BUTULA YOUTH EMPOWERMENT CENTER

COMPUTER PACKAGES NOTES

Microsoft®

Publisher
➢ Introduction to desk top publishing
➢ Microsoft publisher
➢ Publisher basic and feature
➢ Create a table
➢ Working with color schemes
➢ Change page size, paper size or page orientation
➢ Import a Word document
➢ Insert a file
➢ Add, change, or remove a border in Publisher
➢ Determine your desktop printer’s nonprintable region
➢ Prepare, publish and maintain your publisher web site
What is Microsoft Publisher?
Microsoft Publisher is a desktop publishing program. It is used to design, layout, and create text and
picture-rich publications such as:
!! Greeting Cards – invitations, Holiday cards or posters
!! Calendars – for family, school, work or hobby
!! Books – photo albums, yearbooks, addresses or a brochure
Publisher offers excellent control over certain aspects of your publication. Publisher makes it easy to
work with documents in a variety of sizes and shapes. It also has a large number of tools to help you
arrange and align text, images, and other objects within page margins
Table of Contents
Opening Microsoft Publisher 2010 ......................................................................................................................................... 2
Publisher 2010 Layout............................................................................................................................................................. 3
Resize a text box ..................................................................................................................................................................... 4
Insert a new text box .............................................................................................................................................................. 4
Connect text boxes for overflow text ..................................................................................................................................... 5
Wrapping text ......................................................................................................................................................................... 5
Hyphenation............................................................................................................................................................................ 5
Formatting text ....................................................................................................................................................................... 6
Inserting pictures and clip art ................................................................................................................................................. 7
Inserting tables........................................................................................................................................................................ 8
For more help.......................................................................................................................................................................... 8

Opening Microsoft Publisher 2010

1. Click on Windows Start Button

3. Scroll down until you see Microsoft O f

fice , click on it, and find Microsoft
Publisher 201 0.
4. Click to Open.

2. Next, click on Al l Program s

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Publisher 2010 Layout

Publisher opens to a Page Design

Screen.

This page is where you can locate

various template designs for a
multitude of business and
personal needs.

You can start with a blank

document or work from a pre-
designed template.

We are going to start with a flyer

template.

Publisher will give you several templates to choose from. Choose the type of document you want to create
(calendar, flyer, greeting card, etc) then choose a design to work from. You can customize each design with
company logos, different colors, and your unique information.

After you select the template, click on “Download” on the far right of your screen.

o Tabs/Groups
Tip! The ribbon is the menu that runs across the top of your screen. Each tab contains a set of
groups with commands. Groups are collections of related command buttons. Clicking on different
tabs will change the ribbon.
Tabs

Ribbon

Font Group
o Mouse over
Hold the mouse pointer over several buttons to find out what they do.
Tip! If you don’t know what a button does, you can hold the mouse over it to find out.
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 o Layers of a template

You will notice on a template that there are several layers - layers can consist of images, background
colors, or text boxes. Click on different parts of the template to get familiar with the different layers.
Clicking and dragging these objects will move them. If you move something by accident, don’t worry, there
is an undo button on the Quick Access Toolbar at the top of the screen. The keyboard shortcut to Undo is
Ctrl Z.

Text Boxes
A text box is a dedicated area to insert text. Most templates automatically have text box areas predesigned for your
convenience. You can click inside the text box and edit as needed.

Default text boxes -

you can edit, delete,
or add more script

Resize a text box:

1. Select the text box by clicking on the perimeter or inside. You should see the box highlight with a
border.
2. On the border you should see little bubbles on the corners and middle of the sides. When you hover
your mouse over these bubbles, you will see your cursor change to a two-pointed arrow.
3. Click and drag your mouse on these bubbles to resize the text box. This takes some practice and finesse so don’t
get frustrated if it doesn’t work for you right away.

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Insert a new text box
1. Click on the Insert tab, and click on Draw Text Box

2. Move your cursor to the document and notice your cursor has changed to a crosshair icon
3. Click and drag your cursor to form a text box. Once you release the left mouse button, your text box
will be formed. You can resize and move the box as needed.

Connect text boxes for overflow text

You may find yourself in a situation where your text will not fit one given text box. You can link text boxes so overflow
text continues in a separate place.

To connect to a new text box:

1. Make sure your original text box is selected.
2. Click the Text Box Tools Format tab, then click the Create Link command.
3. The link icon will replace your mouse cursor. Click in the document where you want the new text box to appear
with your overflow text.
4. The new text box will appear with your previously unseen text. You may need to resize the text box as
necessary.

Wrapping text
If you place a text box near another text box or object, you may notice them overlapping or not appear exactly the way
you want. Changing the wrap text settings may fix this problem.

