1. Desktop Publishing Lesson 3 — Formatting Pages

2. Lesson 3 – Formatting Pages2 Objectives  Set up pages.  Set guides.  Use master pages.  Insert page numbers.

3. Lesson 3 – Formatting Pages3 Objectives (continued)  Add and delete pages.  Create a template.  Select a color scheme and font scheme.  Use styles.

4. Lesson 3 – Formatting Pages4 Page Setup  When creating a new document, page setup options include Paper size – Letter, legal, tabloid, and so on. Orientation – Portrait or landscape. Margins – Top, left, right, and bottom. Gutter – For bound publications.  If a publication is to be bound, you may also need to set inside and outside margins for facing pages.

5. Lesson 3 – Formatting Pages5 Page Setup Dialog Box Most desktop publishing packages have a page setup dialog box of some type, similar to the one shown here. It is usually accessed from the File menu and provides several ways to set up your document or publication. Margin settings may be on a different tab. Choose from pre-set publication types. Set paper size and orientation options. See a preview of your settings here.

6. Lesson 3 – Formatting Pages6 Apply Built-in Options  Some desktop publishing programs have built-in options that can be used to change the appearance of a page.  They usually have a dialog box with a list of options available based on publication layout.  Select the options that you want and deselect the options that you do not want.  If present in your desktop publishing program, the built-in options will likely be on the Format menu.

7. Lesson 3 – Formatting Pages7 Use Layout Guides  To help you place objects, desktop publishing programs have layout guides, including Margin – Shows where page margins are set. Column – Shows where column boundaries are set. Grids – A series of boxes spaced evenly to mark rows and columns. Ruler – Guides that you drag from the ruler to place objects.  Guides are usually color-coded to help identify each type.  Guides can be turned on or off using menu options.

8. Lesson 3 – Formatting Pages8 Color-Coded Guides This figure shows a blank document with several types of guides displayed. Note the different colors used for different guides. Green ruler guides Pink margin guides Blue grid or column guides

9. Lesson 3 – Formatting Pages9 Use Master Pages  Use master pages to maintain consistency in layout.  Elements that appear on every page in a publication should go on a master page.  Most desktop publishing programs allow a left and a right master page for facing page layouts.  Some desktop publishing programs allow you to define several master pages that can be applied to specific pages in the document.

10. Lesson 3 – Formatting Pages10 An Example of a Master Page This figure shows a master page. In this example, a footer is being created that will display on every page. Master pages are good places to create headers and footers, insert page numbers, place a logo or graphic that appears on all pages, and place other elements com- mon to all pages of the document.

11. Lesson 3 – Formatting Pages11 Insert Page Numbers  Page numbers can be very important in a multi- page document, such as a product catalog.  Page numbers in most desktop publishing programs are inserted on the master page.  Page numbers should be inserted as a field, not as a numeric value. If you insert a numeric value instead of a field, that value will appear on every page and never be incremented.  Page numbers are frequently inserted as part of a header or footer.

12. Lesson 3 – Formatting Pages12 Page Number Examples The figure on the left shows a typical page number dialog box. In this box, you specify where on the page the number is to go, how it should be aligned, and whether it should appear on all pages. It is typically not present on a title page. The figure on the right shows a page number field inserted into a footer on a master page.

13. Lesson 3 – Formatting Pages13 Insert and Delete Pages  You may occasionally need to add or remove pages from a document.  To insert a page: Look for an Insert Page command on the Page or Layout menu to open a dialog box. Specify how many pages to add and where to add them, then click OK.  To delete a page: Select the page to make it active. Look for a command to Delete Page or Remove Page on the Page or Layout menu and click it.

14. Lesson 3 – Formatting Pages14 The Insert Page Dialog Box The figure on the left shows an Insert Page dialog box, where you set the options for inserting the new page. The figure on the right shows a typical desktop publishing window, with page icons at the bottom of the screen. Click on a page icon to make it the active page. Page icons

15. Lesson 3 – Formatting Pages15 Create a Template  A template is a pre-built layout for a specific type of document. It contains font formatting information, graphic and text placement information, and color schemes.  When you create a publication that you will want to create often, save it as a template. Select template in the Save as type area of the Save dialog box. Some programs require templates to be stored in a template folder, while others do not.  Create a new document using a template by selecting the From Template option of the New Document dialog box. As soon as the template opens, save it using a new name so that you do not overwrite the template.

16. Lesson 3 – Formatting Pages16 The Open Template Dialog Box This figure shows an Open Template dialog box. In this case, there are two templates in a folder named Templates. Some desktop publishing programs allow you to create multiple template folders and store template files in folders based on the publication type.

17. Lesson 3 – Formatting Pages17 Apply or Change a Color Scheme  A color scheme is a set of coordinated colors used in a publication. Not all desktop publishing programs support this feature.  They usually consist of three or more colors that are applied to various elements, such as text, bullets, lines, and so on.  You can apply a color scheme to a document or change the existing scheme by selecting one from a Color Scheme task pane. This pane is usually opened from the Format menu.

18. Lesson 3 – Formatting Pages18 The Color Scheme Task Pane The figure on the left shows a Color Scheme task pane with the various color schemes listed. The figure on the right shows a Postcard publication with a dark blue color scheme applied to it.

19. Lesson 3 – Formatting Pages19 Change the Font Scheme  Similar to a color scheme, a font scheme is a set of coordinated fonts to apply to text. Not all desktop publishing programs contain font schemes.  It is applied or changed from a task pane in a similar fashion as a color scheme.  If present, the Font Scheme task pane is usually accessed from the Format menu.

20. Lesson 3 – Formatting Pages20 The Font Scheme Task Pane The figure on the left shows a Font Scheme task pane. You can scroll through the list and click one to select it. The figure on the right shows the same postcard that you saw on a previous slide, but with a new font scheme applied to it.

21. Lesson 3 – Formatting Pages21 Use Styles  A style is a collection of formatting settings that can be applied to selected text.  Styles usually include the font, font attributes and sizes, colors, and paragraph formatting such as margins and tabs.  Styles are used to maintain consistent formatting throughout a publication.  To apply a style: Select the text to be formatted. Select a style name from the Style pane or menu.

22. Lesson 3 – Formatting Pages22 An Example of Styles This figure again shows a postcard seen in earlier slides. Styles have now been applied to various text sections of the document, such as the title and headings within the postcard.

23. Lesson 3 – Formatting Pages23 Summary  Page formatting controls the layout and organization of objects on a page.  The basic page setup options include page size, margins, and page orientation.  There are three types of guides in most desktop publishing programs: column or grid guides, margin guides, and ruler guides.  Guides help you arrange and position objects on a page.

24. Lesson 3 – Formatting Pages24 Summary (continued)  Master pages help you maintain consistency in multipage documents.  In some programs, master pages store objects that are the same on every page, and in other programs they store page layout and formatting settings for the publication.  You should insert page numbers on a master page.  You can insert and delete pages at any time.

25. Lesson 3 – Formatting Pages25 Summary (continued)  You can save a document as a template so that you can create new documents based on it.  Some programs have color schemes and font schemes that you can quickly apply to any publication.  Use a style to quickly apply a set of formatting characteristics to text in a publication.