Chapter 7 Quick Links Slide 1 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Creating Specialty Promotional Documents Advanced Microsoft ® Word 2003: Desktop Publishing

Chapter 7 Quick Links Slide 2 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Performance Objectives  Upon successful completion of Chapter 7, you will be able to create specialty promotional documents such as tickets, subscription forms, gift certificates, postcards, business greeting cards, and invitations.

Chapter 7 Quick Links Slide 3 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Desktop Publishing Terms  Data source Data source  Field codes Field codes  Mail merge Mail merge  Main document Main document  Merge fields Merge fields  Record Record  Click a link to advance to the related slide. 

Chapter 7 Quick Links Slide 4 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Word Features Used  Data source Data source  Forms toolbar Forms toolbar  Labels Labels  Mail Merge task pane Mail Merge task pane  Main document Main document  Microsoft Office Online Templates Web page Microsoft Office Online Templates Web page  Page Borders Page Borders  Page Setup Page Setup  Pictures Pictures  Replicate labels Replicate labels  Tables and Borders toolbar Tables and Borders toolbar  Tabs Tabs  Click a link to advance to the related slide. 

Chapter 7 Quick Links Slide 5 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Creating Promotional Documents  A business name is visible or an item or service is mentioned for sale in a document.  Promotional documents include: tickets enrollment forms gift certificates postcards bookmarks name tags invitations business greeting cards  Word’s desktop publishing features combined with a little imagination can produce endless possibilities.

Chapter 7 Quick Links Slide 6 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Creating Tickets Using Microsoft Online  Click the Templates on Office Online hyperlink at the New Document task pane.

Chapter 7 Quick Links Slide 7 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Using Tables to Create Promotional Documents  Tables require some planning before you use them in the layout of your document.  To create tickets using a table: Create a table with 2 cells. Format the cells using the Tables and Borders toolbar. Type the text and add graphics or a watermark. Insert a field code for automatic numbering.  Field codes: Command functions in Word that automatically create preformatted results.

Chapter 7 Quick Links Slide 8 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Creating Lines for Typing  Using the Underline and Tab keys: 1.Set tab settings for the columns of text. 2.Press the Tab key to align the insertion point. 3.Turn on underlining and press the spacebar. 4.Press the Tab key to create the line. 5.Turn off underlining.  Using the Line tool from the Drawing toolbar: 1.Click the Line tool. 2.Hold down the Shift key. 3.Position mouse pointer and then click and drag the line. 4.Resize and reposition as desired.

Chapter 7 Quick Links Slide 9 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Building the Framework of a Form  Determine how the form will be used—hard copy or online.  Decide what information needs to be included and if a template is available.  The form will consist of areas that contain static and dynamic information.  The form fields will contain the dynamic information.  Save the form as a template.

Chapter 7 Quick Links Slide 10 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Navigating through Form Fields  Press Tab to move to the next form field.  Press Shift + Tab to move to a preceding form field.  Press the spacebar to insert an X in a check box form field.  Click the down-pointing arrow at the right of the drop-down form field and then click the desired choice.

Chapter 7 Quick Links Slide 11 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Adding Interactive Form Fields  Use the buttons on the Forms toolbar.  Protect the form before you make it available to users.  If field codes display in the fill-in form fields, click Tools, Options, and then remove the check mark from the Field codes check box at the View tab.  The Field shading: option should display Always—the shading does not print.

Chapter 7 Quick Links Slide 12 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Creating Form Fields with Drop-Down Lists  Position the insertion point on the drop- down form field and then click the Form Field Options button on the Forms toolbar.

Chapter 7 Quick Links Slide 13 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Changing Check Box Form Field Options  Position the insertion point on the check box form field and then click the Form Field Options button on the Forms toolbar.

Chapter 7 Quick Links Slide 14 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Changing Text Form Field Options  Position the insertion point on the text form field and then click the Form Field Options button on the Forms toolbar.

Chapter 7 Quick Links Slide 15 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Using Microsoft Office Online Templates  You may choose forms from the following categories: Calendars and Planners Holidays and Occasions Home and Community Stationery and Labels  Customize the forms by: adding your company logo changing fills, shading, and font colors adding field codes

Chapter 7 Quick Links Slide 16 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Printing a Form  Printing a filled in form: Use one of the normal printing methods.  Printing just the data: Click Tools, Options, Print tab, and then Print data only for forms, then use one of the normal printing methods. Remember to remove the check mark when you are finished.  Printing just the form: Open the template and then use one of the normal printing methods.

