1. Contents

2. © Paradigm Publishing, Inc. 2 Contents Chapter 2 Preparing Internal Workplace Documents  Understanding Basic Typography Understanding Basic Typography  Applying Advanced Typographical Ligatures Applying Advanced Typographical Ligatures  Applying Desktop Publishing Guidelines Applying Desktop Publishing Guidelines  Fonts in Windows 7 Fonts in Windows 7  Modifying Font Elements Modifying Font Elements  Adding Symbols and Special Characters Adding Symbols and Special Characters  Using Contrasting Fonts in Design Using Contrasting Fonts in Design  CHECKPOINT 1 CHECKPOINT 1  Using the Word Cover Page Feature Using the Word Cover Page Feature  Working with Long Documents Working with Long Documents  Creating Documents Using Templates and Wizards Creating Documents Using Templates and Wizards  Faxing Versus Scanning Faxing Versus Scanning  Learning about Watermarks Learning about Watermarks  Using Word Layers in Documents Using Word Layers in Documents  Inserting Images into a Document Inserting Images into a Document  Preparing an Agenda Preparing an Agenda  CHECKPOINT 2 CHECKPOINT 2  Desktop Publishing Terms and Definitions Desktop Publishing Terms and Definitions Quick Links to Slide Contents

3. © Paradigm Publishing, Inc. 3 Contents Understanding Basic Typography  A typeset document may contain characters that vary in typeface, typestyle, and size, and that are laid out on the page with variable spacing.  An important element in the creation of internal business documents is the font used to format the text.  Terms that identify the type specifications are typeface, type size, and typestyle.

4. © Paradigm Publishing, Inc. 4 Contents Understanding Basic Typography…continued Defining Typefaces  A typeface is a set of characters with a common general design and shape (Word refers to typeface as font).typefacefont  One of the most important considerations in establishing a particular mood or feeling in a document is the typeface.  Certain characteristics distinguish one typeface from another.

5. © Paradigm Publishing, Inc. 5 Contents Understanding Basic Typography…continued  Type characters rest on an imaginary horizontal line called the baseline.baseline  The x-height is the height of the main body of the lowercase characters and is equivalent to the lowercase x.x-height  The cap height is the distance between the baseline and the top of capital letters.cap height  Ascenders are the parts of lowercase characters that rise above the x-height, and descenders are parts of characters that extend below the baseline. Ascendersdescenders  Serifs are the small strokes at the ends of characters. Serifs

6. © Paradigm Publishing, Inc. 6 Contents Understanding Basic Typography…continued  Typefaces are either monospaced or proportional.monospacedproportional  A sans serif typeface does not have serifs (sans is French for without).sans serif  Sans serif typefaces are generally more legible (higher character recognition) and are often used for headlines and advertisements.legible

7. © Paradigm Publishing, Inc. 7 Contents Understanding Basic Typography…continued  When using a proportional typeface, space once after end-of- sentence punctuation and after a colon.  Additionally, since proportional fonts take up varying amounts of horizontal space, you cannot use the spacebar to align objects on a page.  Microsoft 2010 includes many typefaces designed for clear, extended on-screen reading, and they are integrated into all the new templates offered as part of Microsoft Office.

8. © Paradigm Publishing, Inc. 8 Contents Understanding Basic Typography…continued Using OpenType Fonts  OpenType is a font format that was developed jointly by Microsoft and Adobe.  This font format provides several advantages over older font technologies, such as TrueType, through better support for international character sets, cross-platform support between Windows and Macintosh computers, support for Postscript and TrueType fonts, and support for advanced typographic features, which include special ligatures (combined characters) and swashes (exaggerated serifs). swashes

9. © Paradigm Publishing, Inc. 9 Contents Understanding Basic Typography…continued Fonts that Save Ink  Recent studies indicate that different fonts require different amounts of ink to print.  The amount of ink is determined by the thickness of the font.  Also, serif fonts tend to use less ink than sans serif fonts.  This research also indicates that the following fonts are most ink efficient in the order given: Century Gothic, Times New Roman, Calibri, Verdana, Arial, and Sans Serif were next, followed by Trebuchet, Tahoma, and Franklin Gothic Medium. However, Century Gothic is a wider font and may extend the text to an additional page.

