DESKTOP PUBLISHING (DTP).

Layering is the arrangement of objects on top of each other with the one on
Publishing is the process of producing publications such as newspapers, cards, top being on the first layer.
calendars, books, etc that have special text and graphic layouts and designs.
(c). Printing:
Desktop publishing refers to the process of producing publications by designing their To produce any publications, they must be printed. Therefore, DTP software
text and graphic layout using special desktop publishing software installed on personal helps the user to prepare publications that are ready for printing.
computers.
The term desktop means that all the publishing processes can be done on a desk in the Features of DTP software
office or at home using a personal computer. 1). Ability to import text and graphics from other programs.
A desktop publishing software (DTP) is a specialised program used to create 2). A DTP program gives you more control over the graphics in a publication.
publications of professional quality using a computer. You can:
Examples of popular DTP software include:  move - change the position of a graphic on a page,
 Adobe PageMaker  size - make a graphic larger or smaller,
 Microsoft Publisher  Rotate - turn or spin a graphic, and
 QuarkXpress  Crop - trim part of a graphic.
 Adobe in Design 3). Has a wide range of Fonts and print sizes that can be merged with useful
 Ventura symbols, such as arrows and stars.
 Serif Page Plus 4). Enables Scaling and cropping of publications so as to fit the available space.
 Apple Page 5). Page formatting features for setting margins, footers, page numbers and
 Corel Draw columns among other features.
6). Enables the user to incorporate graphics and use standard shapes such as lines
Difference between a desktop publisher and a word processor used for drawing.
 A DTP software gives the user more tools and control of the page layout, text
manipulation and graphic design than a word processor. Advantages of Desktop Publishing (DTP) over Word processors
DTP software have superior features that make them outdo word processors;
Purpose of Desktop publishing software  Every item on a page is contained in a frame and can be edited and formatted
DTP software can be used in; independently.
 Master pages are used to set a common layout which can be repeated on several
(a). Graphic design: pages, e.g. logo, page numbers etc.
Using DTP software, a typesetter can create and edit very complex text &  Wide range of templates is that the user can adopt in the publication, e.g.
graphical objects of high quality. brochures, booklets, posters, business cards, etc.
Graphics refer to pictures, objects or images that are either drawn or taken  Publications can be printed in a form suitable for commercial printing e.g.
using a camera. using colour separations.
The DTP software provides the user with ruler guides that can be used to
place an object in the correct position within the publication. Types of Desktop publishing software
There are two main types of DTP software:
(b). Page layout design: 1). Graphical based:
Layout is the process by which the printing components are laid on the page They are specifically developed for editing and formatting graphic objects
artistically to make it more attractive and professional. like pictures.
With a desktop publisher, the user can design a page layout by setting
consistent (constant) picture and object locations, divide a page into a Graphic-based desktop publishers have superior capabilities for handling
number of columns, and also create layers. images such as setting resolution, brightness, contrast, cropping, and filling
the images with colour.

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 (f). Notices, Brochures, Posters / Advertisement, and Catalogues.
Examples; (g). Brochures: These are booklets that contain the summarised details of a
 Adobe Photoshop. company’s products. They are used in advertising or informing members of a
 Adobe Illustrator new product within a company.
 CorelDraw. (h). Letterheads: These are sheets of paper printed with a company’s logo, name
 Harvard graphic. and contact details.
(i). Flyers and Posters: A flyer is a publication that is created with the intention
2). Layout based: of urging people to take action. They are normally used for conveying
They are specifically developed to create different page layout designs for text messages about events such as music concerts, movies or theatre
and pictures. performance. Pictures may be included in order to attract the viewer’s
attention. Posters are also used for announcements or advertisements.
Examples; (j). Banners: A banner is a large poster or placard put on billboard or carried by
 Adobe PageMaker. demonstrators. Banners use many techniques to capture the attention of
 Microsoft Publisher. audience such as shock tactics, powerful colour and imagery and beauty
 Frame Maker among others.
 QuarkXpress
 AdobeInDesign
Printing terminologies used in DTP
Types of DTP publications
1). Ranner – the main headline across the top of the page.
There are several types of publications that can be produced using DTP software. They
include: 2). Cross head – a small heading used to break up text into easily readable sections.
3). Bullet – solid dot printed before pieces of text in order to add an emphasis.
(a). Cards:
They may be for special occasions such as weddings, graduations and for 4). Cast off – a calculation as to how much space the text will use on a page.
congratulations.
5). Footer – a line of text at the bottom of each page giving the publications title,
author’s name, etc.
(b). Certificates:
6). Masthead – details of the person involved in printing the publication.
These are types of publications used to show completion of courses and
special events. 7). WYSIWYG (What You See Is What You Get) – this means that, the presentation
on the screen is exactly what you will get from the Printer.
Note. Certificates are very sensitive, and must be designed to discourage any
type of duplication or counterfeits. 8). Jigging – moving text around by means of DTP software.

