1. Exploring Microsoft Office Word 2007
Chapter 6
Desktop Publishing
Over the years, Microsoft Office Word has become a pretty robust desktop publishing application. This chapter will focus on the production of a printed newsletter.
Robert Grauer, Keith Mulbery, Michelle Hulett
Committed to Shaping the Next Generation of IT Experts.
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Objectives
Construct a Newsletter
Develop a Document Design
Insert Drawing Shapes, SmartArt, and Text Boxes
Format Graphical Objects
Use OLE to Insert an Object
Update a Linked Object
This presentation teaches how to use Word to produce documents that integrate graphics and text. Terminology from Desktop publishing is also covered.
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3. Terminology: Desktop Publishing
Desktop publishing is the merger of text with graphics to produce professional-looking documents. The convenience factor of being able to be your own publisher from your computer is a very positive.
The merger of text with graphics to produce a professional-looking document
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4. Terminology in Desktop Publishing
Masthead
Drop cap
Clip Art
Pull quote
Typography
A Masthead is the identifying information at the top of a newsletter or other periodical. It is the name of the piece – typeset and may include a logotype (art).
A drop cap is the first letter of the first word in an article. It is set much larger than the rest of the article – generally sized to take up two or three lines. This is an old technique used to illustrate and identify the beginning of a text which can be traced back to the Illuminated letters in texts produced in the Middle ages.
Clip art is any pre-made art. Clip art may be free (the preinstalled clip art that comes with the program) or may require payment. When using any art outside of Microsoft’s clipart, beware of copyright. When in doubt, assume it is protected by copyright. It also is important to realize there is a limited copyright on the art inside of the Microsoft clip art galleries. If the end product will be sold, Microsoft’s clip art cannot be used.
A pull quote is a phrase or sentence taken from an article to emphasize key points and attempts to engage the reader before reading the article.
This image doesn’t have a sidebar but a sidebar can also be used to call attention to information in a document. Generally a sidebar would be used to give more information than a pull quote.
Typography is the arrangement and appearance of printed matter. This includes choices of font, font sizes and line spacing, and even the use of columns to add to the design. Good typography should work as a base of the document, and should not call attention to itself but should add to the readability of the document.
Closely related to typography is the style of the document. Here, style refers to the set of formatting options applied to characters and paragraphs throughout the document which gives an overall professional look.
Specific terminology relating to desktop publishing
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5. Word Tools and Techniques
Styles
Bulleted or numbered list
Border
Shading
Within Word there are design tools and techniques to help add interest and consistency to a document. These include bulleted and numbered lists, borders and shading and styles. Styles are a set of formatting options applied to characters and paragraphs. Using Styles can keep control of the overall look of the typography. Additionally Styles can be used from one edition to the next to ensure consistency.
Use tools in Word to help design the document
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Create a Drop Cap
Drop Cap
Drop Cap dialog box
To make a drop cap, be sure the curser is in the paragraph where the drop cap should be placed. On the Insert Ribbon, in the Text group choose Drop Cap. Choose the font the drop cap should be shown in, how many lines it should drop and if there should be any extra distance between it and the rest of the text. Click okay.
In the Drop Cap dialog box, choose:
The font for the drop cap
How many lines it will drop
Any space between the drop cap and text
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7. Columns
Columns of different widths
The body of many newsletters are set in columns. This allows more stories to be shown on a page and can make scanning the text easier. This newsletter is set in two different column widths which is a typography choice. This choice is repeated throughout the newsletter and adds to the unification of the piece. Notice, however, the Masthead is not set in a column – it is a one column area of the newsletter.
The body of this newsletter is set in columns however the masthead is not
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8. Columns
Preset column designs
Line between
Choose widths and spacing
Columns will be equal widths
On the Page Layout tab in the Page Setup group click Columns. Either choose from a preset design, or use the Widths and spacing area to set up the columns for a document. Choose to either apply the columns to the whole document or to a part of the document using the Apply to drop down menu. When columns are applied to a portion of a document, section breaks are added and the columns are applied only to the section.
Set up columns using the Columns dialog box in the Page Setup group of the Page Layout Ribbon
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9. Columns: Section Breaks
Section break automatically added
When columns are applied to a portion of a document, section breaks are added and the columns are applied only to the section.
Section breaks added between areas with differing column designs
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10. 3 columns, differing widths
Columns as Grid
4 columns
3 columns, differing widths
2 columns
Columns produce a grid on which the rest of the newsletter design is based.
