Microsoft Publisher 2013 is an easy-to-use desktop publishing program designed for small business users and individuals who want to create their own high-quality, professional-looking business documents without the assistance of professional designers. Publisher 2013 provides hundreds of customizable templates, flexible page layout guides, improved picture features, and a full range of desktop publishing tools. With Publisher, you can create, design, and publish professional marketing and communication materials for print and email.
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Also consider using Publisher if your document layouts are complex or need to be especially precise. Publisher includes more advanced but still easy-to-use layout guides, ruler guides, baseline guides, and snap options to align objects to ruler marks, guides, or other objects. Publisher includes hundreds of template options for common business publications and more complex design tasks, including color schemes, font schemes, and predesigned layouts and publication designs. Additional templates are available from Office.com at http://office.microsoft.com/templates.
Throughout this text, you have learned that to create professional-looking publications, it is important to carefully plan and organize all content and design elements. This is as important when using Publisher as when using Word. If you use a Publisher template as the underlying structure of your customized publication, many of the design decisions will have already been made for you; however, you will still need to make critical choices as to the type of publication that best conveys your message, the color scheme that best reinforces the feel of your publication, and the design elements that best enrich your message and promote readability.
The use of color and other design elements should work together to reflect the nature of the business being represented in the publication.
If you are creating a publication or template from scratch to fit your company’s design needs, it is especially important to apply the design concepts discussed in earlier chapters. Remember to keep the overall look of your publication simple and use plenty of white space.
When you first open Publisher, the Publisher opening screen displays. At the opening screen, you can choose from or search for featured or built-in templates, or you can choose a blank page in a specific size, as shown in Figure 12.1 in this slide. You can also click the Open Other Publications hyperlink to open files you have already created and saved.
You can choose a template from the FEATURED section or the BUILT-IN section of the Publisher opening screen. The FEATURED section displays options for blank publication templates as well as new, featured templates. Click the BUILT-IN option to display categories of templates, such as award certificates, brochures, business cards, calendars, flyers, newsletters, and so on. When you click a category thumbnail, a variety of templates for that type of document display in the New backstage area.
After selecting one of the templates, a task pane will display at the right side of the screen with options for customizing the template, including changing the color scheme, font scheme, and business information. After you have made the desired customizations, click the Create button located at the bottom of the task pane, as shown in Figure 12.2 in this slide.
If you choose to start your publication from a blank page, make sure the FEATURED section is selected and then click the Blank 8.5 × 11" option, the Blank 11 × 8.5” option, or the More Blank Page Sizes option. If you click the More Blank Page Sizes option, blank page templates in various sizes will display, as shown in Figure 12.3 in this slide. Click the page that best fits your needs, determine a color scheme and font scheme in the task pane at the right side of the screen, and then click the Create button.
Once you open a new template or blank page, you will see that Publisher offers a user interface consistent with the other Office programs, as shown in Figure 12.4 in this slide. You can choose commands on the ribbon to help you create the publication from scratch. When you insert various objects, contextual tabs will become available in the ribbon. You will notice that one difference between the Word interface and the Publisher interface is that in Publisher, you can see the pages of your document in the Page Navigation pane at the left side of the screen and click the thumbnails to navigate among the pages. You will learn more about beginning to create and format a publication in the next section.
If you draw a text box in a blank publication page, the Normal style will be applied to text you type in the text box. The Normal style contains the following default settings:
• 10-point Calibri font
• Black text color
• kerning at 14 points and above
• left alignment
• 1.19 line spacing
• 0.083 inch spacing after paragraphs
You can customize these default settings using options in the Font group and the Paragraph group on the HOME tab or in the Font dialog box or the Paragraph dialog box.
Overflow text is hidden until it can be flowed into a new text box, until the text box is resized to include it, or until the text is resized to fit inside the text box.
Overflow text is indicated by an ellipsis icon at the right side of the text box, as shown in Figure 12.5A in this slide. The sizing handles around the text box will also display in red.
The Text Fit feature in Publisher automatically resizes text so that it will fit into the allotted space. Recall from Chapter 7 that copyfitting is adjusting the size and spacing of text to make it fit within a specific space. The Text Fit feature is a copyfitting tool. To use the Text Fit feature, complete the following steps (see Figure 12.5B in this slide):
1. Click in the text box.
2. Click the Text Fit button in the Text group on the TEXT BOX TOOLS FORMAT tab.
3. Select one of the following options at the drop-down list:
a. To tell Publisher to automatically increase or decrease the font size of text to fit in the text box when you resize the box or type additional text, click Best Fit.
b. To reduce the font size of text until all of the text fits inside the text box, click Shrink Text On Overflow. To tell the text box to expand to include all of the text, click Grow Text Box to Fit.
c. To turn the Text Fit feature off, click Do Not Autofit. With automatic copyfitting turned off, the font size remains the same whenever you resize the text box or type additional text.
