Chapter 2 Preparing Internal Documents Advanced Microsoft® Word 2003: Desktop Publishing Chapter 2 Preparing Internal Documents Copyright 2005, Paradigm Publishing Inc.

Performance Objectives Upon successful completion of Chapter 2, you will be able to produce internal business documents such as a conference sign, handout cover sheet, fax cover sheet, memo, and agenda with a variety of typefaces, typestyles, type sizes, and special symbols. Copyright 2005, Paradigm Publishing Inc.

Desktop Publishing Terms  Click a link to advance to the related slide.  Ascender Baseline Cap height Cell Descender Em dash En dash Hue Kerning Legible Luminescence Monospaced Normal.dot Pitch Point size Proportional Readability Sans serif Saturation Serif Typeface (font) Typestyle Watermark x-height Copyright 2005, Paradigm Publishing Inc.

 Click a link to advance to the related slide.  Word Features Used  Click a link to advance to the related slide.  AutoFormat Behind text Borders and Shading Bullets and Numbering Clear Formatting Clip Art task pane Drawing canvas Font color Header and Footer Microsoft Office Online Templates Reveal Formatting task pane Smart Quote Special Characters Styles and Formatting task pane Symbols Tables Task panes Templates Text boxes Washout Watermark Wizards Copyright 2005, Paradigm Publishing Inc.

Understanding Basic Typography When you plan your document, consider the: intent audience feeling to elicit important information to emphasize A typeset document may contain characters that vary in: typeface type size typestyle Copyright 2005, Paradigm Publishing Inc.

Choosing a Typeface Times New Roman Arial Comic Sans MS Impact Typeface (font): A set of characters with common design and shape: sets the mood reflects the content, expectations, and image Characteristics distinguish one typeface from another. Times New Roman Arial Comic Sans MS Impact Copyright 2005, Paradigm Publishing Inc.

Desktop Publishing Parts of Type serif ascender cap height x height descender resting on imaginary baseline Copyright 2005, Paradigm Publishing Inc.

Parts of Type…/2 Baseline: An imaginary horizontal line on which characters rest. x-height: Height of the font’s lowercase x. Cap height: The distance between the baseline and the top of capital letters. Ascender: The part of a lowercase character that rises above the x-height. Descender: The part of a lowercase character that extends below the baseline. Copyright 2005, Paradigm Publishing Inc.

Types Monospaced Same amount of character spacing for each character in a typeface. Rarely used in professional publications. Proportional Varying amount of space for each character in a typeface. Different typefaces take up different amounts of space. Copyright 2005, Paradigm Publishing Inc.

Categories Serif A small stroke at the end of a character. Moves the reader’s eye across the page. Good for text-intensive documents. Sans serif Without a small stroke at the end of a character (sans = French for without). Good for headlines and advertisements. Generally more legible. Legible: Typefaces with higher character recognition. Copyright 2005, Paradigm Publishing Inc.

Spacing Punctuation Monospaced: use 2 spaces after sentence ending and colon. Proportional: use 1 space after sentence ending and colon. Copyright 2005, Paradigm Publishing Inc.

Font Designs Harmonious: one font with varying effects. Conflicting: fonts are too similar. Contrasting: varying font size, weight, appearance, or color. Copyright 2005, Paradigm Publishing Inc.

Choosing a Type Size Point size Used for proportional fonts. A vertical measurement; a point is approximately 1/72 of an inch. Higher number = larger character. Pitch Used for monospaced fonts. The number of characters that can be printed in 1 horizontal inch. Higher number = smaller character. Copyright 2005, Paradigm Publishing Inc.

Choosing a Typestyle Typestyle: Variations of the basic type design including: regular (normal) bold italic bold/italic Copyright 2005, Paradigm Publishing Inc.

Choosing Fonts Available printer fonts depend on the: type of printer amount of memory supplemental fonts When software is loaded, any fonts associated with that software are loaded into the Fonts folder in Windows. Soft fonts available as software on a disk or CD. If your printer does not support a font or size, Word may substitute. Copyright 2005, Paradigm Publishing Inc.

Finding Similar Fonts    Word allows you to specify which fonts should be substituted.  click Tools, Options  Click tab  Click button Copyright 2005, Paradigm Publishing Inc.

Changing Fonts Select fonts at the: Font dialog box Formatting toolbar shortcut menu The default font is 12-point Times New Roman. Copyright 2005, Paradigm Publishing Inc.

Changing Fonts…/2   click Format, Font select a font Copyright 2005, Paradigm Publishing Inc.