10. © Paradigm Publishing, Inc. 10 Contents Applying Advanced Typographical Ligatures  Word 2010 offers advanced OpenType features in the Font dialog box with the Advanced tab selected that you can use to enhance the visual appeal of your text.  A ligature is a combination of characters tied together into a single letter.ligature

11. © Paradigm Publishing, Inc. 11 Contents Applying Advanced Typographical Ligatures…continued  OpenType fonts support four types of ligatures: 1.The first ligature is the Standard Only option. 2.Standard and Contextual ligatures are designed to enhance readability. 3.Historical and Discretionary ligatures are designed to be ornamental and are not specifically designed for readability. 4.All ligatures allow you to apply all ligature combinations.

12. © Paradigm Publishing, Inc. 12 Contents Applying Advanced Typographical Ligatures…continued  The Number spacing option in the OpenType Features section is set at Default, which means that spacing between numbers is determined by the font designer. You can choose Proportional, which spaces numbers with varying widths.  Use the Tabular option if you want to specify that each number is the same width.  The Number forms option is also set at Default. Change this to Lining if you want all numbers to have the same height and not extend below the baseline.

13. © Paradigm Publishing, Inc. 13 Contents Applying Advanced Typographical Ligatures…continued  The illustration below shows two proportional figures in the first column and the same two numbers with the widths adjusted by using the Tabular option. All numbers have the same height. Numbers are spaced with varying width. Numbers extended above and below the line of the text. Each number has the same width.

14. © Paradigm Publishing, Inc. 14 Contents Applying Advanced Typographical Ligatures…continued  In addition to the previously mentioned OpenType features, you can also apply additional formatting using stylistic sets. Click one of the stylistic sets to change the look of your text. Notice the slight differences in letters such as t, n, s, and h.

15. © Paradigm Publishing, Inc. 15 Contents Applying Desktop Publishing Guidelines  Desktop publishing includes general guidelines, or conventions, that provide a starting point for designing documents.  Use moderation in choosing typefaces and type sizes—two fonts and three different font sizes are usually adequate for most publications.  Serif fonts are more formal looking and are the standard for long text.

16. © Paradigm Publishing, Inc. 16 Contents Applying Desktop Publishing Guidelines…continued  Font design may be harmonious, conflicting, or contrasting. Harmonious font design—one font with varying effects Contrasting font design—one serif/one sans serif; one dark/one light; one thin/one thick Conflicting font design—fonts are too similar

17. © Paradigm Publishing, Inc. 17 Contents Applying Desktop Publishing Guidelines…continued  Additionally, use fonts that complement the message of your document.

18. © Paradigm Publishing, Inc. 18 Contents Applying Desktop Publishing Guidelines…continued Defining Type Sizes  Type size (font size) is defined by two categories: pitch and point size.pitchpoint size  Pitch is a measurement used for monospaced typefaces.  The size of proportional type is measured vertically in units called points. A point is approximately 1/72 of an inch.

19. © Paradigm Publishing, Inc. 19 Contents Applying Desktop Publishing Guidelines…continued Defining Typestyles  A typestyle is a variation of the basic font or typeface that causes the font to display thicker (bold) and/or slanted (italic).typestyle  Within a typeface, characters may have a varying style.  There are four main categories of typestyles: normal (or light, black, regular, or roman), bold, italic, and bold italic.

