Microsoft Publisher 2003 Tutorial

Alan Canning ICT Training

Microsoft Publisher 2003 TutorialIntroduction to Microsoft Publisher 2003

What is Microsoft Publisher?

Microsoft® Publisher is a full-featured desktop publishing program that helps you design and publish professional print and Web-based materials with ease. Using Publisher’s familiar interface, you can precisely lay out blocks of text, graphics, calendars, order forms, and more, while Publisher’s many built-in designs help you to quickly create a professional publication in a matter of minutes.

What’s new in Publisher 2003?

Publisher 2003 includes additional publication types and designs, which you can print, publish to the Web, or distribute via e-mail. These options are available from the task pane, which makes it easy to get started immediately. Other enhancements for increasing efficiency include a new page sorter, which lets you use shortcut menus and drag-and-drop functionality to rename, insert, delete, and rearrange pages, and the new Find and Replace task pane, which lets you quickly search and replace text throughout the publication.

Enhanced formatting options and layout features let you design publications with more precision and flexibility; for instance, you can apply multiple master pages to a single publication to control several page designs at once, and widow and orphan control let you control the flow of text between linked text boxes. The Design Checker and Graphics Manager automatically check the status of your publication prior to distribution, so you can quickly catch and fix problems you might not have noticed.

The Easy Web Site Builder automatically creates a custom web site based on the site goals you define, and added Web page types give you more pre-built design options for specific types of pages. A new Web editing environment called Web mode provides options specific to Web pages, ensuring your publications are optimized for the Web. In addition, new e-mail wizards help you design publications specifically for e-mail distribution.

Publisher’s commercial printing features have been extended to include composite CMYK Postscript output and enhanced colour controls, which let you manage the inks in your publications. And advanced settings for separations are available from the Print dialog.

Also for business users, the new Mail and Catalogue Merge Wizard lets you include information in your publications from a variety of data sources, such as a database or spreadsheet.

Starting Microsoft Publisher

To start Publisher:

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1. Click the Start button on the Windows task bar.2. Point to All Programs.3. Select Microsoft Office.

4. From the Microsoft Office submenu, select Microsoft Office Publisher 2003.

The Publisher toolbars and task menus

While all of Publisher’s commands are contained in the menu bar at the top of the window, most of your tasks can be accomplished using the toolbars and task pane menus.

Publisher’s toolbars, which group together shortcuts to command commands, are virtually identical to those included in other Office applications. You can click a toolbar button to quickly apply formatting, save or print a publication, copy or paste text, or accomplish another of a variety of tasks.

To show or hide a toolbar, open the View menu, select Toolbars, and then select the toolbar you want to show or hide.

The most frequently used toolbars are the Standard toolbar, the Formatting toolbar, and the Objects toolbar.

The Standard toolbar contains buttons for opening, saving, printing, and editing publications. The Zoom box and magnifying glass buttons at the end of the toolbar let you change the display size of the publication you’re working in.

The Formatting toolbar contains buttons and drop-down menus for applying formatting to text, paragraphs, and objects.

The Objects toolbar, which is displayed vertically along the left side of the Publisher window, provides buttons for inserting the objects you’ll include in your publication. These include text boxes, picture boxes, lines, shapes, and Design Gallery objects.

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To insert an object into a page of your publication, you simply click the button on the Objects toolbar and then click and drag to the dimensions you want. This makes Publisher a much easier and more versatile tool for designing professional publications than standard word processing programs.

In addition, Publisher uses a task pane, located on the left side of the window, to group common options, as well as to replace many standard dialogs:

As you select options from the task pane, you can see your changes immediately applied to the publication.

All the task panes are available from a menu that you can access by clicking the down arrow in the task pane title bar:

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You can easily switch between task panes by selecting a pane from the menu.

You can also close the task pane, if you need more workspace, by clicking the X in the upper right-hand corner. To show the task pane again, open the View menu and select Task Pane.

Ruler Guides

A ruler guide is horizontal or vertical guide that you can move to any point on the ruler. You use ruler guides to help you align the elements you lay out in your publication. When the Snap to Ruler Marks feature is turned on, objects you place neara ruler guide will automatically snap into alignment.

To show or hide rulers, open the View menu and select Rulers.

To create a guide, click and drag your mouse from the horizontal or vertical ruler to any page or master page in your publication:

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You can create as many guides as you need. Click and drag the guides to change their position.

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Ruler guides are specific to each page on which you create them, so you can lay out each page differently. If you add guides to a master page, each publication page that uses that master page will display the same guides.

To turn on Snap to Ruler Marks, open the Arrange menu and select Snap and then To Ruler Marks. When you place an object near a ruler guide or an intersection of guides, the object snaps into place:

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Similarly, you can turn on the Snap to Objects feature to snap ruler guides to objects: From the Arrange menu, select Snap, and then Snap to Objects.

To remove a ruler guide, right-click on it and select Delete Guide from the shortcut menu, or simply drag it off the page.

