. Type 5 in the Number of new pages box and choose the After currentpage option and select to Insert blank pages. Take note of the optionsavailable.

3. Click OK to insert the pages.

Note: also inserts a new page.

4. Click on page 6 from the Page Control area at the bottom of the screen,to jump to page 6.

5. Check that 6 is highlighted.

6. Click on 5 to move to page 5.



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7. Press . The Go To Page dialog box is displayed.

8. Enter the page number2, then click OK to jump to page 2.

9. Remove this page by selecting Edit | Delete Page.

10. Check the Page Control area to see that there are now 5 pages, insteadof6.

11. Leave this publication open for the next exercise.



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Exercise 94 - Using the Master Page

Guidelines:

When a publication consists of more than one page and each page has

common elements, such as the same headers, footers, logos, page numbering,etc., then the Master page can be used. This is a page where all of thecommon objects for a group of pages are set out. Whatever appears on theMaster page appears on every page. Master pages may also be calledbackground pages.

Actions:

1. Using the publication from the previous exercise, select View | Master

Page. Notice that the Page Control area now shows . Any objects

placed on this page will appear on all pages of the publication.

Note: The page is calledMaster Page A because two master pages may beused if you intend to view a publication in two page spread (see nextExercise).

2. Insert the picture Devils Island from the data files and position it near thetop of the page. Resize it until it is about double its original size.

3. Select View | Master Page to return to the publication. Move through thepages to ensure they all have the same picture at the top of the page.

4. Move to page 1. Try to select the picture by clicking on it.

Note: As the picture was inserted on the master page, it cannot be selected.

5. Draw a text box on page 1 and insert the text file Island News from thedata files. Increase the size of the text box if necessary.

6. Move to page 3. Select View | Ignore Master Page. The picturedisappears, as the master page is to be ignored on this page. Draw a textbox in the middle of the page and type the text Prison dormitory fromwhere Papillon escaped.

7. Insert the picture Shackles below the text box and resize it until it is aboutdouble its original size.

8. View all the pages. On page 3, reveal the background by selecting View |Ignore Master Page again.

9. If necessary, move the items so that none of them are overlapping eachother.

10. Save the publication as Sheets.




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Exercise 95 - Viewing Two Pages

Guidelines:

If you are creating a publication such as a booklet, in which two pages are

meant to be viewed together, Publisherallows two pages to be viewed at thesame time. The first page will always be viewed as a single page, but the restof the pages can be viewed side by side, like a book. Pages are edited in thenormal manner.

Actions:

1. Ensure the publication Sheets is still on screen.

2. Using the Page Control buttons at the bottom of the screen, move

through the five pages.

3. Go back to the first page.

4. Select View | Two-Page Spread.

5. Again use the Page Control button to view the other pages and see howpages 2 and 3, and 4 and 5 are now displayed.

Note: If desired, two different master pages can be created, one for each side ofthe two page spread. To do this, in Master Page View, clickNew Master

Page, , on the Edit Master Pages toolbar. Complete the details in thedialog box and clickOK.

6. Select View | Two-Page Spread again to deselect Two Page Spreadand display one page at a time.

7. Save the publication using the same name and close it.



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Exercise 96 - Facing Pages

Guidelines:

The Master Page is able to accommodate common layout guides, so that the

placement on each page is uniform. Columns can be made unequal here andcan be made to mirror on facing pages.

Actions:

1. On a blank publication, select Arrange | Layout Guides.

2. Place a check mark in the Two-page masterbox.

3. Select the Grid Guides tab and select 2 Column guides. Click OK.

4. Select View | Master Page. The Master Page now shows the two pages

available, .

5. Close Master Page view and select View | Two Page Spread to displayboth background pages in the task pane.

6. Press to enter Master Page view again. The columns are ofequal width. To make them unequal, move the cursor over the centraldivide on the left page. The cursor changes to Adjust.



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7. Drag the divide to the left, so that the columns are unequal.

8. Notice how the columns on the right page have mirrored the change.

9. Close the Master Page and insert 4 pages.

10. Check the pairs of pages for the new layout guides.




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Exercise 97 - Headers and Footers

Guidelines:

A header is a piece of text that appears at the top of every page in a

publication, such as the Open Learning Publisher 2003 Advancedheader in this publication. Similarly, a footer is a piece of text at the bottom ofevery page, such as CiA Training Ltd 2004at the bottom of this page. Theycan also contain text such as the date and time and the page number, whichcan be added to a publication and set to automatically update.

