Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Edit the master page Recolor and compress a graphic to create a watermark Explain character spacing techniques Track and kern characters Use the Measurement toolbar to edit character spacing Set a tab stop and enter tabbed text Differentiate among tab styles Advanced Formatting and Merging Publications with Data2 Objectives

Produce a form letter Use the Mail Merge Wizard Create and edit a data source Incorporate grouped field codes Select and filter records in a data source Insert field codes and preview results Print selected copies of merged publications Objectives Advanced Formatting and Merging Publications with Data3

4 Project – Merging Form Letters and Ticket Numbers

Create watermarks on the master page Identify the main document for the form letter Create or specify the data source Compose the main document for the form letter Merge the main document with the data source to create the form letters Advanced Formatting and Merging Publications with Data5 General Project Guidelines

Click the Master Page button (View tab | Views group) to access the master page Advanced Formatting and Merging Publications with Data6 Viewing the Master Page

With the picture selected, click the Recolor button (Picture Tools Format tab | Adjust group) to display the Recolor gallery Click the desired color Advanced Formatting and Merging Publications with Data7 Recoloring a Picture

With the picture selected, click the Compress Pictures button (Picture Format Tools tab | Adjust group) to display the Compress Pictures dialog box Click the Desktop Printing option button to compress the picture for desktop printing If necessary, click the ‘Apply to all pictures in the publication’ option button Click the Compress button to begin the compressing process and to display a Microsoft Publisher dialog box Click the Yes button to confirm the compression Advanced Formatting and Merging Publications with Data8 Compressing a Picture

Advanced Formatting and Merging Publications with Data9 Compressing a Picture

Click the Close Master Page button (Master Page tab | Close group) to close the master page Advanced Formatting and Merging Publications with Data10 Closing the Master Page

Click the Draw Text Box button (Home tab | Objects group) and then drag to draw a text box where you want to insert the text Type the desired text Right-click the text to display the shortcut menu and then click Best Fit Press CTRL+E to center the text Advanced Formatting and Merging Publications with Data11 Inserting Letterhead Information

Advanced Formatting and Merging Publications with Data12 Inserting Letterhead Information

If necessary, click the text in the text box to position the insertion point Press CTRL+A to select all of the text Click the Character Spacing button (Home tab | Font group) to display the Character Spacing gallery Click the desired character spacing option Advanced Formatting and Merging Publications with Data13 Tracking Characters

Advanced Formatting and Merging Publications with Data14 Tracking Characters

Drag to select the characters to modify Click the Object Size button on the status bar to display the Measurement toolbar Drag through the text in the Kerning box to select it Enter the desired measurement setting in the Kerning box Click outside the text box to deselect the text Close the Measurement Toolbar Advanced Formatting and Merging Publications with Data15 Kerning Character Pairs

Advanced Formatting and Merging Publications with Data16 Kerning Character Pairs

Click the horizontal ruler at the 3.5“ mark to create a left tab stop If you want to change the tab type, click the tab selector until you see the tab type you want and then click the ruler at the tab stop location Advanced Formatting and Merging Publications with Data17 Setting a Tab Stop

Press the TAB key to move the insertion point to the tab stop Type the desired text Advanced Formatting and Merging Publications with Data18 Entering Tabbed Text

Click the Mail Merge button arrow (Mailings tab | Start group) to display the list Click Step by Step Mail Merge Wizard to display the Mail Merge task pane Click the ‘Type a new list’ option button to select it Click the ‘Next wizard step’ link at the bottom of the task pane to display the New Address List dialog box Advanced Formatting and Merging Publications with Data19 Using the Mail Merge Wizard

Advanced Formatting and Merging Publications with Data20 Using the Mail Merge Wizard

With the New Address List dialog box displayed, click the Customize Columns button to display the Customize Address List dialog box Advanced Formatting and Merging Publications with Data21 Customizing Data Source Columns