20. © Paradigm Publishing, Inc. 20 Contents Fonts in Windows 7  The types of fonts you have available with your printer depend on the type of printer you are using, the amount of memory installed with the printer, and the supplemental fonts you have.  When software is loaded on your computer, any fonts associated with that software are loaded into Windows 7.  You can view all the fonts loaded to your computer by clicking Control Panel on the Start pop-up list, clicking the Appearance and Personalization category, and then clicking the Fonts category.

21. © Paradigm Publishing, Inc. 21 Contents Fonts in Windows 7…continued Embedding Fonts in Word  Embedding fonts can increase your document’s file size and may not work for some commercially restricted fonts, but it is a good way to make sure that your document will look the same on other computers. Embed option

22. © Paradigm Publishing, Inc. 22 Contents Fonts in Windows 7…continued Using Default Document Formatting  A Word document is based on a template that applies default formatting.  Some of the default formats include 11-point Calibri as the font, line spacing of 1.15, and 10 points of spacing after each paragraph (a press of the Enter key). You can modify the default formatting by manually changing individual features, change formatting by applying styles, or change formatting by applying Quick Styles.

23. © Paradigm Publishing, Inc. 23 Contents Modifying Font Elements Changing Fonts, Font Styles, and Font Sizes  You can select fonts at the Font list box in the Font group on the Home tab, at the Font dialog box, or at the Mini toolbar that displays when right-clicking any text in a document.  As you drag through the list of fonts displayed in the Font list box, the Live Preview feature automatically applies the fonts to the text. Selecting Underlining  In desktop publishing, underlining text has become somewhat dated. In place of underlining, consider enhancing your text with italics, bold, a different font size, all caps, or small caps.

24. © Paradigm Publishing, Inc. 24 Contents Modifying Font Elements…continued Changing Effects  The Effects section of the Font dialog box contains a variety of options that can be used to create different character formatting.  At the Font dialog box, you may also click the Text Effects button at the bottom of the dialog box to access additional formatting options located at the Format Text Effects dialog box. Format Text Effects dialog box

25. © Paradigm Publishing, Inc. 25 Contents Modifying Font Elements…continued  You can change the look of your text by changing its fill, changing its outline, or adding effects, such as shadows, reflections, or glows.  To add an effect to text, select the text that you want to enhance, and then click the Text Effect button in the Font group on the Home tab. Text Effects Gallery

26. © Paradigm Publishing, Inc. 26 Contents Modifying Font Elements…continued Changing Fonts Using Themes  In Microsoft Office Word 2010, you can apply a format to selected text, or you can quickly and easily format an entire document to give it a professional and modern look by applying a document theme on the Page Layout tab in the Themes group.  The default theme is the Office theme. Themes Gallery

27. © Paradigm Publishing, Inc. 27 Contents Modifying Font Elements…continued  You may apply font colors to text by clicking the Font Color button on the Home tab in the Font group. A A B B Click More Colors to access the Colors dialog box.

28. © Paradigm Publishing, Inc. 28 Contents Modifying Font Elements…continued  At the Custom tab, you may choose from 16 million colors.  To create a custom color, click a color in the Colors box, and click the up-pointing arrow or the down-pointing arrow to adjust the luminescence, which is the brightness of the color; the hue, which is the color itself; and the saturation, which is the color’s intensity.luminescencehue saturation Custom tab

29. © Paradigm Publishing, Inc. 29 Contents Modifying Font Elements…continued Adjusting Character Spacing  Each typeface is designed with a specific amount of space between characters. This character spacing may be changed with options at the Font dialog box with the Advanced tab selected.  You can adjust the spacing between certain characters pairs (referred to as kerning) by selecting your text and then inserting a check mark in the Kerning check box.kerning Advanced tab

30. © Paradigm Publishing, Inc. 30 Contents Modifying Font Elements…continued Applying Quick Styles and Style Sets  Besides changing formatting directly, you can apply styles that automatically change formatting. Quick Styles gallery

31. © Paradigm Publishing, Inc. 31 Contents Modifying Font Elements…continued  Click the Change Styles button in the Styles group on the Home tab to access the Style Set option. Click Style Set to display the list of predesigned styles.

