1. Desktop Publishing Lesson 2 — Working with Text

2. Lesson 2 – Working with Text2 Objectives  Create a blank document.  Work with text boxes.  Work with fonts.  Align text.

3. Lesson 2 – Working with Text3 Objectives (continued)  Set indents and tabs and create lists.  Adjust spacing.  Copy, move, and import text.  Control text flow.

4. Lesson 2 – Working with Text4 Create a Blank Document Although it varies by program, most desktop publishing programs allow you to create a blank document by clicking the New option on the File menu or a button on the toolbar. The document will usually look similar to the one below. Margin Guides Many programs have a grid that you can turn on or off.

5. Lesson 2 – Working with Text5 Work with Text Boxes Text is usually entered into a text box, also called a frame. You usually create the box by dragging an area within the document window and then using a Text tool to enter the text. Most text boxes will display some sort of border when selected. Text box Text box border The insertion point indi- cates where the next character will appear when typed.

6. Lesson 2 – Working with Text6 Resize or Position Text Boxes Once created, a text box can usually be resized by selecting it and dragging one of the sizing handles. An outline of the new box is usually visible. Original text box Sizing Handle Outline of new box Mouse pointer Current size and location may appear in the Status bar. You can move a text box by selecting it and dragging its border to a new location.

7. Lesson 2 – Working with Text7 Working with Fonts  Fonts are typefaces consisting of sets of characters used to enter text.  Select fonts for your publication that are suitable for the project and that add interest to the project.  Do not use too many fonts in any one publication. Limit fonts to 2 to 4, if possible.  There are two basic types of fonts: Serif fonts Sans serif fonts

8. Lesson 2 – Working with Text8 Modify Font Attributes  You can change the size of the font by specifying how many points the text should be.  You can set various font style attributes to add emphasis to your text. Typical style attributes are italic, bold, and underline.  You can set font effects for decoration or for correct typography. Font effects include superscripts, subscripts, shadows, and small caps.  You can change the color of the font to attract the reader’s attention to a specific area.

9. Lesson 2 – Working with Text9 Font Dialog Box This figure shows a typical font dialog box. Most desktop publishing pro- grams contain something similar to this where you can change the font type, style, effects, color, and sometimes set other attri- butes. Font name Font effects Sample of selected font Font style Font size Font color

10. Lesson 2 – Working with Text10 Aligning Text The method will vary by program, but almost all desktop publishing pro- grams offer some way to set the various text alignment options shown below. This is usually done by selecting the text or the text box and then using menu commands or toolbar buttons to set the alignment you want.

11. Lesson 2 – Working with Text11 Indenting Text Desktop publishing programs also offer some way to set the various indent options shown below. This is usually done by selecting the text or the text box and then using menu commands or toolbar buttons to set the indent that you want.

12. Lesson 2 – Working with Text12 Use Tabs to Align Text  A tab is a stopping point on the horizontal ruler used to space and align text.  Most desktop publishing programs have 4 types of tabs: Left – Text is aligned flush with the tab stop. Right – Right edge of text is aligned flush with the tab stop. Center – Text is spaced evenly to both sides of the tab stop. Decimal – Text is aligned on a decimal point.  Tabs are sometime set in a dialog box and can also sometimes be set by dragging tab markers to some spot on the ruler and then releasing them.

13. Lesson 2 – Working with Text13 An Example of a Left Tab This figure shows an example of a left tab marker at about the 1.25” mark on the horizontal ruler. Note that the text in the document page aligns its left edge flush with the tab stop location. Tab marker Text aligned with the left tab marker

14. Lesson 2 – Working with Text14 Use Lists to Present Data  Desktop publishing programs usually have a list style or format that can be applied to a block of text.  A bulleted list uses bullet symbols to identify each point in the list.  A numbered list uses sequential numbers to identify list items.  Lists usually are formatted with a hanging indent style.

15. Lesson 2 – Working with Text15 Examples of Lists The figure below shows two lists. The list on the left is a bulleted list and the one on the right is a numbered list. These lists can be created using pre- defined styles, dialog boxes accessed from a menu, or by toolbar buttons.

16. Lesson 2 – Working with Text16 Learn to Use Spacing  Documents that have too much text and too many graphic objects on a page look cluttered and are hard to read.  White space is a blank area around text and graphics and is used to separate page objects and give the reader’s eyes a rest.  Proper spacing between text characters and between lines of text can make the document easier to read as well.

17. Lesson 2 – Working with Text17 Set Character Spacing  There are usually several options that you can set to adjust character spacing. Set the tracking value to adjust the space between all characters in a text box. Set the kerning value to adjust spacing between two or more specific characters in a line. Set the leading value to adjust spacing between lines.  Too little leading causes line ascenders and descenders to collide with the line above or below.  Too much leading makes it hard for the reader to follow the text from line to line.

18. Lesson 2 – Working with Text18 Copy, Move, and Import Text  Most programs have commands that you can use to relocate, replicate, or remove text. The Copy command copies a section of text to the Clipboard to use somewhere else in the page. The Cut command removes text from the document and also stores it on the Clipboard. The Paste command takes the text on the Clipboard and inserts it into the document at the location of the insertion point.  Programs usually allow you to insert or import text created in some other program.

19. Lesson 2 – Working with Text19 Control Text Flow  Some desktop publishing programs allow you to connect or link multiple text boxes together, which allows you to control how the text flows in the page.  You can create columns where text flows from the bottom of one column to the top of the next column.  Connected text boxes can be sized and posi- tioned independently of the box(es) that they are connected to.

20. Lesson 2 – Working with Text20 Summary  When you want to create a publication from scratch, create a blank publication.  You can create new text boxes at any time and delete text boxes that you no longer need.  Apply font formatting to enhance the appearance of a publication and make the text easier to read.  Horizontal alignment controls the position of text relative to the left and right text box margins, and vertical alignment controls the position of text relative to the top and bottom text box margins.

21. Lesson 2 – Working with Text21 Summary (continued)  Set indents to create temporary margins for a paragraph in a text box.  Set tabs to position text along a single line.  Lists are an effective way to communicate important points of information. Use bulleted lists when order does not matter, and use numbered lists when order does matter.  You can change the spacing between characters, lines, and paragraphs to make your text easier to read and to control the amount of white space in a document.

22. Lesson 2 – Working with Text22 Summary (continued)  The Clipboard is the easiest way to copy and move text and objects, but you can also insert an entire text file into a text box.  You can control text flow by creating columns within a text box or, in some programs, connecting text boxes.