Notice the differing grids produced by different column designs
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11. Adding Bullets or Numbering Lists
Notice the tabs
Add bulleted or numbered lists to the document
Bullets are unordered lists whereas numbering a list identifies a sequence
Highlight text to be listed and on the Home Ribbon, in the Paragraph group, select bullets or numbering. Notice the down arrow next to the button. Click the button to choose the last list design used. The down arrow allows the selection of a new format for the list. Bullets and numbers apply to paragraph level items, so each paragraph selected will be given a bullet or number. A bulleted or numbered paragraph consists of the bullet or number and a tab. The paragraph is automatically set up with a hanging indent so if it wraps, the bullet or number will continue to stick out from the side.
Notice also, that bullets and numbered lists are automatically indented. Some designers feel this is inappropriate especially in narrow columns. Highlight the list and click the Decrease Indent button in the Paragraph group on the Home Ribbon to remove the indent.
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12. Justifying Body Text
Setting paragraphs to justify
Some designers prefer justified text in their documents. This allows gutters to consistently line up and text then has a cleaner look. If columns are too narrow however, justification may cause odd spacing between words since the effect is accomplished by varying the space between the words on a line to force each line to be the same width. Left justified text is also known as ragged right since the right hand edge is in a different place on every line. This type of design is more legible and easier to read. It isn’t as clean however. As the designer, ultimately this decision is up to you.
For consistent gutters use justified paragraphs in body text
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13. Adding Pull Quotes
Choose from the gallery under Text Box
Pull quote
Pull quotes are interesting “pulls” from an article. They provide visual interest to entice the reader to read the full story. Generally a pull quote is copied text – the information is copied to a text box and enlarged. The text box is placed in an interesting place and graphic elements may be used to further offset the text from the rest of the document. Remember, a pull quote is copied, not cut from text. The quote should still exist in the body of the article so it is still easily read.
On the Insert Ribbon, in the Text group choose Text Box. The down arrow next to the button will show a gallery of text box effects to choose from.
Pull quotes add readability to documents and help to interest the reader in an article
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Text Boxes
Text boxes are graphical elements which can contain text. When text is added to a textbox it can then be used as any other graphic. Lines and fills may be used on the text box and it can be placed in front of or behind other elements.
On the Insert Ribbon, in the Text group, click Text box
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15. Drawing Shapes can be added singly or in groups to make an image
To keep the gallery open, right click the gallery and choose Lock Drawing Mode
Shape options include:
Lines
Basic Shapes
Block Arrows
Flowchart
Callouts
Stars and Banners
Use shapes singly or in concert to produce relevant images in the document. On the Insert tab, in the Illustrations group, click Shapes to display the Shapes gallery. Choose a shape. The cursor changes to a crosshair. Click where the shape should begin (top left) and drag to the lower right area where shape should end. Shapes can be moved by clicking and dragging. To resize a placed shape, click the handle and drag to the desired position.
Shapes can be added singly or in groups to make an image
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16. Add Fills and Lines Add fills and lines for different effects
Add a picture from the hard drive
Choose a color
Use a gradient
Use a texture
Use a pattern
Drop shadow
On the Drawing Tools Format Ribbon choose a color or add an image, gradient, texture or pattern to the shape. Or add drop shadows and 3D effects to the shapes. Make complex images by using different shapes and fills. For example: an oval shape may have a gradient to make it appear spherical and a line added below to make it appear as a balloon.
3D effect
Add fills and lines for different effects
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17. Formatting Shapes with Quick Styles
Click on a graphical object and choose the Format tab, Quick Styles are displayed on the tab. These are combinations of different formatting options which may be easily applied by choosing a Quick Style.
Shapes may also be designed using Quick Styles
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SmartArt
Smart Art might be used to identify the hierarchy in a company or explain graphically how a process works.
SmartArt diagrams information visually to effectively communicate a message
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Adding SmartArt
SmartArt
SmartArt creates a diagram and enters the text of the message in one of many existing layouts in order to visually and effectively communicate the message.
For example, insert a SmartArt diagram of an organizational chart, or food pyramid, into the document to illustrate an important concept that is difficult to explain with simple text but easy to understand when viewed in an illustration.
On the Insert Ribbon in the Illustrations group click SmartArt
Choose type of diagram from the dialog box
Diagrams are grouped into families
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SmartArt: Text Pane
Format tab
Design tab
Text pane
The Text pane displays an outline view of the text items and enables text to be added into the outline. The Design and Format tabs also display when a SmartArt object is selected. The Design tab provides tools to change the appearance of the diagram, such as adding shapes and changing the style. The Format tab provides tools to modify the appearance of the diagram text.
Use the Text pane to type text which will appear in the diagram
This is an Outline view
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21. Insert a Text Box into a Graphic
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Style the text
To add text to a graphic, use a Text box. The text inside the box may be stylized as any other text.
