Desktop Publishing lecture notes
In the Publisher Introduction class and document, we discussed several ways of creating publications with layouts that includes objects and frames. We learned that these objects and the frames that encompassed them came in dierent avors (text frames, picture frames, table frames, etc., but that essentially they all were manipulated in the same ways. In this class, we will cover more tools for including your own objects and creating customi!ed layouts.
Publisher's Tools, Part II "ecall that the buttons running down the left#hand side of the screen are object tools which allow us to create frames. $ince we covered the %rst six tools in the previous class, we&ll discuss most of the rest here. ('he others are for developing web pages using ublisher. )eep in mind that should you accidentally draw an object that you don&t want, select it (so that the object&s frame or handles are visible and press the *+elete button on your -eyboard or choose the Delete Object command from the Edit menu.
Line [and Arrow] Tool
'he ine 'ool 'ool allows allows you to draw lines. /s with other other tools, tools, create lines lines by %rst clic-ing on the ine 'ool button, and then positioning the cursor (now in the form of a crosshair on the page where you want to begin drawing. 0lic- and hold to lay down one endpoint of the line1 wherever you now drag the mouse, a line stretches out to meet the crosshair. osition this crosshair to indicate where the other endpoint of the line should go and release the mouse button. 2our newly formed line has handles at both ends1 as before, this indicates that the line can be deleted, copied, or moved, as well as formatted. 'o draw 3straight3 lines (at some increment of 45 degrees, hold the *$hift -ey down as you drag out the line. /lthough you can add arrowheads to a line in either version of ublisher, ublisher 6 adds an /rrow 'ool to the lineup on the left of the screen1 it wor-s the same way the ine 'ool does.
Oval Tool
'o 'o draw an oval, oval, select the 7val 'ool, 'ool, then clicclic- and drag to draw in the the same way you did with the ine 'ool. 'he resulting object will have many more handles than the ine 'ool produced, for more exibility in resi!ing the oval. 8olding down *$hift as you drag will constrain the shape to be a perfect circle.
Bo [!ectan"le] Tool 9ust as you did did above, select select the tool, then then clic- and drag inside inside your document window. i-e ovals, rectangle objects have both corner handles and side handles. 'o draw perfect s:uares with this tool, hold down the *$hift -ey while you draw.
#usto$ %ha&es [Auto%ha&es] Tool While the creative person can ma-e some pretty impressive pictures just using graphic graphic tools tools li-e those those above, above, the rest of of us will be glad glad to -now that ublisher provides more graphic tools for other interesting shapes. 'he 0ustom $hapes ;/uto$hapes< 'ool allows you to draw arrows, chevrons and even lightning bolts in the same way we drew ovals and boxes.
'o 'o begin drawing, drawing, clic- on the shape shape you want want to draw (from (from the menu menu on the toolbar and then position your cursor on the page where you want to start drawing. 2ou will notice the pointer has become the familiar crosshair1 draw by dragging as we did with the other tools. 'he *$hift -ey once again constrains your drawings. $ome shapes may have a new handle= a gray (>??? or yellow (6 diamond that lets you reposition or redraw part of the shape. @or example, a callout bubble can be adjusted so that the words are coming from the right side instead of the left. ublisher 6 oers options in addition to those available directly from the toolbar1 by choosing the ore Auto%ha&es command, you can access a list of additional choices in the 'as- ane.
(or$attin" Objects 7nce you have created drawing objects with the tools above, you can change their color, borders and shadows, for example. 0lic- on the object to select it, and then choose a button on the far right of the
'o 'o draw an oval, oval, select the 7val 'ool, 'ool, then clicclic- and drag to draw in the the same way you did with the ine 'ool. 'he resulting object will have many more handles than the ine 'ool produced, for more exibility in resi!ing the oval. 8olding down *$hift as you drag will constrain the shape to be a perfect circle.
Bo [!ectan"le] Tool 9ust as you did did above, select select the tool, then then clic- and drag inside inside your document window. i-e ovals, rectangle objects have both corner handles and side handles. 'o draw perfect s:uares with this tool, hold down the *$hift -ey while you draw.
#usto$ %ha&es [Auto%ha&es] Tool While the creative person can ma-e some pretty impressive pictures just using graphic graphic tools tools li-e those those above, above, the rest of of us will be glad glad to -now that ublisher provides more graphic tools for other interesting shapes. 'he 0ustom $hapes ;/uto$hapes< 'ool allows you to draw arrows, chevrons and even lightning bolts in the same way we drew ovals and boxes.
'o 'o begin drawing, drawing, clic- on the shape shape you want want to draw (from (from the menu menu on the toolbar and then position your cursor on the page where you want to start drawing. 2ou will notice the pointer has become the familiar crosshair1 draw by dragging as we did with the other tools. 'he *$hift -ey once again constrains your drawings. $ome shapes may have a new handle= a gray (>??? or yellow (6 diamond that lets you reposition or redraw part of the shape. @or example, a callout bubble can be adjusted so that the words are coming from the right side instead of the left. ublisher 6 oers options in addition to those available directly from the toolbar1 by choosing the ore Auto%ha&es command, you can access a list of additional choices in the 'as- ane.
(or$attin" Objects 7nce you have created drawing objects with the tools above, you can change their color, borders and shadows, for example. 0lic- on the object to select it, and then choose a button on the far right of the
formatting toolbar. 'he paint buc-et icon represents the (ill #olor , which allows you to specify the shade to %ll the outline of your object. 2our 2our colors colors may be limited limited to the color color scheme at %rst, but you can can choose ore #olors for more options=
'he Line #olor button allows you to specify a dierent color for the border of the object, and the Line)Border %t*le button next to it allows you to create dierent styles and thic-nesses of borders and lines. ublisher 6 has added buttons to easily access formatting options for arrows, shadows, and A+ styles. Bost of these options are also available in ublisher >???1 they just don&t have their own buttons. @or a full list of formatting options, consult the (or$at $enu , or right#clic- on an object and choose the shortcut menu command to #han"e Object (>??? or (or$at Auto%ha&e (6. ublisher 6 users can access all elements of an object&s formatting in a six#tabbed dialog box, rather than selecting each element separately. Cote that not all the tabs will be active for every objectDEFthis is another way in which ublisher displays its sensitivity to context. 6 users can also access the six#tabbed formatting box by simply double# clic-ing on the object. Addin" Tet to %ha&es
ublisher 6 permits the addition of text to an /uto$hape without re:uiring you to create a text frame %rst (as in ublisher >???. $imply begin typing once a shape is selected to add text to it. 'o ma-e adjustments to the text contained in the shape, use the six#tabbed formatting box and choose the Tet Bo tab .
