Getting Started with Microsoft Publisher What is Microsoft Publisher?

Instructor: OIT Training
Email: [email protected]
http://www.oit.duke.edu/training
Getting Started with Microsoft
Publisher
What is Microsoft Publisher?
Publisher is a page layout software program. The program's capabilities allow you
to create various types of professional publications, such as brochures, newsletters,
cards, fliers, and invitations.
The program is more flexible than a word processing program such as Microsoft
Word. You can manipulate graphics, text, and create layouts to suit your needs. You
can also create brochures, letterhead, reports, flyers, etc. with a professional look
and "feel."
Publication Checklist
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Below are some things you should consider before creating your publication:
What is the purpose of your publication?
Why is it needed?
Who is the intended audience?
What kind of information will you include?
What kind of image do you want to project?
Does the publication need to fit into an established design program or
conform to a corporate style?
What is the overall format?
What kinds of art or photography—and how much—will you include?
What are the printing specifications?
What will you use for camera-ready pages?
How will the publication be reproduced?
How will it be distributed?
When is your deadline?
What is the budget?
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Creating Publications
You have several options for creating a new publication:
 Create a blank publication
 Make a copy of an existing publication and then edit it
 Create a new publication based on a specific Template
Creating a Blank Publication
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Click on the File tab and choose New
Select Blank 8.5×11” or Blank 11×8.5”
If you need a different page size, choose More Blank Page Sizes
o This will bring up a variety of different page sizes as well as allowing
you to create your own custom pages
Creating a Publication from Template
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Creating a publication from a template can save time with preset text boxes
and a professionally-designed layout
To insert a template, click on the File tab and choose New
Microsoft Publisher 2010 ships with dozens of premade templates, so you
can look through all of the prebuilt templates until you find one that is useful
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If the template you want isn’t available, you can download additional
templates online
Download a Template
You can find many different templates on the Microsoft Office’s Web Site ranging
from post cards, recipe books, manuals to marketing materials.
 Go to http://office.microsoft.com/en-us/templates/templatesFX101741961.aspx?CTT=97
o You can also access this site by going to http://office.microsoft.com
and clicking on the Templates tab
 Find the template that you want to use
o Click on Download and Continue
o The publication that you selected will open in Microsoft Publisher
o Save the publication and modify it to suit your needs
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Publisher Features
The Publisher Window
The Publisher window contains vertical and horizontal rulers, layout guides, a
scratch area, page navigation icons, and a task pane. Rulers appear along the top and
left sides of the publication windows and make it possible for you to place text and
graphics exactly where you want them. Layout guides contain text and graphical
elements. The task pane provides convenient access to frequently used commands
and features.
Component
Title bar (0)
Layout guides (1)
Scratch area (2)
Horizontal ruler (3)
OIT Training – Publisher
Description
Displays the name of the application and
the name of the current document
Blue and red dotted lines that help you
align the various elements on each page.
These lines will not appear in the printed
publication
The extra space around the page area
that’s used for storing text and graphics
until you place them in the publication.
Items in the scratch area will not appear
in the printed publication. They will;
however, add to the size of the file.
Adjusts or removes tab stops or indents
on a page. You can refer to the ruler to
adjust the position of the objects on the
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Zoom controls (4)
Status bar (5)
Page navigation icon (6)
Size box (7)
Vertical ruler (8)
Command Tabs (9)
page.
Changes the magnification level at which
the publication is displayed. You can
view the publication at 50%, 100%,
200%, etc.
Displays the current location of the
pointer, as well as the size and position
of any selected object.
Represents the various ways to view
pages in the publication. To display a
page or two-page spread, click the
appropriate numbered icon.
Adjusts the size of the window.
Helps align objects vertically on the
page.
Provides a convenient interface through
which you can perform common tasks—
for example, creating a new publication.
Clicking any of the tabs (Home, Insert,
etc) changes the commands displayed on
the command bar.
Navigating Publications
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Publications can be opened by clicking on the File tab and
choosing Open
The Page Navigation bar on the left-hand side of the screen
allows you to move between pages
o To change the order of pages, click and drag a page to its
new position (indicated by a black line)
Clicking on the View tab will provide a variety of options to
change the layout of your presentation
o Two view two facing pages simultaneously, click on
Two-Page Spread
o To zoom in and out, either click and drag on the Zoom
Slider on the lower right-hand side of the screen, or
change the percentage zoom manually in the Zoom
section of the View tab
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Working with Text Boxes
 Text boxes allow you to add text to your pages. Quick publications have text
boxes already in them
o To insert a text box, click on the Insert tab and
choose Draw Text Box
o Click and drag anywhere on your publication to
insert the text box
o Right click on the text frame and Choose Format
Text box to change the color, size, internal
margins and position any text box (including
rotating it)
Formatting Text
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Selecting text will bring up a Text Box Format tab
where you can change font size, color, etc
You can also click on the arrow in the bottom-right
part of the Font section of the Format tab
for more powerful formatting tools in a
popup dialog box
Design Issues
 There are two classes of typefaces:
 Serif: those having small extensions at the
end of characters, such as the “foot” at the
bottom of an “r”. Serif typefaces are easily
readable and not tedious, and are therefore
ideal for body copy. When used in larger
sizes, they can also be good for headings.