To wrap text around an object, such as a picture:

1. Select the object, then click on the Format tab that appears on the Ribbon.
2. Click the Wrap Text command. A drop-down menu will appear giving wrap text setting options. The picture
icon will give you an idea which setting may match your needs. Once a setting is selected, the text will adjust
based on the chosen option.

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Hyphenation

Microsoft Publisher automatically cuts words off with hyphens in order to fit text into a confined space. You
can control how often the program hyphenates words by changing the hyphenation settings.

Hyphenation settings:
To remove all hyphens

1. Highlight the text

2. Click on Text Box Tools Format tab, then Hyphenation
3. Uncheck the box next to Automatically hyphenate this story, then Ok

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Changing the Hyphenation Zone

Increasing the Hyphenation Zone will create fewer hyphens, but the
text may appear more uneven on the right-side.
Decreasing the Hyphenation Zone will break up your text with more
hyphens. More hyphenated words will make the right edge of the text
appear more even.

Formatting text Grow/Shrink font

Home Tab

o Font group
Font style and size

Demonstration: Select text to change the font. Demonstrate changing font size both by changing the
number and by using the grow/shrink buttons.

Tip! When you hold your mouse pointer over each font, you can preview what that change will look
like in your document. The changes aren’t permanent until you click your selection!

Bold, Italic, Underline

Tip! In Microsoft applications, buttons often show, rather than tell, what they do. For instance, the
button for bold text has a picture of a bolded letter B, and the button for italic text has an italicized
letter I.
o Paragraph group
Number List

Bullet List

Alignment options Line & Paragraph

Spacing

Tip! Once you’ve started a bulleted or numbered list, pressing Enter will automatically take you to
the next item on the list. You can move right one level on a multi-level list by pressing Tab.

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 Alignment

Tip! Left alignment is selected in the picture above, which means that the left edge of your text is
straight (aligned), and the right edge is jagged. You can also center your text, align it to the right, or
justify. Make sure the text you want to align is selected.

Tip! Justify stretches the text so that both sides are straight. You may notice that books are usually
justified.

Inserting pictures and clip art

You are able to insert all sorts of graphics into a Publisher document, including pictures, tables, calendars, and more. In
this class we will do a basic picture and clip art, but check out the Insert tab for more options.

Click on Insert tab

If you have a picture saved on your computer, select Picture. If you want to use an image from Microsoft’s
image library, select Clip Art.

If you selected Clip Art, a dialog box to the right will open asking you to enter keywords to search images. Enter your
search terms and press Enter. A collection of images will appear in the window below. Double-click on the desired
image. You may have to resize the image. Resizing images is just like resizing a text box. Click and drag on the border
bubbles to resize.

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Inserting tables

Tables make data easy to align and organize.

Using the table option in the “Insert” tab you can insert a
table of any size by choosing the number of rows and
columns. To choose the number of columns and rows,
hover your mouse over the diagram squares. The
dimensions go “column x rows”, so a 4x3 table will have
4 columns and 3 rows.

After you add the table, you can insert additional rows and columns, merge and split cells, and change
the borders and shading by going to the “Table Tools” tabs. The Table Tools will only appear when a
table is selected.

If you need to edit your table, such as insert a column or delete a row, try right clicking in a cell of the
table. You will notice a list of options appear including insert and delete. You can choose whether you
want to insert/delete a column or row, and to the right or left. These and many more options are also
given in the Table Tools Design and Layout tabs. The table has to be selected in order for these tabs to
be visible.

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 Publisher 2016 Welcome Page
Open Publisher 2016 from the computer desktop. On the Welcome page, note
the various popular templates available. Click a template you’d like to use to see a
full description. You would click “Create” to open a document in this particular style.
For this class, create a Blank 8.5 x 11” document. Publisher 2016 desktop icon

Publisher 2016 Welcome Page

Publisher 2016 Interface

The way the tools and menus are organized in Publisher 2016 is known as the user interface.
You will learn about The Ribbon, Quick Access Toolbar, File Menu and other key parts of Publisher.

The Ribbon
The Ribbon runs along the top, has all the Publisher tools, and is organized into three parts:
!! Tabs – represent a general activity area
!! Groups – show related tools (commands) together
!! Commands – a button, expandable menu, or a box for entering related information
Click the various Tabs: observe how the Groups and Commands change based on the selected Tab.

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Quick Access Toolbar
The Quick Access Toolbar is above the Tabs and has commands used most often, including “Save”.
Place the mouse arrow over each icon (do not click) to see the name and use for each icon.
You may customize the commands in the toolbar if you click the black arrow at the end of the toolbar.
The Undo command “takes back” any changes made to the document. For example, type “Undo” in
the blank document you have open, then click Undo in the Quick Access Toolbar. Undo keeps track of
actions by sequence; if you accidentally erase (change) data in your file, click Undo right away to get it
back. On that note, it is important to “save early and save often.” (See “Saving Your Work” on page 5.)