Microsoft Publisher 2003 Tutorial

Creating a Publication

Creating a new publication using the wizards

Publisher provides a large variety of pre-built designs for each publication type. To quickly create a new publication, all you have to do is select the design and replace the placeholder text and graphics:

1. From the File menu, select New.2. In the New Publication task pane, select a publication type from the New from

a design list:

For this tutorial, we’ll create a family newsletter designed for print. Later, we’ll show you how to design a newsletter for e-mail distribution, as well.

Select Publications for Print.

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This expands the list to display design categories:

It also opens the Quick Designs preview gallery, which displays designs you can use for your publication:

The preview gallery displays designs for the category selected in the New from a design list.

1. Scroll through the list of design categories and select Newsletters.

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The Quick Publications preview gallery displays thumbnails for newsletter designs.

1. Scroll through the gallery. When you find a design you like, click it.

For our family newsletter, we’ll use the Rhythm Newsletter.

The first time you use the design gallery, Publisher prompts you to enter personal information, which it can automatically include in your publications:

1. Enter the information you’d like to use and click OK. You can always change the information later.

The publication is displayed in the main window:

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1. The task pane now displays design options for your newsletter:

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As you select different options, you can see them applied to the newsletter in the

main window. If you select an option and decide you don’t like it, use the Undo button on the Standard toolbar to restore the previous selection.

· The first option is specific to the type of publication design you’ve chosen. Since we’ve chosen a newsletter design, the first option is Newsletter Options.

This lets us select one- or two-sided printing, as well as whether or not to include a customer address. When you include a customer address, Publisher adds mailing address elements to the publication.

For our newsletter, we’ll leave the options as they are: two-sided printing with no customer address.

· Web page, newsletter, and catalogue designs include a Page Content option. For newsletters, click Page Content to select a column style.

For the example newsletter, we’ll keep the default option (3 columns).

· If you don’t like the newsletter design you chose from the preview gallery, click Publication Designs to choose a new one.

· To change the colour scheme for the newsletter, click Colour Schemes.

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The current colour scheme is Meadow; this was defined in the Personal Information dialog earlier. For our newsletter, we’ll select Pebbles instead.

· To change the font scheme for the newsletter, click Font Schemes.

We’ll select Online, because it has the general look we want to use. You can always change individual fonts later.

1. Once you’ve adjusted the design to your liking, you can complete your publication by replacing the text and graphics Publisher has included. The remainder of this tutorial describes how to do this.

Types of publications

You can create two types of publications in Publisher: print and Web. Each publication type includes a large number of sub-types, each with its own set of pre-built designs.

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For example, print publications include designs for newsletters, flyers, brochures, business cards, signs, resumes, and labels. Web publications include designs not only for web sites but also for electronic newsletters and other event announcements that you can distribute via e-mail.

Publisher uses a distinct editing mode for print and Web publications, with each containing specialized options. Print mode includes options for commercial printing, which aren’t available to Web mode, while Web mode ensures that the elements you include in your publication are optimized for the Web. If you aren’t sure which mode you’re in, you can find out by checking the Publisher title bar.

Creating a blank publication

If you want to create your own design from scratch, you can start with a blank publication:

1. From the File menu, select New.2. In the New Publication task pane,

select either Blank Print Publication or Blank Web Page.

Saving a Microsoft Publisher publication

You should save your publication as soon as you’ve selected the design and adjusted the design elements:

1. From the File menu, select Save As.

The Save As dialog opens.

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1. Browse to the location where you want to save the publication.2.[1.] Enter a file name into the File name field.3.[2.] Make sure Publisher Files (*.pub) is selected as the file type.4.[3.] Click Save.

As you work, you can quickly save your changes by clicking the Save button on the Standard toolbar.


Modifying a Publication

Moving between pages

You move between the pages of your publication using the page sorter at the bottom of the Publisher window:

The current page is the one that’s highlighted in the sorter. To move to a different page, click the page number you want to move to.

If you’re using two-sided printing, the first page will be displayed by itself, while the subsequent pages will be displayed two at a time, up until the last page, which is also displayed by itself. You can visualize two-sided printing as you would a printed book. The front cover of the book is the first page of the publication, and the back cover is the last page. All the pages in the middle of the book are facing pages, which you can open and lay flat; these are displayed together in the workspace window.

If you want to give yourself more room to work on an individual page, you can turn off the display of two-sided printing by opening the View menu and unchecking Two-Page Spread.

Inserting pages

You can insert blank or duplicate pages into your publication, or you can insert Publisher’s pre-designed pages, which duplicate the current design with the addition of elements such as calendars, order forms, or sign-up forms. The pre-designed page options make it easy to increase the page count of your publication while keeping the design and placeholders constant.

To insert new pages into your publication:

1. Use the page sorter at the bottom of the window to turn to a page adjacent to where you want to insert the new pages. For example, click on Page 4 to insert new pages before the last page in the example newsletter.

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Note:

When you insert pre-designed pages with two-page spreads (two-sided facing pages), Publisher will automatically insert two new pages before the last page, if the last page is selected, or after the first page, if the first page is selected. In other words, Publisher will automatically determine the best placement of the facing pages.

