Chapter 2 - DesktopPublishing

HIGHER COLLEGE OF TECHNOLOGY
Department of Information Technology
Chapter 2: DESKTOP PUBLISHING

Objectives At the end of this module, the students will be able to: Define what desktop publishing is; Explain the evolution of desktop publishing; Identify the software, hardware, and operating system requirements of DTP; Create a publication using Microsoft Publisher 2007; Design an effective newsletter and brochure; Explain the different components, elements, and principles of design; and Explore the design process in desktop publishing.
NTRODUCTION
Look around you and list down anything that you can see which you think are products of desktop publishing Along your way to the college, you can see long carpets in buildings for some promotions and advertisements. When you parked your car and enter a coffee shop, they will offer you several brochures to browse. In the shop, when you meet a new fellow, he/she will extend you a colorful business card. When you are about to enter the college, you notice some posted banners about an approaching Open Day event. Along the corridor, one organizer had handed you a beautifully designed invitation about the event. When you passed by the notice boards, you see some posted impressive greeting cards about Eid. Newspapers, newsletters, postcards, posters, resumes, calendars, technical documentation and many more are products of desktop publishing. Hopefully, you will be creating a number of these in this course and add them in the list.
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ONTENT
I. Introduction to Desktop Publishing

In basic terms, desktop publishing (DTP) is the process of using personal computers and peripheral devices to produce professional-quality formatted publications. For many such publications, DTP encompasses all aspects of design, layout, and formatting before the publication goes to a printer. It originated in the 1980s with the advent of Apple Computer by Macintosh, which featured a high-resolution graphical user interface that allowed users to see on screen the exact formatting they were using. The term "desktop publishing" was coined in 1985 by Aldus Corp., makers of the first desktop publishing program, called PageMaker.
1.1.1. Common Software in Desktop Publishing

Desktop publishing software is a tool for graphic designers and non-designers to create visual communications for professional or desktop printing as well as for online or on-screen electronic publishing. Depending on a business's needs, there are several levels of DTP software and hardware, ranging from very basic low-end products primarily for small businesses to elaborate and expensive products intended for high-volume professional settings. Here is a list of the common software in desktop publishing: 1.1.1 Adobe FrameMaker. It is powerhouse desktop publishing/XML Editing software for corporations and others producing technical writing or complex 0documents for Web, print, and other distribution methods.
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1.1.2
Adobe Illustrator. It is graphics software for vector drawing. Illustrator can also be used for some page layout tasks including business cards and ads. It is available as part of some of the Adobe Creative Suites or as a standalone application.
1.1.3
Adobe InDesign. InDesign is the successor to PageMaker, the original desktop publishing software program. It is a page layout software program available as a standalone package or in some of the editions of the Adobe Creative Suite.
1.1.4
Adobe PageMaker. It is a professional-level page layout application marketed as a small business/enterprise publishing solution. No longer in development, it is still a popular choice and PageMaker is the original desktop publishing software application.
1.1.5
Adobe Photoshop. The most widely-used professional image editing program has a hefty price tag but it's packed with features. Photoshop is almost a prerequisite for most professional design employment. Photoshop comes in Standard and Extended editions with the Extended version adding 3D and motion-based features. Photoshop is available as a standalone product and comes in all editions of the Adobe Creative Suite.
1.1.6
Microsoft Publisher. It is a desktop publishing program that produces powerful publications.It includes a large collection of templates for quick drafting and generating common publications such as newsletters, flyers, brochures, greeting cards, calendars, gift certificates, business cards, and publications for the Internet.
1.2. Minimum Hardware Requirements and Operating System in Desktop Publishing

The typical DTP system consists of three machines: the computer, a color scanner, and a laser printer. Here is a list of the minimum hardware requirements and Operating System in desktop publishing: 1.2.1. Computer running Mac OS X, Linux, or Windows. Since DTP tends to be graphicsintensive, the most important features in a computer are its speed and memory capacity. Macintosh continues to be the dominant platform in DTP, but PCs have gained some market share in the field. 1.2.2. Printer: Resolution and speed (the latter often dependent on memory) are the most important attributes in a printer. For black-and-white text documents with minimal gray
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scaling, a 600 dpi laser printer is the minimum requirement; despite their marketing claims, inkjet printers are almost never used in serious desktop publishing. Publishers who work with color are increasingly acquiring color laser printers for generating proof copies of their work. 1.2.3. Scanner: With scanners, resolution and color depth are paramount so that high-quality images may be captured and reproduced with minimal degradation. Drum scanners tend to deliver the best quality, but high-resolution flatbed scanners are the most common choice for mid-level performance. 1.2.4. Graphics tablet: If you do a lot of sketchy or painterly type activities, a graphics tablet will be your best friend. Otherwise, it's not a necessity, but nice to have.
1.3.
Tips on How to Create a Publication in Microsoft Publisher 2007

The best tip on how to create a publication is to practice the usage of desktop publisher such as Microsoft Publisher 2007. This section shows the step-by-step tasks to produce an effective publication. We are creating two (2) simple applications here namely brochure and newsletter. To start Microsoft Publisher 2007: 1. Click the Start button then point to All Programs to select the Microsoft Publisher 2007 from Microsoft Office applications.
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2. Select the category of the publication, and then select the specific layout for the publication. 3. Click the Create button. The Publisher interface opens.
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THE PUBLISHER INTERFACE

Since Publisher is part of the Microsoft Office 2007 programs suite, the application shares many of the interface features as the other Microsoft applications
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The Publisher Toolbar

By default, the Standard, Formatting, and Objects toolbars appear when Publisher launches. However, toolbars can be hidden when necessary. To display or hide a toolbar: 1. Select the View menu on the Menu bar. 2. Select the Toolbars command. 3. Uncheck any toolbar that needs to be hidden, or click to display a specific toolbar.
NOTE: An orange check box denotes a toolbar that is currently displayed.
Viewing the Task Pane

The Task Pane conveniently replaces many of the dialog boxes in Publisher, allowing users to make quick and easy adjustments to the publication. The Task Pane can be used for changing color and font schemes, inserting Clip Art, changing formatting, and accessing many other helpful options. To open or close the Task Pane: 1. Select the View menu from the Menu bar. 2. Select the Task Pane command to show or hide the Task Pane. To quickly close the Task Pane: 1. Click the Close button on the upper right-hand corner of the pane.
To view the other task panes using the Task Pane menu: 1. Click the Other Task Panes drop-down arrow in the upper right corner of the Task Pane. A drop-down menu appears. 2. Click the desired Task Pane. The selected Task Pane opens a different menu (i.e., if the Color Schemes task pane is selected, the Task Pane switches accordingly).
NOTE: To navigate between all the different Task Pane menus that have been previously opened, click the Back and Forward arrow buttons in the upper left corner of the Task Pane.
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The Status Bar