Changing Font Size Use Size list box or Font dialog box. Select point size or type new number. To increase 1 pt, press Ctrl + ]. To decrease 1 pt, press Ctrl + [. Copyright 2005, Paradigm Publishing Inc.

Changing Font Style   Use Formatting toolbar or Font dialog box. click Format, Font  select a style Copyright 2005, Paradigm Publishing Inc.

Selecting Underlining Somewhat dated. Enhance with: bold italics font size all caps small caps  click Format, Font  select a style Copyright 2005, Paradigm Publishing Inc.

Changing Effects If the text already exists, select the text first.  click Format, Font  select an effect Copyright 2005, Paradigm Publishing Inc.

Changing Effects – Keyboard Shortcuts Boldface Ctrl + B Italicize Ctrl + I Underline Ctrl + U Underline words only Ctrl + Shift + W Double underline Ctrl + Shift + D All caps Ctrl + Shift + A Small caps Ctrl + Shift + K Toggle capitalization Shift + F3 Subscript Ctrl + = Superscript Ctrl + Shift + = Hidden text Ctrl + Shift + H Apply Symbol font Ctrl + Shift + Q Clear font formatting Ctrl + spacebar Copyright 2005, Paradigm Publishing Inc.

Changing Font Color    Use Formatting toolbar, Drawing toolbar, or Font dialog box.  click Format, Font  click down-pointing arrow and select a color  click to access more colors Copyright 2005, Paradigm Publishing Inc.

Standard Colors New color selected replaces the current color. Copyright 2005, Paradigm Publishing Inc.

Custom Colors Luminescence: The brightness of a color. Hue: The color itself. Saturation: The intensity of color. Copyright 2005, Paradigm Publishing Inc.

Custom Colors…/2 RGB Color Model HSL Color Model Copyright 2005, Paradigm Publishing Inc.

Adjusting Character Spacing Each typeface has a specific amount of space between characters. Character spacing can be changed at Font dialog box with the Character Spacing tab selected. Kerning: Decreasing or increasing the horizontal space between specific character pairs. Copyright 2005, Paradigm Publishing Inc.

Animating Text    For emphasis or drama. Displays on screen but does not print.  click Format, Font  click tab  select animation Copyright 2005, Paradigm Publishing Inc.

Using the Reveal Formatting Task Pane Used to view detailed descriptions of the formatting in a document. Use this task pane to: modify or clear formatting compare formatting of different selections find blocks of text with similar formatting Copyright 2005, Paradigm Publishing Inc.

Accessing the Reveal Formatting Task Pane  select the text  click Format, Reveal Formatting  select a hyperlink to display a dialog box with formatting options click the Other Task Panes button to select another task pane Copyright 2005, Paradigm Publishing Inc.

Using Clear Formatting Select to remove all character formatting from selected text. Copyright 2005, Paradigm Publishing Inc.

Using the Styles and Formatting Task Pane to Clear Formatting click this option to remove formatting and paragraph styles from selected text Copyright 2005, Paradigm Publishing Inc.

Positioning Text with Text Boxes Using One Text Box and a Right Tab to Create a Sign Using Text Boxes with No Fill to Create a Sign Copyright 2005, Paradigm Publishing Inc.

Adding Symbols and Special Characters to a Document Adds visual contrast, interest, and originality.  click Insert, Symbol  click to display a list of fonts click tab to select a special character Copyright 2005, Paradigm Publishing Inc.

Creating Em and En Dashes Em dash A dash that indicates a pause in speech; the dash is as wide as the point size of the font used. Alt + Ctrl + Num - or Symbol dialog box, Special Characters tab. En dash A dash that indicates a continuation; the dash is exactly one-half the width of an em dash. Ctrl + Num - or Symbol dialog box, Special Characters tab. Copyright 2005, Paradigm Publishing Inc.

Using Smart Quotes Keyboard quotation mark = " Open quotation mark = “ used for inches Open quotation mark = “ Close quotation mark = ” Smart Quote feature automatically chooses the quote style. On by default. Copyright 2005, Paradigm Publishing Inc.

Turning the Smart Quote Option On/Off  click Tools, AutoCorrect Options  click tab  add/remove check mark Copyright 2005, Paradigm Publishing Inc.

Using Special Characters and Contrasting Fonts in Design Create interesting designs using contrasting fonts: thick and thin fonts light and dark font color serif and sans serif typefaces ornate and plain appearance variety of colors for focus good directional flow Copyright 2005, Paradigm Publishing Inc.