1. From the Insert menu, select Page.

Tip:

You can also right-click on the page number in the page sorter and select Insert Page from the shortcut menu:

The Insert Pages dialog opens, which lets you select pre-designed pages to insert.

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This dialog may vary depending on the type of publication you’re working with. Since we’re working on a newsletter, we’re given newsletter page designs.

1. Because we’re working with a two-page spread, Publisher will insert two new facing pages by default. The drop-down menus let you select the type of content you want to add to the left-hand and right-hand pages.

For example, Story duplicates the placeholder content that currently appears on the newsletters inside pages. You can also select other pre-defined content, such as a calendar or order form. When you select one of these options, Publisher will add the selection, such as a calendar, to the specified page, and then fill the remainder of the space on that page with placeholder text.

1. The Insert Pages dialog is a quick and easy way to add matching pages to your publication. However, you can instead add blank pages, and specify the number and location of the pages, by clicking more.

This opens the Insert Page dialog.

1. Here, enter the number of pages you want to add, and specify whether to insert the pages before or after the current page.

Note:

When working with two-page spreads, it’s best to add pages in multiples of 4. This is like adding another long sheet of paper, which has two facing pages on the inside and two pages on the outside (back).

You can also select whether to insert blank pages, pages with a text box, or pages that are duplicates of a particular page.

1. Once you’ve selected your options, click OK to close the Insert Page dialog. For the example newsletter, we’re going to use the pre-designed page options in the main dialog, so click Cancel to close the Insert Page dialog without specifying options.

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2. In the Insert Newsletter Pages dialog, select Calendar under Right-hand page and click OK.

Publisher adds two new facing pages with a calendar for the current month on the right-hand page:

Deleting pages

When you delete pages from a publication, all the content on the pages is deleted, with the exception of text or objects linked to connecting boxes on other pages. Linked objects will be moved to the following pages.

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To delete pages from your publication:

1. Use the page sorter at the bottom of the window to select the page you want to delete.

For the example newsletter, select page 2.

1. From the Edit menu, select Delete Page, or right-click the page sorter on the page you want to delete and select Delete Page from the shortcut menu.

If you’re working with a two-page spread, the Delete Page dialog opens:

1. Select whether to delete both pages, or just the left or right page.

For our newsletter, select both pages.

1. Click OK.

Move a page

To move a page in a publication to a new location:

1. Using the page sorter, right-click the page you want to move and select Move Page from the shortcut menu.

Note:

If you’re working with a two-page spread, you should move both pages of a spread; otherwise, the content may be inappropriately split.

The Move Page dialog opens.

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1. Under This page, select the page adjacent to the location where you want to move the selected page. For example, if you want to move the selected page tojust before page 2, select Page 2.

2.[1.] Select Before or After to move the page to the place just before or just after the location you selected.

3.[2.] Click OK.

For the example newsletter, click Cancel, since we don’t want to move any of the current pages.

Tip:

You can also move a page by clicking and dragging the page icon to another location in the page sorter:


Add text

In Microsoft Publisher, text is contained in text boxes, which you arrange on the pages of your publication. When you use one of Publisher’s built-in designs, Publisher adds placeholder textboxes, with content that you can change or delete.

If you’re working with a blank page, you can add your own text by adding a text box of the general dimensions you need:

1. On the Objects toolbar at the left side of the Publisher window, click the Text

Box button.

The mouse icon changes to a cross hair:

1. Position your mouse where you want the upper left-hand corner of the text box to appear, and then click and drag the mouse to draw a box the size you want:

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Release the mouse button when the text box is the size you want. Don’t worry about locating or sizing the box precisely; you can always change it.

A new text box appears:

1. Type inside the text box to add the text you want.

Using text boxes, you can precisely control the size, location, and appearance of all the individual text elements in your publications.

Import text

If your publication will contain long blocks of text, such as articles, you can compose the text for your publication in Microsoft® Word, and then import it into a new publication:

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1. Make sure your Word document is saved.2. In the Publisher task pane, click the Other Task Panes arrow button and, from

the menu that appears, select New Publication.

1. In the New Publication task pane, select Publications for Print and then Import Word Documents:

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1. Select a design from the Import Word Documents preview gallery to the right:

The Import Word Document dialog opens.

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1. Navigate to the document you want to import, and then select it and click OK.

The document is converted to Publisher:

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1. You can now use the Word Import Options task pane to define the formatting options you want to use for the publication:

Select text boxes

Text boxes, as well as other types of object frames (such as picture boxes), are displayed with dashed borders. You can select a text box to format it, move it, resize it, or delete it.

In the example newsletter, select page 2 and then zoom in, if necessary, so you can read the text. Scroll to the bottom of the page so you can see the last two articles:

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Select the text box containing the last headline by moving your mouse over the boundary of the text box until the mouse icon changes to vertical and horizontal arrows:

Then click to select the text box:

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Delete text boxes

To delete a text box, select it and press the Delete key on your keyboard.

For the example newsletter, delete the text box containing the third story headline on Page 2:

Now select and delete the three text boxes containing the article text.