The Status Bar helps to determine where an object is positioned on the publication and the space the object size occupies.
CLOSING A PUBLICATION
To close a publication: 1. Select the Close command from the File menu.
OPENING AN EXISTING PUBLICATION

Users can view or edit an existing publication by opening the file from a secondary storage drive. The Open dialog box displays a list of folders and files in the current drive and folder. Users can select the desired publication from the list or type the name of the publication to open. To open an existing publication: 1. Click the File menu and select the Open command, or click the Open button the Standard toolbar. The Open Publication dialog box opens. 2. Locate the business card that was saved and click the Open button. on
USING COLOR SCHEMES
Publisher offers predefined color schemes that can be used to alter a publication. To apply a color scheme: 1. Select the Format menu Color Schemes. The Color Schemes task pane opens. 2. Select one of the color schemes to be applied to the publication.
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Creating a Custom Color Scheme Every publication is automatically associated with a defined set of colors called a standard color scheme. That color scheme can be changed to another scheme, or a new scheme can be created and saved if none of the standard color schemes suffice. A custom color scheme is an altered preset color scheme or a newly created color scheme. To create a custom color scheme: 1. Click the Create new color scheme link at the bottom of the Color Schemes task pane. The Create New Color Scheme dialog box opens. 2. Select new colors for each page object in the Scheme colors section. 3. Name the color scheme and click the Save button. Deleting a Custom Color Scheme Publisher allows a user to delete custom color schemes that are no longer in use from the Task Pane.
To delete a custom color scheme: 1. Right-click on the custom color scheme to be deleted. 2. Select Delete Scheme. 3. Click the Yes button to confirm the deletion.
Generating Brochures and Newsletters

A brochure is a booklet that contains promotional material or product information. Brochures are used to advertise the products and services of a company or some events in detail.
CREATING A BROCHURE
A brochure is one of the more complicated publications to create. The Publisher Task Pane provides convenient functions for creating a brochure. To create a brochure: 1. Select the File menu New command. The Getting Started with Microsoft Office Publisher 2007 dialog box opens. 2. Click Brochures and select a design by clicking on it. 3. Click the Create button. The brochure that gets created is two-sided. The inside panels are on the back side of the page and contain more detailed information. To switch between the inside and outside panels, click the page number from the page sorter, located on the Status bar.
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MODIFYING A BROCHURE WITH THE TASK PANE

After creating a brochure or any other publication by using the templates in Publisher, the existing text and graphics can be modified. Many characteristics of a publication can be altered with the Change Template button in the Brochure Options task pane. To change the page size of a brochure: 1. Click the Change Template button in the Brochure Options task panel. The Change Template dialog box opens. 2. On the bottom right-hand corner of the Change Template dialog box, click the Page Size: drop-down arrow next to 3-panel under Options.
NOTE: The 3-panel option is letter sized (with two parallel folds that contain three panels on the front and back) and the 4-panel option is legal sized (with two parallel folds that have four panels on each side of the brochure).
3. Select 4-panel.
NOTE: The choices under the Options section change depending on what type of publication is selected.
MODIFYING A TEMPLATE
Templates can be modified to let the user have more control over the final look of the publication. The layout can be changed by moving the objects and text boxes around. The colors of each object in the template can also be modified. To move an object or a text box: 1. Select a text box on the brochure template that was created.
2. Place the mouse pointer on the edge of the text box. The move cursor appears.
3. Click and drag the text box to its new position in the publication.
DELETING PAGES
If a page is no longer necessary, it can be deleted. If the Two-Page Spread view is used, either one or both pages may be deleted. To delete a page: 1. Select the page. 2. Select the Edit menu Delete Page.
NOTE: When deleting pages, all objects within the page will also be deleted. If any of these
objects need to be retained, move the desired objects off the canvas and onto the work area (gray
area around the page) prior to deleting the page. Those objects will not be printed when off the canvas; however, the objects can be moved to the other pages of the publication.
WORKING WITH TEXT BOXES

Text boxes contain all the text on the page. Although the publication wizards include placeholders for text, additional text boxes can be created for additional information. If creating a new blank publication, text boxes must be manually inserted. Formatting the text boxes can give the publication a more professional and attractive look. Text boxes are objects which can be selected, moved, sized, copied, or deleted like any other object. Inserting a Text Box Text cannot be typed directly onto a page in Publisher; instead, the user must insert a text box. To insert a text box: 1. Go to page 2 of the News.pub file. 2. Click the Text Box button on the Objects toolbar. 3. Click and drag on the page to create a text box. 4. Begin typing to add text to the text box.
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Formatting Text Boxes The format of a text box can be changed through the Format Text Box dialog box. To format a text box: 1. Right-click the text box. A shortcut menu appears. 2. Select the Format Text Box command. The Format Text Box dialog box opens. 3. Select different tabs to change the properties of the text box. Fill Color, Line Color, Size, Layout, and other features can be altered in the Format Text Box dialog box. To connect text boxes: 1. Go to page 1 of the News.pub file. 2. Select the Supplies paragraph text box, which will be the first in the chain. The Connect Text Boxes toolbar appears somewhere next to another toolbar or floating on top of the page.
NOTE: This text box may be empty or contain text. However, the other text box that will be added to the chain must be empty to create a connection. If the Connect Text Boxes toolbar cannot be found, right-click on any toolbar and select Connect Text Boxes.
3. Click the Create Text Box Link button . Notice that the mouse pointer changes into a pitcher .
4. Go to page 2 of the publication. 5. Click the empty text box under WSG: Your One-Stop Shop.
NOTE: If there was an overflow of text from the first text box, the text flows into the newly connected text box. To navigate the text between these two text boxes, click the Go to Next Frame button and the Go To Previous Frame button next to the connected text Boxes, or click the Previous Text or Next Text Box buttons on the Connect Text Boxes toolbar.
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Disconnecting Text Boxes Sometimes, the user may have to disconnect the text boxes. For instance, the user may need the text to flow to a different location. When disconnecting text boxes, select the text box that is last in the chain and break the link to all forward text boxes. Only text boxes after the current text box will be disconnected; text boxes before the current text box remain connected. Therefore, if breaking the link from the second text box of three connected boxes, text boxes two and three will be disconnected, but text boxes one and two will remain connected. To disconnect text boxes: 1. Go to page 1. 2. Select the Supplies paragraph text box which will be the last in the chain. 3. Click the Break Forward Link button on the Connect Text Boxes toolbar.
Deleting a Text Box Publisher allows the deleting of text boxes or other objects at any time. To delete a text box: 1. Select the text box that should be deleted. 2. Select the Edit menu from the Menu bar. 3. Select the Delete Object command.
NOTE: The text box may also be deleted by selecting the text box and pressing the [Delete] key.
PRINTING A PUBLICATION
Some publications need to be printed on both sides of a sheet of paper. Many printers have an option called duplex printing that allows automatic printing on both sides of the paper. Check the manual for the printer to see if it supports duplex printing. To print a publication: 1. Select the File menu Print command. The Print dialog box opens. 2. Select the necessary options OK button.
Creating a Publication from a Blank Page

