Desktop Publishing

Desktop Publishing programs, or more accurately, Page Layout programs are assembly centres
for text, graphics etc. All the Text, WordArt, Graphics, Tables etc. that go to make up the
publication will be created in Publisher or imported from specialist applications such as Word,
Excel, Photoshop etc.

Starting a Publication

When you open Publisher, you are presented with the Getting Started window. From here, you
can choose the type of publication you want to create:

• Click Blank Page Sizes and A4 Portrait from the resulting window.
• Click the Create Publication button
Starting a Blank Publication

Before you add any text, it is important to set up the page. This involves:

• Setting the correct units of measure

• Setting the page size
• Setting the layout guides

Setting units of measure

• Click the Tools menu and select Options

• The options dialog box appears

• Select Centimetres from the drop down list

• Click OK

Setting layout guides

• Click the Arrange menu and choose Layout Guides

• Set the Margins
• Click OK

Tip: 2 cm suits most printers and looks well when printed. The publication is now set up and
ready to receive text.
Publisher terms

Publisher uses special terminology to describe the component parts of a publication:

• Elements: Anything created in Publisher itself is an element. This includes text,

WordArt, tables, clip art, lines and boxes etc.
• Objects: Anything imported into Publisher. This includes AutoCAD or AutoSketch
drawings, images from the Internet, a scanner or digital camera etc.
• Frames: Elements or objects in Publisher are placed in frames. Frames are specific
to the item being placed - text must be placed in a text frame etc. Frames
can be moved and resized.

Creating frames

• Click the appropriate frame tool Text Frame

• Position the mouse pointer at the upper-left position
• Drag the frame to size Table Frame
• Release the mouse button
WordArt Frame

Tip: Hold down the Shift to drag a square frame. Picture Frame

Resize a frame by dragging the frame Move a frame by dragging the frame
handles to size. to it’s new position.
Frames

All elements and objects in Publisher are placed in frames. You can change the look of frames by:

• Adding Borders and BorderArt

• Adding Shadow
• Adding Fill Colour, Patterns and Gradients
• Layering and Grouping frames

Adding Borders

• Select the frame

• From the Format menu, select Text Box
• Select your options for Border Thickness and Colour
• Click OK

Adding BorderArt

• Select the required frame

• Click the BorderArt button in
the Format Text Box dialog box
• Select a border from the list
• Click OK
Adding Shadow

Tip: - For shadow to work correctly, the frame must be filled with a colour. If the frame appears
white in colour, still fill it with white as frames are transparent in Publisher.

• Select the frame

• Select the Shadow button from the toolbar

Choose Shadow Settings to adjust the colour of the shadow etc.

Adding patterns and gradients

• Select the frame

• From the Format menu, select Text Box
• Choose a Fill Colour from the drop down box.
There are more colours available by selecting the
more colours option.

• To add a Fill Effect, choose the fill effects

option. This gives the option of filling with a
pattern, gradient, texture etc.
Layering frames

In Publisher, it is sometimes necessary to layer frames, such as a caption in a picture. Frames are
layered in the order they were created. It is possible to rearrange this ordering:

Steel Girder

Text Frame on top Picture Frame on top

• Select the frame

• From the Arrange menu, select Order and you can arrange the frames:

- Bring to Front - move the frame to the top of the stack

- Send to Back - move the frame to the bottom of the stack
- Bring Forward - move the frame one position up the stack
- Send Backwards - move the frame one position down.

Grouping frames

When you create several frames, such as a graphic and caption, you can group them together and
they will behave as one frame. Grouped frames will resize in proportion and can be moved as one
frame.

Grouped Ungrouped

• Click the Selection tool and drag a selection box around all the frames
• Click the Group button at the bottom of the selection box

Tip: You can select individual frames by holding down the Shift key and selecting the frames in
turn. To Ungroup the frames, select the group and click the selection button.
Text

Every element or object inserted into Publisher is placed in a Frame. The frame type is
determined by the type of element being inserted. To create a text frame:

• Click the Text Frame tool

• Using the mouse, Drag the frame to size. The size and
position can be changed later.
• Set the Zoom to 100% on the toolbar.
• Start typing your text

Tip: The F9 key toggles between 100% and the current zoom setting.