(c). Newspapers, Magazines, Pamphlets and Newsletters:

They contain news targeting a group of people.
Factors to consider when choosing DTP software
(d). Books:  Availability; how readily available is it in the market
Are bulky publications with many pages that are bound together.  The initial and maintenance cost
 User-Friendliness, whether the software provide guidelines for the user
(e). Calendars:  Compatibility, whether the software can be used comfortably with the available
They are used to show dates. They are also used by companies to advertise computer system
their products.  User needs, whether the DTP software can meet the intended purpose.

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Creating a Publication
In Ms Publisher, there are four ways of creating a publication; The Ms-Publisher Screen layout/Application Window
i. Publication for prints When Publisher is first launched a task pane will appear on the left side of the
ii. Website and E-mail window.
iii. Design sets
iv. Blank Publication

Option Purpose
Publication for print Used to create a publication that is to be printed
Website and e-mail Used to create a publication that is to be sent as an
e-mail or for publication in a website
Design sets Used to display a list of design sets that can be used
in creating a publication
Blank publication Used to create a publication from scratch

Templates:
A template is a pre-designed image or text that the user can quickly insert in a
document and make any changes to it according to the user’s needs (Customize it).

Use one of the publication templates to create exactly the type of publication you want,
such as a calendar, newsletter, or postcard.
You can save time by designing a master publication that reflects your company brand
and identity and then saving it as a template. Then, each time you want to create a new
version, you can use the template and add only the information that is unique to that The task pane provides the fastest mechanism for opening new publications,
version. displaying existing publications or other publishing gallery options.

Advantages of using Templates The Publisher application window is made up of the following layout components:
 Saves time taken to designing a publication 1. The pasteboard
 Ensures quality and consistency in designing various publications of the same 2. The printable area.
type. 3. The toolbox.
4. Rulers
The pasteboard
Wizard: A feature in a program that automates a process by giving the user steps to A pasteboard is a large blank area where you place text and graphical objects
follow. before arranging them neatly on the printable work area enclosed with margins.

Publisher’s wizards will help you create brochures, flyers, newsletters, calendars, The printable area
award certificates, menus, postcards, signs, and even Web pages by offering over 2000 It is the area that looks like a page surrounded by margins on the pasteboard. Any
publication templates. Of course you can also do all this from scratch (Blank object or text that is placed on the printable area will printed by the printer.
publication)! Ms-Publisher enables the user to view one or two pages on the same window.
When two pages are viewed at the same time they are referred to as facing pages.

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 Tool (Object) Function
Text box Adding a text box to Type, Select Text, and Edit Text
Insert table Adding a table
Insert WordArt Add stylized text to a publication
Picture Frame Inserting a picture
Line Drawing a line
Arrow Showing the direction of flow of data
Oval Drawing oval or circular shapes
Rectangle Drawing a rectangular shape
Autoshapes Drawing other shapes such as oval, star, banners etc.
Design Gallery Object Opening a design gallery

Rulers
- Each publication window can include horizontal and vertical rulers. They extend
along the top and left border of the window.
- You can display ruler when you want them and hide them when you want more
room on the screen to view the publication. The rulers must be visible to help the
user to manually create ruler guides.
- Ruler guides are non printable lines or guides that ensure that text and graphical
objects are in the required place.
- Use the rulers to measure and align objects and position them in relation to the
The Object Toolbox
margins of your publication.
This is a set of buttons that contains various tools (objects) you can use to create
- The zero points on the rulers correspond to the upper left edge of your publication
and manipulate your publication.
page, not to the corner of the window or layout area.
An Object can be a text box, a picture, a shape etc.
An Object is active when it is selected.
Active means that it is the object that is currently selected and can be edited. Small
circles appear around the outside boundaries of the object to show that it is active. Getting Started with Publisher 2007
To start Publisher
 On the Start menu, click All Programs,
 click Microsoft Office, and then
 click Microsoft Office Publisher 2007.