Headers and footers are placed on the master page in a publication.

Actions:

1. Open the publication Sheets, saved in Exercise 94.

2. Select View | Header and Footer. Master Page view is automaticallydisplayed. New text boxes are added with the text Headerand Footerabove them. A small toolbar also appears.

3. In the header text box, type Devils Island. Increase the font size to 20pt,then make the text bold and centre it.

4. Add a 1pt blackborder and a shadow to the text box.

5. Increase the size of the header to display all of the text.

6. Move the picture if it has been obscured by the header.

7. Move to the Footertext box by clicking the ShowHeader/Footerbutton,

.

8. Enter your own name in full and then enlarge it slightly.

9. Select View | Master Page to return to the publication.

10. Examine each page to ensure the header and footer are on every page.

11. Save the publication using the same name.



Insert Page Number

Insert Date Insert Time Show Header/Footer

Close Header and Footer


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Exercise 98 - Page Numbering

Guidelines:

Page numbering can be applied to a publication via the master page, usually

on the header or footer, although numbers can be inserted anywhere within atext box. A # symbol appears on the master page to indicate the position of thepage number. These page numbers automatically update when pages areadded or deleted.

Actions:

1. Using the publication from the previous exercise, double click on thefooter text box to enterMaster Page view. Zoom in if necessary.

2. Click to place the cursor after your name and press the key tomove to the central position. Type Page followed by a space.

3. Click the Insert Page Number button, , on the Header and Footertoolbar to insert the page number. A # symbol appears afterPage (this iswhere the page numbers will appear in the publication).

4. Return to the publication. Move through the pages, looking at the bottomof the page to see the changing page numbers.

5. Save the publication at this point.

6. Try inserting two new pages at the end of the publication, until there areseven in total. Check to see if the new page numbers are added.

7. Delete the pages just inserted.

8. Select Insert | Page Numbers. This is an alternative way of insertingpage numbers.

9. Check out the Position and Alignment before cancelling this dialog box.

10. Save using the same name and leave the publication open.



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Exercise 99 - Inserting Date and Time

Guidelines:

The date and time can be added to a publication as a code called a field.

Fields can be added into a text or table frame and can be entered as plain text(the date and time will remain the same), or can be automatically updatedevery time the publication is opened or printed, to show the current date andtime.

Actions:

1. The Sheets publication should still be open. Double click on the footerbox.

2. After# press .

3. Type Printed on. Select Insert | Date and Time to display the Date andTime dialog box.

4. Select the common British standard - dd/mm/yy, and click OK.

Note: If the date is to be updated every time the publication is opened, thenplace a check in Update automatically.

5. Use the Header and Footertoolbar to insert the time, .

6. Click Close on the Header and Footertoolbar.

7. Print the publication.

8. Save with the same name and leave the publication open.



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Exercise 100 - Printing Specific Pages

Guidelines:

When a publication consists of more than one page, it may be desirable to print

only certain pages, rather than the whole publication. This is achieved by usingthe Print menu command rather than the button, which prints all pagesautomatically.

Note: Some printers require a larger bottom margin and may not print thebottom section of the page, if this happens, move the text box higher upthe page.

Actions:

1. Use the publication Sheets from the previous exercise and select File |Print to display the Print dialog box.

2. Select Pages from the Print range area and enter the range from 2 to 3then click OK to print just those two pages.

3. Print page 5 only by selecting the range from 5to 5, or viewing page 5,then selecting Current page from Print range in the Print dialog box.




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Exercise 101 - Revision: Multiple Page Publications

1. Open the publication Heritage.

2. Set it up to use a 2 page master with 2 column guides.

3. View the publication in two-page spread.

4. On the master page, drag the left column guide until a narrow column is atthe outside edge.

5. Create a header: Toffington Hall and format it as Harrington 14pt bold.On the footer, insert the date in the centre and page numbers at the right.

6. Copy the header and footer to the second master page.

7. Fill the header and footer on both master pages with a pale blue.

8. Draw a text box to cover each narrow column and fill each of these with amid blue.

9. Insert the graphic orchids from the data files on the left master page.

10. Reduce its size using a corner handle to fit the width of the narrow columnexactly and position it in the centre of this column.

11. Copy the orchid graphic and paste it at the same position on the narrowcolumn on the right master page.

12. Flip the graphic horizontally.

13. In normal view, on page 1 insert a WordArt object.

14. Use the fifth style on the second row of the gallery and use the text Opento the public.

15. Move the WordArt down the page until its horizontal position is about21cm on the ruler and the ic ofpublic overlaps the blue column at theright.

