1. Chapter 6 Desktop Publishing using Word Processing Software Part B. Presentation of Information Copyright 2005 Radian Publishing Co.

2. 2/57 Contents (1/3) Chapter 6 Desktop Publishing using Word Processing Software 6.1 Designing Your Document 6.2 Basic Tools to Help You Work 6.2 A. Working in Different Views and Zoom Sizes6.2 A. Working in Different Views and Zoom Sizes 6.2 B. Using the Toolbars 6.2 C. Using Templates 6.2 D. Using Wizards 6.2 E. Using Styles 6.2 F. Spelling and Grammar Checkers6.2 F. Spelling and Grammar Checkers 6.2 G. Thesaurus 6.3 Laying out the Page 6.3 A. Paper Size 6.3 B. Paper Orientation 6.3 C. Margins 6.3 D. Including Headers and Footers6.3 D. Including Headers and Footers 6.3 E. Changing the Page Layout Within a Document6.3 E. Changing the Page Layout Within a Document 6.3 F Columns

3. Copyright 2005 Radian Publishing Co.3/57 Contents (2/3) 6.4 Designing with Text 6.4 A. Kerning 6.4 B. Using Title, Headings and Subheadings6.4 B. Using Title, Headings and Subheadings 6.4 C. Determining Justification 6.4 D. Adjusting Line and Paragraph Spacing6.4 D. Adjusting Line and Paragraph Spacing 6.4 E. Keeping Text Together 6.4 F. Indenting Paragraph 6.4 G. Creating Lists 6.4 H. Applying Graphical Effects to Text6.4 H. Applying Graphical Effects to Text 6.5 Incorporating Illustrations 6.6 Object Linking and Embedding 6.6 A. Linked Objects 6.6 B. Embedded Objects 6.6 C. Inserting Objects into a Document6.6 C. Inserting Objects into a Document 6.6 D. Limitations of OLE in Data Exchange6.6 D. Limitations of OLE in Data Exchange

4. Copyright 2005 Radian Publishing Co.4/57 Contents (3/3) 6.7 Standard File Formats 6.8 Mail Merging 6.9 Working with Long Document 6.9 A. Footnotes and Endnotes 6.9 B. Indexes 6.9 C. Tables of Contents 6.9 D. Bookmark and Cross- Reference6.9 D. Bookmark and Cross- Reference 6.10 Tracking Changes and Comments

5. Copyright 2005 Radian Publishing Co.5/57 Chapter 6 Desktop Publishing using Word Processing Software The desktop publishing capabilities of a sword processing software include the abilities to insert illustrations created in other graphics programs incorporate lines, boxes and shading lay out text in columns use cross-referencing, indexes and tables of contents drag objects freely on the page, with text wrapping around them layer pictures in front of and behind the text manipulate text into a graphic form use templates to save time when you produce standard document use styles to ensure consistent formatting throughout a document

6. Copyright 2005 Radian Publishing Co.6/57 6.1 Designing Your Document Try the following steps in planning your document: Research the task Develop preliminary ideas Make decision on page options Consider technical limitations –Printer limitation –Use of graphics –Use of fonts Detail design

7. Copyright 2005 Radian Publishing Co.7/57 6.2 Basic Tools to Help You Work Your word processing software should include many tools that help you design and develop a document more efficiently and effectively.

8. Copyright 2005 Radian Publishing Co.8/57 6.2 A. Working in Different Views and Zoom Sizes Print Layout view provides a WYSISYG (what you see is what you get) working environment. Normal view is suitable when focusing on text editing. Zooming “in” means viewing close-up

9. Copyright 2005 Radian Publishing Co.9/57 6.2 B. Using the Toolbars Toolbars help you work more quickly by providing buttons for quick access to commands. Fig.6.4 Toolbars

10. Copyright 2005 Radian Publishing Co.10/57 6.2 C. Using Templates A template saves the time of re-creating similar document from scratch each time. Fig.6.5 Using a template

11. Copyright 2005 Radian Publishing Co.11/57 6.2 D. Using Wizards A wizard guides users in creating some standard documents. Fig.6.6 Using a wizard

12. Copyright 2005 Radian Publishing Co.12/57 6.2 E. Using Styles A style is a set of formatting characteristics that help to maintain consistency in a document. You can make global formatting changes instantly by simply changing the style. Styles may be applied to paragraphs or characters. Fig.6.7 Using styles

13. Copyright 2005 Radian Publishing Co.13/57 6.2 F. Spelling and Grammar Checkers A spelling checker compares each word of your document to a spelling dictionary. A grammar checker “reads” through your document and points out potential grammatical troubles. Fig.6.8 Using spelling and grammar checker

14. Copyright 2005 Radian Publishing Co.14/57 6.2 G. Thesaurus A thesaurus helps you find a synonym for a word so that you can make your writing more varied and interesting. Fig.6.9 Using thesaurus

15. Copyright 2005 Radian Publishing Co.15/57 6.3 Laying out the Page The page layout options includes paper size, page orientation, margins, number of columns, header and footer, and page numbers.