32. © Paradigm Publishing, Inc. 32 Contents Adding Symbols and Special Characters  Symbols and special characters add interest and originality to documents.  To insert a symbol, click the Symbol button in the Symbols group in the Insert tab, and then select one of the symbols displayed on the palette or click the More Symbols button at the bottom of the palette.  At the Symbol dialog box, select the Symbols tab, select a desired font, double-click the symbol or click Insert, and then click Close (or press Esc). Symbol dialog box

33. © Paradigm Publishing, Inc. 33 Contents Adding Symbols and Special Characters…continued Creating Em and En Dashes  An em dash (—) is as long as the point size of the type used and indicates a pause in speech.em dash  An en dash (–) indicates a continuation, such as 116–133 or January–March, and is exactly one-half the width of an em dash.en dash

34. © Paradigm Publishing, Inc. 34 Contents Adding Symbols and Special Characters…continued Using Smart Quotes  In typesetting, the tail of the punctuation mark extends upward for the open quotation mark and downward for the close quotation mark.  In typesetting, the straight quotes are used to indicate inches (") or feet (').  The Smart Quote feature will automatically choose the quote style that is appropriate if it is typed in error.

35. © Paradigm Publishing, Inc. 35 Contents Using Contrasting Fonts in Design  Consider the designs below and the effects these interesting fonts could have on a target audience.

36. Contents © Paradigm Publishing, Inc. 36 CHECKPOINT 1 1)These are the parts of lowercase characters that rise above the x-height. a.ascenders b.descenders c.baselines d.cap heights 1)These are the parts of lowercase characters that rise above the x-height. a.ascenders b.descenders c.baselines d.cap heights 3)This is a measurement used for monospaced typefaces. a.point b.pitch c.serif d.sans serif 3)This is a measurement used for monospaced typefaces. a.point b.pitch c.serif d.sans serif 2)This is a combination of characters tied together into a single letter. a.kerning b.ligature c.serif d.typeface 2)This is a combination of characters tied together into a single letter. a.kerning b.ligature c.serif d.typeface 4)This is the name of the default theme in Word 2010. a.Default b.Normal c.Office d.Standard 4)This is the name of the default theme in Word 2010. a.Default b.Normal c.Office d.Standard Next Question Next Slide Answer

37. © Paradigm Publishing, Inc. 37 Contents Using the Word Cover Page Feature  Cover Page is a Word feature that can be used to create title pages for reports, manuals, and any other documents that require a professional-looking cover.  At the Insert tab, click the Cover Page button in the Pages group, and then choose a design from the gallery. Cover Page gallery

38. © Paradigm Publishing, Inc. 38 Contents Using the Word Cover Page Feature…continued Inserting Predesigned Building Blocks into a Manual  Along with the Cover Page feature, you can insert similarly designed headers and footers, sidebars, pull quotes, and other Building Blocks into your documents to coordinate with your cover page. Building Blocks Organizer dialog box

39. © Paradigm Publishing, Inc. 39 Contents Using the Word Cover Page Feature…continued Applying Styles to a Cover Page  Styles reinforce consistency within documents and among similarly designed documents.  The Cover Page you select from the Cover Page gallery will most likely contain styles that help to reinforce consistency.  In addition, you may add pull quotes and other Quick Parts formatted with similar styles that coordinate with the Cover Page.

40. © Paradigm Publishing, Inc. 40 Contents Working with Long Documents Inserting Page Numbers  If you want to insert page numbers in your manual, use the Page Number button in the Header & Footer group in the Insert tab.  When you click the Page Number button, a drop-down list displays with options for specifying where on the page you want the page number inserted.  Point to an option at this list, and a drop-down list displays of predesigned page formats. Page Number button

41. © Paradigm Publishing, Inc. 41 Contents Working with Long Documents…continued Inserting Page Breaks  Creating a page break does not really insert a new page; it creates a break at the insertion point.  To create a manual page break, position your insertion point where a break is desired and then press Ctrl + Enter or click the Page Break button in the Pages group in the Insert tab. However, if text is added or removed from the page, the break may cause an awkward separation in the document.  Word 2010 does have a feature that actually inserts a new page: the Blank Page button in the Insert tab. It is the same as if you had created two hard page breaks and then moved the insertion between them.