Times New Roman is a typical serif
typeface.
 Sans-serif: those without extensions at the
end of characters and tend to have the same
thickness within a character. Sans-serif
typefaces are excellent for headings and display type, as used in advertising copy
and flyers. Sans-serif fonts tend to be harder to read and usually not appropriate
for large amounts of text.
Adding Additional Pages
Go to the Insert tab and choose Page to add additional pages. You will need to
determine the number of pages, the placement of the pages as well as other options.
Importing Text
If you have the text already typed out, you do not need to retype into Publisher. You
can copy and paste or import text into the box. To import the text, you will need to:
 Create a text frame. (change the size for positioning as needed)
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 Choose Insert, File.
 Select Import Text
 Click OK.
NOTE: If the text does not fit in the text frame it will ask you if you want to
automatically link the current text frame to another frame. Click NO, if you would
prefer to create a new text box and then create a manual link.
Columns
You can divide the text frame into columns as it is typically done in magazines and
newsletters.
 Place the insert point in the text frame.
 Right-click on the text box and choose Format Text Box…
 In the dialog box that appears, click on the Text Box tab and choose
Columns…
 Enter the number of columns and the amount of space in the appropriate
fields.
NOTE: You can move text boxes onto other pages easily by temporarily moving it
into the scratch area and then moving it to another page.
Working with Pictures
Pictures add eye-catching appeal to your publication while providing important
visual information. In addition to the large collection of
clip art images you can use in Publisher, you can insert
photos, drawings, and other graphics in a variety of file
formats:
 Encapsulated PostScript (.eps)
 Graphics Interchange Format (.gif)
 Joint Photographics Expert Group (.jpg or .jpeg)
 Portable Network Graphics (.png)
 Tagged Image File Format (.tif)
 Microsoft PhotoDraw or PictureIt! (.mix)
 Windows Metafile (.wmf)
 Windows Enhanced Metafile
(.emf)
NOTE: The image being used should
add to the message by supplementing
the text in your publication. (In other
words, images should have a purpose.)
Inserting a Clip Art Image
 Click on the Insert tab and
choose Clip Art
 The Insert Clip Art Task Pane
appears.
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Search the Clip Art library until you find a useful picture
Click once on the image to select it or Click modify to do another search.
Inserting a Picture from File
 Click on the Insert tab and choose Picture
 A dialog box will appear that allows you to search your files for the
appropriate pictures
 Find and select the image that you want to use.
 Select Insert to insert the image into your document
NOTE: You can move an image anywhere you want on a page by clicking and
dragging it to the location of your choice.
Working with Objects
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You can add objects, such as boxes, lines and circles to break up the space
within your publication
To insert an object, click on the Insert tab and choose Shapes
In the drop-down menu that appears, select the shape you wish to insert
Click and drag on the publication to add the shape (Hold down the shift key
while clicking and dragging to create a regular shape or horizontal/vertical
line)
To change the fill of the object, line, tint, etc., select the object, right click and
select Format AutoShape
Page Design
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The Page Design tab allows you to modify the way a page is laid out in an
already-existing document
o In the Template section, you
can click on Change Template
to switch your publication to
another premade template style
o In the Page Setup section, you
can change the Margins of your
pages, Page Orientation
(portrait or landscape) and Size.
Connecting Text Frames
If there is not enough room for the text in a
frame, a Text Overflow indicator appears. If
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this occurs, you can either resize the frame or create another text frame and then
create a link between them.
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To create a new text frame, simply click on the Text Overflow indicator
Then, click anywhere else on the page to insert a new text box to handle your
overflow
A pitcher will appear that will allow you to dump the additional text into the
new text frame
Finalizing your Publication and Preparing for Print
Editing
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It is critical to spell check any publication before you send it to be printed.
o Click on the Review tab and choose Spelling or press F7
CAUTION: Make sure you check all web addresses (URLs),
dates/times/locations, proper names and phone #s for accuracy!
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Additional Resources
lyndaCampus
lynda.com is an online software training library. All Duke
students, faculty, and staff can access this resource with their
Duke NetID.
http://training.oit.duke.edu/lynda
OIT Multimedia Project Studio (MPS)
Need a specialized computer lab with hardware and software to
edit graphics, develop a website, edit a video or integrate
audio/video into a project? The MPS Labs on East and West
campus have all that plus knowledgeable staff to help get you
started and keep you going on your project. For location & staffing
information for the MPS, visit http://www.oit.duke.edu/mps or
email [email protected]
Microsoft’s Publisher Web Site:
This site includes downloadable templates, tips and tricks for using Publisher as
well as many documents for user support.
http://microsoft.com/office/publisher/default.asp
About Desktop Publishing:
In addition to having downloadable templates, this site includes tutorials and
frequency asked question (FAQ) pages.
http://desktoppub.about.com/cs/publisher/
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