16. Draw a picture frame at the top of the page and import the graphic hall.giffrom the data files.

17. Position the graphic centrally in the top area of the page.

18. Save the publication as Heritage2 and close it.

Note: See the Answers at the back of the guide for an idea of how thepublication should look.



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Section 12

Text Styles and Editing


Apply and Change Text Styles

Hyphenate Text

Align Text Vertically

Copyfit TextControl Widows and Orphans

Edit in Microsoft Word



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Exercise 102 - Text Styles

Guidelines:

A text style is a predefined style of text, including font, size, alignment, etc.,

which is given a name and can then be easily applied to any particular piece oftext, so keeping consistency of style throughout a publication. For example, thistext has been defined as a certain style, and the title above has been defined adifferent style.

For publications that have a heading style applied as well as normal body text,Font Schemes can be used. This makes it possible to apply a particular font toall headings in the publication and a complimentary font to the body text.

Actions:

1. On a new publication, draw a text box at the top of the page. In this textbox, type HEADLINE.

2. Select Format | Styles and Formatting to display the Styles and

Formatting task pane. Click .

3. Enter the new style name as Headline and then click the Font button atthe right. Choose a different font, e.g. Showcard Gothic and the size 36then OK.

4. Click Paragraph then select the Center option under Alignment. ClickOK.



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5. Click OK.

6. Notice that Headline is now listed in the task pane.

7. With the cursor on the word HEADLINE in the text box click Headlinefrom the task pane. The text is formatted in the created style.

8. Leave the publication open.

9. Open Sharks and zoom in to 75%. This publication has heading stylesapplied.

10. Display the Styles and Formatting task paneand click the blue text Font

Schemes at the bottom.

11. Click the Binary Font Scheme and notice the text change.

12. Now click the Deckle Scheme to change the text.

13. Close Sharks without saving.

14. Leave the unsaved publication open.



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Exercise 103 - Changing and Updating Styles

Guidelines:

Once styles have been created, they can be changed at any time. If a style

changes, any text defined as that style will be updated automatically. There isno need to apply the style again.

Actions:

1. Using the publication from the previous exercise. Draw a new text boxunderneath the 'Headline' box and work in this area.

2. Use the Styles and Formatting task pane to create a new style calledNew, with a size 12 font and left aligned.

3. Return to the publication. Enter the following text underneath the headline:

Publisher shares many of the features that make Windowsbased applications easy to use. The tools you use most oftenare clearly visible and simple to use.

4. Apply the style New to this paragraph.

5. Click the arrow to the right of the New style in the task paneand selectModify.

6. Change the size to 14 and the colour to red.

7. Click OK twice (or three times ifMore Colors has been selected). Thenew style has been applied.

8. Print a copy of the publication.

9. Save the publication as Styles and then close it.



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Exercise 104 - Hyphenation

Guidelines:

Publisher has the ability to automatically hyphenate text, thus allowing more

text to fit inside a text box.

Actions:

1. Open the publication Sharks and zoom in on the first paragraph of page1.

2. The text should not be displaying any hyphenated words. With the cursorin the first text box, select Tools | Language | Hyphenation.

3. Check Automatically hyphenate this story then OK.

Note: The text in the other boxes is also hyphenated, as the boxes are

connected.

4. A few words are now hyphenated - look at the two text boxes beneath thetop one. Select Tools | Language | Hyphenation again. UncheckAutomatically hyphenate this story then click OK to return to normal.

5. Select Tools | Language | Hyphenation and click Manual.

6. Publisher stops every time it comes across a word that should behyphenated and requests confirmation. SelectYes orNo at each one.

7. Click OK when the Hyphenation is complete message appears.




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Exercise 105 - Aligning Text Vertically

Guidelines:

As well as aligning text within a text box horizontally, i.e. left, centre, justify or

right aligned, Publishercan also align text vertically, i.e.

Top Aligns text to the top of the text box.

Middle Aligns text to the centre of the text box.

Bottom Aligns text to the bottom of the text box.

Note: If the text has overflowed a text box, vertical alignment will only work inthe last connected text box.