Starting a publication from scratch allows the user full control over the final look of the publication. Each individual component of the publication needs to be added to the blank page. Objects, text boxes, calendars, tables, pictures, and Clip Art are some objects that the user can add to create a publication.
SELECTING A BLANK PAGE SIZE

There are many available sizes for blank pages to start with. The page size to be selected depends on the type of publication to be made. To create a new publication using a blank page: 1. Select the File menu New command. The Publisher templates will be displayed. 2. Click Blank Page Sizes under the Publication Types section on the left-hand side. 3. Select Letter (Portrait) 8.5 x 11. 4. Click the Create button on the lower right-hand corner.
INSERTING DESIGN GALLERY OBJECTS

Design Gallery Objects are different pre-designed objects that can be added to any publication. These objects help to make a more effective publication. Some examples of Design Gallery Objects are advertisements, attention getters, borders, calendars, coupons, logos, reply forms, and tables of contents. To insert a design gallery object: 1. Select the Insert menu Design Gallery Object. The Design Gallery dialog box Opens. 2. Select Mastheads from the options on the left-hand side. 3. Select the desired masthead and press the Insert Object button. 4. Move the masthead to the top of the publication.
INSERTING PICTURES AND CLIP ART

Pictures and ClipArt can make a publication more eye-catching and more interesting. To insert a picture file: 1. Click the Picture Frame 2. Select Picture from File.
button on the Objects toolbar.
3. Click and drag to select the area where the pictures will be inserted. The Insert Picture dialog box opens. 4. Locate and select the Bed.png, Curtains.png, Sofa.png, and Table.png files. 5. Click on the Insert button. 6. Resize the pictures by clicking on one of the resizing handles of the picture and dragging inward to make it smaller. To insert a picture from Clip Art: 1. Click the Picture Frame button on the Objects toolbar. 2. Select Clip Art. The Clip Art task pane opens. 3. Type [computer] in the Search for: text box and click the Go button. 4. Click on any of the search results to insert the Clip Art onto the publication.
CROPPING PICTURES
Cropping gets rid of unwanted parts of a picture and helps to focus on only what is needed in that particular picture. To crop a picture: 1. Select the picture of the bed. 2. Click the Crop button on the Picture toolbar. The cropping handles (black lines) appear at the borders of the picture. 3. Click and drag the cropping handle on the top towards the middle to crop the top of the picture. 4. Click outside the picture to deactivate the Crop tool.
CHANGING THE ORDER OF OBJECTS

The order of objects dictates which objects are in the front and which are in the back. Text may be covering a part of a picture or a picture may be covering a part of another picture. To designate which object is on top, the order of the objects can be changed. To change the order of objects: 1. Select the text box just created.
2. Right-click on the text box and hover over Order. 3. Select Send to Back to bring the text box behind all the other pictures and Clip Art.
FORMATTING OBJECTS
Formatting objects adds fill colors, adds borders, changes wrapping style, and allows Clip Art and pictures to be re-colored.
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UMMARY
Microsoft Publisher is a desktop publishing application which allows you to create artistic documents such as brochures, newsletters, flyers, etc. Many of the commands and toolbar in Publisher are similar to other Microsoft Office applications so new users will find text editing familiar. However, Publisher is much more flexible, in that text, graphics and even tables are all independent elements.
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ABORATORY EXERCISES
1.3. HANDS-ON EXERCISE NO. 1: DESIGNING A MULTI-COLUMN NEWSLETTER