16. Copyright 2005 Radian Publishing Co.16/57 6.3 A. Paper Size Your document may use a standard paper size, such as A4 or legal, or a custom paper size. Fig.6.10 Page layout options

17. Copyright 2005 Radian Publishing Co.17/57 6.3 B. Paper Orientation Portrait orientation prints vertically on a page. Landscape orientation prints horizontally.

18. Copyright 2005 Radian Publishing Co.18/57 6.3 C. Margins Margins are the distance between the text and edges of the page. Fig.6.11 Margins

19. Copyright 2005 Radian Publishing Co.19/57 6.3 D. Including Headers and Footers (1/2) Headers and footers appear in the white spaces of the top and bottom margins of each page in the document. They are used to show repeating text or graphics consistently on every page. A watermark is the background graphics that appear on every page. It can be created in a header or footer. You may use a text box to position text in the white space of the margin. By default, body text will wrap around text box.

20. Copyright 2005 Radian Publishing Co.20/57 6.3 D. Including Headers and Footers (2/2) Fig.6.12 Setting headers and footers

21. Copyright 2005 Radian Publishing Co.21/57 6.3 E. Changing the Page Layout within a Document (1/2) A section break divides a document into section so that pages can be formatted independently. It stores all section formatting. Therefore, deleting a section break will delete all the formattings of the section. A continuous section break is mainly used to change column formatting. A page section break is used to change page options which will take effect on the next page.

22. Copyright 2005 Radian Publishing Co.22/57 6.3 E. Changing the Page Layout within a Document (2/2) Fig.6.15 Inserting a “continuous section break”

23. Copyright 2005 Radian Publishing Co.23/57 6.3 F. Columns (1/2) Columns divide a page into rectangular blocks, making a page more graphical and easy to read than full-width text. In a snaking column, text is continuous from one column to the next. When a section break is inserted, snaking columns will be balanced in height. Side-by-side columns are usually created by table. They are used to compare items of similar nature.

24. Copyright 2005 Radian Publishing Co.24/57 6.3 F. Columns (2/2) Fig.6.17 Snaking columns and side-by-side columns

25. Copyright 2005 Radian Publishing Co.25/57 6.4 Designing with Text Consistency is the basic rule in working with text. Make your body text, titles, headings, subheadings, caption, and any text you use regularly consistent in font, size, style, position, colour, letter, spacing and line spacing.

26. Copyright 2005 Radian Publishing Co.26/57 6.4 A. Kerning Kerning means adjusting the spacing between letter pairs. Leading is the extra spacing between lines. Fig.6.19 Kerning of text

27. Copyright 2005 Radian Publishing Co.27/57 6.4 B. Using Title, Headings and Subheadings Appropriate titles, headings and subheadings are useful in guiding your readers through text.

28. Copyright 2005 Radian Publishing Co.28/57 6.4 C. Determining Justification Text can be left-justified, centered, right-justified, or full-justified. Fig.6.20 Text justification

29. Copyright 2005 Radian Publishing Co.29/57 6.4 D. Adjusting Line and Paragraph Spacing Paragraph spacing is the extra space before and after paragraphs. Fig.6.21 Line and paragraph spacing

30. Copyright 2005 Radian Publishing Co.30/57 6.4 E. Keeping Text Together Widow/orphan controls prevent a paragraph from breaking across two pages but leaving a single line in another page. Fig.6.22 Keeping text together

31. Copyright 2005 Radian Publishing Co.31/57 6.4 F. Indenting Paragraph (1/2) Tabs or spaces should not be used to indent a paragraph. Instead, use automatic indent for paragraphs.

32. Copyright 2005 Radian Publishing Co.32/57 6.4 F. Indenting Paragraph (2/2) A hanging indent means indenting a paragraph except for the first line. Fig.6.23 Paragraph indentation

33. Copyright 2005 Radian Publishing Co.33/57 6.4 G. Creating Lists A bulleted list consists of hanging indented paragraphs, each starting with the same bullet character. A numbered list consists of hanging indented paragraphs, starting with a number in a consecutive series. Levels in a multi-level list are distinguished by the amount of indent.

34. Copyright 2005 Radian Publishing Co.34/57 6.4 H. Applying Graphical Effects to Text Most word processing software allow you to apply graphical effects to text. Fig.6.24 Graphical effects of text

35. Copyright 2005 Radian Publishing Co.35/57 6.5 Incorporating Illustrations (1/2) An illustration in a document can be a picture from a file, picture copied from a Web page, picture digitized by a scanner/digital camera, drawing created in word processing software, object inserted from other programs. Fig.6.25 Inserting picture menu

36. Copyright 2005 Radian Publishing Co.36/57 6.5 Incorporating Illustrations (2/2) Table 6.1 Sources of illustrations

37. Copyright 2005 Radian Publishing Co.37/57 6.6 Object Linking and Embedding Object Linking and Embedding (OLE) refers to the capability of an application to exchange and link data with other applications. An object can be a spreadsheet, database table, illustration or document.