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Note that the third text box is hidden behind the picture. Because the text is flowing from the first text box into the second and then the third, when you delete the first two text boxes, the text will appear in the third behind the picture. Select the third text box at the bottom border and delete it:

Now select and delete the text box above the picture, where Publisher has included placeholder text for a quote:

We’ve now made room to extend the length of the second article:

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Resize text boxes

When you select a text box, white circles, called handles, appear along the boundary. You use handles to resize a text box (or any selected object) by clicking and dragging the handles until the object has the dimensions you want.

Middle handles on an object resize the height and width of the object, while corner handles let you resize both simultaneously. For example, if you wanted to increase both the height and width of a text box, you could click the handle in the bottom right-hand corner and drag outward:

When you release the mouse button, the box is resized:

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To decrease both dimensions, you could click the same handle, but drag inward to shrink the box:

For our example newsletter, we’ll resize the length of the text boxes containing the second article on Page 2 so they fill the blank space we’ve created.

First, select the text box containing the first column of the article:

Now, click the middle handle on the bottom horizontal boundary and drag it toward the bottom of the page:

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When you release the mouse, the text box is resized:

Resize the text box for the second column to match the first:

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Moving objects

You can move objects simply by dragging and dropping them to new locations. For most objects, you can click anywhere inside the object. For example, select the picture at the bottom of Page 2 in our example newsletter:

Now drag the picture up on top of the third text box in the article, so the picture is in line with the top of the article:

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When moving text boxes, however, you must select the border, since clicking inside the text box will select the text inside the box, rather than the box itself. Click on the edge of the text box containing the picture’s caption and drag it to just below the picture:

Now move the article’s third text box from behind the picture to just below the picture:

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Tip:

Select the right boundary of the text box to keep from inadvertently selecting the picture or caption.

We only need adjust the size of the text box slightly to complete the new layout:

Tip:

You can “nudge” a selected object in small increments using your arrow keys.

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Connecting text boxes

It’s common to have more text than you can fit into one text box, or to resize a text box so all the text no longer fits. When this happens, the extra text, called overflow, is hidden and a small icon appears below the text box that says Text in Overflow:

You can connect multiple text boxes so that text flows from one box to another in what’s called a story. If you resize or delete one of the connected text boxes, the overflow text is moved to adjacent boxes, preserving the text and flow of the story.

To connect a series of text boxes:

1. Lay out the design you want by adding and arranging the text boxes you want to link.

For this example, we deleted the second and third columns of the bottom article on Page 2 of our example newsletter, and then resized the first column so the text no longer fit. We then moved the text box to the bottom of the page and added two new text boxes next to it. (See the illustration for Step 2 below.)

1. Select the text box containing your overflow text. The box doesn’t have to contain text yet; if you’re laying out a design, you can select the first in a series of empty text boxes that you want to link.

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1. On the Connect Text Boxes toolbar, click the Create Text Box Link button.

The mouse icon changes to a pitcher.

1. Click the text box that should be second in the link:

The overflow text now appears in the box you clicked:

To connect additional text boxes, repeat the above steps.

For example, to connect the third text box in the example, click the Create Text Box Link button again, and then click the third text box:

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Because the text of the story actually ended in the second text box, the third box remains empty:

However, the small Go to button above the text box tells us the box is connected.

If you now delete the middle text box, the text that appeared in that box will move to the third text box:

Creating text columns

You can quickly lay out columns on a page by formatting a single text box as multiple columns:

1. Create a text box wide enough to accommodate all the columns you want:

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1. Right-click the text box and select Format Text Box from the shortcut menu.

The Format Text Box dialog opens.

1. Select the Text Box tab and click the Columns button.

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The Columns dialog opens.

1. Enter the number of columns you want, and the spacing that should appear between the columns.

2.[1.] Click OK.3.[2.] Click OK to close the Format Text Box dialog.

The text box is now split into columns of equal width.

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Create and use a master page

Every publication includes a master page, which contains elements of the design that are repeated throughout the publication. These may include text boxes, pictures, headers, footers, and layout guides. Master pages provide one place where you can update all common elements; this way, you don’t have to change them on all the pages in the publication.

To view the master page for your publication, open the View menu and select Master Page. The master page is displayed in the main workspace window:

You add elements to the master page the same way you would to your publication pages.

If you have multiple pages in your publication, you can create a master page for each publication page that uses a different design. For example, you might want a header or footer to appear in a different location on left- and right-side pages, and no header or footer to appear on the cover or back page.

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You can add new master pages using the Edit Master Pages toolbar, which floats over the master page:

To create a new master page:

1. Click the New Master Page button on the Edit Master Pages button. This button is also available on the task pane.

The New Master Page dialog opens.

1. In the Page ID field, enter a one-character master page identifier.2.[1.] Enter a description for the master page.3.[2.] For print publications, select the Two-page master check box if you want to

create a two-page spread.4.[3.] Click OK.

Once you’ve created and designed your master pages, you need to apply them to the various pages of your publication. To do so, close the master pages by selecting (unchecking) Master Page from the View menu.

When you return to the publication, the Apply Master Page task pane should appear:

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If it doesn’t, you can select it from the task pane menu (by clicking the task pane’s down arrow), or you can select Apply Master Page from Publisher’s Format menu.