Objectives: In this laboratory exercise you are able to design a multi-column newsletter which enables you to work on the following: create a page layout, text tools, graphic manipulation, import graphic manipulation, import graphics and text, drawing tools, and text enhancement.
1. Click the Newsletters selection in the Publication Types area.
2. The right side of your Publisher screen will now change to Newsletters.
3. Move down the Brochures screen until you see Classic Designs.
4. Now look in the upper row of Brochures on the right. We'll select the Arcs Newsletter just like we used the Arcs Informational Flyer.
5. To select the Arcs Newsletter, click on this choice. You will see an orange square around this selection. Double click twice quickly on the Arcs selection.
6. As soon as you double click the Arcs Newsletter, the Format Publication Task Pane will
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appear on the left side of your screen and the Arcs Newsletter template on the right side of your screen.
7. To select the Arcs Newsletter, click on this choice. You will see an orange square around this selection. Double click twice quickly on the Arcs selection.
8. As soon as you double click the Arcs Newsletter, the Format Publication Task Pane will appear on the left side of your screen and the Arcs Newsletter template on the right side of your screen.
9. Take a few minutes to look at the Newsletter Format Publication Task Pane. Notice that Page Options, Color Schemes, and Font Schemes appear at the top of this Task Pane just like they did in the Flyer and Brochure Task Panes.
10. Youll also notice that there are Newsletter Options in the lower part of the Task Pane, just like Flyer and Brochure Options.
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11. This Task Pane layout will be similar for all Publisher Publications.
12. Notice, on the right side of the screen, that an Arcs Newsletter appears. Also, notice at the bottom of the brochure screen, there are four Pages one for each side of the sheet of paper that will make up the four sides of the Newsletter. We'll return to edit each side when we have completed the Newsletter Task Pane.
13. The Format Publications/Newsletter Options Task Pane will work the same way that the Flyer and Brochure Options Task Panes worked.
14. Well move down the list of choices in Brochure Task Pane.
15. Click Page Options and the Columns and Suggested Objects (for Newsletters) appears as indicated at the left.
16. Use the elevator bar (on the right side of the Task Pane) to move up and down the Columns/Suggested Objects area. As you move, click several of the objects. As you select the different Objects, you will notice that the Brochure template, on the right, changes as the Objects you selected are dropped in the middle of your Brochure.
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17. If you goof-up its easy to get back to where you were. In the Button Bar below the Menu Bar there is a little, blue circular arrow. This is the undo button. If you click-on this button you will undo your last click.
18. Well now spend a bit of time with the Columns selection in Page Options selection. Make sure you have cleared your Newsletter of anything you might have inserted from Selected Objects. Your Newsletter should look like the image at the top of the last page.
19. Look at the Columns choices - Notice that there are four choices. The current selection is three columns. You will notice that the Newsletter in the large area to the right, logically shows three columns. Now click-on the 1 column choice and watch the Newsletter at the right change to one column. Now try 2 columns. Finally try Mixed. Now you should see how neatly Publisher makes each change see the results.
20. As you move your cursor over each choice, you may notice that a small, down arrow appears on the right side of the first three choices. If you click-on the arrow, you will see that you can apply column changes to all Pages, or just on the Page youve selected. At the bottom of the screen youll notice that the default newsletter has four Pages (like the image below).
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21. As you click-on the choices, also click-on the Pages and youll be able to see this happen. Well use three columns, so please click-on 3 columns so youll match us for this tutorial. When you become more proficient with Publisher 2007, choose any design you desire. 22. You choose the Color Scheme and Font Scheme that you desire.. Well select Burgundy and Times New Roman again. 23. Well now return to the Newsletter Page Options Task Pane. The Newsletter we created has four sides. Notice, at the bottom of the Newsletter screen that there are four Pages in this default Newsletter.
24. As you clicked through the Pages of the Newsletter, you may have noticed that when you clicked-on Page 2, that both Pages 2 and 3 appeared together. You may print your Newsletters yourself, or at your college or business printing plant. Many will probably send their Newsletters to a commercial printer. We have found that the commercial printers desire/require that you print each Page separately. 25. To change the spread layout, click the Newsletter Options choice in the Format Publications Task Pane. Next, click the Change Template button.
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26.
Change
Template
menu
screen
will
appear.
Look
at
the
lower
right
corner
of this menu screen for the Arcs Customize and Options area (image on right).
27. Move your cursor over the down arrow on the right of Page size: and then click the down arrow in the blue bar. 28. A One-page spread or Two-page spread drop down area will appear. Click the One-page spread your choice.
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29. Click the OK button on the Change Template menu screen. After you click OK, look at the new formatting for your Pages at the bottom of the screen. Theyll look like the image on the right. Compare this image to the one above. Notice how the upper right corner of each Page is now turned down. This indicates that each Page will appear and be printed separately. Click-on each Page and youll see this is true.
30. Well leave the layout for the Newsletter in the Two-page spread. So repeat what you just did, but this time select Two-page spread. Were doing this to in order to illustrate something later. 31. Click-on Page 4 at the bottom of the screen. Your Pages should now look like the image at the right. Youll see Page 4 on the right side of your screen.
32. We can also have a mailing address list in our Newsletter, just like we did in our Brochure. Click-on
Include in the Customer address portion of the Newsletter Options Task Pane. 33. Now look at the Page 4 of your Newsletter. Youll see that an area for a mailing address has been added to the fourth Page. You can leave your Page 4 with an address area, or click the Undo Arrow to remove the Mailing Address Area. 34. You can easily add more Pages to your newsletter as you desire. Simply click Insert in the Menu Bar and then click Page. An Insert Pages menu screen will appear. Publisher will insert two Pages if you click-on OK.
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35. Click-on Page 2, 3, and then 4. Pause on each Page and get a feel for its layout. Now return to
Page 1, click-on Page 1. 36. Notice that you have already mastered a number of the items on the front Page of the Newsletter. In the top left is a simple Text Box. You can change the Newsletter Title to your title. On the right at the top is another Grouped Text box like yomastered in the Flyer and Brochure. The coffee cup and caption are also familiar from the Brochure. The Lead Story Headline and Secondary Story Headline titles are simple text boxes. We will focus on the three column text boxes andtwo new boxes on the right edge of the first Page of the Newsletter. The arrows to the left indicate these boxes. First well look at the upper right box. Clon the upper box and tap F9 to zoom-in on it.
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Copying Titles From Headlines Into Inside This Issue: 37. This is a Table of Contents for the Newsletter. Well go to Page 2 in a minute and learn how to insert the title from a story that is on Page 2. To go to Page 2 click-on the Page 2 button at the bottom of the screen. 38. You will now be on Pages 2 and 3. If you are not zoomed-out, tap the
F9 key to do so now. Look at the upper left corner of Page 2. Notice the title: Inside Story Headline. 39. Click-on this title and then tap F9 to zoom-in.
40. Replace this Inside Story Headline a text box with a headline of your choice. Well stick with our hamburger theme and our headline will be: Arts Make the Best Burgers in the Burg.
41. Our Headline at the top of Page 2 now looks like the one above. Well now copy this title to the Inside this issue table of contents on Page 1. To do this, first highlight your title at the top of Page 2. Click to the left of the title, hold down the left mouse button, and move the cursor over your title. It should be highlighted like our title at the top of the next page. If you are unable to do this on your first attempt, try again until your highlight looks like the one at the top of the next Page.
42. Well now copy this title to the Inside this issue Table of Contents on the first Page.
43. Now that the text is highlighted we have two choices to copy this text. Method 1: Click Edit in the Menu Bar and then, in the drop down menu, click Copy. Then click the Page 1 button at the bottom of the screen. Move around the screen until you can see the Inside this issue box (last page). When you have located the box, highlight Inside Story in the top box. Then click-on Edit in the Menu Bar again, in the drop down menu that appears, click-on Paste. Some of your headline from Page 2 will now show in this area (like the image below).
Method 2: Make sure that your headline is highlighted on Page 2. Then click the Copy button in the button bar at the top of the screen (instead of Edit-Copy in the Menu BarWhen you return to Page 1, and highlight Inside Story, as we did above, click the Paste button, in the button bar, to paste the title into the text box.
44. Now highlight your headline in the Inside this issue: box. It should look like the image to the right when you have done this correctly. It is obvious that the text font size is way too big for the box. So, well have to make the text font smaller. At the top of the screen, on the left, in the button bar, is a font size area.
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45. Click the small down triangle on the right side of the font size box and change the font size to 8
(as shown above). Your headline titlrom Page 2 should now fit nicely in this box.
Text Overflow and Editing Your Newsletter Stories A very important "thing" to keep in mind when you are working with Newsletters.
46. In any Publisher product, when the text becomes "too big" tofit in the box where it is being entered, a small overflowindicator will appear as we've indicated earlier. The A (see image on left) tells us that there are just too many words to fit in the text box were using. This is called Text Overflow. 47. When we are working with Newsletter stories well find that the articles that we are typing wigo "down" a newspaper type column and, when they get to the bottom of a column, they'll go to the top of the next adjacent column on the right and go down, and so on. If you ruout of room in any Newsletter article you will see the little A at the bottom of the last column that is included in the story. 48. Microsoft Publisher 2007 Arcs Newsletter has various "pre-sized" groups of columns for your stories. You might have noticed this when you were looking at each Page of the Newsletter earlier. Now we'll concentrate on Text Overflow.