%&ecial Objects Gesides creating your own text and graphics objects with the tools we have used thus far, you can also insert objects you have created with other programs that support Bicrosoft&s 7bject in-ing and Hmbedding (7H technology. 'o insert an 7H object (even audio and video clips into your document, choose Object from the Insert $enu . $elect the program that will create (or already has created the -ind of %le you want to insert, and indicate whether you want to #reate +ew object or #reate ro$ (ile , if you&ve already made the %le. 2ou will be prompted to create a new object or locate a %le whose contents you want to insert into the document. 2ou can also clic- the Lin- box box to
have a lin- maintained between the original %le and the one embedded in your publication so that ublisher will automatically update to reect any changes in the lin-ed %le. +epending on the type of object you want to insert, you may %nd the Paste %&ecial command more straightforward. If you want to paste a table or a picture into ublisher, for example, choose the #o&* command from the Edit menu in the program in which the table or picture exists. 'hen in ublisher, select the Paste %&ecial command from the Edit menu and select the appropriate option. 'his feature may also oer the option to paste the %le as a lin-, so that your ublisher document will be updated with any changes to the external %le.
ani&ulatin" Objects We learned several ways of manipulating objects and their frames in the Introduction class. 8ere we discuss several other important ways to manage objects that are used in ublisher, as well as other layout programs.
Orderin" .La*erin"/ 7ne important consideration when wor-ing with objects in most programs is the concept of layering. Hvery object you create occupies a separate layer, so as you create objects, you are creating new layers on top of older layers. 7ften you may want part of an object to obscure part of another, but other times you will want to maneuver them so that both are visible. @or this we will need the Arran"e $enu . Cotice the second section of this menu has four commands= Brin" to (ront , Brin" (orward , %end Bac-ward , and %end to Bac- . . 'o reorder the objects& layers in your publication, %rst clic- on the object you want to manipulate. 'his should bring up the object&s handles to indicate you have selected it. Cow you can clic- on the Arran"e menu and then one of the four layering commands to reposition it. Brin" to (ront will bring the selected object to the topmost layer, regardless of how long ago it was created. 0onversely, %end to Bac- will will send the selected object to the bac- of all objects on the page. 2ou can also move the objects forward or bac-ward one layer at a time with Brin" (orward and %end Bac-ward , respectively. respectively.
0rou&in"
/nother useful tool in drawing programs is the ability to treat several objects as one in order to move them around easily, for example. 'o group several objects, you must %rst select them. Ba-e an initial selection by clic-ing on an object, then hold down the *$hift -ey while you clic- on additional objects to select them as well. If all the objects you want to select are near each other, you can also clic- and drag a mar:uee around all the objects you want to select. /t this point, you should see an icon appear that will allow you to group the objects (the upper image is >???&s and the lower is 6&s. 0lic-ing the icon will group the objects. /lternatively, you may select 0rou& Objects from the Arran"e menu. 7nce the objects have been grouped, you&ll see that the individual object&s handles have been replaced by handles for the entire group. ressing Delete will delete all of the selected objects1 choosing 0opy will copy all of the selected objects1 dragging one object moves them all as a group, etc.
'o ungroup the objects, clic- on the grouping icon, or select 1n"rou& Objects from the Arran"e menu. Gy the way, if you just want to worwith a group of objects for a moment, you need not group them= when you have multiple objects selected (and you can see each individual set of handles, any command you apply will aect them all (clic-ing and dragging, for example, will move all the objects at once. 'he downside of this techni:ue is that as soon as you clic- on any one object within the group, the temporarily#grouped selection will disappear.
Linin" 1& and +ud"in" Objects 'o line up several objects easily, you can select them using the *$hift#clic-ing techni:ue and then choose the Ali"n Objects command from the Arran"e menu. ('his command will be grayed out unless you have at least > objects selected. If you are wor-ing in 6, you will also have the option to Distribute selected objects. If you want to move just one object at a time, you can choose the +ud"e command to move the selection just a little bit at a time (an especially handy command if you don&t want to !oom in to a >??J or more view.
2ou can also nudge objects by holding down the */lt -ey and pressing one of the arrow -eys.
!otatin" and (li&&in" Objects 2ou might want your address text frame turned on its side or your lightning bolt graphic rotated 45 degrees. 'his is possible through the !otate)(li& submenu of the Arran"e menu. 0hoosing !otate Let will rotate a selected object K? degrees countercloc-wise, while selecting !otate !i"ht will spin the object K? degrees cloc-wise. 0hoosing #usto$ !otate or (ree !otate allows you to choose some other degree of rotation. 6 users can also clic- and drag the circular green cursor for an object to rotate it. In addition, to ip an object along its 6 or 2 axis to mirror it, choose either the (li& 2erticall* or (li& 3ori4ontall* command from the !otate)(li& submenu.