Chapter 7 Quick Links Slide 17 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Creating Postcards to Promote Business  Postcards are inexpensive to create and use.  They can be used as: appointment reminders just-moved notes return/reply cards display cards thank-you cards invitations  The paper weight should be strong enough to hold up in the mail.  Use Word’s Labels feature to access a predefined postcard size or search for a template from Microsoft Office Online.

Chapter 7 Quick Links Slide 18 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Merging Promotional Documents  Mail merge: The process of combining variable information with standard text to create personalized documents.  Main document: A form that receives the data.  Data source: Contains variable data such as names and addresses.  Merge fields: Special codes in the main document that direct Word to collect information from the data source and use it in the main document to create personalized documents.  Record: Contains all of the information for one unit (person, family, or business).

Chapter 7 Quick Links Slide 19 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Merging Promotional Documents…/2  The Mail Merge Wizard can be used to customize: letters envelopes labels directories messages faxes  The wizard guides you through the merge process and presents six task panes.  The options in each task pane vary depending on the type of merge you are performing.

Chapter 7 Quick Links Slide 20 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Using the Mail Merge Wizard click Tools, Letters and Mailings, Mail Merge 

Chapter 7 Quick Links Slide 21 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Using the Mail Merge Wizard…/2  Step 1: Identify the type of document.  Step 2: Specify whether you want to use the current document, start from a template, or start from an existing document.  Step 3: Specify whether you are using an existing list, using an Outlook contact list, or typing a new list.  Step 4: Prepare the main document.  Step 5: Preview the merged document.  Step 6: Complete the merge.

Chapter 7 Quick Links Slide 22 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Replicating Labels  At the fourth Mail Merge task pane, arrange the label and then click the Update all labels button.

Chapter 7 Quick Links Slide 23 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Creating Invitations and Cards  Use options at the Page Setup dialog box to format various cards.  Consider adding a page border.

Chapter 7 Quick Links Slide 24 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Planning and Designing Cards  Consider: focus balance consistency proportion contrast directional flow  Allow plenty of white space around design elements.  Ensure that graphic images relate to the subject.  Use a heavier weight paper.  Use Mail Merge Wizard for large projects.

Chapter 7 Quick Links Slide 25 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Using Card Templates  Any card you create may be customized to promote your company’s identity or show continuity with other company documents.  Use good-quality card stock with matching envelopes.  Card templates can be found by using greeting cards or holidays as the search string.

Chapter 7 Quick Links Slide 26 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Editing Merge Documents Using the Mail Merge Toolbar  Provides buttons for editing a main document and/or a source document.  Click the Insert Merge Fields button to insert additional fields.  Click the Merge to New Document button to merge the main document with the data source.  Click the Merge to Printer button to merge the documents directly to the printer.  Click the Mail Merge Recipients button to edit a data source.

Chapter 7 Quick Links Slide 27 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Creating Name Badges  An appropriate name badge shows your: name title company or organization  The name should be easy to read and the most dominant element.  Use the Labels feature to create labels or business cards that can be inserted into a name tag holder.

Chapter 7 Quick Links Slide 28 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Using Shipping Labels to Promote Corporate Identity  The Microsoft Office Online Templates Web site includes several shipping labels— use Shipping labels as the search string.  Reinforce consistency with other business documents by: replacing the placeholder text adding a logo changing the colors

Chapter 7 Quick Links Slide 29 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. DTP Pointers  Well-organized and clearly written promotional documents inspire confidence in the reader.  Use graphics to help emphasize text.  Choose a color within a graphic to add color to text.  Be aware of physical requirements for postcards.

Chapter 7 Quick Links Slide 30 Performance Objectives Desktop Publishing Terms Word Features Used Creating Promotional Documents Using Tables to Create Promotional Documents Creating Lines for Typing Building the Framework of a Form Using Microsoft Office Online Templates Printing a Form Creating Postcards to Promote Business Merging Promotional Documents Creating Invitations and Cards Using Card Templates Editing Merge Documents Using the Mail Merge Toolbar Creating Name Badges Using Shipping Labels to Promote Corporate Identity DTP Pointers Commands Review Copyright 2005, Paradigm Publishing Inc. Commands Review Insert Table dialog boxTable, Insert, Table Envelopes and Labels dialog box Tools, Letters and Mailings, Envelopes and Labels Field dialog boxInsert, Field View field codes Tools, Options, View tab, Field codes; or press Alt + F9 Section breakInsert, Break Mail Merge Wizard Tools, Letters and Mailings, Mail Merge 2 pages per sheet File, Page Setup, Multiple pages, 2 pages per sheet