With the New Address List dialog box displayed, if necessary, click the box in the first row, below the first heading Type the data for each field, pressing the TAB key after each value. Press the TAB key twice to leave a field empty Advanced Formatting and Merging Publications with Data22 Entering Data in the Data Source File

Advanced Formatting and Merging Publications with Data23 Entering Data in the Data Source File

Click the New Entry button to create a new row in the list and then enter the data Advanced Formatting and Merging Publications with Data24 Creating New Entries in the Data Source

Click the OK button in the New Address List dialog box to display the Save Address List dialog box Type the desired file name in the File name text box Navigate to the desired save location Click the Save button to save the file and to display the Mail Merge Recipients dialog box Click the OK button to close the dialog box Advanced Formatting and Merging Publications with Data25 Saving the Data Source

Advanced Formatting and Merging Publications with Data26 Saving the Data Source

Click the Address block link to display the Insert Address Block dialog box Advanced Formatting and Merging Publications with Data27 Inserting Grouped Field Codes

Advanced Formatting and Merging Publications with Data28 Inserting Grouped Field Codes

In the task pane, scroll in the list of recipient information to display the list of fields to add Click the desired field to insert the field code into the publication at the position of the insertion point Advanced Formatting and Merging Publications with Data29 Inserting Individual Field Codes

Advanced Formatting and Merging Publications with Data30 Inserting Individual Field Codes

Click the ‘Next wizard step’ link at the bottom of the Mail Merge task pane to display Step 3 of 3 Advanced Formatting and Merging Publications with Data31 Creating the Merged Publication

Click the Print Preview link to display the Print gallery in the Backstage view Click the Next Sheet button at the bottom of the gallery to display the next letter Click File on the Ribbon to return to the publication layout Advanced Formatting and Merging Publications with Data32 Previewing the Form Letters

Advanced Formatting and Merging Publications with Data33 Previewing the Form Letters

Click the Select Recipients button (Mailings tab | Start group) to display its list Click Use Existing List to open the Select Data Source dialog box Navigate to the location of the file to be opened Double-click the file to be opened If necessary, select the sheet containing the data in the list of tables Click the OK button to select the table and display the Mail Merge Recipients dialog box Advanced Formatting and Merging Publications with Data34 Selecting Recipients

Advanced Formatting and Merging Publications with Data35 Selecting Recipients

Click the Filter link to display the Filter and Sort dialog box If necessary, click the Filter Records tab and then click the Field box arrow to display its list Enter the filter criteria Click the OK button to accept the filter Click the OK button to close the dialog box Advanced Formatting and Merging Publications with Data36 Filtering Data

Advanced Formatting and Merging Publications with Data37 Filtering Data

Click the Insert Merge Field button (Mailings tab | Write & Insert Fields group) to display the list of fields Click the desired field to insert the field code at the position of the insertion point Advanced Formatting and Merging Publications with Data38 Inserting Merge Field Codes

Advanced Formatting and Merging Publications with Data39 Inserting Merge Field Codes

Click the Preview Results button (Mailings tab | Preview Results group) to display the data in the publication, rather than the fields codes Advanced Formatting and Merging Publications with Data40 Previewing Results

Click the Finish & Merge button (Mailings tab | Finish group) to display its list Click Merge to Printer to open the Print gallery in the Backstage view Select the desired options in the Print gallery Advanced Formatting and Merging Publications with Data41 Printing a Page of Tickets

Advanced Formatting and Merging Publications with Data42 Printing a Page of Tickets

Edit the master page Recolor and compress a graphic to create a watermark Explain character spacing techniques Track and kern characters Use the Measurement toolbar to edit character spacing Set a tab stop and enter tabbed text Differentiate among tab styles Advanced Formatting and Merging Publications with Data43 Chapter Summary

Produce a form letter Use the Mail Merge Wizard Create and edit a data source Incorporate grouped field codes Select and filter records in a data source Insert field codes and preview results Print selected copies of merged publications Chapter Summary Advanced Formatting and Merging Publications with Data44

Chapter 7 Complete Microsoft Publisher 2010