1sin" 0uides
2ou can also use guides to help you line up objects. In addition to margin guides, you can also create column guides, for example. 2ou can add such guides by choosing a command for either hori!ontal or vertical guides from the !uler 0uides submenu of the Arran"e menu. 8old down *$hift and drag to move the guide into position. If you prefer, you can also add guides by holding the *$hift -ey and dragging a ruler guide from one of the ruler bars onto the document window. 2ou can rid yourself of all these guides by selecting #lear All !uler 0uides or by dragging guides one by one o the page. If you need evenly spaced guides, such those that organi!e columns on your page, then you will probably want to choose La*out 0uides from the Arran"e menu. 8ere you can specify margin guides as well as evenly spaced row and column guides. 'hese guides will now appear on every page of your publication. 'o ma-e it easy to align objects with
your guides, you can turn on the %na& to 0uides option. In >???, choose %na& to 0uides from the Tools menu. In 6, choose To 0uides from the %na& submenu of the Arran"e menu.
Picture Dis&la* O&tions If you have several pictures in your publication, you may notice that ublisher slows down signi%cantly when you&re manipulating those pictures. 'o speed up your wor-, you can choose display options that allow you to wor- with the images but don&t slow down ublisher as much. @rom the 2iew menu, select the Picture Dis&la* ( Pictures in 6 option. Hither the (ast resi4e and 4oo$ or 3ide &ictures option should speed up your wor-. 0hanging the display options here changes the way images loo- on the screen without aecting their print :uality.
The Desi"n 0aller*
Instead of creating complex designs from scratch, you can %nd them in the ublisher +esign Lallery. @rom the Insert $enu , select Desi"n 0aller* Object , then choose a category of design and you can browse ready#made objects that you can insert into your own document, such as Bastheads and $idebars. 0lic- on a design you li-e, and then clic- on the Insert Object button to insert the design.
%avin" 5our Own Desi"n Cow that we -now how to ma-e our own groups of objects li-e those we inserted into our documents by means of the +esign Lallery tool, we can enter our own great designs into the +esign Lallery for later use. /fter grouping objects with the 0rou& Objects command, select the Insert menu and then choose the Add %election to Desi"n 0aller* command. Cow you can use the nifty logo you made in any ublisher document
Tet (or$attin" and %t*les Basic (or$attin" 9ust as you&ve learned in our Bicrosoft Word classes and documents, you can easily format the font, font si!e, font style (bold, italic andMor underlined and alignment of any text you select by using the @ormatting toolbar or commands available from the @ormat menu. (If you need a refresher, see our Word: Basic Formatting document. Gecause ublisher is a layout program rather than a word#processing program (li-e Word, it oers even more options for formatting your text.
(ont %che$es ublisher 6 oers an array of @ont $chemes, a fast way to update the fonts in your publication without going to the trouble of selecting each text box. 'hey&re accessible from the @ont $chemes option on the @ormat menu. 'he choices will appear in the 'as- ane1 for each scheme, there&s usually a major and a minor font. Bajor fonts are used for headings and titles, while minor fonts are applied to regular text. 'o apply a font scheme, select it and clic- on it, or choose /pply $cheme from the drop#down arrow next to the scheme name. 2ou can also choose to +uplicate $cheme1 this is a good idea if you want to ma-e a variation on a default scheme, such as adding italics to the major font. 'hen you can adjust the duplicated scheme by ma-ing the desired changes in your publication and choosing the command to Npdate $cheme to Batch 0urrent ublication from the drop#down arrow. 2ou can also rename or delete schemes as necessary.
Auto(it 2ou may %nd yourself struggling to %t text into a text boxDEFperhaps a title just isn&t :uite big enough to stretch across the whole page, or a story is a little too big to %t in the available space. /uto@it can solve
both problems. @irst, resi!e the text box to the desired capacity. Cext, position your cursor inside the textbox, and from the (or$at menu select the Auto(it Tet submenu. If the text is too small to ta-e up the space inside the text box (as in the case of a title or heading, select Best (it . If there is too much text for the available space (and you don&t want to ma-e the remainder of the story ow into another text box, select %hrin- Tet on Over6ow . Co matter which of these options you select, whenever you resi!e the text box containing the /uto@itted text, the font si!e of the selected text will automatically be resi!ed to %ll the text box. If you no longer want this feature to change your font si!e, select the +one option from the Auto(it Tet submenu on the (or$at menu.
#haracter %&acin" $ometimes you&ll want to add special eects to some of your text, such as stretching out a headline across a page. "ather than simply using /uto@it to set the font si!e, you can also use character spacing to change the appearance of your text. @irst, select the text you want to adjust, then from the (or$at menu select #haracter %&acin" . In the dialog box that appears, you have a number of options. 'o shrin- or stretch text, alter its %calin" settings (either by typing a number into the %eld or by using the up and down arrows. 'o adjust the spacing for a large bloc- of text, such as a paragraph, adjust the Trac-in" of the text. 'o wor- on the spacing between only two characters, select 7ernin" instead. Lenerally spea-ing, you&ll probably want to leave the automatic pair -erning setting on, since ta-ing it o may ma-e the characters of your text s:uish too close together to be legible. Cormally, text below O> pt does not need -erning adjustments.
/s you wor-, ublisher will display a sample of your settings at the bottom of the dialog box. 'o see what these changes would loo- li-e in your publication, press the A&&l* button. 2ou can ma-e further adjustments as needed, and when you&re %nished, press O7 to accept them. If you want these options to be available without the hassle of a
dialog box, you can %how Toolbar to display a toolbar with the options for both character and line spacing. Bove the toolbar out of the way by clic-ing on the gray rectangle at its right (>??? or on top (6. 'he options on the toolbar let you reposition the text box, using the x (hori!ontal position and y (vertical position coordinate settings, adjust its width and height, the angle of rotation, trac-ing, scaling, -erning, and line spacing, respectively. (Cote= >??? users will see a toolbar that is long rather than tall, but the options are in the same order.
Line %&acin"
2ou can also adjust the spacing between lines (li-e setting double spacing as well as the amount of space before and after paragraphs by choosing the Line %&acin" command from the (or$at menu. While the option to set spacing Between lines is available from the toolbar above, you can only set spacing before and after paragraphs in the line spacing dialog box. ressing %how Toolbar in this dialog box has the same eect as in the #haracter %&acin" dialog.
