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

2. 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.

3. 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
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4.  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.

5. 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.

6. 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
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7. Desktop Publishing Parts of Type serif ascender cap height x height
descender
resting on imaginary
baseline
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8. 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.

9. 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.

10. 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.
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11. Spacing Punctuation
Monospaced: use 2 spaces after sentence ending and colon.
Proportional: use 1 space after sentence ending and colon.
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12. Font Designs Harmonious: one font with varying effects.
Conflicting: fonts are too similar.
Contrasting: varying font size, weight, appearance, or color.
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13. 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.

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

15. 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.

16. Finding Similar Fonts   
Word allows you to specify which fonts should be substituted. 
click Tools, Options 
Click tab 
Click button
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17. Changing Fonts Select fonts at the:
Font dialog box
Formatting toolbar
shortcut menu
The default font is 12-point Times New Roman.
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18. Changing Fonts…/2   click Format, Font select a font
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19. 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.

20. Changing Font Style   Use Formatting toolbar or Font dialog box.
click Format, Font 
select a style
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21. 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.

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

23. 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.

24. 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.

25. Standard Colors New color selected replaces the current color.
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26. Custom Colors Luminescence: The brightness of a color.
Hue: The color itself.
Saturation: The intensity of color.
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27. Custom Colors…/2 RGB Color Model HSL Color Model
Copyright 2005, Paradigm Publishing Inc.

28. 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.

29. 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.

30. 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.

31. 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.

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

33. Using the Styles and Formatting Task Pane to Clear Formatting
click this option to remove formatting and paragraph styles from selected text
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34. 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.

35. 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.

36. 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.

37. 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.

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

39. 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.

40. 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.

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

42. 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.

43. Accessing Microsoft Office Online Templates
click File, New 
click the link
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44. Microsoft Office Online Templates
Type a keyword.
New templates are added often.
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45. Microsoft Office Online Templates…/2
Template categories and locations may change.
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46. Microsoft Office Online Templates…/3
Click to jump back to Word.
Copyright 2005, Paradigm Publishing Inc.

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

48. 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.

49. Basing a New Template on an Existing Document
click File, New 
click the link
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50. 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.

51. 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.

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

53. 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.

54. 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.

55. 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.

56. 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.

57. 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.

58. 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.

59. 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.

60. 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
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61. 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.

62. 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.

63. Turning Off the Drawing Canvas Permanently
click Tools, Options 
click tab 
remove check mark
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64. Inserting Bullets     click Format, Bullets and Numbering
click a tab 
click a style 
click to customize
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65. Borders and Shading   click Format, Borders and Shading
select desired options
Copyright 2005, Paradigm Publishing Inc.

66. 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.

67. Creating an Agenda Using the Agenda Wizard
click File, New, On my computer hyperlink 
click tab 
click
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68. 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.

69. Customized Agendas from Microsoft Office Online Templates
Agenda Template
Customized Template
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70. Creating an Agenda Using a Table
click Table, Insert, Table 
select the desired number of columns, rows, and options
Copyright 2005, Paradigm Publishing Inc.

71. 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.

72. 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.

73. 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.

74. 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.

75. 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.

76. 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.