To create a publication based on a ready-made Publisher template

1. In the Publication Types list, click the publication category you want.
2. In the center pane, click the thumbnail of the design you want.
3. In the right pane, set the publication options. Then click Create.

To import a Microsoft Office Word document

1. In the Publication Types list, click Import Word Documents.

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 2. In the center pane, click the design template you want to apply to the imported 1. Click the Insert WordArt button on the Objects toolbar, or point to Picture on the
document. Insert menu, and then click WordArt.
3. In the right pane, under Customize, select the Color scheme, Font scheme, 2. In the WordArt Gallery, click the style you want, and then click OK.
and Business information. 3. In the Edit WordArt Text dialog box, enter the text you want, and then click OK.
4. Under Options, select the Page size and Columns, and if you want to include a
title page, select that check box. Then click Create. To modify the appearance of a WordArt object
5. In the Import Word Document dialog box, select the file you want to import, 1. Select the WordArt object. On the WordArt toolbar, click the WordArt Shape
and then click OK. button, and then in the gallery, click the shape you want.
2. On the WordArt toolbar, click the Format WordArt button. In the Format
To save a publication as a template WordArt dialog box, change any settings you want, and then click OK.
1. On the File menu, click Save As.
2. In the Save As dialog box, enter a name for the template in the File name box. To insert a clip art image
3. Click the Save as type arrow, and then in the list, click Publisher Template. 1. Click the Picture Frame button on the Objects toolbar or point to Picture on the
4. If you want to assign the template to a specific category, click the Change button. Insert menu, and then click Clip Art.
Select the category from the list or select the current category and type the name 2. In the Clip Art task pane, do the following:
of a new category. Then click OK. a. In the Search for box, enter a word or words describing the picture you want.
5. Click Save. b. In the Search in list, select the collections you want to search.
c. In the Results should be list, select the fi le types you want the search to
To create a new publication based on a custom template return.
1. In the left pane of the Getting Started window, under Microsoft Publisher, click My d. Click Go.
Templates. 3. In the results list, click the thumbnail you want to insert.
2. In the center pane, click the template you want. Then click Create. 4. Drag the image frame sizing handles to size the image to fit the available space.

To create a blank publication To insert an image from a file

1. In the Publication Types list, click Blank Page Sizes. In the center pane, click the 1. Click the Picture Frame button on the Objects toolbar, and then click Picture from
design you want. File; or point to Picture on the Insert menu, and then click From File.
2. In the right pane, under Customize, select the Color scheme, Font scheme, and 2. In the Insert Picture dialog box, browse to and select the picture you want to insert,
Business information. Then click Create. and then click Insert.

To add a text box To display only a portion of an inserted image

1. Click the Text Box button on the Objects toolbar, or click Text Box on the Insert 1. Select the image. Then on the Picture toolbar, click the Crop button.
menu. 2. Drag the cropping handles to position the crop marks where you want them.
2. Drag to draw a text box of the size you want.

To format a text box

Double-click the text box frame. Then in the Format Text Box dialog box, make the
formatting changes you want, and click OK.
To delete the cropped area of an image or minimize the file size of an inserted
To format the text in a text box image
Select the text you want to format. Then use the commands on the Format menu or 1. Select the image. Then on the Picture toolbar, click the Compress Pictures button.
Formatting toolbar to make the changes you want. 2. In the Compress Pictures dialog box, set the compression options, target output, and
scope. Then click Compress.
To add a WordArt object to a publication 3. If Publisher prompts you to do so, click Yes to apply picture optimization.

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To insert a shape
1. Click the AutoShapes button on the Objects toolbar or point to Picture on the Insert To insert a ready-made element from the Design Gallery into a publication
menu, and then click AutoShapes. 1. Click the Design Gallery Object button on the Objects toolbar, or click Design
2. On the detachable AutoShapes toolbar, point to the shape category you want, and Gallery Object on the Insert menu.
then click the shape you want to insert. 2. In the left pane of the Design Gallery, click the category you want, and in the right
3. Drag the pointer across the page to draw a shape of the size you want. pane, click the object you want. Then click Insert Object.