Indents and Lists
If you&re wor-ing with a bulleted or numbered list, or if you want to set up indents at speci%c locations in your stories, you can use the Indents and Lists command from the (or$at menu. 'o change the way ublisher is automatically indenting your bulleted or numbered text, choose the appropriate option. ublisher will display the list type&s default settings, which you can then change. 2ou can also set the indent options for normal (not bulleted or numbered text by choosing the +or$al option under Indent %ettin"s . @rom the Preset drop# down menu under the Indents section, you can alter a number of indent types (such as hanging indents, :uotations, or %rst line indents, or even set up a #usto$ indent. In addition, you can select a text alignment from the Ali"n$ent drop#down menu at the bottom of the dialog box. ('hese options are also available as buttons on the (or$attin" toolbar. @inally, the Line %&acin" button is a shortcut to the Line %&acin" dialog box.
(or$at Painter 7nce you&ve formatted one story completely, you may wish that you could 3paste3 the special formatting onto several other stories. 2ou can do so with the (or$at Painter8 @irst, select the text whose formatting you want to 3copy.3 'hen clic- on the @ormat ainter icon in the %tandard toolbar and select the text onto which you want to 3paste3 the formatting, and ublisher will transfer the formatting attributes. 'o
paste formatting onto several stories, double#clic- on the (or$at Painter icon instead of single#clic-ing1 now everything you select will be changed to the formatting you 3copied.3 'o turn the @ormat ainter o, clic- its icon on the toolbar again.
%t*les
If you will need to use the same set of formatting attributes several times in your publication (perhaps because you want all of your headings to loo- ali-e, for example then you may want to create a $tyle instead of relying on the @ormat ainter. $tyles are collections of formatting features saved with a name that you choose1 you can then select the $tyle you need from the %t*le drop#down menu in the @ormatting toolbar. /ny selected text will then be reformatted to match the speci%ed $tyle1 if no text is selected, your paragraph will be reformatted.
'o create $tyles, choose Tet %t*le from the (or$at menu. In the dialog box, choose the option to #reate a new st*le8 In the 0reate Cew $tyle dialog box that now appears, you can type in a name for your style, then set formatting attributes for the text using the %ve
buttons below the $tyle&s name. ublisher will display a preview of the formatting settings you&ve made on the right side of the dialog box. 7nce you&re happy with your settings, press O78 2ou can continue creating as many $tyles as you&d li-e for your publication. When you&re %nished creating $tyles, clic- the #lose button. /ll of your $tyles will now appear as options in the $tyle drop#down menu on the @ormatting toolbar1 you can simply select them to apply the formatting settings to your text. If you later decide that you want to ma-e further adjustments to a $tyle, simply return to the Tet %t*le dialog box by choosing that command from the (or$at menu, select the $tyle you want to alter, and clic- the option to #han"e this st*le8 7nce you ma-e a change to a $tyle in the dialog box, all the text formatting in that $tyle in your document will automatically be updated. In this dialog box, you can also rename or delete styles as necessary (although you won&t be able to delete default styles that ublisher creates. Gest of all, if you have set up $tyles for a Bicrosoft Word document, for example, you can import them into ublisher by choosing the option to I$&ort new st*les8 2ou can then browse your %les for the document whose $tyles you want to copy (hint= you may have to choose a dierent %le format in the (iles o t*&e drop#down menu in order to see your Word %les. ublisher will then convert the $tyles and import them into the list that displays in the 'ext $tyle dialog1 you can easily delete any $tyles that won&t be necessary for your ublisher document while in this dialog. When you&re %nished, press #lose to return to your document window1 you will now be able to select the imported styles from the $tyle drop# down menu on the @ormatting toolbar.
ublisher 6 users will see a slight dierence in the presentation of these options= the command from the (or$at menu is called %t*les and (or$attin", and the list of styles displays in the 'as- ane rather than in a separate dialog box. Geneath the list of styles, you&ll see options to display /ll $tyles or just those $tyles in use, a button that allows you to choose a document from which to import styles, and a button that will set up a new style, if desired. 2ou can see the attributes of each style simply by loo-ing at the examples listed in the Tas- Pane8 'o change any attributes of a style, clic- on the drop#down arrow next to the name of the style and select the odi* command to access formatting options. 'o apply a style to a story, select the story and then clic- on the name of the style in the 'as- ane. In case of disaster, the %rst $tyle listed is usually #lear (or$attin", which returns your selection to the default text settings. When copying or moving text, ublisher 6 will often display a aste icon next to the
selection1 clic-ing on the drop#down arrow next to the icon will provide you with the choice of copying the text and formatting into the selection, or simply the text.
Dro& #a&s
'o create an oversi!ed beginning letter for your story li-e those in fairy tales, choose the Dro& #a& command from the (or$at menu. 7n the +rop 0ap tab that initially appears, you can select from a variety of drop cap styles that will apply to the %rst letter of your story. 'o see how your story will loo- with a particular style, select it and press the A&&l* button. $hop around (try scrolling to the right until you %nd the option you li-e best, then press O7 when you&re done. If you are loo-ing for some fancier options, you may want to loo- at the #usto$ Dro& #a& tab. 8ere you can set the height of the drop cap, the si!e of the letters (in line height, and even how many letters should be in the drop cap format. 2ou can set your own font, font style, and color, too.
$hould you decide later that you don&t want the text to be in drop cap format, go to the (or$at menu. 2ou&ll now see a command that says
#han"e Dro& #a&8 In the +rop 0ap dialog box, press the !e$ove button to eliminate any drop caps in your current story.
