Training Manual
Publisher 2007
training.csulb.edu
Table of Contents
Section 1: Polishing Your Publication .......................................................................................... 1
Lesson 1.1: Adding Headers and Footers ............................................................................................. 2
Viewing Headers and Footers .............................................................................................................................. 2 Using the Header and Footer Toolbar .................................................................................................................3 Removing a Header and Footer ...........................................................................................................................3
Index ............................................................................................................................................. 81
Therefore, removing headers and footers from the publication is done by clicking the header or footer, selecting or highlighting text (which we learned how to do in the foundation) and pressing delete on your keyboard. This will remove the text and hide the headers and footers once more.
With the custom color scheme Dialogue box, you have to select each new color item to create a successful scheme. For example, a color scheme must consist of the following: Main Color, Accents 1 through 5, Hyperlink and Followed Hyperlink. There are many items and accents involved in a publication and color scheme, but if you can mix and match, complimenting colors then you will be able to create some interesting color schemes. Each new color scheme is named and saved at the bottom of the Custom Color Scheme Dialogue box.
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To apply a Built-in (made by Publisher) Font Scheme, simply click on the scheme, and then click Apply Scheme, as we did with the Color Scheme task pane.
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Headers are used for Logos and titles Date Time All of the Above To insert a footer Click View Header and Footer Switch to header and footer click page # Click View header and Footer Type: Header Close Click View Header and Footer Switch to header and footer Click Date Both A & C The Header and Footer toolbar allows you to perform which tasks? Insert Text Insert pictures Insert the Date and Time All of the Above To apply a Color Scheme to a publication Click publication, and Click Fill select color Click Color Schemes Click Moss Click Color Schemes Click Citrus Click Apply Scheme Both B & C To edit a Color Scheme Click Color Scheme Click Apply Scheme Click Color Scheme Click Edit Scheme Click Color Scheme Click Delete Scheme Both B & C To delete a Color Scheme Click Color Scheme press Delete Click Color Scheme Click Options Click Delete Scheme Click Color Scheme Click options Click Rename Scheme Click Color Scheme Click Options Edit Scheme
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7. A. B. C. D. 8. A. B. C. D. 9. A. B. C. D. 10. A. B. C. D.
To apply a Font Scheme Click Font Scheme Click options Click Apply Scheme Click Font Scheme in the pane Click Font Scheme Click Options Click Duplicate Scheme Both A & B To create a Font Scheme Click Create new Font scheme click Heading and Body text save Click Font Scheme Options Click Styles and Formatting click your text styles Both A & B To edit a Font Scheme Click Font Scheme Options Apply Scheme Click Font Scheme Options Duplicate scheme Click Font Scheme Options Rename scheme Both B & C To Set Font Scheme options Click Font Scheme Options uncheck Update Custom Text Styles Click Font Scheme Options check Adjust font sizes Click Font Scheme Options uncheck Override applied text formatting All of the Above
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For example, pressing the Delete key will delete the text and not the text box. The second step is to click again near an edge of the text box to remove the insertion point from the text. Step 1
Step 2
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Adding Columns
If you are designing a publication without the use of a template, this feature will create a professional and orderly publication. Columns are great to use in articles, brochures, catalogues, calendars, etc. Columns are applied through the Format Text Box Dialogue, under the text box tab. When you click the Columns button, the Columns Dialogue will open allowing you to enter the number for columns to add to the text box.
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Aligning Text
At the top of the Text Box tab, you will find the Text Alignment feature. The default text alignment is vertical alignment and the Dialogue provides you with three vertical alignment settings; Top, Middle and Bottom. These settings are changed by clicking the List box and selecting your setting. This setting will only be applied to the selected text box.
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Using AutoFit
AutoFit is Publishers way of making sure that the text you typed into a text box will fit within the borders. That is, if the text becomes too large for the text box, Publisher will resize the text to make it fit. The AutoFit feature provides you with three settings: Do Not AutoFit, Best Fit and Shrink Text on Overflow. These three settings can be applied before or after text is entered. Do Not AutoFit is the Default setting. Best Fit can be applied before or after the text and will Maximize the text size in conjunction with the text box size. Shrink Text on Overflow is great to use when cutting and pasting text into the text box, this feature will shrink the text according to the text box size, and will make all of the text fit into the designated text box.