You can apply a one- or two-page master to a single page, a two-page spread, to separate pages in a spread, or to several pages at a time:

1. Use the page sorter at the bottom of the window to open the page in the publication where you want to apply the master page.

2. Use the drop-down menu in the Apply Master Page task pane to select the master page you want to apply.

To apply different master pages to the pages in a two-page spread, uncheck the box below the drop-down menu (Use the same master page for both facing pages). A second drop-down menu appears for the right-side page, letting you select a different master page.

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To apply one master page to a range of pages in your publication:

1. In the Apply Master Page task pane, click the Apply to Page Range button.

The Apply Master Page dialog opens.

1. Select the master page you want to apply from the drop-down menu.2.[1.] Under Apply to, select Pages, and then enter the page range. To apply the

master page to all the pages in your publication, select All pages instead.3.[2.] Click OK.


Editing Content in a Publication

Editing text in a publication

You select and change text in Publisher text boxes the same way you would change text in any word processing program: simply select the text and type over it.

For the example newsletter we began earlier, we’ll change the newsletter title and the text below it.

Note:

You can select an entire block of text by clicking anywhere in the middle of the text. If you want to place your cursor inside the block without selecting the text, click just at the end of the text. You can then use your arrow keys to move to a specific location inside the block of text.

In the example newsletter, select page 1, and then zoom in, if necessary, so you can read the newsletter title:

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Use your mouse to select the text “Newsletter Title”:

Now type “Smith Family Newsletter”:

If you used the Rhythm Newsletter design, Publisher automatically added either your name or the name of your organization to the row below the title. Change this to “2005″:

You can replace the remainder of the placeholder text in the publication the same way.

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Publisher also provides the capability to edit long blocks of text in Microsoft® Word (version 6.0 or later). This makes it much easier to replace placeholder articles with your own.

To edit a text box in Microsoft® Word:

1. Right-click the text box you want to edit and, from the shortcut menu, select Change Text, and then Edit Story in Microsoft Word.

A Microsoft® Word window opens displaying the text:

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Note that while you’re editing in Word, the text box in Publisher is grayed out.

1. Edit the text in Word.

2. Click the close button in the upper right-hand corner of the Word window to close the window and update the text in Publisher.

Note:

You should do any formatting in Publisher, since this formatting may not be imported from Word.

Find and replace text

You can easily find and replace text in Publisher the same way you would in Microsoft® Word:

1. Open the Edit menu and select Replace, or press Ctrl + h on your keyboard.

This opens the Find and Replace task pane:

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1. Make sure the Replace option is selected.2.[1.] In the Find what field, enter the text you want to find.3.[2.] In the Replace with field, enter the new text you want to replace the original

text with.4.[3.] Under Find options, select any options you want to use. For example,

unless you select Match whole word only, Publisher will replace all instances of the letters you enter, regardless of whether or not the letters comprise the entire word. This means that if you enter “the”, Publisher will replace the words “the”, “then”, and “them” with the replacement text.

5.[4.] Click Find Next.

Publisher moves to, and highlights, the next instance of the text you’re searching for.

1. Click Replace to replace the text, or Find Next to keep searching.

If you’re sure you want to replace all instances of the text in the publication (for example, if you’ve misspelled a person’s name), click Replace All.

1. Publisher replaces all instances of the text.

Check spelling

To check the spelling in your publication:

1. To spell-check only a specific object, like a text box or table, select the object. Otherwise, skip this step.

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2. From the Tools menu, select Spelling, and then Spelling again from the submenu.

If there are any misspellings, the Check Spelling dialog opens.

1. The dialog displays the first misspelled word. To replace the word, select one of the suggestions from the list, or type the correct spelling into the Change to field. Then click Change.

If the word is spelled correctly but Publisher just doesn’t recognize it, click Ignore, or Add to add the word to the dictionary. When you add a word to the dictionary, Publisher will check subsequent spellings of the word against the entry in the dictionary.

Publisher moves to the next misspelled word.

When Publisher has finished checking the spelling, click OK.


Formatting a Publication

Formatting text

Use the Formatting toolbar to quickly change the type, size, style and colour of text in your text boxes :

1. Select the text you want to change. In our example newsletter, we’ll change the appearance of the headline text on the first page:

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http://learnthat.com/2005/05/microsoft-publisher-2003-tutorial/8/


1. Select a font name from the Font box.

For our newsletter, we’ll select Arial.

1. Select a size from the Size box, or enter the number directly into the box and press Enter. For the newsletter, we’ll enter 16 (points):

Once we replace the text in the headline, it should look something like this:

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1. Now, select the “2005″ in the text below the newsletter title and click the Bold

button on the toolbar. This applies bold formatting to the text:

You can also click the Italics and Underline buttons to italicize or underline the text. Click the buttons again to remove the formatting from the text.

Tip:

Publisher uses the same keyboard shortcuts that are available in Microsoft® Word:

1.1. For bold, press Ctrl+b.2. For italics, press Ctrl+i.3. For underline, press Ctrl+u.

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1. To change the colour of the text, click the down arrow to the right of the Font Colour button and pick a colour from the menu that appears.