9or-in" with Tet and %ha&es If you are wor-ing with ublisher >??? and you want to place text 3inside3 a shape, then you will have to go through several steps to get your text to %t. 2ou will need to create both an object frame (for the circle and a text frame in which to type your text1 then you&ll need to adjust the text frame&s %ll color by choosing +o (ill from the (ill #olor dialog box (available from the (or$at menu. 2ou still may need to complete some adjustments to get the text properly lined up with the circle (try using /uto@it to help you as you wor-. If you need to move the object and text, you&ll have to group them %rst.
ublisher 6 ma-es the process less messy, since you can simply begin typing once you clic- and drag out an /uto$hape in your publication. 'he text will automatically be added in a text frame associated with the shape, and the two are lin-ed together so that any changes you ma-e to the /uto$hape will automatically cause an adjustment to the text frame. 2ou can also use /uto@it here to ma-e ublisher do the wor- of resi!ing your text.
ail er"e If you&re creating certain types of publications, ublisher will oer you the option of adding a space for your customers& mailing addresses. 2ou can then import a data source you&ve already created or ma-e up a ublisher address list using options from the ail er"e menu in ublisher >???1 ublisher 6 users can select the ail er"e 9i4ard option from the ail er"e submenu of the Tools menu. @or more information on using a Bail Berge, see the document Word XP/2000 Merging. While the Bail Berge feature can be a handy time#saving device if you&re printing out a small number of brochures, -eep in mind that you&ll have to print each brochure (or at least one page of it on your printer rather than being able to photocopy them. +epending on the cost of your printer&s toner cartridge compared to that of your photocopier, you may %nd it more cost#eective to perform a Bail Berge onto labels and simply photocopy your ublisher document.
#reatin" a Te$&late 7nce you&ve done all the wor- of creating a publication with the appropriate layout and image elements, you may want to save it for future wor-. If, for example, you publish a monthly newsletter, then it would be helpful to be able to simply enter new content in the layout you&ve set up. When you save a publication as a template, you can create a new document based on that template without aecting the original document (i.e., last month&s newsletter. 'o save your publication as a template, choose %ave As from the (ile menu. In the %ave as T*&e drop#down menu at the bottom of the dialog box, select Publication Te$&late8 ublisher will automatically locate the 'emplates folder on your computer, and when you press %ave, you&ll save your publication into that folder. When you&re ready to use the template to create a new publication, choose the +ew command from the (ile menu. In ublisher >???, loo- at the bottom of the 0atalog dialog box for the Te$&lates button, then clic- it. In ublisher 6, choose the (ro$ Te$&late option under the +ew category on the 'as- ane. In both cases, you can then select the template you created from the 'emplates folder, where it was saved.
The Bac-"round)aster Pa"e @or elements that you want repeated on each page, such as page numbers or logos, you&ll need to use ublisher&s Gac-ground (in >??? or Baster age (in 6. 'o wor- on the bac-ground, go to the 2iew menu and choose 0o To Bac-"round (>??? or aster Pa"e (6. 7bjects you create here will appear on every page unless you indicate otherwise. 2ou can get bac- to wor-ing on page#speci%c items by returning to the Piew menu and choosing 0o To (ore"round (>??? or re#selecting Baster age (6. 2ou can use the Gac-groundMBaster age for things li-e... •
Pa"e +u$bers: /lthough it&s possible to place page numbers outside the Gac-groundMBaster age, to ma-e sure that your page numbers show up in a uniform position, you&ll want to create them in the Gac-groundMBaster age. Lo to the Gac-groundMBaster age and create a text frame where you want to place the page numbers. 'hen from the Insert menu, select Pa"e +u$bers8 ublisher will insert a pound sign (Q to indicate the placement of the number1 when you return to the @oregroundMregular view, you will see that the pound sign has been converted to the appropriate page number. @ol-s who are comfortable with headers and footers from Bicrosoft Word may
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want to use 6&s options for 3eader and (ooter, available from the 2iew menu. 9ater$ar-s: erhaps you are interested in putting some sort of text (li-e 3+"/@'3 or 3'7 $H0"H'3 or a light#gray logo in the bac-ground. 'o do so, go to the Gac-groundMBaster age and create a text frame or picture frame (even, perhaps, a Word/rt frame with the desired text or logo. 2ou li-ely want to be able to read the text in the rest of your publication over the watermar-, so you&ll probably need to change your text or image color to gray. Nse the options on the @ormatting toolbar to adjust the coloring of the watermar- object. In addition, you may need to set the %ll color of your text box to +o (ill8 'o ma-e the watermar- object stretch across the entire publication, use the resi!ing handles for the object and rotate or ip it as needed. 3idin" Bac-"round Objects on #ertain Pa"es: It might be the case that you want recurring headers, page numbers or watermar-s on some pages, but not on others. Cot to worry= it is simple to suppress Gac-groundMBaster age objects for individual pages. $imply go to the page where you want to suppress the Gac-ground objects, clic- on the
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2iew menu, and choose I"nore Bac-"round (>??? or I"nore aster Pa"e (6. Co Gac-groundMBaster age objects will display for this page. 'o return them to view, select this option again. Cote= ignoring the Gac-groundMBaster age is an all#or# nothing proposition. 2ou can&t maintain the watermar- while you hide page numbers, for example.
MS Publisher ships with over five thousand clipart images and photographs. You can insert any of these into your publication. However, for an even more dramatic and creative look, why not "layer" two or more images !f you plave two images on top of each other, the second image will obscure the first. However, you can achieve really eyecatching results by deciding which of the images should be on top. #ike this...
Here we have two graphics, a $uill pen and a letter, but the letter is obscuring the pen, making the graphic unusable. %otice that the #etter graphic is selected. &hat we need to do is to send it to the back, so that the $uill can be on top. 'lick on the "Send to (ack" tool on the top toolbar which looks like this)
*nd suddenly your graphic takes on a whole new clarity+ %otice, when you use the "Send to (ack" or "(ring to ront" tools, the top graphic becomes "transparent" and does %- totally obscure the graphic beneath it/ !f you place a te0t bo0 on top of a picture, it won1t automatically become transparent. !n that case, to allow the picture behind to show through, press the Ctrl + T keys simultaneously.
MICROSOFT PUBLISHER !!!