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Break Link
Create Link
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To add a text box Click Insert Text Box from the Objects Toolbar Click Insert Text Box Click Insert Text File Both A & B To select a text box Click the Text box so the curser is active Click the Text box edge Click Format Text Box All of the Above To delete a text box Click Text Box Text Box handle press Delete Click Text box press Delete Click Text Box Format Text Box None of the Above To format a text box Right Click Format text box Click Insert Text Box Fill Color Accent 1 Click Format Text Box All of the Above To add columns to a text box Click Format Text Box Text Box Columns Click Text Box Table Insert Columns to the Left Click Text Box Tools Customize Click Format Format Publication To align text horizontally Click Text box Format Text Box Text Box Vertical Alignment Middle Click Text box Format Text Box Text Box Check Rotate Text within AutoShape by 90 Click text box Format Text box text box Check Rotate text within AutoShape by 90 Align Left Both B & C
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7. A. B. C. D. 8. A. B. C. D. 9. A. B. C. D. 10. A. B. C. D.
To align text in the middle of the text box Click Center Click Arrange Align or Distribute Align Center Click Format Text Box Text box Vertical Align Middle Both A & C To maximize text within a text box Click Format AutoFit Text Best Fit Click Format AutoFit Text DO Not AutoFit Click Format AutoFit Text Shrink text on Overflow Both A & C To create a link between text boxes Copy and Paste Text into Text box Click Yes to use Auto Flow Click Yes to add text boxes Copy and Paste Text into Text box Click NO Insert Text Box Click Text Box 1 Click Create text box link Click Text box 2 Click Paste Click Yes to use Auto Flow Click No to additional text boxes Both A & B To navigate between linked text boxes Click Next from the Connect text boxes toolbar Click Previous from the Connect text boxes toolbar Click Go to Previous Text box from the publications text box All of the above
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Moving Guides
When and working with Horizontal and Vertical Guides you need to be able to move the guides to any location on the publication. When a guide has been added, place the curser over the line in order to move it to the left or right, then click and drag the guide to its new location.
Zero Point
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To set grid guides click the Grid Guides tab and then increase or decrease the number of columns and rows you would like to apply to the publication.
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In order to set the baseline guides you need to indicate the size of the font you are going to use for the publication; for example if you are using 12pt font, then the Baseline guides are set at 12pts, as shown below.
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To begin using the Align feature, first select Relative to Margin Guides (discussed previously) this will allow the object to be placed in conjunction with your publications margins. The align and distribute toolbar contains features such as Align left, right, center, top, middle and bottom. The below table introduces you to the Align and Distribute toolbar buttons and commands. Align Left lines the object up with the publications left margin. Align Center places the object in the center of the publication (the top, middle, or bottom of the publication, depending on the area where the object was originally inserted). Align Left lines the object up with the publications right margin. Align Top aligns the object at the top of the publication. Align Middle places the object in the center of the publication, with respect to where the object is located. This means if the object is aligned right, the object will be sent to the middle of the right hand side of the publication. Align Bottom lines the object up with the bottom margin of the publication, with respect to where the object is located on the publication.
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Distribute Vertically will distribute the object evenly between the top and bottom of the publication. For example, if the object is located top middle, this feature will place the object in the center of the publication.
Nudge up will slightly move the object up. Nudge down will slightly move the object down. Nudge left will slightly move the object left. Nudge right will slightly move the object right.