If you create your text using WordArt, you will have more versatility in changing the text direction, such as rotating text at 90 degrees to the right or left, flipping vertically or horizontally, or rotating it using the free rotate handle.
Microsoft Publisher 2013 automatically hyphenates text as it is typed or pasted into text boxes. Control hyphenation settings in your publication at the Hyphenation dialog box. To reduce the number of hyphens in a story, make the hyphenation zone wider. Do this by displaying the Hyphenation dialog box and increasing the amount in the Hyphenation zone measurement box. To reduce the raggedness of the right margin in a story, make the hyphenation zone narrower. For maximum control over hyphenation settings, click the Manual button at the Hyphenation dialog box to display the Hyphenate dialog box. At this dialog box, you can determine where a hyphen appears in a word.
After you have drawn a text box (or clicked or selected text inside an existing text box), click the Font Color button arrow in the Font group on the TEXT BOX TOOLS FORMAT tab or in the Font group on the HOME tab and then click a color in the Theme Colors or Standard Colors section. To apply a color other than those included in the drop-down gallery, click More Colors at the drop-down gallery to open the Colors dialog box.
Choose a color from the Standard tab or create one at the Custom tab. The Colors dialog box in Publisher has an additional tab, PANTONE®, where you can locate and select specific Pantone colors for your publication, as shown in Figure 12.6 in this slide. When you have selected the desired color, click OK to close the dialog box. Publisher applies the color to the selected text and adds it to the Font Color and Fill Color palettes. Note: Pantone Colors displayed on the PANTONE® tab may not match Pantone-identified standards. Consult current Pantone color publications for accurate color.
To apply a tint or shade, complete the following steps:
1. Select the text whose color you want to tint or shade.
2. Click the Font Color button arrow on the TEXT BOX TOOLS FORMAT tab or the HOME tab.
3. Click the Tints option at the drop-down gallery.
4. Click the tint or shade that you want in the Tint/Shade section of the Fill Effects dialog box, as shown in Figure 12.7 in this slide.
5. Click OK. Publisher applies the tint or shade to the selected text and adds it to the Recent Colors section of the Font Color button drop-down gallery.
To use the tool, select the text to which you want to apply the sample color and then click Sample Font Color at the bottom of the Font Color button drop-down gallery. The mouse pointer will display as an eyedropper. Click the area of the picture or object from which you want to grab the color, as shown in Figure 12.8A in this slide. The text you selected will change to that color and the color you grabbed will display in the Recent Colors section of the Font Color button drop-down gallery, as shown in Figure 12.8B in this slide. The Sample Font Color eyedropper tool is also available at other button drop-down lists, such as Shape Fill and Shape Outline.
The availability of some options depends on the languages and fonts that are installed and enabled for editing. Most of the general options such as Font, Font style, Font Size, and Font Color, along with other text effects such as Underline and Small caps, are similar to the same options available at Word’s Font dialog box. Click the Fill Effects button in the General section to display a dialog box where you can apply text fill, text outlines, and text effects such as shadow, reflection, glow, and 3-D format.
OpenType fonts, such as Gabriola and Calibri, support a range of features that enable you to transform ordinary text into fine typography. If the font you choose does not support the OpenType features, this section will be unavailable. Change typography effects with options in the Font dialog box or in the Typography group on the TEXT BOX TOOLS FORMAT tab. Some fonts support advanced typography features similar to those available in Word, such as number styles, stylistic alternates, contextual alternatives, ligatures, and stylistic sets.
As discussed in earlier chapters, styles are used to efficiently apply consistent formatting to text within a publication. Styles can also reinforce consistency among various publications.
Right-clicking a style at the Styles button drop-down gallery displays a shortcut menu where you can update the style to match selected text, modify or delete the style, or add the Styles gallery to the Quick Access toolbar.
When you create a publication, the Business Information set that you have used most recently is used to populate the new publication by automatically inserting the business information in place of the standard placeholder text that displays in the template. If you have not yet created any Business Information sets, the user and organization names are inserted from the information provided when Microsoft Office 2013 was installed.
To create a new Business Information set, click the FILE tab and then click the Edit Business Information button at the Info backstage area to display the Business Information dialog box. Click the New button in the Business Information dialog box to display the Create New Business Information Set dialog box. Alternatively, you can display the Business Information dialog box by clicking the Business Information button in the Text group on the INSERT tab and then clicking Edit Business Information at the drop-down list.