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49. To show you how this is accomplished it might be best to be abto "see" this happen. So, if you are not zoomed-out, do so by tapping the F9 key. Once you can see the whole Newsletter, click-on the 2 or 3 Page "button" at the bottom of the screen. We used the Newsletter Options Task Pane to create this Newsletter and we "set the Pages" so that you could see both Pages 2 and 3 at the same time. This is why wit. The top of Pages 2 and 3 should look something like those below (your Inside Story Headline may be different from the one we used).
50. The first thing we'll do is create an area to "hold" the Text Overflow, when it occurs. To begin this process, click-in the story area at the top of Page 3 (see arrow above). The story at the top of Page 3 should be completely highlighted in black and look like the image at the top of the next page.
51. Before we delete this text, to create an area for Text Overflow, notice the little box in the upper right hand corner of the Inside Story Headline article above (arrow). This little box indicates that the text in the third column in the article "flowed" from the bottom of the second column in this story. 52. Now carefully click-on the bottom of the first column of the Inside Story Headline. You may have to try several times to get the image you see to the left. This indicates that this story, which begins in the left column, flows from the bottom of the column into column two (the middle column).
Later, when you get used to seeing these little arrows at the top or bottom of story columns you'll be able to click-on them and, when you click, you will be "taken" to the next column where you can continue to enter text. 53. After you have successfully completed the above steps, click-again so that all of the text is highlighted in the story at the top of Page 3. 54. When all the text in the story is again highlighted, tap the Delete key to remove all of the text in this story. Your Page 3 Inside Story Headline should now look like the image below.
55. If you desire to delete the InsidStory Headline, and replace it with other text, or leave it blank, you may do so. We're going to replace the text at the top of our Page 3 with: Story continuefrom top of Page 2. Well make the font a little smaller since this is no longer a story headline. Our Text, at the top of the first column on Page 3, now looks like the image below.
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56. The top areas of Pages 2 and 3 should now look like the image below.
57. Now click anywhere in the story at the top of Page 2. The entire story should be highlighted in black
and look like the image below.
58. This is the story that we desire to edit until it becomes "too BIG" to fit in the three columns at the top of Page 2. To begin the editing we'll do the same thing we did in the Flyer - edit our story in Microsoft Word. RIGHT-click anywhere in the black highlighted area at the top of Page 2. 59. When the drop down menu appears move down to Change Text, and when the Change Text drop down menu appears, move down to: Edit Story in Microsoft Word and click on this choice. Microsoft Word will now load, just like it did for the Flyer. Read the text in this story in Microsoft Word. Publisher again uses this text to explain about how this Text Box area is used. It indicates that the story contained in the box is about 150-200 words long. So, later, when you are using this Publisher Newsletter template to create your own
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"real" Newsletter, you can type a story in Word, or any word processor, that is about 150 to 200 words long, and copy the story from your word processor into this space at of Page 2.
60. Move to the end of the story, in Microsoft Word, and type-in the following: We are learning about how Text Overflow works. We can see that the text at the top of Page 2 does not fill the three columns that make up this story. So, we are adding this text to create a Word Overflow condition. We'll keep typing until this occurs. Since the tutorial said to type all of this, the tutorial author must know how much text it takes to create a Text Overflow condition. We'll now click-on File in the Menu Bar above and then on and the click-on Close & Return to Newsletter.pub. (Note: the name the authors used for their Newsletter was Newsletter.pub my menu will indicate the name of my newsletter.) 61. This text is being typed-in a special Microsoft Word screen. When you have finished typing the text above, click on the Microsoft Office Button (at the top left corner of Microsoft Word). You will see a drop down menu like the one to the right. When it appears you will see a unique selection: Close & Return to something. Pub. Click-on Close & Return to something. Pub. The Close & return to something.pub will change each time you use it.
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62. You will see that your three text columns at the top of Page 2 are "full." If you click-in the third column, and it may take a few tries to do this, you will eventually see the over flow condition which looks like the image to the left. At the bottom of the column you will see a Text Overflow indicator: A. When you can see the indicator a small "chain link" will appear at the top of the screen in the right side of the button bar. This chain link only appears when there is a Text Overflow condition.
63. Now, click the left mouse button on the chain link. When you click the chain link will appear "depressed". Now move the mouse cursor over the text at the top of Page 2.
64. As you move it over the text you will notice the cursor "changes" to a little measuring cup that seems to be "full of alphabet soup" (you'll almost nmagnifying glass to see this). This "full cup" indicates that it contains the all Text Overflow from the text columns at the top of Page 2. Anywhere you move on Page 2 the cup will remain upright. This means that Page 2 is full and there is nowhere to dump the extra text in the cup. Now, carefully move the cup over the empty text area you created at the top of Page 3. As soon as you move the cursor over this empty area, you will see the cup "tip" a bit and will see the letters appear to be "pouring" from the cup (like the cup image on the right). This means that you can pour the Text Overflow into the area at the top of Page 3. To do this, when you see the "spilling" cup in the Page 3 blank area, click the left mouse button.
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65. As soon as you click the button you will see the first column at the top of Page three fill with the Text Overflow. Your text area at the top of Page 3 will look similar to the image at the right.
66. Now well look at the Newsletter, Page by Page, to determine if there are any other Publisher features that we have not covered in the Flyer, Brochure, and Newsletter. You are probably looking at the Page 2 and 3 screen, since we just finished learning about Text Overflow. So, well logically start on Page 1, so click-on the Page 1 button at the bottom of the screen. 67. To view Page 1 better, tap the F9 key to zoom-out, if you cannot view the * whole Page. 68. When we look at the first Page of the Newsletter (at the left) there are only two things that we have not mentioned. However, you have already, mastered the skills to change them. The first is in the upper right corner, the second in the lower right corner (see arrows). 69. You already know how to change the Newsletter Title in the upper left corner, the Title Box in the upper right corner, the coffee cup Clip Art and caption, and the two stories on the front Page of the Newsletter. When we look at the other two things, you will see that you already know how to edit them as well.
Special Points of Interest Text Box 70. Lets look at the lower right text area first. Click-on this Text Box in the lower right corner, and then
tap the F9 key to zoom in on the box. When you get a closer look at this Special points of interest: Text Box you see that it is simply a standard text box, with bullets, which highlight topics in the
Newsletter. So, as with any text box, all you have to do is change the text to focus on special articles in your Newsletter.
Newsletter Date, Volume and Issue
71. Now move up to the text box above the Special points of interest: text box. Again, no big deal. Another Text Box. This text box allows you to date your Newsletter, and enter the Volume and Issue numbers. An easy task for you at this stage. 72. Now lets look at the second and third Pages (note the arrows on the image below).
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73. Everything on these two Pages is an article, captioned clip art, or text box. The only, slightly new things are the color shaded text boxes above (see arrows in image above). Lets take a moment to look at one of these. Well look at the image on Page 2 that is marked by the arrow.
Shaded Text Boxes 74. Editing the text in this Text Box is an easy task at this point. Notice, when you look at the text in Publisher that the font is colored in the color scheme you chose. More importantly, notice that the Text Box has shading, in your color scheme, across the text box.
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75. Click-right on the shaded text box. Then, move your cursor down to Format Text Box and click the left mouse button.
The Format Text Box menu screen (top of next page) will appear. 76. Move your cursor over the small down arrow to the right of No Fill (see arrow on left). Click-on the arrow and the menu screen below will appear.
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77. Click on Fill-Effects.
78. The following Fill Effects menu screen will appear. Click-in the small circle to the left of One color. A Color 1 color box will appear to the right of One color. 79. Click-on the small down arrow on the right of the Color 1 box. You will see the color menu appear below the box. We selected the third color from the left. You can choose any color you desire for shading your text box. 80. When we selected this color, the Fill Effects menu screen changed to look like the one below. We noticed that the Variants area in the lower right corner of the menu screen changed to four variations with our color. 81. We then clicked-in the small circle to the left of Vertical. The screen changed to what you see on the left.
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82. To complete our Fill Effects, we clicked-in the small circle to the left of Two colors. We chose white as our second color. We then moved down the menu screen and clicked in the small circle to the left of Diagonal up. The four Variants appeared in the lower right corner of our image. We clicked-on the Variant in the upper left corner of the Variant area. We liked this shading, so we then clicked OK.
83. The Format Text Box returned and we noticed that the Gradient and Variant we selected were displayed in the lower area of the Box.
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84. Now, click OK again. 85. Go ahead and experiment. Each time you select a different Shading style the Sample in the lower right corner will show you how your shading will appear. Also, when you select a different Base color: and Color 2: you will see the effects in the Sample area. 86. Go ahead and try a few Shading styles. When you find one you like, click-on OK. 87. Now, zoom-out again by tapping the F9 key. Then click-on Page 4 at the bottom of the screen.
88. Notice that the top portion of Page 4 contains

