1. Chapter 7 Advanced Formatting and Merging Publications with Data
Microsoft Publisher 2010
Chapter 7
Advanced Formatting and Merging Publications with Data

2. Objectives Edit the master page
Recolor and compress a graphic to create a watermark
Explain character spacing techniques
Track and kern characters
Use the Measurement toolbar to edit character spacing
Set a tab stop and enter tabbed text
Differentiate among tab styles
Advanced Formatting and Merging Publications with Data

3. Objectives Produce a form letter Use the Mail Merge Wizard
Create and edit a data source
Incorporate grouped field codes
Select and filter records in a data source
Insert field codes and preview results
Print selected copies of merged publications
Advanced Formatting and Merging Publications with Data

4. Project – Merging Form Letters and Ticket Numbers
Advanced Formatting and Merging Publications with Data

5. General Project Guidelines
Create watermarks on the master page
Identify the main document for the form letter
Create or specify the data source
Compose the main document for the form letter
Merge the main document with the data source to create the form letters
Advanced Formatting and Merging Publications with Data

6. Viewing the Master Page
Click the Master Page button (View tab | Views group) to access the master page
Advanced Formatting and Merging Publications with Data

7. Recoloring a Picture
With the picture selected, click the Recolor button (Picture Tools Format tab | Adjust group) to display the Recolor gallery
Click the desired color
Advanced Formatting and Merging Publications with Data

8. Compressing a Picture
With the picture selected, click the Compress Pictures button (Picture Format Tools tab | Adjust group) to display the Compress Pictures dialog box
Click the Desktop Printing option button to compress the picture for desktop printing
If necessary, click the ‘Apply to all pictures in the publication’ option button
Click the Compress button to begin the compressing process and to display a Microsoft Publisher dialog box
Click the Yes button to confirm the compression
Advanced Formatting and Merging Publications with Data

9. Compressing a Picture
Advanced Formatting and Merging Publications with Data

10. Closing the Master Page
Click the Close Master Page button (Master Page tab | Close group) to close the master page
Advanced Formatting and Merging Publications with Data

11. Inserting Letterhead Information
Click the Draw Text Box button (Home tab | Objects group) and then drag to draw a text box where you want to insert the text
Type the desired text
Right-click the text to display the shortcut menu and then click Best Fit
Press CTRL+E to center the text
Advanced Formatting and Merging Publications with Data

12. Inserting Letterhead Information
Advanced Formatting and Merging Publications with Data

13. Tracking Characters
If necessary, click the text in the text box to position the insertion point
Press CTRL+A to select all of the text
Click the Character Spacing button (Home tab | Font group) to display the Character Spacing gallery
Click the desired character spacing option
Advanced Formatting and Merging Publications with Data

14. Tracking Characters
Advanced Formatting and Merging Publications with Data

15. Kerning Character Pairs
Drag to select the characters to modify
Click the Object Size button on the status bar to display the Measurement toolbar
Drag through the text in the Kerning box to select it
Enter the desired measurement setting in the Kerning box
Click outside the text box to deselect the text
Close the Measurement Toolbar
Advanced Formatting and Merging Publications with Data

16. Kerning Character Pairs
Advanced Formatting and Merging Publications with Data

17. Setting a Tab Stop
Click the horizontal ruler at the 3.5“ mark to create a left tab stop
If you want to change the tab type, click the tab selector until you see the tab type you want and then click the ruler at the tab stop location
Advanced Formatting and Merging Publications with Data

18. Entering Tabbed Text
Press the TAB key to move the insertion point to the tab stop
Type the desired text
Advanced Formatting and Merging Publications with Data

19. Using the Mail Merge Wizard
Click the Mail Merge button arrow (Mailings tab | Start group) to display the list
Click Step by Step Mail Merge Wizard to display the Mail Merge task pane
Click the ‘Type a new list’ option button to select it
Click the ‘Next wizard step’ link at the bottom of the task pane to display the New Address List dialog box
Advanced Formatting and Merging Publications with Data

20. Using the Mail Merge Wizard
Advanced Formatting and Merging Publications with Data

21. Customizing Data Source Columns
With the New Address List dialog box displayed, click the Customize Columns button to display the Customize Address List dialog box
Advanced Formatting and Merging Publications with Data