Figure 12.10 shows a partially completed Business Information set with a logo uploaded. You can go back and edit a Business Information set whenever you like. Click the FILE tab and then click the Edit Business Information button to display the Business Information dialog box. Click the Select a Business Information set option box arrow, select the set you want to edit, click the Edit button to display the Edit Business Information Set dialog box with the information for the set you selected, make your changes, and then click the Save button. At the Business Information dialog box, click the Update Publication button to incorporate your changes into the publication you are currently creating.
In addition to inserting entire Business Information sets in a publication, you can also insert specific fields from those sets. To insert Business Information placeholders anywhere in your publication, click the Business Information button in the Text group on the INSERT tab and then click the field you want to add to your publication.
If you are not satisfied with the fonts in a template, you have the option to select a different combination of fonts, create your own personalized font scheme, or turn on or off font scheme options to update custom text styles, override applied text settings, and adjust font sizes.
If you cannot find a scheme that matches your company branding or supports your design, click Create New Font Scheme at the bottom of the drop-down gallery, as shown in Figure 12.12 in this slide. After selecting a Font scheme, you can always override the Font scheme choices and apply a desired font, font size, and font style to selected text at the Font dialog box or by choosing options in the Font group on the HOME tab.
As shown in Figure 12.13 in this slide, Publisher 2013 provides a gallery of professionally designed color schemes—sets of coordinating colors that you can apply to text and objects. You can select one of the color schemes, customize a selected scheme, or create a new custom color scheme.
To create and save a custom color scheme, complete the following steps:
1. Click the PAGE DESIGN tab and then click the More button in the Schemes group.
2. Click Create New Color Scheme at the drop-down gallery.
3. At the Create New Color Scheme dialog box, shown in Figure 12.14 in this slide, click the arrow next to each color that you want to change in the New column and then click a new color. To see more color choices, click More Colors at the drop-down gallery.
4. Type a name for your custom color scheme and then click the Save button.
All objects in your publication that were set in colors from the color scheme are now set in the colors of your custom color scheme. The colors that you select also appear as the scheme colors in the Font Color button drop-down gallery.
In Slide Show view, click the Answer button after you believe that you know the correct answer to Question (1). The correct answer will be displayed. Click the Next Question button and Question (2) will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question (4), the Next Slide button will appear. Click this button to advance to the next slide.
You might also insert a page numbering code in a master page so that all of the pages in the publication will be automatically numbered consecutively. In addition, layout guides and rulers may be added to the master page. In Publisher 2013, you can use multiple master pages in a single publication. This allows you to create different master pages for different parts of a publication.
To view the master page(s) for a publication, click the VIEW tab and then click the Master Page button in the Views group, or press Ctrl + M. The master page thumbnails will display in the Page Navigation pane at the left side of the screen, as shown in Figure 12.15 in this slide. Master pages are identified by names such as Master Page (A) or Master Page (B). You can also create a two-page master, which is useful when you are creating a publication that displays in a two-page spread. A two-page master allows you to insert page numbering on the left for an even page and on the right for an odd page.
Layout guides include margin guides (boundaries), grid guides (such as column and row guides), baseline guides, and ruler guides. Layout guides can be customized by clicking the PAGE DESIGN tab and then clicking the Guides button in the Layout group to display a drop-down list of predesigned guides. In the Built-In Ruler Guides section, shown in Figure 12.16 in this slide, select a predesigned ruler guide or add new horizontal and/or vertical ruler guides to your current page layout.
You can also customize margin, grid, and baseline guides by clicking the Guides button, clicking Grid and Baseline Guides at the drop-down list, and then making desired changes at the Layout Guides dialog box, shown in Figure 12.17 in this slide.
Margin guides display as blue, dotted lines on the page, as shown in Figure 12.18 in this slide. These margin guides do not display when you print your publication, but they help you lay out the page.
You can also enter the number of rows that you want between the top and bottom margin guides and enter the amount of space between rows.
Use the baseline guides to align the baselines of your text. You can enter the amount of space that you want between horizontal baseline guides. The number that you enter is the amount of line spacing that will be applied to the paragraphs that you have set to align to the baseline guides.
Ruler guides display as green dotted lines, as shown in Figure 12.18 in this slide, and they are useful when you want to align several objects or position an object at an exact location on the page. At the Guides button drop-down list, click the Add Horizontal Ruler Guide or Add Vertical Ruler Guide option, position the insertion point on one of the green guides outside of any text box until the insertion point displays as a double-headed arrow with two vertical or horizontal bars, and then drag the green guide to a new location. Hold down the Ctrl key as you drag the double-pointed arrow to create additional ruler guides.