Tip:

When you pick a colour, the Font Colour button changes to display the new colour. To apply that colour to more text, select the text and click the Font Colour button.

The Font dialog provides additional effects you can apply to text, such as embossing and engraving:

1. To access the Font dialog, open the Format menu and select Font.

1. Under Effects, select the effects you want to apply.

The Sample pane shows you how the font will appear.

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1. Click OK.

Creating a drop cap

Drop caps are often used at the beginning of an article in a publication. To apply a drop cap:

1. Click inside the paragraph where you want to apply a drop cap.2. From the Format menu, select Drop Cap.

The Drop Cap dialog opens.

1. Select the drop cap style you want to use.2.[1.] You can also define a custom drop cap by selecting the Custom Drop Cap

tab:

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1. Here, you can specify the precise size of the drop cap. First, select a letter position. The number in the Lines field changes for each selection, but you can adjust this as necessary. Lines specifies the number of blank lines that appear before the remainder of the text. Entering 0 causes the remainder of the text to appear in line with the top of the drop cap. Entering 1 moves the remainder of the text down a line, as shown above.

Size of letters specifies the size of the drop cap, and Number of letters specifies how many letters will be dropped. In the example above, only 1 letter (the first letter) is dropped. If we entered 2, the word “In” would be dropped.

Under Select letter appearance, you can define the font, colour, and style of the drop cap.

Tip:

Custom drop caps are added to the list of available drop cap styles, so you can easily reuse any style you define.

1. Click OK to close the dialog and apply the effect.

Apply schemes

When defining the options for the appearance of our example newsletter, we selected font and colour schemes. A font scheme is a set of major and minor fonts associated with a publication, with the major fonts used for headlines and the minor

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fonts used for body text. A colour scheme specifies the colours used for accents and hyperlinks in your publication.

To select a new font or colour scheme for the publication:

1. Select Font Schemes or Colour Schemes from the task pane menu (by clicking the down arrow), or from Publisher’s Format menu.

This opens the related task pane:

1. Select a scheme from the list.2.[1.] The Colour Schemes task pane also provides an option to define a custom

colour scheme:

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1.

1. Click Custom colour scheme at the bottom of the task pane.

The Colour Schemes dialog opens.

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1.

1. For each element, select a colour from the drop-down menu.2. Click Save Scheme.3. In the dialog that opens, enter a name for the new colour scheme.4. Click OK to close the Colour Schemes dialog.

Insert symbols

Symbols are special characters that don’t appear on a standard keyboard. These can range from a copyright symbol to icons like smiley faces and checkmarks.

To insert a symbol:

1. Position your cursor inside the text box where you want the symbol to appear.2. From the Insert menu, select Symbol.

The Symbol dialog opens.

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1. Different fonts offer different symbol menus, though many include the same standard symbols. You can select different fronts from the drop-down menu to view all the available symbols.

2.[1.] Many standard special characters, such as the em-dash, the en-dash, the trademark symbol, and the copyright symbol, appear on the Special Characters tab.

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1. Select a symbol from the menu and click Insert.2.[1.] Click Close to close the Symbol dialog.


Indent paragraphs

You can quickly indent selected paragraphs in a text box using the Increase Indent

button on the Formatting toolbar.

To set more specific options for indenting text, use the Paragraph dialog box:

1. Select the paragraph(s) you want to indent.2. From the Format menu, select Paragraph.

The Paragraph dialog opens.

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1. If necessary, select the Indents and Spacing tab.2.[1.] Change the left or right indentation using the up and down arrows next to

the Left and Right fields. You can enter positive or negative numbers. Negative numbers extend the text beyond the current margins.

Notice that in the Sample pane, Publisher shows you how the text will appear relative to the surrounding paragraphs.

1. To create a hanging or other special indent, select the appropriate option from the Preset drop-down menu. You can specify the indentation for a hanging indent by entering a value into the First line field.

2. Click OK to apply the settings and close the dialog.

Changing paragraph spacing

Line spacing is the amount of vertical space between the lines in your paragraphs. To specify line spacing:

1. Select the paragraph(s) whose line spacing you want to change.2. From the Format menu, select Paragraph.

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The Paragraph dialog box opens.

1. If necessary, select the Indents and Spacing tab.2.[1.] Under Line Spacing, enter the values you want to use before and after

paragraphs, and between the lines in each paragraph.3.[2.] Click OK to apply the settings and close the dialog.

Control paragraph flow

You can also use the Paragraph dialog to control how text flows from one connected text box to another:

1. Select the paragraphs.2. From the Format menu, select Paragraph.

The Paragraph dialog opens.

1. Select the Line and Paragraph Breaks tab.

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1. Select the options you want to use.2.[1.] Click OK.

Create paragraph styles

Although Publisher includes many built-in paragraph styles, you may need to modify some of them, or create new styles of your own.

You can quickly create a new style based on formatting you’ve already added to your publication:

1. In the publication, select the formatted text.

2. In the Style box on the Formatting toolbar, enter a name for the new style. Be sure the name doesn’t currently exist in the publication.