a Title Grouped Box, a Logo Box, your home address box, and a Customers Address Box all tasks that you have accomplished in the Flyer and Brochure.
89. The lower portion of Page 4 is simply another

story and captioned clip art box. Again something that you have mastered in this tutorial.
90. DO NOT FORGET TO SAVE.
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1.3.1. Samples of Newsletter Layout Below are some samples of newsletter layout:
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1.3.2. Characteristics of an Effective Newsletter You have to combine the following (images, layout, and content) in harmony by considering the following characteristics of an effective newsletter: 1.3.2.1. Images and layout are important. Following the principles of good design, the images and layout should appear appealing and impressive to grasp the attention of the readers. 1.3.2.2. Consider your audience. Before deciding on what content you need for your newsletter printing, take a moment to define your audience. Gather demographic information, decide what topics will interest them, and choose content appropriately. For instance, an audience made up of mostly middle-aged women probably won't be interested in a detailed article explaining how your product works; however, they will be interested in knowing how this superior product will help them feel better and what problems it will solve 1.3.2.3. Choose your content. Including a variety of topics and sections will make your newsletter printing more interesting to a wider variety of readers. Just as a newspaper contains different sections, your newsletter might incorporate similar sections, such as an opinion section, letters to the editor, industry news, and featured articles. 1.3.2.4. Ask questions. Ask all the right questions and include the right answers. Use the five "wh" questions to give your newsletter printing a news tone - who, what, when, where, and why or how. The best articles incorporate all five of these questions/answers, if applicable. This may require some research, including interviewing expert witnesses, but is worth the fifteen minutes it will take to run through a list of questions with the interviewee.
1.3.2.5. Research your information. Never make statements in your articles that you can't back up with research. Without research, you risk including incorrect information and annoying or offending readers. Include your facts, statistics, expert opinions, and quotes to prove the validity of your research. Just make sure to give the source (magazine, website, book) and the name of the expert who provided the information.
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1.3.2.6. Make it readable. Use short, concise, and easy-to-understand language to improve the readability of your newsletter printing. Avoid overly technical language; instead, aim for a 3rd grade level of comprehension. Cut back on any unnecessary words to keep your sentences short. For instance, rather than using an adverb/verb combo, use a concise verb that portrays the same meaning. 1.3.2.7. Use interesting headlines. Write dynamic headlines by using action verbs and evoking curiosity. Without an interesting headline, readers will skim over your articles but never read them. Headlines are one of the keys to creating loyal readers, since a well-written headline means a wellread article means a well-read newsletter. Also, if any of your articles are more than a few paragraphs long, use subheadings to break up the text 1.3.2.8. Proofread. After writing your articles, proofread for typos and then edit all articles for consistency of tone and voice. Never leave proofreading to your spell and grammar check tools. They are great for preliminary editing but poor substitutes for manual editing. Have someone else look over your newsletter for typos, since you can easily skip over them after staring at the text too long. And don't forget that you can't edit enough. Once you've thought you edited enough, go over it one more time.
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1.4. HANDS-ON EXERCISE NO. 2: PUBLISHING A TRI-FOLD BROCHURE