STARTING MICROSOFT PUBLISHER 2. 3. 4.
1. 2. 3.
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Move your pointer over and up to (or down to) Microsoft u!lis"er #. Click on Microsoft u!lis"er.
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Click on Start Button Move your pointer up to programs.
MICROSOFT PUBLISHER CATALOG 7.
$. %"e first window t"at opens is t"e Microsoft u!lis"er Catalog. %"e u!lis"er Catalog is a visual directory of pu!lication designs. &t appears eac" time you start u!lis"er 2'''. ou can use t"e catalog to open an eisting pu!lication or to create a new one.
Clicking on t"e Public"tions b# $i%"r& ta! allows you to personalie pu!lications !y using wiards.
Clicking on t"e Public"tions b# Design ta! allows you to create a set of pu!lications (letter"ead0 !usiness cards0 !roc"ure) wit" a common t"eme.
Clicking on t"e Bl"nk Public"tions ta! allows you to create a pu!lication from scratc".
Clicking on t"e E'isting Files !utton allows you to work on a pu!lication you "ave already started.
CREATE A QUICK PUBLICATION 8.
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9.
Click on t"e Public"tions b# $i%"r& ta!.
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+. Click on ,uick u!lications in t"e -iard pane.
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/. &n t"e pane on t"e rig"t0 scroll down until you find t"e Borders ,uick
u!lication. Click on t"e pu!lication.
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. Click on t"e Start -iard !utton.
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1'.
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11. %"e net window t"at opens allows you to c"ange your personal information. Since you are not working on your own computer0 click on t"e Cancel !utton( $hen #ou cre"te " Publisher &ocu)ent on #our o*n co)puter+ #ou c"n t"ke the ti)e to co)plete this person"l in,or)"tion(
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12.
-"en t"e following window opens0 click on t"e !utton.
%"e net steps will take you t"roug" t"e -iard.
a. a. 4ead t"e introduction in t"e ,uick u!lication -iard pane. b. !. Click on t"e 5et !utton located at t"e !ottom of t"e pane. c. c. %"e net wiard pane allows you to pick t"e color sc"eme for your pu!lication. Click on t"e 5et !utton. ou can always c"ange t"e color sc"eme later. d. d. %"e net wiard pane allows you to pick t"e layout for your pu!lication. 4ead t"roug" t"e list of possi!le layouts. Select si&eb"r he"&ing+ picture "t botto) and click on t"e 6inis" !utton at t"e !ottom of t"e pane.
THE PUBLISHER WINDOW 3.
13.
6ind eac" of t"e following components in t"e u!lis"er window. -iard ffice 7ssistant
%ool!ars
S"ow89ide -iard age &con -iard ptions THE TOOLBARS
4.
1#.
Screen%ips
u!lication in main window
-"en you move your pointer on top of any !utton on t"e tool!ars0 a small !o appears wit" t"e name of eac" !utton. %"e !o is called a Screen%ip.
%creenT 5.
1$. %"e Menu B"r contains a list of menus t"at will "elp you create0 edit0 and format pu!lications.
7s you click on eac" menu0 additional options appear. :ac" option can s"ow more c"oices0 depending on w"at you are doing in u!lis"er 2'''. &f a menu option looks faded (is grayed out)0 t"e option is not currently availa!le to you0 !ut it will !e availa!le for ot"er activities. %"e options t"at are displayed w"en you click on a !utton are t"ose t"at were recently used. %o view all availa!le options on t"at menu0 "old your pointer over t"e list for a couple of seconds or click on t"e dou!le arrow ( ) at t"e !ottom of t"e list.
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27. he Standard toolbar contains buttons that give you $uick access to Publisher 3;;;
%"e !uttons on t"is tool!ar allow you to; 'reate a new publication
ormat the Painter
pen an eisting pu!lication
Save a pu!lication
4edo an undo
rint a pu!lication
Bring selection to t"e front
Cut selection
Send selection to t"e !ack
Copy selection
4otate selection
aste selection
S"ow89ide special c"aracters
C"ange magnification0 oom in and out
Move your pointer over each button. * Screenip should appear displaying the button name. he name gives you a clue as to the function.
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1+. %"e For)"tting Toolb"r contains !uttons t"at c"ange depending on w"at type of frame is selected. -"en a frame containing tet is selected t"e following !uttons s"ould appear on t"e formatting tool!ar;
Click on a frame in your document t"at contains tet. C"eck t"e formatting tool!ar to see w"at !uttons appear. Move your pointer over t"e !uttons to review t"eir names. %"e !uttons on t"is version of t"e ,or)"tting toolb"r allow you to; 'hange the Style
!ndent te0t to the left
C"ange t"e type of 6ont
&ndent tet to t"e rig"t
C"ange t"e font sie
=ecrease font sie
Make t"e tet !old
&ncrease font sie
Make t"e tet italics
C"ange fill color
C"ange line color
7lign left
C"ange font color
Center
C"ange line or !order style
7lign rig"t
C"ange tet frame properties
>ustify
4otate selection to t"e left
7dd num!ered list
4otate selection to t"e rig"t
7dd !ullets
-"en a frame containing a picture is selected0 t"e following !uttons s"ould appear on t"e formatting tool!ar.
Click on a frame in your document t"at contains a picture. C"eck t"e formatting tool!ar to see w"at !uttons appear. Move your pointer over t"e !uttons to review t"eir names. %"e !uttons on t"is version of t"e ,or)"tting toolb"r allow you to;
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'rop the picture
C"ange line or !order style
:dit irregular wrap points
C"ange frame properties
-rap tet to frame
4otate to t"e left
-rap tet to picture
4otate to t"e rig"t
C"ange fill color
6lip "oriontally
C"ange line color
6lip vertically
1/. %"e Ob-ects toolb"r 0 located on t"e left side of t"e screen0 contains !uttons t"at "elp you create frames0 place o!?ects0 and format for t"e we!. Move your pointer over eac" !utton. 7 Screen%ip s"ould appear displaying t"e !utton name. %"e name gives you a clue as to t"e function.