22. Entering Data in the Data Source File
With the New Address List dialog box displayed, if necessary, click the box in the first row, below the first heading
Type the data for each field, pressing the TAB key after each value. Press the TAB key twice to leave a field empty
Advanced Formatting and Merging Publications with Data

23. Entering Data in the Data Source File
Advanced Formatting and Merging Publications with Data

24. Creating New Entries in the Data Source
Click the New Entry button to create a new row in the list and then enter the data
Advanced Formatting and Merging Publications with Data

25. Saving the Data Source
Click the OK button in the New Address List dialog box to display the Save Address List dialog box
Type the desired file name in the File name text box
Navigate to the desired save location
Click the Save button to save the file and to display the Mail Merge Recipients dialog box
Click the OK button to close the dialog box
Advanced Formatting and Merging Publications with Data

26. Saving the Data Source
Advanced Formatting and Merging Publications with Data

27. Inserting Grouped Field Codes
Click the Address block link to display the Insert Address Block dialog box
Advanced Formatting and Merging Publications with Data

28. Inserting Grouped Field Codes
Advanced Formatting and Merging Publications with Data

29. Inserting Individual Field Codes
In the task pane, scroll in the list of recipient information to display the list of fields to add
Click the desired field to insert the field code into the publication at the position of the insertion point
Advanced Formatting and Merging Publications with Data

30. Inserting Individual Field Codes
Advanced Formatting and Merging Publications with Data

31. Creating the Merged Publication
Click the ‘Next wizard step’ link at the bottom of the Mail Merge task pane to display Step 3 of 3
Advanced Formatting and Merging Publications with Data

32. Previewing the Form Letters
Click the Print Preview link to display the Print gallery in the Backstage view
Click the Next Sheet button at the bottom of the gallery to display the next letter
Click File on the Ribbon to return to the publication layout
Advanced Formatting and Merging Publications with Data

33. Previewing the Form Letters
Advanced Formatting and Merging Publications with Data

34. Selecting Recipients
Click the Select Recipients button (Mailings tab | Start group) to display its list
Click Use Existing List to open the Select Data Source dialog box
Navigate to the location of the file to be opened
Double-click the file to be opened
If necessary, select the sheet containing the data in the list of tables
Click the OK button to select the table and display the Mail Merge Recipients dialog box
Advanced Formatting and Merging Publications with Data

35. Selecting Recipients
Advanced Formatting and Merging Publications with Data

36. Filtering Data
Click the Filter link to display the Filter and Sort dialog box
If necessary, click the Filter Records tab and then click the Field box arrow to display its list
Enter the filter criteria
Click the OK button to accept the filter
Click the OK button to close the dialog box
Advanced Formatting and Merging Publications with Data

37. Filtering Data
Advanced Formatting and Merging Publications with Data

38. Inserting Merge Field Codes
Click the Insert Merge Field button (Mailings tab | Write & Insert Fields group) to display the list of fields
Click the desired field to insert the field code at the position of the insertion point
Advanced Formatting and Merging Publications with Data

39. Inserting Merge Field Codes
Advanced Formatting and Merging Publications with Data

40. Previewing Results
Click the Preview Results button (Mailings tab | Preview Results group) to display the data in the publication, rather than the fields codes
Advanced Formatting and Merging Publications with Data

41. Printing a Page of Tickets
Click the Finish & Merge button (Mailings tab | Finish group) to display its list
Click Merge to Printer to open the Print gallery in the Backstage view
Select the desired options in the Print gallery
Advanced Formatting and Merging Publications with Data

42. Printing a Page of Tickets
Advanced Formatting and Merging Publications with Data

43. Chapter Summary Edit the master page
Recolor and compress a graphic to create a watermark
Explain character spacing techniques
Track and kern characters
Use the Measurement toolbar to edit character spacing
Set a tab stop and enter tabbed text
Differentiate among tab styles
Advanced Formatting and Merging Publications with Data

44. Chapter Summary Produce a form letter Use the Mail Merge Wizard
Create and edit a data source
Incorporate grouped field codes
Select and filter records in a data source
Insert field codes and preview results
Print selected copies of merged publications
Advanced Formatting and Merging Publications with Data

45. Microsoft Publisher 2010
Chapter 7 Complete