Actions:

1. Open the publication Tutankhamun.

2. Click anywhere in the text box.

3. Select Format | Text Box and the Text Box tab.

4. From Vertical alignment select Middle and click OK. The text has nowbeen aligned in the centre of the text box.

5. Repeat the alignment process choosing to align the text to the bottom andthe top of the text box.




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Exercise 106 - Copyfitting Text

Guidelines:

AutoFit will automatically shrink or expand text so it fits exactly into one text

box, even when the text box has been resized. Either a whole story (entire textbox) can be set to AutoFit, or specific text, such as a heading which flows onto two lines within a box, can be reduced so that it appears on one line only.

There are three AutoFit options:

Best Fit willautomatically shrink or expand the size of the text, when the sizeof the text box is reduced or increased, so the text fits exactly into one text box.

Shrink Text on Overflow will reduce the text size in the overflow area, until thetext appears in one text box. If the text box is then resized, the text size willautomatically be resized as in Best Fit.

None will switch offAutoFit.

Note: AutoFitwill not work when using a connected text box. Disconnect thetext box first, and then apply anAutoFitoption.

Actions:

1. Use the publication Tutankhamun, it should already be open.

2. Click anywhere in the text box. Select Format | AutoFit Text.

3. Choose the Best Fit option. The size of the text is increased so the storyfits the entire frame. Note the new font size.

4. Change the size of the text box and see what effect this has on the textsize.

5. Select Format | AutoFit Text | Do Not Autofit to turn off AutoFit.Changing the size of the text box will have no effect on the size of the text.Try it.

6. Change the size of the text box so the last paragraph cannot be seen.

7. Select Format | AutoFit Text | Shrink Text On Overflow. The text sizereduces, until all the text appears in the text box.

Note: If Shrink Text On Overflowappears not to work, applyBest Fit, thenapplyShrink Text On Overflow.

8. Make the text box slightly larger. The text resizes so it fits the entire textbox.




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Exercise 107 - Widows and Orphans

Guidelines:

Widows and orphans are single lines of text in a paragraph that print at the top

or bottom of a column or text box. The Widow/Orphan control can be used toprevent this happening.

Actions:

1. Open the publication Stories. The title of one of the articles Dog eats 2million winning lottery ticket is left at the bottom of column 1. This is anorphan.

2. Use the Measurement toolbar to resize the text box to 16cm x 23cm, so

that the title rejoins its paragraph. This is not really desirable, as there is ablank line before the title that would appear at the top of the next column.You could resolve this by giving the titles and the text their own stylesincluding line spacing, and remove the blank lines.

3. Changing the size of the text box has changed the area of the text and sois not a good copyfitting technique. The more acceptable method would

be to place a column break before the title. Click Undo, . This will putthe title back where it was.

4. Place the cursor before the D in Dog.

5. Hold down and and press . This inserts a columnbreak and moves the title to the top of the next column without any blankline.

6. Modify the Article style, changing it to Arial11pt.

7. Place the cursor on the blank line beneath the first article.

8. Press until the Dog articles headline is brought to the cursorposition. This has removed the column break created in step 5.

9. Notice how there is a single word left alone at the top of column 3. This isa widow. This is a little trickier to deal with, especially in columns.

10. Increase the size of the coffee cup image to 5.3cm by 5.3cm andreposition it between the column guides for column 2. This forces extralines into column 3, removing the widow.

11. Use any copyfitting method to make the text fill most of the white space,but ensure that no widows or orphans or created and that none of the textoverflows the frame.

12. Save the publication as Stories2 and close it.



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Exercise 108 - Edit Story in Microsoft Word

Guidelines:

If a publication contains a lot of text or linked text boxes, it may be easier to use

Microsoft Word as the editor instead of Publisher, as it has more editingfeatures, such as grammar checking.

Note: Pictures, tables or drawn objects, inserted whilst in Word, may have to berepositioned when they are updated into Publisher.

Actions:

1. Open the publication Heritage and move to page 2.

2. Right click within the text box and select Change Text | Edit Story inMicrosoft Word. Microsoft Wordopens.

3. Notice how the text is shown as a continuous flow instead of in text boxes.

4. To check the grammar, select Tools | Spelling and Grammar andensure Check grammaris selected (checked).

5. Work through the suggestions, editing as required and click OK when theprompt below appears.

6. Select File | Close and Return to Heritage.pub.

7. Ensure each text box contains the following:

Page 2 Introductory text (2 paragraphs)

Page 3 text relating to The House

Page 4 text relating to The Gardens

Page 5 text relating to Pets Corner, Gift Shop and Tea Room.