3. Press Enter.

The Create Style By Example dialog opens, allowing you to verify the settings.

1. Click OK.

Format text boxes

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In addition to formatting the text inside text boxes , you can apply lines and borders to the text boxes themselves:

1. Select the text box you want to format.

In the sample newsletter, we’ve selected the “Volume 1, Issue 1″ and “Newsletter Date” text boxes at the top of the right side of the first page:

Tip:

To select multiple text boxes, select the first box and, holding down the Ctrl (Control) key on your keyboard, select additional boxes.

1. Right-click the text boxes and select Format Text Box from the shortcut menu.

The Format Text Box dialog opens.

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1. Make sure the Colours and Lines tab is selected.2.[1.] Select fill and line colours from the drop-down menus. If necessary, adjust

the transparency of the fill colour.

For the example newsletter, select a silver colour and adjust it to 70% transparency. As you make changes, the Preview pane shows how the text box will appear.

1. Select line styles and a weight for the border. Alternatively, you can click Border Art to select clip art to use for the border:

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For the example newsletter, click Cancel to close the Border Art dialog. In the Format Text Box dialog, under Line, select a dark blue colour with a solid, light-weight line:

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1. Click OK.

The text boxes should now appear similar to the following:


Create a table

In a publication, tables can be used to align text to give it a professional appearance. As an example, the table below is used to align articles with their corresponding page numbers in the newsletter.

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Tables are frequently used in web pages to control the layout of the page.

To insert a table:

1. Click the Insert Table button on the Objects toolbar.2. Click where you want the table to appear in the publication.

The Create Table dialog opens.

1. Enter the number of rows and columns you want, and select a table format. The Sample pane displays a sample of the format you select.

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2.[1.] Click OK.

An empty table appears in the publication:

1. To size the table, click and drag the handles as you would a text box.

To resize the individual rows and columns, click and drag a row or column border:

The size of the table remains the same


Formatting Pictures

Creating graphics

You place graphics in a publication the same way you place text boxes: first, you draw a container for the picture, and then you insert the picture itself:

1. On the Objects toolbar, click the Picture Frame button and select Picture from File.

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1. Click and drag a picture box the size you want.

When you release the mouse button, the Insert Picture dialog opens.

1. Browse to and select the picture you want to insert.2.[1.] Click Insert.

The picture appears in the box:

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Depending on the dimensions of the picture and the box you drew, the box may adjust to fit the picture.

Tip:

When working with pre-designed publications, you can quickly replace placeholder pictures by right-clicking the picture and selecting Change Picture and then From File from the shortcut menu. This opens the Insert Picture dialog, where you can select a new picture.

Insert WordArt

Use WordArt to apply pre-defined effects to text objects:

1. On the Objects toolbar, click the Insert WordArt button.

This opens the WordArt Gallery:

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1. Select the effects you want to use.2.[1.] Click OK.

The Edit WordArt Text dialog opens.

1. Enter text you want to apply the effects to.2.[1.] Click OK.

The WordArt is inserted into the publication:

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Insert ClipArt

Microsoft® Office provides a large variety of pictures, called ClipArt, which you can insert into your publications. You can also use the Insert ClipArt feature in Publisher to search the Web for art:

1. From the Insert menu, select Picture, and then Clip Art.2. In the task pane, enter a search word into the Search for box:

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1. Under Search in, select the collections you want to search. For example, you can limit the search to your hard drive (My Collections and Office Collections) or you can also search in Web Collections.

2.[1.] Click Go.3.[2.] Select the clip from the list to insert it into the publication.

Rotating and flipping graphics

The green handle located above a picture or text box is used for free rotation.

To rotate a graphic, select it and then move the mouse over the rotation handle until the mouse icon changes to a circular arrow:

Then click and drag the handle in the direction you want to rotate the graphic:

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Release the mouse button:

Tip:

You can rotate the graphic in 15-degree increments by holding down the Shift button on your keyboard while you drag the rotation handle.

If you want to rotate a graphic in ninety-degree increments, use the Rotate or Flip

button on the Standard toolbar:

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With the graphic selected, click the arrow button next to the Rotate or Flip button and select either Rotate Left 90° or Rotate Right 90°:

The graphic is immediately rotated:

You can use the same button to easily flip a graphic horizontally :

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Or vertically :

Format picture borders

You add borders to pictures the same way you do to text boxes:

1. Right-click the picture and select Format Picture from the shortcut menu.

The Format Picture dialog opens.

1. Select the Colours and Lines tab.

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1. Under Line, select a line styles and weight for the border:

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1. Click OK.

The border appears around the picture:

Crop a picture

When you resize a picture, the elements of the picture remain the same, while the picture’s size is changed. When you crop a picture, you make it smaller by removing part of it:

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1. Select the picture.

This displays the Picture toolbar:

1. On the Picture toolbar, click the Crop button.

Cropping handles appear around the picture:

1. Click and drag the cropping handles. To crop two sides at once, hold down the Ctrl (Control) key and drag the centre handle on one of the sides:

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To crop all four sides, hold down the Ctrl (Control) and Shift keys while you drag. The picture is cropped proportionately on all sides:

1. Click the Crop button again to turn off cropping.

Wrap text around a picture

In a print publication, you can wrap text around a picture:

1. Select the picture.2. From the Format menu, select Picture.

The Format Picture dialog opens.

