Designing a Newsletter PUBLISHER 2010

Objectives: Designing a Newsletter Why should you create a newsletter? When should you create a newsletter? How do you start a newsletter? Picking a Newsletter Template Page margin Page size Page orientation Page navigation

Objectives: Adding a page Move a page Delete a page Masthead Continued notices Hyphenation Inserting text from a file

DESIGNING a Newsletter A newsletter is a printed report of information and ideas that is distributed on a regular basis (e.g., monthly or semi-annually) to a group of interested people. Newsletters are typically from two to eight pages in length. They vary considerably in cost, quality and content.

Why should you create a newsletter?  To keep your members up to date about what's going on.  To keep the public informed as well.  To educate all readers about issues and ideas that concern your group.  To build cohesion and a sense of pride among your members.  To spark new interest in, and increase recognition of, your agency.  To offer a format for information exchange that doesn't yet exist in the community.  To reduce the amount of time spent on information sharing at your group meetings.  To announce your regular meeting.  To replace meeting minutes by creating a section in the newsletter devoted to meeting summaries.

When should you create a newsletter?  You need to get a lot of information to a lot of people on a regular basis.  You want to educate or inform the community on important issues.  You want to attract new members.  You want to build a sense of common purpose, or motivation -- or both -- among members.  You want to get feedback from your members.  You want to increase recognition for your organization or belief in its cause.  You want the public to view you as a credible and significant group.

How do you start a newsletter?  What is the primary purpose of the newsletter?  What are the other purposes?  Who is the audience?  How frequently do you want the newsletter to appear?  How many copies do you want to produce for each issue?  How much will this cost?  How much can you afford?  Who will design and edit the newsletter?  Who will write the articles?  How will you distribute the newsletter to its audience?  How will you know if you have been successful?

Picking a Newsletter Template 1- Click the File tab to go to Backstage view, then select New. The Available Templates pane will appear. 2- Select the type of publication you wish to create.

Picking a Newsletter Template 3- A selection of templates will appear in the Available Templates pane. Choose from one of two categories: ◦Office.com templates, which include templates created by other users. User- created templates are indicated with a User icon.

Picking a Newsletter Template Installed templates created by Microsoft.

Picking a Newsletter Template 4- A preview of the selected template will appear in the Preview pane on the right. Review the template, and modify template options as desired.

Picking a Newsletter Template 5- When you are satisfied with the template, click Create.

Picking a Newsletter Template 6- The new publication will be created.

Page Margin

Page Size

Page Orientation

Page Navigation To open the Page Navigation pane, click the View tab on the Ribbon, then locate the Show group. Select the Page Navigation check box.

Adding a page 1- In the Page Navigation pane, right-click any page, then select Insert Page.

Adding a page 2- The Insert Page dialog box will appear. Specify the number of pages to insert and the location where you wish to insert them. 3- Choose what will appear on the new pages. By default, the pages will be blank, but you can also choose to create pages that include one text box or pages that are duplicates of an existing page. 4- Click OK.

Adding a page 5- The new page or pages will be inserted.

Move a page 1- In the Page Navigation pane, locate the page you wish to move.

Move a page 2- Click and drag the page to its new location, then release the mouse.

Delete a page 1- In the Page Navigation pane, right-click the page you wish to delete, then select Delete in the list that appears.

Masthead The masthead is the title on the front page of every newsletter. Keep the name of your newsletter short and catchy. Consider using your organization's logo or symbol as part of the title. MastheadVolume and issue number Date Business info

Continued notices If an article in your newsletter starts on one page and carries over on to another page, “continued” notices can guide a reader through the story. To add notice to a story: 1. Right-click a connected text box. 2. Choose Format Text Box from the menu that appears. 3. A “Format Text Box” dialog box appears. 4. Click the Text Box tab. And under Text autofitting, select the “Continued” notice(s) you want to add. 5. Click on OK and repeat thesteps for each connected box in the chain. 6. Publisher will automatically insert the correct page numbers in the “Continued” notice.

Continued notices To remove a notice from a text box: 1. Right-click a connected text box. 2. Choose Format Text Box 3. Click the Text Box tab and clear the check box(es) for the “Continued” notice(s) you want to remove. Note: To reword or reformat a notice; in the text box, make any changes you want to the “Continued” notice.

Hyphenation Publisher automatically hyphenates words at the ends of lines in order to improve text fit. You can control if and how your words are hyphenated by modifying your hyphenation settings. To modify hyphenation settings: 1- Select a text box, then click the Text Box Tools Format tab on the Ribbon and locate the Text group. 2- Click the Hyphenation command.

Hyphenation 3- The Hyphenation dialog box will appear. Modify your hyphenation settings as desired. ◦To remove all hyphenation, uncheck the Automatically hyphenate this story box.

Hyphenation To change how frequently Publisher hyphenates words, use the up and down arrows to adjust the size of the hyphenation zone. If you increase the size of the hyphenation zone, your publication will have fewer hyphens. If you decrease it, the right edge of the text will appear more even, but your text will contain more hyphens.

Inserting text from a file To insert text from a file: 1. In a text box, click where you want to insert the text. 2. From the Insert tab, in the Text group, select the Insert File button. 3. Move to the file you want to insert and click on OK Note: If you don’t click in a text box, Publisher will create a textbox for you.