Creating Documents Using Templates and Wizards Every document created is based on a template. Normal.dot is the default template in Word and contains formatting instructions to use: 12-point Times New Roman English (U.S.) left alignment widow/orphan control single spacing Templates allow you to easily create a variety of documents. Wizards walk you through a series of steps. Copyright 2005, Paradigm Publishing Inc.

Accessing Templates and Wizards  click File, New  click the link Copyright 2005, Paradigm Publishing Inc.

Accessing Templates and Wizards…/2 The Templates dialog box appears and contains several tabs for displaying a variety of templates and wizards. Double-click a template to create a document based on that template. Copyright 2005, Paradigm Publishing Inc.

Accessing Microsoft Office Online Templates  click File, New  click the link Copyright 2005, Paradigm Publishing Inc.

Microsoft Office Online Templates Type a keyword. New templates are added often. Copyright 2005, Paradigm Publishing Inc.

Microsoft Office Online Templates…/2 Template categories and locations may change. Copyright 2005, Paradigm Publishing Inc.

Microsoft Office Online Templates…/3 Click to jump back to Word. Copyright 2005, Paradigm Publishing Inc.

Customizing Templates Readability: The ease with which a person can read and understand groups of words. Copyright 2005, Paradigm Publishing Inc.

Customizing Templates…/2 Consider changing, using, or adding the following: fonts, styles, sizes, colors, and effects expanded, condensed, lowered, or raised character spacing reverse text more or less leading fill color and effects text box shading, shadows, or 3-D special characters and symbols unique bullets borders and shading graphics, photos, drawing objects, or scanned images drop caps company logo watermark unique column layout and specialized tables links to other documents AutoText entries backgrounds and themes form fields Copyright 2005, Paradigm Publishing Inc.

Basing a New Template on an Existing Document  click File, New  click the link Copyright 2005, Paradigm Publishing Inc.

Saving a Document as a Template Based on an Existing Template At the New Document task pane, click the On my computer hyperlink. At the Templates dialog box, select the tab containing the template you want to use. Choose the Template option in the Create New section. Double-click the template you want to use. Name the template (Word will automatically assign the extension .dot). Click Save. The template saves by default to C:\Documents and Settings\user\ Application Data\Microsoft\Templates. Copyright 2005, Paradigm Publishing Inc.

Saving a Document as a Template Choose Save As from the File menu. Name the template. In the Save as type list box, select Document Template (*.dot). Click the Save button. Copyright 2005, Paradigm Publishing Inc.

Deleting a Template At the Templates dialog box, right-click on the template. Click Delete from the shortcut menu. Copyright 2005, Paradigm Publishing Inc.

Changing File Locations  click Tools, Options  click tab  Click option  click button  At the Modify Location dialog box, specify the desired folder in the Look in option box, and then click OK twice. Copyright 2005, Paradigm Publishing Inc.

Creating a Watermark Watermark: A lightened graphic or text displayed behind text on a page. Watermarks are displayed in Print Layout view and Reading Layout view. There are two methods for creating watermarks: Using the Printed Watermark dialog box. Using the Picture toolbar. Copyright 2005, Paradigm Publishing Inc.

Creating a Watermark Using the Printed Watermark Dialog Box The watermark is added to the document’s header pane.  click Format, Background, Printed Watermark click to remove a watermark click to add a picture watermark click to add a text watermark adjusts the brightness and contrast of an image to improve readability of text Copyright 2005, Paradigm Publishing Inc.

Editing a Watermark in a Header  click View, Header and Footer use to rotate a graphic object use to reshape the object Copyright 2005, Paradigm Publishing Inc.

Using Word Layers in Documents A Word document contains three layers. Drawing Object stacked drawing objects in Z order Drawing Object Drawing Object text boxes and drawing objects (also known as drawing layer) Foreground Layer text and graphics (if graphics are inserted in line with text) Text Layer Background Layer watermarks and header and footer text Copyright 2005, Paradigm Publishing Inc.

Using Word Layers in Documents…/2 Create a watermark by inserting an image or text at the document screen, alter the color of the object, and then send it behind the text layer. Graphics default to In Line With Text text wrapping option. Click the Text Wrapping button on the Picture toolbar to send the image behind the text layer. Copyright 2005, Paradigm Publishing Inc.

Inserting Images in a Document Word 2003 includes a gallery of media images including clip art, photographs, movie images, and sound clips.  click Insert, Picture, Clip Art type the search text click to choose where you want to find your images click to choose which media type you want to use click to organize your media clips make sure you are connected to the Internet Copyright 2005, Paradigm Publishing Inc.