Objectives: In this laboratory exercise you are able to publish a tri-fold brochure by following the different design elements and principles.
1.4. Publishing a Tri-fold Brochure

We will then create a Tri-Fold brochure for Specials Occasions Tent Company:
Working with Brochures

A brochure is a small pamphlet that provides information about a company or an associations goals, products, and/or services. It might also provide information about an event or a schedule. Typically a brochure is an 8 by 11 or 8 by 14 (landscape) publication, which is folded into three or four panels and printed on both sides. When you work with a brochure, Page 1, the front cover page, appears. Click the Page 2 tab to display the inside page. These pages will ultimately be printed back-to-back and folded to create your brochure.
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Creating a Brochure
For the brochure example, we are going to create a brochure advertising products for Special Occasions Inc., a special events/party planning service. If Publisher is not already open, click the Start button and choose Programs, and then Microsoft Office Publisher 2007. 1. Under Publications Types in the Task Pane, click Brochures, in the Center section scroll down to Classic Designs Informational and click the Tilt style, and then click the Create button.
Business Information Set

Publisher allows you to store your business information in a Business Information Set. A Business Information Set contains information about you, your business, or your organization. You can save this information to use whenever you create a publication, so that you do not have to enter it each time.
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1. Click Edit on the Menu and then Business Information. 2. The Business Information dialog box displays. 3. Click the New button. 4 In the Business Information Set Name, type Special Occasions, click Save and then click Update Publication. Notice the information on Panels 2 and 3.
Designing the Brochure 1. In Panel 1, the left-most panel, delete the graphic [paper airplane] by clicking on it and then press the Delete key on the keyboard. 2. Click into the Back Panel Heading text frame and replace the text as Rent a Tent for Every Successful Event. 3. Change the Text Alignment to Centered. Move this text frame to the top edge of the colored portion in Panel 1. 4. Click into the text frame directly below and increase the Font Size 18 and type the following, do not press the ENTER key, allow the text to auto wrap: You can select tents and accessories to create the perfect setting for special occasions, business events, weddings, and receptions. 5. Check the spelling of your typing by pressing the F7 key. 6. When asked if you would like Publisher to check the rest of your Publication, answer No and click OK.
Line Spacing Line Spacing is the amount of space between lines. It is measured in space (sp) units (1 = single space, 2 = double space, 1.5 = 1 spaces). You can adjust the line spacing in Publisher in space increments.
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1. Select the text in the text frame you just typed in and click the Line Spacing button, Formatting toolbar. 2. Use the up arrow next to Between lines and increase the spacing to 3sp. 3. Click OK. 4. Resize the text frame to correct if there are too many hyphenated words. We will now work on Panel 3, the front page of the brochure. 1. Select the first text frame, Special Occasions Inc., and Center the text and Bold it, change the Font Style to Brush Script MT, and increase the Font Size 20. 2. Resize and move the text frame if necessary. 3. Click on the text frame just below the title Special Occasions Inc. and press the Delete key on the keyboard. 4. Move the Special Occasions Inc. text frame down slightly. 5 Click into the Product/Service Information text frame, and type Tents for Every Occasion and center align.
6. Adjust the text frame if necessary. 7. Double-click into the clip art frame. 8. The Clip Art dialog box appears in the Task Pane. 5. In the Search box, type the balloons and press ENTER or the Go button. 6. Find the balloon Clip Art image you would like to use and click on it to insert it. The clip art you chose has replaced the previous clip art. 7. Resize if necessary. We will change the phone number. 1. Select the last text frame on Panel 3, which contains the phone number, and increase the Font Size to 14, change the phone number to read: 847-555-1234, adjust the text frame, Bold it and center the text within the frame and then resize if necessary. We will now work on Panel 2, the middle panel. All of our business information is placed in text frames because we updated our business information with our information at the beginning. We will copy the balloon clip art and paste it on Panel 2.
1. Click the frame above Special Occasions Inc. on Panel 3 and press the Delete key on the keyboard. 2. Click on the Balloon Clip Art on Panel 3 to select it. 3. Click the Copy button on the Standard toolbar and then click the Paste button. 4. When the copied clip appears, drag it to above the name of the company on Panel 2. 5. Resize the clip art frame so that it is about of an inch in height. Go to Page 2 by clicking on the Page 2 Icon in the Status bar. 1. Click into Main Inside Heading frame and replace the text with Tents For Every Occasion and then Center the text. 2. Click into the next text frame, which would be the main article. 3. Click Insert on the Menu bar and then choose Text File. 4. Locate the Tents Storyline Text file and highlight it and then click OK. 5. When notified that the inserted text will not fit in the frame and asked if you would like to use Autoflow, answer Yes. 6. When asked to Autoflow to this frame, answer Yes. 7. When asked if you want Publisher to auto create text boxes, answer Yes. 8. Highlight all the storyline text by pressing CTRL+A and change the Font Style to Gill Sans MT. 9. Increase the Font Size to 12. The alignment should already be justified. This should have moved all text from the added page onto these pages. We will create a text frame to be located in the Second Panel and it will read, A tent is the place to be for your next personal event! 1. Delete the Clip Art on Panel 2 by clicking on to it and then press the DELETE key on the keyboard. 2. Delete all 3 text frames at the bottom of Panel 3 by clicking on one and while holding down the CTRL key, clicking the remaining two and then press the DELETE key on the keyboard. We are going to add a text frame below the Tents for Every Occasion frame on Panel 1. In order to do so, we need to create space for the frame. 3. Resize the storyline text frame in Panel 1 by moving the frame downward to about the 2 inch mark on the vertical ruler to allow for an additional text frame to be inserted. 4. Move the frame Tents for Every Occasion up toward to the pink point. 5. Click the Text Box Tool on the Object toolbar. 6. Press and hold the left-mouse button down and create a text frame below the main heading about a inch wide and the length of the column. 7. Zoom In so you can read the text.