1. Select the Layout tab.

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1. Select a wrapping style.2.[1.] Select which sides of the picture you want to wrap the text around.3.[2.] Adjust the distance of the picture from the text as necessary.4.[3.] Click OK.


Preparing for Distribution

Check the design of a publication

Publisher’s Design Checker automatically checks your publication for design problems, which in some cases you can have Publisher automatically fix:

1. Select Design Checker from the task pane menu, or from the Publisher Tools menu.

Publisher automatically checks the design of the publication and lists the results in the task pane:

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1. For each item in the list:

1. Click the down arrow next to the item to open a menu of available options.

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1. Select Go to this Item to go to the page and manually fix the problem, or select Publisher’s suggested solution, if one is available.

Select Never Run this Check Again to prevent Publisher from checking for this type of problem again.

Select Explain to get more information about the problem.

1. When you’ve finished, click the Close Design Checker button.

Verify pictures

The Graphics Manager lets you check the status of the pictures in your publication. This is particularly useful for Web publications, since Publisher will notify you of missing links.

1. Select Graphics Manager from the task pane menu, or from the Publisher Tools menu.

Publisher automatically checks the status of the graphics in the publication and lists the results in the task pane:

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1. To quickly find graphics with missing links, select Status from the Sort by drop-down menu.

2.[1.] Select an item in the list to go to the graphic and fix it manually, or click the down arrow next to the item and select Find the Linked Picture to fix the broken link.

Preview and print a publication

To preview your publication prior to printing it, open the File menu and select Print Preview. The newsletter opens in a preview window. Click the Close button to close

the window, or the Print button to print the publication.

To print the publication, click the Print button in the Print Preview window or on the Publisher Standard toolbar.

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To define advanced print settings:

1. From the File menu, select Print.2. In the Print dialog, click Advanced Print Settings.

The Advanced Print Settings dialog opens.

1. Select the options you want and click OK.

Create a newsletter to email

Using Publisher, you can design a professional-looking HTML-based newsletter to send in the body of an e-mail. Publisher includes a number of Web-based designs that are specially formatted to fit the size of an e-mail message. To use one of these:

1. Select New from the File menu, or select New Publication from the task pane menu.

2. In the New Publication task pane, select Web Sites and E-mail, then E-mail, and then Newsletter.

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1. Select a design from the Newsletter preview gallery.2.[1.] Use the task pane to select design options for the newsletter.

Tip:

Select a Web-based font scheme for the newsletter. Otherwise, your publication may be converted to an image to preserve the appearance of the fonts.

To preview your newsletter prior to sending it, open the File menu and select Send E-Mail, and then E-Mail Preview. The newsletter is displayed in a new browser window.

To send the newsletter:

1. From the File menu, select Send E-Mail, and then Send This Page as Message.

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The page appears in the body of a new message, with the task pane to the left. You can use the task pane to make changes to the appearance of the newsletter before you send it.

1. Enter your recipient’s e-mail address and a subject.2. Click Send.

Note:

To send a publication as an e-mail, you must have Microsoft® Outlook 2003 or Express 5.x or 6.0.

If you’ve created a print publication, you can send one of the pages as an e-mail, as well; Publisher will convert the page to HTML. However, you may need to adjust the size of the page to fit a standard message. In most cases, a 5.8″ width with no margins on any side works the best.

You can send a multi-page publication as a standard e-mail attachment, but the recipient will need Publisher in order to view it.


Create a web page

Creating a web page in Publisher is as easy as creating a print publication:


2. At the bottom of the task pane, under New, select Blank Web Page.

A blank web page opens in the main workspace window.

In Web mode, Publisher provides special design options that ensure your publication is optimized for the Web.

In addition, Publisher includes many built-in web designs, as well as a web site builder, which you can use to easily create entire sites:


2. In the New Publication task pane, select Web Sites and E-mail, then Web Sites.

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1. Under Web Sites, select Easy Web Site Builder to create a custom site.2.[1.] Select a design from the preview gallery.

The Easy Web Site Builder dialog opens:

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1. Select all the site goals that apply to you and click OK.

Publisher uses the options you select to create pre-designed web pages, such as an “About Us” page or a product catalogue.

1. Use the task pane to select design options for the site:

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In addition to font and colour schemes, you can choose how you want the navigation bar to appear.

The Page Content option lets you specify the layout for the current page.

If you’ve already created a print publication that you’d like to publish to the Web, Publisher can convert the publication to HTML. However, some of the features available for print publications are not available in Web publications, so you should be sure to verify the formatting before you publish.

To convert a print publication for the Web:

1. Open the publication.2. From the File menu, select Convert to Web Publication.

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The Convert to Web Publication Wizard opens.

1. Choose whether or not you want to save the publication and click Next.2. Choose whether or not to include a navigation bar and click Finish.

Congratulations!

You have now completed the tutorial.

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