To format shapes To merge a publication with a data source

1. To change the shape’s direction, on the Arrange menu, point to Rotate or Flip, and 1. In the open publication, on the Tools menu, point to Mailings and Catalogs, and
then click Flip Vertical. click Mail Merge.
2. Double-click the shape, and on the Colors and Lines tab of the Format AutoShape 2. With the Use an existing list option selected under Create recipient list, click Next:
dialog box, change the Color setting under Fill to what you want, and change any other Create or connect to a recipient list at the bottom of the task pane.
settings you want. Then select the Apply settings to new AutoShapes check box, and 3. In the Select Data Source dialog box, navigate to the recipient list you want, and
click OK. double-click it.
3. On the Objects toolbar, click the button of the shape you want (such as the Oval 4. In the Select Table dialog box, select the data you want, and then click OK.
button), hold down the shift key, and drag to create a shape. 5. In the Mail Merge Recipients dialog box, change any settings you want or use the
4. Double-click the line (not its handle), and under Line on the Colors and Lines tab of default settings, and then click OK.
the Format AutoShape dialog box, change the Color and Weight to what you want. 6. By clicking the links under More Items in the task pane, insert the fields you want to
Then click OK. include in the merged publication.
7. At the bottom of the Mail Merge task pane, click Next: Create merged
To connect shapes, and then format the connection line publication.
1. Click the AutoShapes button on the Objects toolbar or point to Picture on the Insert 8. In the task pane, click Merge to a new publication. Then on the page sorter, click
menu, and then click AutoShapes. each page in turn to see the results.
2. On the detachable AutoShapes toolbar, point to Connectors, and then click the type
of connector you want. Setting a Publication using Master Pages
3. Point to the first shape you want to connect, and when blue handles appear, drag a A master page is a page used in designing the general layout that is to be replicated in
line from the shape to another shape. all the other pages in a publication.
Any content set on the left master page appears in all the other left pages within the
To group shapes or design elements publication; and any content set on the right master page appears in all the other right
Select the items you want to group by holding down the shift key as you click each one pages within the publication. The master page is used for inserting headers, footers and
in turn. Then on the Arrange menu, click Group. layout guides.

The advantages of using the master page in creating a publication

i. It enables the user to create a publication with a consistent appearance.
ii. The general layout can be updated in one page and the update reflected in all the
other pages within the publication.
To ungroup shapes or design elements
Click the grouped object, and then click the Ungroup Objects button that Creating a Master Page
appears. i. Select View then Master Page from the menu bar.
ii. Click New Master Page in the Edit Master Pages task pane. The new Master
page dialog box appears. Then perform the following;
a. Type a single character to identify the new master page at the Page
ID (1Character) box.
b. Type a brief description of the master page in the Description box.
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 c. Click on the Two-page master box if the new master page is to have Manipulating text and text box
two pages. To insert text in a publication, click on the text box tool in the toolbox then add and
iii. Click OK to apply type text.
Format the text by choosing various formatting options such as fonts and drop cap
Editing a Master Page from the format menu.
Once a master page is created, it is possible to edit it by selecting the desired option on Change case
the edit master page toolbar or edit in the master page task pane by clicking on the  Highlight text
arrow next to the master page name.  Right-click on it then select change text from the pop up menu
Facing Pages  Select edit story in ms-word, then ms-word document will open.
You can view one or two pages on the same window. When two pages are viewed at  Change the case from here.
the same time they are referred to as facing pages. To activate the facing pages option;  Close the ms-word document then the case is automatically updated on the
 Right-click the page on the Page Sorter control. publication.
 Select View Two-Page Spread on the pop-up menu that appears.
 If the publication contains more than one page, then the two pages are Tracking and Kerning
automatically displayed on the same window facing each other. Tracking refers to reduce or increase the spacing between all text characters.
Tracking is only available only when working on a print publication.
Adding Pattern or Colour to a Page Kerning refers to changing the spacing between two specific text characters.
i. Click the page on the page Sorter control Kerning is used to create the appearance of even spacing, fit text to a given space or
ii. Select background from the Format menu. The background task pane is displayed adjust line breaks.
on the left of the window. To apply tracking or kerning, go to Format menu and click Character Spacing.
iii. Select the desired background or colour.
iv. To apply it to all the pages in the publication, right click the background or the Paragraph Formatting
colour then select Apply to all pages. The paragraph formatting features available include indentation, line spacing, line and
Note: The patterns or colour can also be added to the publication through the master paragraph breaks, alignment, bullets and numbering, and setting tabs.
pages to avoid selecting each page separately and for uniformity.
Indent and spacing
Layout Guides and Ruler Guides The Ms-Publisher indentation options in publisher are
These are non-printing lines that are used to position objects accurately on a page in the  Flash left
publication.  Hanging indent
Ruler Guides: The ruler measurements are given in inches but this can be changed to  Original
other units of measurement.  Quotation
Layout Guides: The layout guides include;  Custom
 margin guides- blue dotted line that define the page margin or printable area.  First line indent
 column guides- used to divide the page into two or more columns To apply the indents, click paragraph from the format menu then select Indent and
 row guides- Horizontal blue-dotted lines used for dividing the page into sections Spacing.
 baseline guides- they appear as gold dotted line and are used to improve the Under the indent and spacing tab, you can also set Alignment whose options are left
accuracy of text and object placement in a publication. alignment, right, centre, justified, distributed and distribute all lines.
To show or hide these layout guide, click view then boundaries and guides or To change indentation, select the appropriate option under Preset in the indentation
baseline guide. section.
To insert any of the layout guides proceed as follows; Here you can also set line spacing.
Click layout guides on the arrange menu to display a layout guide dialog box then
Apply appropriate settings. Inserting a Column within a Text Box