Text in a Text box may be stylized as any other text would be
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22. Text Boxes are Graphic Elements
Format the box as a graphic
Lorem ipsum dolor sit amet, consectetuer adipiscing elit
Group the text box with other graphics
The Text box itself may have lines and fills added to the design. Text boxes may also be set to no fill and no line. The text then floats in the graphic without being bound by a rectangle.
The box surrounding the text is treated as any other graphic
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23. Layering Objects
Layering options
The oval is layered behind the rectangle
On the Drawing Tools Format Ribbon, in the Arrange group, use Bring to Front or Send to Back to achieve the desired layering. The arrows next to each button offer more choices including Bring Forward, Send Backward, Bring in Front of Text and Send Behind Text.
Move objects in front or behind each other to achieve the desired look
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24. Grouping Elements may be grouped together
Group the graphic elements together
Group Text boxes with other graphic elements to produce a complete design. Once graphic elements are grouped, they may be sized together, moved together, and copied and pasted together.
Ungrouping breaks a combined object into individual objects.
Regrouping is the process of grouping objects together again.
Elements may be grouped together
Grouped elements are treated as a single element
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25. Flipping and Rotating Objects
Rotate button
On the Drawing Tools Format Ribbon, in the Arrange group, select the Rotate button. Choose an option or choose More Rotation Options to rotate the object to a specified degree.
To freely rotate an object, place the cursor over the green rotate button. By clicking and dragging, the object is rotated.
To force the object to rotate in 15% increments, hold down the shift key while dragging.
Word allows easy flipping and rotating of graphics
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26. OLE: Object Linking and Embedding
Take parts of a file from another application and add it to the Word document. For example, create a report in Word that explains the results of a survey. The data from the survey is saved in an Excel spreadsheet. Insert the table cells into the Word document, thus combining the object that displays the data with the explanation. The technology which enables the insertion of objects or information into different applications is called Object Linking and Embedding (abbreviated OLE, it is pronounced “oh-lay”). Embedding and linking are different ways of adding the object.
Add objects from other applications
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Embedding
Copy
Paste
Embedding places a copy an object into a document from its original source, and allows it to be edited without changing the source document. For example, copy and paste text from another location is embed in the document, and it does not change the source. Additionally, if a portion of an Excel worksheet is embedded, it becomes part of the Word document; where modifications can be made to it at any time, and those changes do not affect the original worksheet. Likewise, any changes to the original Excel file will not display in the Word document.
Embedding places a copy of an object into a document where it can be edited without changing the original source of that object
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28. Embedding: Drag and Drop
Click and drag
Display both documents on the screen
Select and drag the information from the source document to the destination document
Hold the control key to copy rather than move the object
To drag and drop an object into a document open both files so they are viewable on screen. Select the object to be moved and hold down the control key while dragging it to the destination document.
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Linking
Copy
Linking is the process of inserting an object from another program, but the object retains a connection to the original data and file. A change to the data in the original source application, quickly updates the data in the destination program to reflect the changes. A linked object is stored in its own application, and may be tied to many documents. The same Excel chart, for example, can be linked to a Word document and a PowerPoint presentation. Any changes to the Excel chart are automatically reflected in the document and the presentation to which it is linked.
To be sure an object is linked, either use Insert object command, or use Paste Special when pasting.
Linked objects retain their connection to the original source
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30. Linking: Insert Object
Link to file
On the Insert Ribbon in the Text group, choose Object. Browse to the file to be inserted. Check the Link to File box to make it link. The entire file is inserted.
Insert an entire file into the document through Insert Object
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31. Linking: Paste Special
Paste Special below Paste
Paste Link
An easy way to link an object is to use Paste Special. Click the arrow below the Paste button in the Clipboard group of the Home tab and choose Paste Special. In the Paste Special dialog box, choose Paste Link and choose the type of object to be pasted.
To maintain a link, copy and then Paste Special
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An Inserted File
Click the tab to view the Worksheet in the inserted Excel file.
The Excel file has been inserted into the document
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33. Modifying a Linked Object
After an object is linked to a document, make modifications to the source file by simply right-clicking the linked object in the Word document. Point to Linked Worksheet Object, and then select Edit Link or Open Link. Edit Link: The editing tools display modifications to the object can be made from within Word. Open Link: Opens the linked file in its native application and editing changes may be made.
Right click a linked object. Choose Linked Object, Edit Link to make changes to the object directly from the document
Choose Open Link to open the linked file itself
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Updating a Linked File
Update Link retrieves the most updated form of the object from the source; any changes in the source file will display in the Word document. Some updates to the source do not display automatically, so this provides the ability to check and update.
Choose Update link to retrieve the most updated form of the object from the source
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Questions?
This presentation covered the terms, concepts, and skills related to creating professional desktop published documents. As you complete the reading and exercises assigned by your instructor, be sure to ask questions.
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