Formatting Text

Formatting text means changing it’s appearance. The techniques used are:

• Setting font type, size, emphasis or colour

• Setting text alignment
• Setting line spacing
• Setting bullets or numbers

Setting font type and size

• Select the text - drag the mouse pointer over the text
• Set the font type and size from the drop down lists

Setting text emphasis

• Select the text

• Click on Bold, Italic and Underline as required.

Setting text colour

• Select the text

• Click the Font Colour button and choose a colour. If the
colour you want is not visible, click on More Colours to see
the full range.
Setting text alignment

When you drag a text frame, the alignment is automatically set to Left Aligned.
This is suitable for most situations.

• Select the text

• Click the required alignment button

Setting line spacing

• Select the text

• Click the Format menu and select Paragraph
• In the Line Spacing area, set the line spacing and click OK

Setting bullets and numbers

• Type the list and select it

• Click the bullet or number button as required

Tip: You can choose bullet or number type by clicking the Format menu and selecting Bullets
and Numbering. The text must be selected before choosing the command from the menu.
WordArt

WordArt is used to create special effects using text. Publisher treats WordArt as a graphic
element and so it can be:

• Filled with a colour or pattern

• Rotated and resized
• Made to follow drawn objects
• Set to any of several predefined shapes

Adding WordArt

• Click on the WordArt button

• The WordArt Gallery appears
• Select the required WordArt style and click OK

• The Edit WordArt Text box appears

 • Type your text
• Format the WordArt
• Click the OK button

The WordArt appears as a graphic and can be resized and moved to suit.

The WordArt Toolbar also appears and is used to change the appearance of the WordArt. Using
it, you can:

• Bring up the WordArt Gallery to change the appearance of the WordArt

• Format the WordArt
• Change the WordArt Shape
• Edit the Text
• Set Text Wrapping Options.
• Set all the characters to the same height
• Set Vertical Text
• Set Alignment
• Set Character Spacing
Tables

Tables are used to arrange information so that relationships between items of information can be
clearly seen. Tables are primarily used for text, although any element or object that can be
inserted into Publisher can be placed in a table cell.

Creating a table

• Click the Table button and drag a frame

• The table dialog box appears

• Choose the number of Rows and Columns you require

• Publisher provides predefined table formats and you can select one in the Table
• Format window and see a preview in the Sample window
• Click OK
• Enter the information into the table and format as required

Adjusting cell size

• Position the cursor on a gridline

• Drag the cell to size

Printing the guidelines

Cell guidelines do not automatically print. You must convert them to borders.

• Select the entire table

• Click the Line/Border Style button on the toolbar
• Select More Lines from the Drop Down menu
• Select Grid from the Presets section
Merging table cells

Merged cells will behave as a single cell.

• Select the cells

• Select the Table menu and Merge Cells

Merged cells

Merged cells

Adding rows or columns

If you miscalculate the number of rows or columns required, they can be added later.

• Click in a cell next to where you want the columns or rows inserted
• From the Table menu, select the required rows or columns
• Set your requirements in the dialog box
• Click OK
Graphics

Graphics can be placed into Publisher from many sources:

• Clip Art: From the Publisher Gallery, the Internet or Clip Art compilations
• From File: Insert any graphic saved to disk
• Scanner: Scan a graphic directly into Publisher
• Camera: Import a graphic from a digital camera
• Application: Copy and paste or embed a graphic from another application

Inserting Clip Art

Publisher comes with an extensive range of Clip Art.

