Creating Specialty Promotional Documents

Advanced Microsoft® Word 2003: Desktop Publishing

Creating Promotional Documents

Promotional documents include:• tickets• enrollment forms• gift certificates• postcards• bookmarks• name tags• invitations• business greeting cards

Creating Tickets Using Microsoft Online

Click the Templates on Office Online hyperlink at the New Document task pane.

Create Promotional Documentsusing Tables

Tables require planning Field codes- Command functions that automatically

create preformatted results

Creating Lines for Typing

Two methods:1. Underline and Tab keys2. Line tool from Drawing toolbar

Building a Form

Determine how form will be used—hard copy or online

Decide what information needs to be included and if a template is available

Form will consist of areas that contain static and dynamic information

Form fields will contain dynamic information Save form as a template

Adding Form Fields

Use buttons on the Forms toolbar Protect form before you make it available to users

Creating Form Fields withDrop-Down Lists

Position insertion point on drop-down form field Click Form Field Options button on Forms toolbar

Changing Check Box Options

Position insertion point on check box form field Click Form Field Options button on Forms toolbar

Changing Text Form Options

Position insertion point on text form field Click Form Field Options button on Forms toolbar

Printing a Form

Filled in form- Use one of normal printing methods Data- Click Tools, Options, Print tab, and then Print

data only for forms, then use one of the normal printing methods

Form- Open template and use one of normal printing methods

Creating Postcards

Postcards are inexpensive Postcards are used for:• appointment reminders• just-moved notes• return/reply cards• display cards• thank-you cards• invitations

Merging Promotional Documents

Mail merge- Combining variable information with standard text to create personalized documents

Main document- Form that receives data Data source- Contains variable data such as names and

addresses Merge fields- Codes in main document that collect

information from data source and use it in main document

Record- Contains information for one unit (person, family, or business)

Merging Promotional Documents

Mail Merge Wizard can be used to customize:• letters• envelopes• labels• directories• e-mail messages• faxes

Wizard guides you through merge process and presents six task panes

Using Mail Merge Wizard

click Tools, Letters and Mailings, Mail Merge

Replicating Labels

At fourth Mail Merge task pane, arrange label and click Update all labels button.

Mail Merge Toolbar

Insert Merge Fields button- Insert additional fields Merge to New Document button- Merge main

document with data source Merge to Printer button- Merge documents directly

to printer Mail Merge Recipients button- Edit a data source

Creating Invitations and Cards

Use 2 pages per sheet option Consider adding a page border

Planning and Designing Cards

Consider focus, balance, consistency, proportion, contrast, and directional flow

Allow plenty of white space around design elements Ensure that graphic images relate to the subject. Use a heavier weight paper (60-65 lb.) Use Mail Merge Wizard for large projects

Using Card Templates

Cards may be customized to promote your company’s identity

Use good-quality card stock with matching envelopes Use greeting cards or holidays as the search string

Creating Name Badges

An appropriate name badge shows:• name• title• company or organization

Name should be easy to read and most dominant element

Use Labels feature to create labels or business cards that can be inserted into a name tag holder

Shipping Labels

Reinforce consistency with other business documents by:• replacing the placeholder text• adding a logo• changing the colors