Pointer Tool Table (ra$e Tool
Tet (ra$e Tool 9ordArt (ra$e
Picture (ra$e #li& 0aller* Tool Line Tool Oval !ectan"le #usto$
ASKING FOR HELP !OUR OFFICE ASSISTANT 9.
1. Microsoft u!lis"er 2''' "as an etensive "elp s ystem and can @uickly find answers to @uestions as you work. u!lis"er 2''' "as an office assistant t"at can answer @uestions0 give you "elpful tips0 and display alerts t"at "elp you improve your productivity. -"atever your task0 t"e office assistant can "elp you.
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2'. 6ind your office assistant. %"e default office assistant is t"e paper clip (Clippit). &f your office assistant is not present0
you can click t"e "elp !utton on Standard %ool!ar and your office assistant will appear.
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21. Click on t"e office assistant. Click in t"e space w"ere t"e p"rase A%ype your @uestion "ere0 and t"en click Searc" is located. %ype your @uestion and click on t"e Searc" !utton. -"at appears net is a list of options. Click on your c"oice or click on t"e see more option at t"e !ottom. 7 "elp window will open giving you step!ystep instructions for completing t"e task.
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ou can c"ange your ffice 7ssistant !y; 4ig"t mouse click on t"e office assistant Move your pointer down to C"oose 7ssistant • Click on C"oose 7ssistant • Click on t"e .e't or B"ck !uttons to view • t"e availa!le assistants. •
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Click O/ once you find an assistant you like or click C"ncel to keep t"e current assistant.
SA"ING !OUR PUBLICATION 23.
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34. o save your publication for the first time, you need to) •
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'lick on the ile button on the menu bar
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Move your pointer down to Save *s=
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'lick on Save *s..
35. he ne0t window that opens allows you to determine where to save your publication. Save your file on the hard drive >')/ or in your folder under userbhs on ?@disonA >H)/.
H"r& Dri0e o, the co)puter #ou "re currentl# using
Buil&ing "n& Ser0er1
(HS @dison @dison
(BHS (ent Ser0er ,or BHS usersStevenson Loc"te& in the -akland technolog# o,,ices !rving
'arver Morse ermi (ell
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36. -nce you have decided where to save your publication, you will need to type in the name of your publication in the F#l$ na%$& bo0 and click the Sa'$ button.
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37. Periodically, your office assistant will remind you that it is time to save your publication. &hen it is time to save, the dialog bo0 at the right will appear.
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38. You need to click yes if you want to save the publication or click %o if you do not want to save at this time.
MODIF!ING !OUR PUBLICATION 28.
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C"ange t"e 9eading •
9ig"lig"t (click and drag your mouse over) t"e word 9eading.
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%ype in 7rt Clu!.
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9ig"lig"t t"e tet Alace your message "ere. 6or maimum impact0 use two or t"ree sentences. %ype in Tues&"#2s and "it t"e enter !utton • %ype in 13! p()( and "it t"e enter !utton. • %ype in Roo) 453 and "it t"e enter !utton. • •
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C"ange t"e font.
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9ig"lig"t t"e tet you want to c"ange. Click on t"e down arrow net to t"e current font.
7 list of t"e fonts availa!le on your computer s"ould appear. 5otice t"at t"e list gives you a preview of w"at t"at font looks like. Scroll down until you find a font you like. Click on t"e font of your c"oice.
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C"ange t"e alignment of t"e tet
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9ig"lig"t t"e tet. Click on one of t"e alignment !uttons. •
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C"ange t"e message.
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'hange the font color)
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Highlight the te0t. 'lick on the ont 'olor button on the formatting toolbar. he menu that opens allows you to)
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Pick a color from the current color scheme Pick a different color scheme Pick a color from the color palette >More 'olors../ Pick a ill @ffect
'hange the frame fill color)
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Select a frame by clicking anywhere on or in the frame. 'lick on the ill 'olor button on the formatting toolbar. he menu that opens allows you to)
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Select %o ill Pick a color from the current color scheme Pick a different color scheme Pick a color from the color palette >More 'olors../ Pick a ill @ffect
'hange the border style)
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Select a frame by clicking anywhere on or in the frame. 'lick on the #ineC(order Style button on the formatting toolbar.
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he menu that opens allows you to select from various preset line and border styles
he Mor$ St(l$) selection gives you two options. 'lick on the L#n$ Bord$r tab to change the line thickness and color. 'lick on the Bord$rArt tab to use a design as your border. he Bord$rArt window is shown below)
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DesiEing a frame)
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'lick on the frame with the message regarding the meeting day, time, and location. %otice that a thin gray line defines the boundaries of the frame and that a black s$uare is displayed at each corner and half way along each side. hese black s$uares are called selection handles. &hen you position your pointer over a selection handle, your pointer changes to the resiEe pointer. -nce the resiEe pointer is displayed, you can click and drag the frame to a different siEe. DesiEe the message frame.
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Moving a frame)
'lick on the frame with the message regarding the meeting day, time, and location. Position your pointer over the gray frame outline. he pointer should change to the move pointer. &hen your pointer changes to the move pointer, you can click and drag the frame to a different location. You can even drag the frame to the gray work area surrounding your publication. Move the message frame so that it is centered vertically on the right side of the document.
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'hanging a picture)
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R#*t %o,)$ click on the picture frame. Move your pointer up to Can*$ P#-t,r$. Move your pointer over to P#-t,r$. Move your pointer over to Cl#/ Art . 'lick on 'lip *rt.
he In)$rt Cl#/ Art window should open. he clip art is organiEed into several different categories. You could pick a category and browse through the clip art in that category. he clip art window allows you to search for clip art. ype art in the Search for clips bo0 and hit the enter key.