42. © Paradigm Publishing, Inc. 42 Contents Creating Documents Using Templates and Wizards  The default template, called the Normal.dotm template, contains formatting instructions to use 11-point Calibri (Body) as the font, English (U.S.) as the language, left alignment, widow/orphan control, 10 points after, and 1.15 line spacing.Normal.dotm  A template is a document type that creates a copy of itself when you open it.template  Wizards walk you through a series of steps in which you add or select information to set up formatting, content, and layout of your document. Wizards

43. © Paradigm Publishing, Inc. 43 Contents Creating Documents Using Templates and Wizards…continued  Templates and wizards are usually accessed at the New tab Backstage view.  Click the File tab, and then click the New tab.  At the New tab Backstage view, click on any of the categories that organize related templates. New tab Backstage view

44. © Paradigm Publishing, Inc. 44 Contents Creating Documents Using Templates and Wizards…continued Customizing Templates  When customizing a template to meet your specific needs, remember to apply the basic design concepts discussed in Chapter 1.  Always begin a document with the end result in mind.  Plan your text carefully to achieve your desired results without unnecessary wording or formatting.  If you replace the existing fonts in a template, be sure the fonts increase the readability of the text.  Readability is the ease with which a person can read and understand groups of words. Readability

45. © Paradigm Publishing, Inc. 45 Contents Creating Documents Using Templates and Wizards…continued Basing a New Template on an Existing Document  If your existing document contains many of the features you want to add to a template, you can save time by basing your new template on that document. Changing File Locations  By default, Word saves a template document in the Templates folder on your hard drive.  The templates you save in the Templates folder display in My Templates located on the New tab Backstage view. Understanding Content Control in Templates  Content controls are usually found in Office templates.

46. © Paradigm Publishing, Inc. 46 Contents Faxing Versus Scanning  Facsimiles have been commonplace in offices and homes for many years, possibly even before computers came upon the scene.  However, with the availability of saving documents in PDF format, scanning documents at your desktop may be more convenient than faxing them.

47. © Paradigm Publishing, Inc. 47 Contents Learning about Watermarks  A watermark is a lightened graphic or text that when printed appears either on top of or behind existing document text and adds interest or identifies the document status.watermark Text Watermark Graphic Watermark

48. © Paradigm Publishing, Inc. 48 Contents Learning about Watermarks…continued Adding a Text Watermark to a Document  You can insert a predesigned watermark from a gallery of watermark text, or you can insert a watermark with custom text by clicking the Watermark button in the Page Background group on the Page Layout tab. Watermark button

49. © Paradigm Publishing, Inc. 49 Contents Learning about Watermarks…continued Turning a Picture into a Watermark  You can turn a picture, clip art, logo, or a photo into a watermark that you can use to enhance a document. Printed Watermark dialog box

50. © Paradigm Publishing, Inc. 50 Contents Learning about Watermarks…continued Editing a Watermark  To edit a watermark, click the Header button in the Header & Footer group in the Insert tab, and then click Edit Header. Header & Footer Tools Design tab Header & Footer Tools Design tab

51. © Paradigm Publishing, Inc. 51 Contents Learning about Watermarks…continued Troubleshooting Watermarks  If a document contains several text boxes, rectangles, or other shapes, the objects may obstruct the view of the watermark below them.  If you use a text box, rectangle, or other shape as a container or border for a document, the graphics you select may fill the entire area of the text box or shape.