8. Type the following: A tent is the place to be for your next personal event! 9. Select the text and change the Font Style to Script MT Bold and the Font Size to 16, and Center align. 10. Resize text frame if necessary.
We will now copy the text frame we just created so that we have another one for Panel 2 and change
the word personal to business. 1. Resize the body text frame in Panel 2 to allow for a new text frame.
2. Click onto the previously created frame [A tent is the place to be for your next personal event!] on
Panel 1 to select it. 3. Click the Copy button on the Standard toolbar. 4. Click the Paste button on the Standard toolbar. 5. Move the copied text frame to position it as the one in Panel 1. Panel 2 and
6. Replace the word personal with business. 7. Click outside the frame when you are finished. Lets add a picture of one of the party tents available for rent. 1. Delete the Clip Art frame in Panel 1 by selecting it and pressing the DELETE key on the keyboard. 2. Click the Picture Frame Tool on the Objects toolbar. 3. Click on the arrow down and then choose Picture From File. 4. Click the left-mouse button and drag to create a frame for the Tent picture. It does not matter where you place the frame because we will drag it after we insert it. 5. Locate the file named Tent and double-click it. 6. Drag the picture to approximately the 2 inch mark on the horizontal ruler and 3 inch mark on the vertical ruler so that the picture is in two columns. 7. Resize the text frame in Panel 3 to allow all of the text to show.
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We will add an additional clip art of champagne glasses on Panel 3. 1. Double-click on the remaining Clip Art in Panel 3. 2. The Clip Art dialog box appears in the Task Pane. 3. In the Search box, type champagne and press ENTER or the Go button. 4. Find the Clip Art image you would like to use you would like to use and double-click on it to insert it. 5. Resize if necessary. 6. Move the Clip Art so that it is in the upper right hand corner of Panel 3. 7. Add the words Make the occasion special! in the Picture Caption by clicking into it and replacing the text. 8. Center the text in the picture caption and resize if necessary. Creating a Drop Cap A very effective technique to draw a readers attention to a paragraph is to enlarge the first character of the first word in that paragraph. This effect is referred to as adding a drop cap. 1. Highlight the letter P in the first paragraph and click Format on the Menu bar and then Drop Cap. 2. Select the 3rd choice in the 2nd column and click OK. 3. Select each of the first letters in each paragraph and format them to the same Drop Cap (Format Painter does not work for a Drop Cap). 4. Resize any or all of the text frames and/or pictures to achieve a professional look. Close the brochure without saving it.
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1.4.1. Basics of Design You want your publication to look good, be noticed for the right reasons, and impress the reader. You start by putting together the basics - the text and then you add clip art and give personality to the page. There are three things that help guide you in laying out your publication: Simplicity Consistency Contrast Simplicity Keep the design simple to help your readers get the message immediately. Limit the number of elements on each page and make sure each element is working toward your objective. Consistency Consistency unifies a publication and enables readers to see at a glance how the information is organized. Although consistency matters in a single-page publication, it is especially important in longer publications because it helps guide readers smoothly through the text. Keep spacing regular throughout your publication. Keep margin widths the same on every page. Maintain the same amount of space between each heading and its body text, or between pictures and their captions. Use a consistent logic for your fonts. Use one alignment for the body text of a publication. Contrast Add contrast to pull the readers eye to what is important. Make different elements look really different. If you are using color, choose strong contrasts such as black and yellow. Boldness adds to the page by placing a dominant element on each page. Choosing Fonts There are thousands of fonts, which mostly fall into three categories serif, sans serif, and script.
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Serif fonts have small finishing strokes on a letter. Serifs encourage the eye to move from letter to letter. Thus, serif fonts are easily readable and especially suitable for large amounts of text. Serif fonts are typically used for text heavy publications such as books and newspapers. Sans serif font characters have no serifs (sans means without in French). The clean, simple lines of sans serif fonts make them ideal for headlines and other large text that must catch the readers attention. Sans serif subheadings in smaller sizes create a pleasing contrast with paragraphs in a serif font. Script fonts are designed to make letters look connected and imitate handwriting.
1.4.2. The Components, Elements and Principles of Design The elements and principles of design are the tools an artist uses to communicate feelings and ideas visually. They are applicable to all of the visual arts - whether you are a painter, sculptor, architect, choreographer ...or using a computer.
1.4.2.1. Components of an Art Work 1) Subject. It is the depicted object(s) 2) Form. It means the visual organization. 3) Content. It means the impact or meaning.
1.4.2.2. Elements of Design 1) Line. The path of a point. 2) Shape. The perceivable area. 3) Value. The relative light and darkness. 4) Color. The basic color theory. 5) Space. 2D height, width, and the illusion of depth. 6) Texture. The actual or simulated tactile quality.
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1.4.2.3. Principles of Design 1) Scale. The overall size. 2) Proportion. The relative size within the work. 3) Unity. The repetition rhythm pattern unity. 4) Balance. It can be symmetrical or asymmetrical. 5) Direction. The gesture, direction of gaze, etc., that moves your eye over composition. 6) Emphasis. The dominance hierarchy created by scale, color, etc.
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EFERENCES
[1] Blakely, Stephen. 'Logging On for Desktop Publishing." Nation's Business, February 1998. [2] Clark, Nick. Duotones, Tritones and Quadtones: A Complete Visual Guide to Enhancing Two-, Three-, and Four-Color images. San Francisco: Chronicle Books, 1997. [3] Covington, Melody Mauldin. Dictionary of Desktop Publishing. Hauppauge, NY: Barron's Educational Series, 1995. [4] Dzilna, Dzintars. "Doing More but Spending Less." Folio, 1 October 1998. [5] http://support.microsoft.com/gp/gp_off_main#tab0. Support for Office 2001 and 2010. Accessed 03 December 2010. [6] Paonita, Anthony. "The Print Shop on Your Desk." Business Week, 1 February 1999. [7] Stonely, Dorothy. "Desktop Publishing Industry Evolves with Demand." Business Journal, 17 March 1997. [8] Toor, Marcelle Lapow. The Desktop Designer's Illustration Handbook. New York: Van Nostrand Reinhold, 1996.
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HIGHER COLLEGE OF TECHNOLOGY

Department of Information Technology