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Scroll through the clip art. 'lick on the clip you want to insert into your publication. &hen you click on the clip, another window opens giving you the option to 2/ insert the
clip, 3/ preview the clip, 4/ add the clip to your favorites, or 5/ find similar clips. 'lick on the In)$rt Cl#/ icon. •
he 'lip *rt window does not close once you insert a clip. o close the window, click on the F in the upper right hand corner of the window.
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49.
39.
*dd a frame) ind the Ob0$-t) Toolbar on the left. ind and click on the icon for the Cl#/ Gall$r( Tool. Move your pointer to your where you want to insert a new frame on your publication.
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'lick and draw a bo0 forming the outline of the new frame. he !nsert 'lip *rt window will open automatically when you release your mouse button. Select another graphic to add to your publication. ollow the same procedure when adding a te0t frame, table frame, &ord*rt frame, picture frame, and the various shapes.
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4:. •
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@diting the (order) •
'lick on the blue, yellow, and orange border in your publication. %otice that a button appears along the bottom of the publication. Move your pointer over the button and you will see that this is a wiEard button.
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'lick on the wiEard button and a Bord$r) Cr$at#on W#1ard window opens. his window gives you different options for borders in this design. 'lick on the options and notice how the border changes.
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You can make additional changes to the border by right mouse clicking anywhere on the border. &hen the window opens, move your mouse down to 'hange Dectangle. *nother window opens giving you the option of changing the fill color, the line
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color, the lineCborder style, or adding a shadow. @0periment with these options.
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PERSONALI2ED CERTIFICATES WITH MAIL MERGE Part 3& Cr$at$ an E4-$l Do-,%$nt
2. 3. 4. 5. 6. 7. 8. 9. :. 2;. 22.
23.
2. Start Microsoft @0cel. 3. !n 'ell *2 type irst%ame. 4. !n 'ell (2 type #ast%ame. 5. !n 'ell '2 type Gate. 6. !n 'ell G2 type Hours. 7. !n 'ell @2 type *ctivity. 8. ype in the first name, last name, date, hours, and activity for each participant. 9. Sa'$ the document to your hard drive or to your folder on @dison. :. (efore you close @0cel, notice that the first row of your spreadsheet contains the headings for each column. 2;. *lso notice that this @0cel document contains three sheets and your data is found on sheet 2 unless you switched sheets. You should be able to see tabs for each sheet in the lower left hand corner of the window. You will need to remember which sheet contains your information. 22. 'lose @0cel.
Part II& D$)#*n a C$rt#5#-at$
24. 25.
23. Start Publisher. 24. nder the Publications by &iEard tab, select A6ard C$rt#5#-at$).
26.
27. 28.
25. %otice you can select a certificate for printing on plain paper or on special paper. Scroll through the possible designs and select one you like. 26. 'ustomiEe the certificate if necessary. 27. Save the blank certificate to your hard drive or your folder on @dison.
Part III& Ma#l M$r*$
29. 2:. 3;.
28. 29. 2:.
-pen your blank certificate. 'lick on Ma#l M$r*$ on the menu bar.
32.
Move your pointer down to O/$n Data So,r-$ . 'lick on -pen Gata Source.
33.
3;. he ne0t window wants to know what type of data source you will be using. Since we created our data source in @0cel you will need to click on the second option I M$r*$ #n5or%at#on 5ro% anot$r t(/$ o5 5#l$ .
34.
32. he ne0t window that opens wants to know where to look for your data source. You need to do three things at this window. You will need to select Microsoft @0cel >J.0ls/ in the iles of type) bo0.
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33. %ow you need to select the drive or folder where you saved your data source. -nce you have found your data file, you need to click on the file and then click open.
36.
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*fter you open your data source file, your office assistant will want to know if you want to use the entries in the first row of your data as filed names.
!f you followed in the directions in Mail Merge Part !, then you need to click on Yes. 38.
39.
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35. he ne0t window that opens wants to know the name of the sheet or table that contains the information you want to merge. !f you followed the directions in Part ! you should enter )$$t3. 'lick on the -K button. 36. he ne0t window that opens has a list of the field names you can insert into your certificate.
37. Highlight the area where you want to insert the participantLs name.
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38. 'lick on F#r)tNa%$ in the !nsert ields window and then click on the In)$rt button. %otice that irst%ameNN appears on the certificate.
42.
39. Press the space bar to insert a space between the first and last names of the participant. 3:. 'lick on La)tNa%$ in the !nsert ields window and click on the !nsert button. 4;. 'ontinue to insert the other fields in the appropriate locations on the certificate. 42. he picture below shows what the e0ample certificate would look like once all the fields have been inserted into the publication. You can close the !nsert ields window.
43. 44. 45.
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43. %ow you are ready to merge the information. 'lick on Ma#l M$r*$ on the menu bar. Move the pointer down to M$r*$ and click.
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44. he window that opens ne0t allows you to preview each merged document. he arrows on this window allow you to move through the merged documents one document at a time or to skip to the beginning or end of the list.
48.
45. he last step would be to print the merged documents. 'lick on F#l$ on the menu bar. Move your pointer down to Pr#nt M$r*$. Select the printer and click -K.
MORE HELP AND IDEAS ONLINE TUTORIALS M#-ro)o5t P,bl#)$r 7888 In and O,t o5 t$ Cla))roo% http)CCwww.microsoft.comCeducationCtutorialCclassroomCpub3kCdefault.asp Tabl$ o5 Cont$nt) Introd,-t#on
-"atDs in t"is !ook 5ew for 2'''
G$tt#n* !o,r B$ar#n*)
Eearn "ow desktop pu!lis"ing can !e used across t"e curriculum. Start u!lis"er and !egin a new pu!lication. Create a onepage pu!lication wit" t"e ,uick u!lication -iard.
Cr$at#n* a Cal$ndar
&dentify sc"ool0 community0 and personal use of a calendar.
Cr$at#n* a N$6)l$tt$r
Pro%ot#n* a S-ool Or*an#1at#on
P,bl#-#1#n* an E'$nt