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To view the Ruler Click View Boundaries and Guides Click View Ruler Click View Baseline Guides All of the Above To add a horizontal ruler guide Click Arrange Layout Guides Grid Guides 2 columns Click Arrange Ruler Guides Add Horizontal Ruler Guide Click Arrange Ruler Guides Add Vertical Ruler Guide Click Arrange Layout Guides Baseline Guides To format horizontal rules. Click Format Horizontal Rules Click Arrange Ruler Guides Format Ruler Guides Click Arrange Ruler Guides Clear all Ruler guides None of the Above To move a guide Click Vertical Guide, drag to new location Click Horizontal guide, drag to new location Click Arrange Ruler Guides Clear All Ruler guides Both A & B To format ruler guides Click Format Horizontal Rules Click Arrange Ruler Guides Format Ruler Guides Click Arrange Ruler Guides Clear All Ruler Guides Both A & B To set baseline guides Click View Boundaries and Guides Click View Ruler Click Arrange Layout Guides Baseline Guides All of the Above
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7. A. B. C. D. 8. A. B. C. D. 9. A. B. C. D. 10. A. B. C. D.
To set grid guides Click Arrange Ruler Guides Add Horizontal ruler guide Click Arrange Ruler Guides Add Vertical ruler guide Click Arrange Layout Guides Grid Guides All of the Above Margin guides are The guides surrounding the publication Guides that run from the top of a publication to the bottom Guides that run from the left of the publication to the right None of the Above Objects can be snapped to Rulers Objects Guides All of the Above To place objects in the middle of the page, right on a publication click. Align Right, Distribute Vertically Align Right, Distribute Horizontally Align Center, Distribute Horizontally None of the Above
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Setting Fonts
One thing to take into consideration is the Fonts used in Publications. The Font setting Dialogue is a Commercial Printing Tool that will allow you to view details about the fonts used in the publication. This will make it easier to tell if you are using a True Font type (preferred by commercial printers). From the Tools menu, click Commercial Printing Tools and then click Fonts to open the Fonts Dialogue.
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At the bottom of the task pane, you will find the Design Checker Options link. This will open the Design Checker Options Dialogue box. In the General section are the Display options and the page range you would like the checker to scan. The Checks tab lists all possible errors the design checker is able to search for; the error options can be selected or unchecked depending on how strict you want the scan to be.
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From the Tools menu, select Graphics Manager. It will be displayed in the form of a task pane, as shown below.
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In many cases, you may need to take a publication to another computer in order for it to be edited. In situations as this, the Wizard will include linked graphics, embed true font types, and give you the options to separate the publication over a variety of disks or CDs.
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Unlike packaging to take to another computer, packaging to take to a commercial printer wizard is in the form of a task pane. The task pane will open displaying any errors or printing conflicts found on the publication. When finished correcting the errors, click Save and the publication will be ready to go.
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The wizard begins by asking you to save the publication original to a location, and then asks you if you would like to add a navigation bar; click Finish and Publisher will convert the Publication.
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Sending publications by e-mail is the fastest way to send a document, and in todays world, it is a necessary skill. Sending your publication concentrates on publishing publication to PDF or XPS formats, use E-mail preview, as well as sending pages of your publication and as an attachment.
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The first concept discussed in this Lesson will show you how to set up an Address list in Publisher, which is the first step completed for the Mail and E-mail merge; lets take a closer look at the different Merges.
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A Mail Merge is the process of combining information from a data source with a publication. A data source can be any file containing information such as an address list or a database. The purpose of mail merges is to combine information in order to print multiple copies of the publication that are customized individually. Mail merges can be used for mass mail outs, each having a different address; publications displaying names; customized messages; or product items. Mail merges make it easier to create large quantities of unique publications.
The next merge type is E-mail Merge were you can send individual e-mail message that are addressed and customized for each recipient.
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The Catalogue merge is different from the Mail and E-mail Merges. The Catalogue Merge is an easy way to organize large product lists into organized catalogues, directories, or any other kind of publication to distribute to customers or for employee reference. Catalogues can be created from lists, spreadsheets, or contact lists. In this lesson we will give an overview of performing a Catalogue merge.