52. © Paradigm Publishing, Inc. 52 Contents Using Word Layers in Documents  Besides using the Header & Footer pane to create watermarks, you may also create a watermark by inserting an image or text at the document screen, altering the color of the object, and then sending it behind the text layer. Stacked drawing objects in Z order Text boxes and drawing objects (also known as Drawing Layer) Text and graphics (if graphics are inserted In Line With Text) Watermarks and header and footer text

53. © Paradigm Publishing, Inc. 53 Contents Using Word Layers in Documents…continued  In addition to these basic layers, Word stacks drawing objects in individual layers in the foreground layer (also known as the Z order).  Every time you add another object, it is drawn in the layer on top of the previous layer.

54. © Paradigm Publishing, Inc. 54 Contents Inserting Images into a Document  Word 2010 includes a gallery of media images, including clip art, photographs, and movie images, as well as sound clips. Searching for Clip Art and Other Media  You may use the Search for text box at the Clip Art task pane to type the specific file name if you know it, or to type a name for a category, such as beach, and then click Go.

55. © Paradigm Publishing, Inc. 55 Contents Inserting Images into a Document…continued Sizing and Moving Images  After an image is inserted in a document, it can be sized using the sizing handles that display around a selected clip art image. A A B B Corner sizing handle (double- headed arrow) Move handle (four-headed arrow)

56. © Paradigm Publishing, Inc. 56 Contents Inserting Images into a Document…continued  You may also size and move an image using the Height and Width text boxes at the Size group on the Picture Tools Format tab as shown in illustration A below. A A B B

57. © Paradigm Publishing, Inc. 57 Contents Inserting Images into a Document…continued Inserting Bullets  Bullets may be inserted in a document by clicking the Bullets arrow button in the Paragraph group in the Home tab. Bullets arrow button

58. © Paradigm Publishing, Inc. 58 Contents Inserting Images into a Document…continued  You can create a bullet from a clip art image by clicking the Picture button at the Define New Bullet dialog box, clicking Picture, and then selecting an image at the Picture Bullet dialog box, as shown in illustration A. A A B B

59. © Paradigm Publishing, Inc. 59 Contents Preparing an Agenda  Before a business meeting, an agenda is generally prepared that includes such information as the name of the group or department holding the meeting; the date, time, and location of the meeting; and the topics to be discussed during the meeting. Agenda Template Customized Template

60. © Paradigm Publishing, Inc. 60 Contents Preparing an Agenda…continued Creating an Agenda Using a Table  Besides using the Agenda template or wizard, an agenda may be prepared at a blank document screen with side-by-side columns, which are similar to parallel columns. Entering Text in a Table  Information in a table is typed in cells. A cell is the intersection of a row and a column.cell  With the insertion point positioned in a cell, type or edit text as you would normal text.

61. Contents © Paradigm Publishing, Inc. 61 CHECKPOINT 2 1)Click the Cover Page button at this tab. a.File b.Insert c.Page Layout d.Home 1)Click the Cover Page button at this tab. a.File b.Insert c.Page Layout d.Home 3)These walk you through a series of steps. a.wizards b.templates c.documents d.styles 3)These walk you through a series of steps. a.wizards b.templates c.documents d.styles 2)These reinforce consistency within documents. a.styles b.colors c.shapes d.images 2)These reinforce consistency within documents. a.styles b.colors c.shapes d.images 4)The way in which Word stacks drawing objects is known as this. a.N order b.W order c.X order d.Z order 4)The way in which Word stacks drawing objects is known as this. a.N order b.W order c.X order d.Z order Next Question Next Slide Answer

62. © Paradigm Publishing, Inc. 62 Contents Desktop Publishing Terms and Definitions continues on next slide…

63. © Paradigm Publishing, Inc. 63 Contents continues on next slide… Desktop Publishing Terms and Definitions…continued

64. © Paradigm Publishing, Inc. 64 Contents Desktop Publishing Terms and Definitions…continued