8. Save the publication as Heritage3.

9. Close it.



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Exercise 109 - Revision: Text Styles and Editing

1. You are given the task of creating two new styles that will be used for theheading and body text of a brochure. Open a new publication and draw atext box across the top of the page.

2. Type the text SubjectTitle into the text box.

3. Create a new style named Title Text, that is based on Normal style, withfont Verdana, Bold, size 48, single underline and Centred formattingattached.

4. Apply the new style to the text Subject Title and centre the text verticallywithin the text box.

5. Save the publication as Revision109 and leave it open.

6. Draw a second text box on the page, immediately below the title box,taking up approximately one third of the remaining page depth.

7. Insert the text file Island News from the data files supplied. The textshould fit into the text box with room to spare.

8. Create a second new style called Body Text, based on Normal style,using Viner Hand ITC font, size 14, blue.

9. Apply the Body Text style to the text in the second text box. The text may

now have expanded so that it does not fit into the text box. This will becorrected in a later step.

10. The two styles used in the publication dont really suit each other. Modifythe Title Text style to use the font Vivaldi instead ofVerdana.

11. Save the publication Revision109 and close it.

12. Open the publication Heritage Complete supplied with the data files andplace the cursor at the start of the text in the text box on page 2.

13. Manually hyphenate the text throughout the publication, deciding whichsuggested words should, or should not be hyphenated.


15. Open the publication Revision109 created earlier in this exercise andplace the cursor in the second text box, containing the body text.

16. If the text does not already overflow beyond the boundaries of the textbox, drag the bottom of the text box upwards until the Text in Overflowindicator appears.



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17. Use Best Fit to adjust the size of the text to suit the current text box andthen enlarge the text box to fill the entire space available on the page.

18. Edit the text content in Word.

19. Delete the text This is a photo of at the start of the first sentence.Capitalise the a ofan island as it now begins a sentence.

20. Remove the comma afterGuyana and insert the word was. Check thatthe sentence now reads correctly.

21. Spell-check the document, ignoring any proper names.

22. Return the text to Publisherand confirm that the changes made in Word

are present.

23. Save the publication as Revision109a and close it.



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Section 13

Useful Tools


Find / Replace Text

Use Wildcards to Find Text

Use AutoCorrect

Include Continued On / FromInsert Symbols

Use the Design Gallery



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Exercise 110 - Find

Guidelines:

Visually searching for a word or phrase in a text or table frame can be tedious.

The Find command allows you to move directly to a specific word, or string ofcharacters, in a selected frame and any frames connected to it.

Actions:

1. Open the publication Golf. Click at the beginning of the first paragraph.

2. Select Edit | Find or press . The Find and Replace task pane isdisplayed.

3. Enter the word chip in the Find what box.

4. Click Find Next to begin the search. If a match is found, the word ishighlighted.

5. Click Find Next again to continue the search. Publishersearches in the

selected frame and any frames connected to it. Notice it also finds theword chipping.

6. If you want to search for the word stance but are not sure of the spelling,make sure the Match whole word only box does not have a tick in it andtype in the word stan in the Find what box, then select Find Next. Anywords with stan anywhere in them will be highlighted.

7. To only find the word chip and not chipping or any word with chip in it,tick the Match whole word only box. Type the word chip in the Findwhat box then click Find Next until the search is complete.




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Exercise 111 - Find Text using Wildcards

Guidelines:

The Wildcard symbol ? can be used with whole word matching to replace a

single unknown character in a search. So, for example, a search fors??p withwhole word matching specified, will find all four letter words which start with sand end with p, such as slip and shop.

If whole word matching is not specified, beginning and ending wildcards areautomatically assumed, so the above example would also find words such ascowslips and shopping.

Actions:

1. Open the publication Tutankhamun.

2. You need to locate a reference to the jars, which contained the organsremoved from the kings body during the mummification process. Positionthe cursor at the top of the text box.

3. Select Edit | Find to display the Find and Replace task pane.

4. You are unsure whether the spelling is canopic orkanopic. Enteranopicin the Find what box. Uncheck the Match whole word only box.

5. Click Find Next. Publisherhas found the correct spelling.

6. Place the cursor at the top of the text box and search for the charactersor. The words matched should be: interior, torch, torchlight, store,organs, ornaments, work, for, visitors and more.

7. Change the search to ?or?. The results will be exactly the same.

8. Search to ?or? again, but this time ensure that the Matchwhole wordonly box is checked . Now only work, forand more will be found.

Note: The wordforis found because the space before it counts as a character.