• From the Insert menu, choose Clip Art

• Type a keyword into the Search For box
• Click Go
• Choose from the results

From File

• Drag a Picture frame

• From the Insert menu, select Picture and From File
• Find the picture using the dialog box
From the Internet

Microsoft maintains an extensive Clip Art collection online. This can be accessed from Clip Art if
you have an Internet connection.

• Open Clip Art (Insert menu, choose Clip Art)

• Click the Clips Art on OfficeOnline link

The Microsoft web site opens and connects you to the clip art gallery.

• Set the search parameters in the dialog box and download the clip art.

From a scanner or camera

If you have TWAIN compliant scanner or digital camera, you can import an image directly into
Publisher. Publisher automatically imports the image into your publication. To check if your
scanner or digital camera is TWAIN compliant:

• From the Insert menu, choose Picture, From Scanner or Camera an select the
scanner from the list.

All your TWAIN compliant devices will be listed.

Select the device you intend using. You are now ready to use the device to import an image.
 • The software for the selected device opens
• Use the software to import the image

Tip: Images from scanners and cameras tend to be very large. The following rule of thumb
should be used to keep the size down:

• Set the Resolution to 80 Dpi (dots per inch) for on screen publications - Web,
PowerPoint etc
• Set the Resolution to 200 Dpi for a printed publication
Drawing Tools

These are used to add lines, ovals, boxes and other shapes. Simply select the required tool and
drag the shape. Size and position can be changed later.

To add lines

• Click the Line tool

• Drag the line to the required size
• Move the line to position if necessary

Tip: Hold down the Shift key to draw straight lines or lines at 45°.

To add Arrows

• Click the Arrow tool

• Drag the line to the required size
• Move the line to position if necessary

Tip: Hold down the Shift key to draw straight lines/arrows or lines/arrows at 45°.

To Edit lines

• With the line selected, choose AutoShape from the Format menu.
• Set your options and click OK
To add Ovals and boxes

• Click the Oval or Box tool

• Drag to size
• Move to position if required
• Format for fill colour, outline colour and thickness as for lines

Tip: Hold down the Shift key to drag a perfect circle or square.

To add AutoShapes

• Click the Shape tool

• Choose the required category
• Choose the required shape
• Drag the shape to size
• Move to position if necessary
• Format for fill colour, outline colour and thickness as for lines
The Background

When creating a publication, it is essential that it should be presented in a consistent manner.

As you create pages in Publisher, they are stored in an area called the Foreground. Publisher
provides another area, called the Background, where you can place elements or objects that will
appear on every page of your publication. By using the background to place elements or objects
common to all pages, you can give your publication a consistent look that would be difficult to
achieve by placing the them on each page of the publication. It also saves time as the they only
need to be placed once to be visible on all pages of the publication.

When you start Publisher, a blank background is automatically created for you.

To move to the background

• Select the View menu.

• Select Master Page.

To move back to the foreground

• Select the View menu.

• Select Master Page

Tip: Alternatively, you can use the CTRL+M keys to toggle between the foreground and the
background.

Foreground pages in Publisher are like transparency sheets placed on top of the background. The
elements or objects on the background can be seen through the transparent foreground sheets.

Foreground page

Background

What goes on the background

• Page numbers so they will automatically increment on the foreground pages

• Headers, footers or sidebars you want on all foreground pages
• Graphics or text you want on all foreground pages
To insert page numbers

• Go to the background
• From the Insert menu, select Page Numbers

Publisher inserts the page number mark (the hash symbol #) which only appears on the
background. It is replaced by the appropriate page numbers on the foreground pages.

• Add any text you require before the hash symbol (Page, Section etc.)
• Format the text as you would any other text
• Return to the foreground

The procedure is the same for headers, footers, lines or boxes etc.

To create a watermark

• Go to the background (CTRL + M)

• Drag a Picture frame
• Insert an image (from clipart, scanner etc.)
• From the Format menu, select Picture
• Click the Recolor button from the
Format Picture dialog box
• Select a suitable shade of Grey and click OK
• Return to the Foreground