38. Copyright 2005 Radian Publishing Co.38/57 6.6 A. Linked Object A linked object has a connection with the source file. Only the location of the source file is stored. Any changes made to the source file will be reflected in the document. But, if the source file is corrupted or absent, data of the object will be lost.

39. Copyright 2005 Radian Publishing Co.39/57 6.6 B. Embedded Object (1/2) An embedded object has no connection with the source file. Modifying the source file will not update the embedded object. Both linked and embedded objects are edited by the source application.

40. Copyright 2005 Radian Publishing Co.40/57 6.6 B. Embedded Object (2/2) Table 6.2 Comparison between linking and embedding

41. Copyright 2005 Radian Publishing Co.41/57 6.6 C. Inserting Objects into a Document (1/2) Objects can be inserted into a document using COPY-AND-PASTE, PASTE-SPECIAL, INSERT-OBJECT-CREATE NEW, and INSERT- OBJECT-CREATE FROM FILE commands. All the methods require the source application running.

42. Copyright 2005 Radian Publishing Co.42/57 6.6 C. Inserting Objects into a Document (2/2) Table 6.3 Comparing the various methods of inserting objects into a document

43. Copyright 2005 Radian Publishing Co.43/57 6.6 D. Limitation of OLD in Data Exchange Limitations in using OLE are the source application should also be running the object can only be edited by the source application the source application must be available when the document is opened if linking is used

44. Copyright 2005 Radian Publishing Co.44/57 6.7 Standard File Formats (1/3) Opening a document created by other software may result in discrepancies in formatting because of proprietary features. A standard file format is independent of application and independent of platform. A document can be exported into standard formats like, text file, RFT, HTML and PDF.

45. Copyright 2005 Radian Publishing Co.45/57 6.7 Standard File Formats (2/3) A text file can be understood by all computers, but it cannot store graphics and formatting features. Rich Text Format (RTF) is designed for transferring formatted text documents between word processing software. Limited formatting features will be reserved. Graphics are retained and saved internally. When exported to HTML format, many application-specific features can be reserved. But, graphics are stored in separated files PDF files are supposed to be read only. All formatting features can be retained. Only PDF file can embed fonts. But, not all the fonts can be embedded because of license issue.

46. Copyright 2005 Radian Publishing Co.46/57 6.7 Standard File Formats (3/3) Table 6.4 Comparing the various file formats

47. Copyright 2005 Radian Publishing Co.47/57 6.8 Mail Merging (1/2) Mail merge combines a table of data into a document and produces multiple documents with similar basic contents, except for some varying values. Both the main document and data source should be accessible simultaneously. During mail merge, the field codes in the main document will be substituted by data from the data source.

48. Copyright 2005 Radian Publishing Co.48/57 6.8 Mail Merging (2/2) Fig.6.32 Mail merging

49. Copyright 2005 Radian Publishing Co.49/57 6.9 Working with Long Document In a long document, such as a book, facilities should be provided for readers to locate information quickly. These facilities include footnotes and endnotes, index, table of contents and cross-references.

50. Copyright 2005 Radian Publishing Co.50/57 6.9 A. Footnotes and Endnotes (1/2) Footnotes and endnotes are commonly used in academic papers to provide explanation to terms or sources of reference. A note reference may be a superscripted number in the body text. A note entry is the textual explanation and is separated from the body text.

51. Copyright 2005 Radian Publishing Co.51/57 6.9 A. Footnotes and Endnotes (2/2) Fig.6.35 A sample footnoteFig.6.36 Inserting a footnote or endnote reference

52. Copyright 2005 Radian Publishing Co.52/57 6.9 B. Indexes An index, usually located at the end of a long document, lists items to help readers locate information by providing the page number(s) for each item. Fig.6.38 Index and tables dialog box

53. Copyright 2005 Radian Publishing Co.53/57 6.9 C. Tables of Contents A table of contents (TOC), usually located at beginning of a document, lists selected topics along with their page numbers. A TOC is created by collecting the heading styles. Fig.6.42 Compiling table of contents

54. Copyright 2005 Radian Publishing Co.54/57 6.9 D. Bookmark and Cross-Reference (1/2) A bookmark assigns a name to a location or selection of text in a document for future reference. A cross-reference is text that refers to an item in another location of a document. Bookmarks and cross-references are usually used together. A bookmark should be created first so that it can be used in a cross-reference.

55. Copyright 2005 Radian Publishing Co.55/57 6.9 D. Bookmark and Cross-Reference (2/2) Fig.6.43 Creating a bookmark Fig.6.44 Creating a reference to a bookmark

56. Copyright 2005 Radian Publishing Co.56/57 6.10 Tracking Changes and Comments (1/2) “Tracking changes and Comments" is useful in a collaborative environment. When “Track Changes" is turned on, anything added will be marked, and any alterations will be recorded as balloons that appear in the margin. “Comment" can be used to explain why each change is necessary. It is not part of the document and should be deleted afterwards. Tracked changes can be accepted or rejected.

57. Copyright 2005 Radian Publishing Co.57/57 6.10 Tracking Changes and Comments (2/2) Fig.6.46 A document with tracked changes and comments