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  Select the text box where the column is to be inserted. For a text box to be You can save a publication to be printed directly on a printing machine or an image
divided into a number of columns, it must be empty. setter. An image setter is a high resolution output device that prints on paper, film or
 Select Format menu then click text box, the format text box will appear directly to a press plate.
 Select the text box tab then click columns then apply appropriate settings from To save a publication for commercial printing, choose the file type as PostScript under
the column dialog box that appears. the save as type box.
A postscript file cannot be updated after it has been saved and can only be printed on
Manipulating graphical Objects PostScript printers.
Graphics in a publisher include;
Autoshapes Header and Footer
Wordart One can insert date, time or page numbers as a header or footer.
Pictures Headers or footers are only inserted on the master page and not on the actual pages.
Lines To insert header or footer;
Arrows  Click view
Design gallery objects  Choose header and footer
Rectangles etc.  Click date, time or page number icon to insert the respective items.
 Type details at the cursor position to insert your own header or footer.
Graphical objects can be reshaped, flipped, cropped and rotated.
Cropping an Object means trimming the unwanted edges of a picture frame. Printing a Publication
Print Preview
Fill and Stroke It is important to print preview before printing a document because;
Stroke refers to the line style applied around an object. It gives a chance to see how the document will appear on the hardcopy.
Fill refers to a style applied in a text box or object block. One can correct any error that might be identified on the preview before making the
A fill can either be a color scheme, non-colour scheme tint, pattern, texture, gradient final print out.
and picture.
Colour scheme: Refers to a predefined set of harmonized colours available for the user Page Setup
to apply to text and objects. The Page Setup found under file menu contains two tabs, the printer and paper tab and
Tint: Any colour mixed with white. the layout tab.
Gradient: Refer to a gradual progression of colours and shades, usually from one The layout tab enables the user to modify the orientation, page size, publication type
colour to another, or from one shade to another of the same colour. and print options.
To apply both Fill and stroke, right click on the object and select format autoshape. Printer and Paper tab enables the user to select the type of printer to be used for
printing if many printers are installed on the computer. It also contains option for
Text Wrapping changing page orientation, paper source and paper size.
Refers to placing text above, below, next to, or around an object. To apply, right click
on the object, select format autoshape then click on the layout tab. Print Options
You can print one or more copies of a page
Adding shadow effect You can also print on both sides of the paper if the printer supports duplex printing.
To add shadow image of an object, select the object, click the shadow style icon on the To print a publication without graphics, select advanced print settings button on the
formatting toolbar and select the desired shadow effect. print dialog box. Click on the Graphics and Fonts tab and select Do not print any
graphics.
Inserting a Table
 To insert a table, select insert from the table menu or click on the table tool on the
toolbox.
 Specify the number of rows and columns and the table format.
Saving a Publication for Commercial Printing
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