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An Existing List is a list that has already been created prior to the mail merge. Select the existing list option from the data source area; then locate and select the list you want to use. When you have located the list, select Open, this will open the Mail Merge Recipients Dialogue box for you to select the recipients or make any changes. Next, select OK and begin creating the publication if you havent already done so. Outlook Contacts can also be used as your mail merge list; from the task pane select the Outlook Contacts option from the data source area. Next, select the Choose Contact Folder link in the Outlook Contacts area (as shown below). This will generate the mail merge recipients Dialogue box for you to select recipients or make any changes. Select Next at the bottom of the task pane when you are ready to create the publication. Create a New List; if you do not have a contact list already created or decide against using an Outlook folder, Publishers Mail Merge makes it easy to create a new list. From the data source area, select Type a New List, then select Create (as shown below). The Create link will generate the New Address List Dialogue box for you to enter recipient names. When you have entered your first address, select New Entry. When the list is complete, select Close; select the location to save the list to and enter the List name to Save. Once you have saved the list the Mail Merge Recipient Dialogue box will open for you to select recipients and make any changes.
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Picture Fields are areas on the publication were pictures are going to be added or included. Address Blocks are standard home and company addresses. It contains fields such as name, company, street number and name, State/Province, Country, and Zip/Postal code. The address block allows you to specify address elements and provides a preview area. Greeting Lines allow you to combine the recipients name along with a greeting for a personal touch. The Greeting Line Dialogue box allows you to format the position of certain words along with greeting options for unknown names. Address Fields are a variety of fields to include in the publications. From the list provided, you can customize your own address block. If the names in the data source do not match the address fields in Publisher, select match fields, which will allow you to create corresponding fields from the drop down lists. Step 4 of 5 of the Wizards Mail Merge is previewing the publication. When you have constructed the publication, the text box containing the address block, field or greeting line
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does not show the specific contact names; the names appear in the preview stage. Each publication can be viewed by selecting the forward and backward arrows.
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When inserting various placeholders and information, know that each field can be edited and customized, a small mail icon will appear after you have entered a placeholder and merge field with editing options, as shown below.
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The Catalogue Merge Wizard provides you with information about each step and informs you of the next step. This wizard is very flexible; it allows you to go back to the previous step if you need to make any adjustments. The Wizard is found in the Tools menu under Mail and Catalogue merge. The next step in the catalogue wizard is creating the publication and inserting the data fields. If you remember, the headings you have created in the data source are the data fields. Each data field will be listed in the wizard task pane. By selecting each item you can insert the data field as text or a photo. When the data field has been inserted you can arrange the text box in order to create the catalogue. The arrangement of data fields determines how the items are displayed.
The preview Stage is where each item contained in the data source will be separated into records for you to preview. This is where the photo paths are created. Double click on the photo text box in the catalogue area and locate the file containing the pictures. Each picture must be inserted separately for each record.
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Adding photos to a catalogue merge is tricky as you are not actually inserting them; you are creating a path to them. Therefore, it is best if you have the photos in one folder for you to access them easily. The photo paths are created when you create the catalogue template.
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Publisher Files can be changed to which formats? Publisher 2000 PDF GIF Interchangeable format All of the Above Auto Recover will Recover any work that is closes unusually Makes a backup copy every 5 minutes Displays recovered copies in a task pane All of the Above To save a publication as a picture use the following format GIF JPEG PNG All of the Above To set commercial printing fonts Click Tools Commercial Printing Tools Color Printing Click Tools Commercial Printing Tools Fonts Click Tools Commercial Printing Tools Registration Setting Publication Click Tools Commercial Printing Tools Registration Setting Per Object To set color print options Click Tools Commercial Printing Tools Color printing Click Tools Commercial Printing Tools Registration Setting Publication Click Tools Commercial Printing Tools Registration Setting Publication Click Tools Commercial Printing Tools Fonts The design checker is used to Check for Spelling in the publication Check for Grammar in the publication Check for Designs in the Publication All of the Above
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7. A. B. C. D. 8. A. B. C. D. 9. A. B. C. D. 10. A. B. C. D.
