Word Processing & Desktop Publishing Software Business Computer Technology Curriculum Guide 2003

Advantages of Using DTP Software There is more control over the way text is arranged and formatted. DTP can be used to bring lots of different files together on the same document. You can import images into a DTP document from a scanner, graphics from a drawing package, frames from a video camera and text from a word processor.

Brochures Business Cards Flyers Letterhead Newsletters Newspapers Uses of DTP Software Brochures Business Cards Flyers Letterhead Newsletters Newspapers

DTP Terms Word Processing- Using the computer to create, edit, proofread, format, and print documents. Desktop Publishing (DTP)- The use of a personal computer as an inexpensive production system for creating typeset-quality text and graphics.

DTP Terms Alignment- The way multiple lines of text line up along the left margin, the right margin, or both margins. (see examples on subsequent slides) Justification- The alignment of multiple lines of text along the left margin, the right margin, or both margins. The term justification often is used to refer to full justification, or the alignment of text along both margins.

Left Align, Left Justify, or Flush Left All text is lined up at the left margin creating a smooth left margin. This results in a ragged or rough right margin.

Center Align or Center Justify The left and right margin are both ragged or rough. Spacing is equal from the left and right margin.

Right Align, Right Justify, or Flush Right The left margin is ragged or rough in this alignment. All lines of text end at the same point on the right margin resulting in a smooth right margin.

Justify or Full Justify All lines start at the same position on the left margin resulting in a smooth left margin. o All lines, that reach the right margin, end at the same position resulting in a smooth right margin. Spacing is adjusted by the computer to make this happen.

DTP Terms Font or Typeface- One complete collection of letters, punctuation marks, numbers, and special characters with a consistent and identifiable typeface, weight, posture, and type size. (examples: Times New Roman or Arial) Point- In typography, a fundamental unit of measurement. (72 points = approximately 1 inch) Type Size- The size of a font, measured in points from the top of the tallest letter to the bottom of the lowest letter.

DTP Terms Formatting- In a document, formatting includes margins, the font and alignment used for text, headers, footers, page numbering, and the way that numbers are displayed. (setting up the document) Editing- The process of updating a word processing/DTP document to correct spelling, layout issues, and other items to make the document visually appealing.

DTP Terms Orientation- The vertical or horizontal setup of the printed page. Portrait- The default printing orientation for a page of text in which the height of the page is greater than the width. Landscape- A page layout in which text and/or graphics are printed across the long edge of the page.

DTP Terms Word Wrap- A feature that causes the word processor to force all text to fit within the defined margins. When you fill one line with text, the word processor automatically jumps to the next line. You do not have to press enter at the end of each line. WYSIWYG- Acronym for what-you-see-is-what-you-get, meaning items are printed as they appear on the screen.

DTP Terms Templates- A document that includes the text needed to create standardized documents. (examples: résumé, calendars, letters)

Basic word processing and desktop publishing documents Use the FBLA Format Guide for setting up the basic word processing documents. The FBLA Formatting Guide is available from: www.fbla-pbl.org/docs/MLFormatGd.pdf

Academic Reports

Business Letters Top Margin: 2”-2 ½” (depends on letterhead) Side Margins: 1” Bottom Margin: 1” Business Letters

A formal business letter is a correspondence sent from a business to another business or to an individual. The person writing the letter is speaking on behalf of the business on a business-related topic rather than as an individual. Because letterhead stationery is used, the return address is not keyed. The inside address begins with the most specific information on the first line and each line becomes more general in nature. Business Letters

The signature block appears a quadruple space (QS) below the complimentary close. The writer’s title should be keyed following a comma on the same line as his/her name, or it can be keyed a single space (SS) below his/her name. Reference initials are used when someone other than writer prepares a letter. Lowercase letters are used. Enclosure, copy, and postscript notations appear a double space (DS) below the reference initials. Business Letters

Two-Page Business Letters At least two lines of the body must be carried to the second page. The second page requires a heading that consists of the addressee’s name, the page number, and the date of the letter. (see next slide for examples) Top margin on second page is 1”. All other margins follow first page. Second page is never keyed on letterhead. The paper should be of the same color and quality as the letterhead.

Two-Page Business Letters Single-Line Heading Two-Page Business Letters Multiple-Line Heading Mr. Bud Lanning 2 Current Date Mr. Bud Lanning Page 2 Current Date

Minutes Top Margin: 2” Side Margins: 1” Bottom Margin: 1” Double space between headings and information. Single space information paragraphs. Quad Space between adjournment statement and keyed signature line Minutes

Note that formatting guidelines may change depending on business and location. For class, all documents are to be formatted according to the FBLA Formatting Guide.