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Exercise 112 - Replace

Guidelines:

The Replace facility allows the option to exchange each chosen occurrence of

a word or phrase with an alternative. A single replacement or all occurrenceswithin the selected text box and all connected text boxes can be replaced.

Actions:

1. Open the publication Golf.

2. To replace the word club with clubshaft, click at the beginning of the firstparagraph and select Edit | Replace or press .

3. In the Find what box enter club and in the Replace with box enterclubshaft.

4. Make sure Match whole word only is checked.

5. Click Find Next. Click Replace for each occurrence.

6. Click OK at the end of the search.

7. Replace all the occurrences ofgolf course with green, by entering theappropriate words in the correct boxes and then click Replace All. Closethe Replace dialog box by clicking Close. Use Find to check that thechanges have taken place.

8. Save the publication as Golf2 and close it.



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Exercise 113 - AutoCorrect

Guidelines:

As text is typed into a publication, Publisher can automatically correct some

mistakes. This AutoCorrect feature can also be used to store frequently typedphrases or sentences. Give the phrase initials and when the initials are typedfollowed by a space, they will automatically be replaced with the correspondingphrase.

Actions:

1. In a blank new publication, select Tools | AutoCorrect Options andcheck all of the available options, if not already checked. Click OK toclose the dialog box.

2. Draw a text box and type the days of the week, without any capitalisation.

Note the change that occurs.

3. Move the mouse over a word that has been changed and notice the bluerectangle.

Note: Corrections only occur after a word has been completed, e.g. after aspace or has been entered.

4. Move the mouse over the rectangle toreveal the AutoCorrect Options SmartTag.

5. Click the drop down arrow to reveal theoptions. Click away from the menu toclose it without making any changes.

6. Turn on the Caps Lock. Begin to type your name as if it were turned off,i.e. start with a capital and then lower case.

7. Note how the correction is made and that CapsLock is turned off.

8. Open the AutoCorrect dialog box again. In the Replace box typedeapartment. In the With box type department, if not automaticallyinserted.

9. Click Add, then OK.

10. Type the incorrect spelling deapartment, followed by a space. This iscorrected automatically. Any common spelling mistakes can be added tothe AutoCorrect list.

11. AutoCorrect also has a list of common typing/spelling errors and thesewill be automatically replaced as long as Replace text as you type ischecked. These can be viewed by using the scroll bar in the AutoCorrectdialog box. Try a few.



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12. Select Tools | AutoCorrect Options and from Replace text as youtype, in Replace enter your initials in lower case.

13. In the With box enter your full name.

14. Click Add, then OK.

15. In the publication start a new line and type in your initials followed by aspace.

16. Select Tools | AutoCorrect Options. Scroll through to find your initials.

17. Click on them once and then Delete to remove this entry.

18. Remove the deapartment entry too. Click OK.




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Exercise 114 - Continued On/From

Guidelines:

Text boxes can be connected over several pages, by using the normal

techniques. When two connected text boxes are on different pages, Publishercan automatically add the text Continued on page ... to the bottom of one textbox and Continued from page... to the top of the next connected box.

The text boxes will have the text added automatically and the numbering willautomatically re-calculate if pages are removed or added.

Actions:

1. Open the publication Heritage Complete. This publication has connectedtext boxes on pages 2 - 5.

2. Move to page 2 and select the text box. Select Format | Text Box and theText Box tab.

3. Check Include Continued on page.

4. Click OK and repeat this for the text boxes on page 3, 4 and 5.

Note: If both boxes are checked, Publisher knows when to addContinued onand when to addContinued from, i.e. the text box on page 2only needsContinued on, as it is the first box in the story. If more text boxes areadded at a later stage, they will also be given the correct annotation.

5. Zoom in on the text box on page 2 and examine the text.

6. The Continued text has pushed some of the original text into the nextconnected box. Increase the size of the text box so that page 2 contains 2paragraphs of text.

7. In the same way, ensure page 3 contains only text about The House andpage 4 contains all the text about The Gardens.

8. If necessary, adjust the size of the text box on page 5 so that all of the textcan be seen.

9. Print the publication, then close it without saving.



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Exercise 115 - Inserting Symbols

Guidelines:

Occasionally, it is necessary to use a character or symbol which does not

appear on the normal keyboard, such as , , , , or . Symbols like thesecan be easily inserted into text by using the Insert command.

The dialog box shows all the available symbols of the chosen font. If therequired symbol cannot be found, other fonts can be chosen until the desiredsymbol is found. Fonts such as Symbol and Wingdings have manyspecialised symbols.