Sizing and Moving Images corner sizing handle rotation handle ↔ ↨ move handle middle sizing handle Clip Art Positioned In Line With Text Clip Art Positioned In Front of Text Copyright 2005, Paradigm Publishing Inc.

Creating a Watermark with Buttons on the Picture Toolbar Use the Text Wrapping button to move an image to behind the text. Next, click the Color button and select Washout. Copyright 2005, Paradigm Publishing Inc.

Using The Drawing Canvas Enables you to draw several shapes or objects within its framelike boundary and then move or resize the objects as one unit. Press Esc or Delete to temporarily remove the drawing canvas. Use the Drawing Canvas toolbar to shrink or expand the unit. Copyright 2005, Paradigm Publishing Inc.

Turning Off the Drawing Canvas Permanently  click Tools, Options  click tab  remove check mark Copyright 2005, Paradigm Publishing Inc.

Inserting Bullets     click Format, Bullets and Numbering click a tab  click a style  click to customize Copyright 2005, Paradigm Publishing Inc.

Borders and Shading   click Format, Borders and Shading select desired options Copyright 2005, Paradigm Publishing Inc.

Preparing an Agenda Prepared before a business meeting and includes: name of group or department date time location topics to be discussed Create an agenda using: Agenda Wizard Templates on Office Online hyperlink Tables feature Copyright 2005, Paradigm Publishing Inc.

Creating an Agenda Using the Agenda Wizard  click File, New, On my computer hyperlink  click tab  click Copyright 2005, Paradigm Publishing Inc.

Creating an Agenda Using Templates on Office Online  click File, New  type agenda to access the Microsoft online agenda templates  click to access the Microsoft Office Online Templates Web page Copyright 2005, Paradigm Publishing Inc.

Customized Agendas from Microsoft Office Online Templates Agenda Template Customized Template Copyright 2005, Paradigm Publishing Inc.

Creating an Agenda Using a Table  click Table, Insert, Table  select the desired number of columns, rows, and options Copyright 2005, Paradigm Publishing Inc.

Entering Text in a Table Information in a table is typed in cells. Cell: The intersection between a row and a column. Press Tab to move to the next cell. Press Shift + Tab to move to the previous cell. Press Ctrl + Tab to move to a tab stop within a cell. Press Tab in the last cell to add another row to the table. Copyright 2005, Paradigm Publishing Inc.

DTP Pointers Use Word’s Find and Replace feature to find ending punctuation with two spaces and replace with one. Use a sans serif font for headings. Use a serif font for text-intensive documents. Sans serif typefaces are more readable than serif faces when set in very small point sizes. When using a proportional font, do not use the spacebar to align text; use a tab. Copyright 2005, Paradigm Publishing Inc.

DTP Pointers…/2 Serif typefaces printed on textured paper or from 300 dpi or lower quality printers may lose detail in thin and delicate strokes. Substitute a different font if a particular font is not available. Unusual, bold, or distinctive fonts can distract the reader from the text. Do not use less than 10-point type in large areas of text. Use italics or small caps to emphasize text instead of all caps or underline. Apply animated text effects to documents that will be viewed online. Copyright 2005, Paradigm Publishing Inc.

DTP Pointers…/3 Use a logo for continuity and recognition. Special characters add visual interest to a document. Use straight quotation marks only to indicate measurements. Contrasting fonts create interest in a document. If you drag a text box to a wrong location, click the Undo button. Avoid “one size fits all” formatting by customizing to fit your needs. Copyright 2005, Paradigm Publishing Inc.

Commands Review Font dialog box Format, Font; or press Ctrl + D Header and Footer pane View, Header and Footer Borders and Shading dialog box Format, Borders and Shading New Document task pane File, New; or View, Task Pane, Other Task Panes button, New Document Clip Art task pane Insert, Picture, Clip Art; or click Insert Clip Art button on Drawing toolbar Watermark Format, Background, Printer Watermark; Picture watermark or Text watermark Copyright 2005, Paradigm Publishing Inc.

Commands Review…/2 Symbol dialog box Insert, Symbol Word Templates Display New Document task pane, click On my computer hyperlink Microsoft Office Online Templates Display New Document task pane, click Templates on Office Online hyperlink Drawing canvas (on/off) Tools, Options, General tab, Automatically create drawing canvas when inserting AutoShapes Bullets and Numbering Format, Bullets and Numbering Insert Table Table, Insert, Table; or click Insert Table button on Standard toolbar Copyright 2005, Paradigm Publishing Inc.