File Menu
The File Menu contains actions at the file level. Click the green “File” tab to the far left of the tabs.
What you’ll see is the “backstage” area. From here, you can create a New document, Open an existing
one, Save changes to the current document, Save As a different file with a different name, Print the
current document, and other options. Click the “back arrow” at the top to exit the backstage area.

Title Bar, Help Menu, Window Display Options

The Title Bar shows the name of the program and the name (title) of your document. (Top-most
bar in program window.) A new document has a temporary title, Publication1, until you “Save As” with
a different name. To the far right on the Title Bar is the Help Menu and Ribbon Display options.
The Help Menu has articles on using the software. Not sure how to perform a certain action or where
to find a command? Click the question mark icon to browse Help articles, or search for specific topics.
Window Display Options include Minimize (docks window in status bar), Restore (makes window
smaller for manual re-sizing or full screen), and Close (closes window and program) buttons.
Take a moment to locate and explore these features in the Publisher program window.

(See picture at top below)

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 View Tab and Baselines shown in document

Publisher Organization Tools

Publisher offers many tools to help organize and arrange
content in your publication. Here are a few.
Baselines are evenly spaced horizontal lines that can be used
to line up text. To show Baselines:
1.! Click the View Tab
2.! Look in the “Show” group
3.! Check box next to “Baselines”
Baselines will not print. To hide Baselines, uncheck Baselines
box.

Boundaries are dark blue dashed borders that appear around objects. Viewing object boundaries
can be useful to align objects or view text.
Rulers are on the left and top of the publication to help line up text, images, and other objects.
When an object is selected, a white space will appear on the rulers to show the object’s location.
Guides are thin lines that help to align objects. There are two types of guides:
!! Margin guides are blue lines that mark the edges, or margins, of a printable area; they
are automatically created when page margins are set.
!! Customizable guides are green lines that can be added anywhere in a publication. To add them:
1.! Left-click and hold the horizontal or vertical ruler
2.! Drag the mouse to the publication
3.! Release to add the guide to a location
The guide will be placed, and it can be moved at any time by clicking and dragging it.

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Page Navigation is a pane to the left that displays an image of each page in the publication.

Scratch Area is the grey area outside the white page area. It shows objects or portions of objects
located outside page boundaries; anything in the scratch area will not print. You can think of it as a
holding space while you decide what to place and how to place it in your publication.

Save Your Work

To make sure you don’t lose your work on a document, you should “save early and save often.” Let’s
start by saving the document you have open in Publisher 2016:
1.! Click the green File Button near the Tabs. Learn more about “File Menu” on page 4.
2.! Click Save As. This option is for saving, or naming, a file for the first time. You may create different
versions of a file by “saving as” a new name. Learn more in “Quick Access Toolbar” on page 3.
3.! Click “Computer”. See TIP below and “Saving With OneDrive” (page 11) for “cloud” storage info.
4.! Click “My Documents” folder. On KCLS computers, files saved to “My Documents” folder are
erased at the end of your session. Consider a USB drive, or OneDrive for long-term storage.
5.! Name file “My Practice Document”. Generally, choose a name that is easy to remember.
6.! Click Save.
(See picture at top below.)

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 ! TIP: Have a Microsoft account with Outlook.com, Hotmail.com or Live.com? Microsoft Office 2016
Programs offer “cloud” file storage through OneDrive. Click OneDrive instead of “Computer” to
log in, save the file and access anyplace through the Internet. Learn more at bit.ly/office2016cloud.

Working With a Publication

Working'with'a'publication,'whether'new'or'preXexisting,'requires'some'planning'before'you'start.'

Page Layout
Creating a publication from a template takes care of many choices for you, but if you use a blank
template or decide to modify a built-In template, consider important components of page layout:
Size: Publications like flyers can be large or small. A
standard sheet of paper is 8.5 inches wide by 11 inches tall.
Larger sheets of paper can be expensive and difficult to
print, so consider your paper size. Select paper size on
Templates Screen (see page 2 of this manual), when you
click “New” in the File Menu, or under Page Design Tab.
Orientation: Do you want the publication to have
landscape orientation (wider than tall) or portrait
Page Setup options under Page Design Tab
orientation (taller than wide)?'

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Margins: Margins are areas of blank space that line the edges of a printed document, so the width of
page margins can affect the look and feel of the publication. Wide margins can look sophisticated but
do not leave much space for images and text. Narrow margins can provide much more space with which
to work. You may also need to consider the following

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