Actions:

1. On a new publication, draw a text box in the centre of the page and zoomin.

2. Type the following text: This guide is, thenadd a space.

3. Select Insert | Symbol to display the Symbol dialog box.

4. Ensure Times New Roman is shown in the drop down Font box. Fromthe given symbols, click on the copyright symbol, , to select it. Click onInsert to place it at the cursor position and click Close.

5. Finish the sentence with a space then CiA Training Ltd.

6. Display the Symbol dialog box again. Choose a different font and practiseinserting different symbols from different fonts.

7. Click Cancel to close the Symbol dialog box.




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Exercise 116 - Design Gallery

Guidelines:

The DesignGallery contains various objects and design styles, which can be

used when setting up a publication. Objects such as company logos orcalendars can be created, which will have a choice of designs. If the object(s)or design is not available in the gallery, it can be created first in Publisherthenadded to the gallery. This is useful if specific artwork is needed throughout apublication. It can be created, saved in the gallery, then recalled whenever it isneeded.

Actions:

1. On a blank publication, click the Design Gallery Object button, , from

the Objects toolbar.

2. From the Design Gallery ensure the Objects by Category tab isselected. Choose different categories from the left and scroll through the

available objects on the right.

3. Select Mastheads from the Categories list then Blends Masthead fromthe Mastheads list. Click Insert Object. Move and resize the object so itappears near the top of the publication.

4. Zoom in so the masthead can be read clearly. Enter a title and date forthe newsletter where indicated in the masthead.

5. Click the Design Gallery Objects button and view the Objects byCategory tab.



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6. Select Advertisements from the Categories list then Art EmphasisAdvertisement from the Advertisements list. Click Insert Object. Moveand resize the object so it appears in the bottom right corner of thepublication and fills almost a quarter of the page.

7. Within the Design Gallery select the Objects by Design tab. ChooseFading Frame and Fading Frame Table of Contents. Click InsertObject. Move the object so it appears at the left of the Advertisement.

8. Click the Wizard button, , at the bottom of the Fading Frame Table ofContents. Click on the various designs shown in the task pane until adesired design is found, then click the Close button, , to close the taskpane.

9. Zoom in so the Table of Contents can be read clearly and type in whereappropriate to personalise the object. Change the colour of the lines and

the text by using the Line/Border Style, and Font Colorbuttons,, on the Formatting toolbar.

10. To group the Table of Contents and the Advertisement select thecontents, press , then select the advert and click the Group

button, .

11. The objects can be saved separately from the publication, so the

alterations do not have to be repeated if the object is needed again. Withthe objects selected, from the Design Gallery select the My Objects tab.

12. Click Options then select Add Selection to Design Gallery. The AddObject dialog box is displayed.



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13. In Object Name, type Advert + Contents and in Category type Advertsthen click OK.

14. Add the masthead to the My Objects tab using the same method, givingthe Object Name as Newsletterand the Category as Logo.

15. Close the Design Gallery. Add a new page and use the My Objects tabto insert the Newsletterobject.

16. The objects are to be deleted from the gallery. Open the gallery and selectthe My Objects tab.

17. In the Categories column, click on Adverts and select the Advert +Contents object.

18. Click the Options button and select Delete This Object. ClickYes at theprompt.

19. Use the same method to delete the Logo.

20. To delete the new categories from the gallery, select the Advertscategory and click the Options button.

21. Select Edit Categories and in the dialog box, click Delete.

22. Delete the Logo category and close the dialog box. Close the gallery andclose the publication without saving.

Note: Objects placed in the Your Objects tab are only available for the

publication in which they were created and not all publications withinPublisher.



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Exercise 117 - Revision: Useful Tools

1. Open the publication Stories, supplied with the data files.

2. Use a wildcard search to find any words containing the letters bed in the

story. Which words are found?

3. Use the Replace facility to replace all occurrences of the word weeklywith monthly. How many replacements are made?


5. Open a new, blank publication.

6. Draw a text box and carefully type the following text, exactly as it appearshere: pleese do not worry about the accidant, I am sure that we acn

reach an adequit agreemeent. Confirm that Publisherhas automaticallycorrected the mistakes, then close the file without saving.

7. Open the supplied publication Renaissance Facts and apply the settingsthat will automatically add the text Continued on page... and Continuedfrom page... on each of the three text boxes.