The graphics manager is used to Check for design errors Save pictures as a linked file View picture details Both B & C To pack a publication to bring to another computer Click File Pack and Go Take to another Computer Click File pack and Go Take to a Commercial Printing Service Click File Import Word Document Both A & B To send recipients a product announcement use the ___________ Merge Mail E-mail Catalogue Both A & B Which of the following items cannot be a Catalogue data source? A Word document A Word table or graph Excel Worksheet Outlook Address List
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Index
Aligning Objects Aligning and distributing ........................................................................................................... 47 Distribute horizontally or vertically .......................................................................................... 48 Nudging objects ........................................................................................................................ 48 Relative to margin guides ......................................................................................................... 46 Snapping to object .................................................................................................................... 46 Auto Recover..................................................................................................................... 51, 55, 79 Options ...................................................................................................................................... 55 AutoFit................................................................................................................... 15, 21, 23, 27, 31 Settings...................................................................................................................................... 27 Catalogue Merge................................................................................................... 51, 70, 72, 76, 77 Color Schemes........................................................................................................6, 7, 8, 10, 11, 13 Adding ......................................................................................................................................... 6 Creating ....................................................................................................................................... 7 Custom schemes ......................................................................................................................... 8 Removing .................................................................................................................................... 8 Commercial Printing Tools Color printing options ............................................................................................................... 57 Registering object settings ........................................................................................................ 59 Registering publication settings ................................................................................................ 58 Setting fonts .............................................................................................................................. 56 Design Checker.................................................................................................................. 51, 60, 61 What is? .................................................................................................................................... 60 E-mail Merge ............................................................................................................... 51, 70, 71, 75 Creating a new list..................................................................................................................... 72 E-mail Preview .............................................................................................................................. 67 E-mailing a Publication.................................................................................................................. 68 File Formats............................................................................................................................. 51, 52 Selecting a format ..................................................................................................................... 52 Font Scheme ........................................................................................................1, 9, 10, 11, 12, 14 Applying .................................................................................................................................... 10 Creating ..................................................................................................................................... 10 Duplicate and customize ........................................................................................................... 11 Other options ............................................................................................................................ 12 Removing .................................................................................................................................. 11 What is? ...................................................................................................................................... 9 Graphics Manager ............................................................................................................. 51, 61, 62 Headers and Footers Entering Text ............................................................................................................................... 2 Removing .................................................................................................................................... 3
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Toolbar ........................................................................................................................................ 3 Viewing........................................................................................................................................ 2 What are?.................................................................................................................................... 2 Layout Guides ................................................................................................................... 42, 49, 50 Baseline guides ......................................................................................................................... 45 Grid guides ................................................................................................................................ 43 Margin guides ........................................................................................................................... 43 Options dialogue ....................................................................................................................... 42 Mail Merge .......................................................................................................51, 70, 71, 73, 74, 75 Merging Your Publication ............................................................................................................. 70 Pack and Go ...................................................................................................................... 62, 63, 80 Packaging a Publication For another computer .............................................................................................................. 62 For commercial printing............................................................................................................ 63 For Web publication ................................................................................................................. 64 To PDF or XPS ............................................................................................................................ 66 PDF .......................................................................................................................................... 66, 79 Ruler Guides .....................................................................................................35, 36, 40, 41, 49, 50 Enabling the ruler...................................................................................................................... 34 Formatting horizontal guides .................................................................................................... 37 Horizontal.................................................................................................................................. 35 Moving ruler guides .................................................................................................................. 39 Moving ruler origin point .......................................................................................................... 39 Removing .................................................................................................................................. 41 Setting exact dimension............................................................................................................ 40 Vertical ...................................................................................................................................... 36 What are?.................................................................................................................................. 33 Save As .......................................................................................................................................... 55 Text Boxes Adding columns......................................................................................................................... 24 Advanced formatting ................................................................................................................ 22 Aligning text .............................................................................................................................. 25 Inserting .................................................................................................................................... 17 Inserting another file type ........................................................................................................ 19 Linking ....................................................................................................................................... 28 Moving ...................................................................................................................................... 20 Navigating through linked......................................................................................................... 29 Removing .................................................................................................................................. 18 Resizing ..................................................................................................................................... 21 Rotating ..................................................................................................................................... 21 Selecting .................................................................................................................................... 17 Text direction ............................................................................................................................ 26 Toolbar ...................................................................................................................................... 28 Unlinking ................................................................................................................................... 29
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