8. Adjust the height and width of the text boxes as necessary, to ensure thatno paragraphs are split across pages.

9. Save the publication as Revision120 and close it.

10. Open the publication Business Card and locate the words Phone andFax in the lower right-hand text box. Replace these words with the and symbols respectively, from the Webdings font collection. You decidethat these symbols do not suit the style of the business card. Close thepublication without saving the changes.



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Section 14

Advanced Printing

By the end of this Section you should be able to:

Prepare a File for an Outside Printer

Print Composite and Colour Separation Proofs

Print Crop Marks

Print a Draft PublicationPrint on Special Paper



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Exercise 118 - Prepare File for Printing Service

Guidelines:

If many, high quality copies of a publication are required you may wish to use a

commercial printing service. It is worth considering the cost involved beforechoosing this option. Before sending a publication to a printing service, ensurethat the file has been correctly prepared. The Pack and Go Wizardcompresses the file ready for a commercial printing service. A composite canbe printed to identify any errors that may not be visible on screen. This shouldbe given to the chosen printing service along with the file.

Actions:

1. Open the publication Golf.

2. Select File | Pack and Go | Take to a Commercial Printing Service.

3. Click Next. Choose to for the location of the pack and go fileand place it in your data location. Click OK. This is for demonstrationpurposes only, as the file would need to be on a floppy disk or CD to passto the printer. Of course, it could be e-mailed.



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4. Click Next again.

5. From Include fonts and graphics, make sure all options are checkedand click Next.

6. The final dialog box gives information about where the file will be stored.Check this, and if incorrect, use the Back button to make any change.

7. Click Finish to start the compression process.

8. When the packing is complete, click OK to print a composite. This willidentify printing errors that may not be spotted on screen.

9. From the Desktop, double click on My Computer and then on thelocation of the data files.



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10. The following icons are displayed within the data folder; the packed files, areadme file with unpacking instructions and the unpack program, for thecommercial printer.

11. Close My Computer.

12. Save the publication using the same name and close it.

Note: The appropriate files would need to be copied to a disk or CD for outsideprinting.



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Exercise 119 - Composite & Colour SeparationProofs

Guidelines:

Printing composite proofs means printing out exactly what you see on thescreen, i.e. all the items together on one page. This is the type of printing youhave been doing up to this point.

Commercial printers will sometimes require a colour-separated printout alongwith the file. This separates the colours into cyan (C), magenta (M), yellow (Y)and black (K). The publication must be set up for process-colour, also knownas CMYK. Cyan groups all the blues and greens, while magenta groups all thepinks, reds and purples. Yellow groups the yellows and creams and black justdeals with black.

Each colour group will be printed on a separate page.

Note: A colour printer is essential for this exercise to work correctly.

Actions:

1. Open the publication Getwell.

2. Select Tools | Commercial Printing Tools | Color Printing.

3. At the dialog box, place a check in Process colors (CMYK) and click OK

at the prompt.



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Note: You may notice a change of shade.

4. Click OK again.

5. Select File |Print to open the dialog box. Click Advanced Print Settingsand from the Output drop down list select Composite CMYK.

6. Click OK.

7. Fourpages are now produced. At the dialog box, click OK to print.

8. Check the four pages. They are printed in the order Black, Cyan,Magenta,Yellow. The colour will show on the sheet if there is adequateroom.

Note: If Separations is selected from the Outputdrop down list, you can selectto print out only one of the colours.


Note: Print Preview, shows a picture of the publication, as it will be printed.The copies per sheet and a single separation can be chosen from here.



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Exercise 120 - Printing Crop Marks

Guidelines:

Publications that are smaller or larger than the paper they are printed on, can

have crop marks printed to show where the outer edges will be when the pageis trimmed.

Actions:

1. Open the publication Business Card. Select File | Print to open the printdialog box.

2. At the bottom left of the dialog box click Change Copies per Sheet.

3. Make sure that Print multiple copies per sheet is checked. Click OK.



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4. Click Advanced Print Settings and select the Page Settings tab.

5. Make sure that Crop marks within Printers marks is ticked. Click OK toreturn to the print dialog box.

Note: Registration marks allow the printer to align the colours, while JobInformation prints the date of printing, the name of the publication andthe colour that has been separated.

6. Click OK to print. The four cards are printed with the crop marks shown.

7. Now display the Advanced Print Settings dialog box again. Remove thecheck from Crop marks and print the publication again.

8. Compare the two printouts.


Documents

Publisher 2003 Adv v2