Click the Ruler Guides option at the Guides button drop-down list to access the Ruler Guides dialog box, shown in Figure 12.19 in this slide. Align objects to rulers, guides, or other objects by clicking to insert a check mark in the Guides check box and/or Objects check box in the Layout group on the PAGE DESIGN tab. When you move an object near another object, ruler, or guide, you will see the object being pulled toward it.
To view the rulers, guides, boundaries, baselines, Page Navigation pane, scratch area, fields, and Graphics Manager, display the VIEW tab and check these options in the Show group. The scratch area is the gray area that appears outside the publication page.
For example, if your message has many large, high-resolution photos or it contains bitmapped text, the Design Checker will indicate that the file size may be too large for some email recipients’ mailboxes. To run the Design Checker, click the FILE tab and then click the Run Design Checker button at the Info backstage area. This displays the Design Checker task pane, as shown in Figure 12.21 in this slide. At this task pane, click options to customize how the checker will review your publication. Click an item in the Select an item to fix list box to select the item in the publication and then, if necessary, make changes to address the problems identified by the Design Checker. Once an item has been fixed, it will be removed from the list.
Publisher 2013 has a variety of built-in building blocks for you to choose from.
To insert a built-in building block, complete the following steps:
1. If your publication contains multiple pages, select the page where you want to insert the building block in the Page Navigation pane.
2. Click the INSERT tab and then click the desired building block button in the Building Blocks group.
3. Scroll to find a building block or click the More <gallery name> option to open the Building Block Library dialog box.
4. Click the desired building block. Figure 12.23 in this slide illustrates the Page Parts building block gallery.
You can also access the Building Block Library by clicking the Building Blocks group dialog box launcher.
When you insert an image, the PICTURE TOOLS FORMAT tab displays with options to change the image brightness and contrast; recolor the image; apply a picture style; change the picture border, shape, caption, or shadow; crop the image and change the text wrapping; and more.
Insert an image, select the image, and then click the Caption button in the Picture Styles group on the PICTURE TOOLS FORMAT tab. Click the desired caption format from the drop-down gallery, as shown in Figure 12.24 in this slide.
Customize the shape with options on the DRAWING TOOLS FORMAT tab.
Display the Graphics Manager task pane by clicking the VIEW tab and then clicking the Graphics Manager check box in the Show group to insert a check mark.
To create a text box, click the HOME tab, click the Draw Text Box button in the Objects group, and then drag in the publication to create the text box. Format the text box for columns by completing the following steps:
1. Right-click the text box that you want to change and then click Format Text Box at the shortcut menu.
2. At the Format Text Box dialog box, click the Text Box tab and then click the Columns button in the Text autofitting section.
3. At the Columns dialog box, shown in Figure 12.25 in this slide, type the number of columns you want in the Number measurement box and then type the spacing value between the columns, which is known as the gutter, in the Spacing measurement box.
4. Click OK to close the Columns dialog box and then click OK to close the Format Text Box dialog box.
If you want to add a line between the columns, complete the following steps:
1. Right-click the text box, click Format Text Box at the shortcut menu, and then click the Colors and Lines tab at the Format Text Box dialog box. The dialog box will display as shown in Figure 12.26 in this slide.
2. Click the center vertical line option below the image area in the Preview section and make sure no other options are selected in the Preview section.
3. In the Line section, click the options (such as color, transparency, width, and type) you want to apply to the center line and then click OK.
To create a drop cap in Publisher, complete the following steps:
1. Click anywhere in the paragraph in which you want to create a drop cap.
2. Click the Drop Cap button in the Typography group on the TEXT BOX TOOLS FORMAT tab, and then click the desired drop cap format.
Figure 12.27 in this slide shows the Drop Cap gallery.
Customize a drop cap by selecting it and then using buttons and options in the Font group on the HOME tab to change the font, font color, font style, position, and size. Alternatively, you can create a custom drop cap by selecting Custom Drop Cap at the Drop Cap button drop-down gallery, making changes at the Drop Cap dialog box, and then clicking OK.
As mentioned previously, Publisher refers to linked text boxes in a series as a story.
To create a story, complete the following steps:
1. Create as many text boxes as you think you may need.
2. Select the first text box in the series.
3. Click the Create Link button in the Linking group on the TEXT BOX TOOLS FORMAT tab. The pointer becomes an upright pitcher when you move it over the selected text box.
4. Position the pointer (pitcher) over the empty text box that will be the next one in the series and the pitcher tilts, as shown in Figure 12.28 in this slide.
5. Click the empty text box to create the link to the original text box.
6. Repeat steps similar to Steps 2–4 to link all the text boxes in the story.
Text boxes that are linked will display a right-pointing arrow and a left-pointing arrow to help you advance from one box to the other.
To add a jump line to a text box, complete the following steps:
1. Select the text box where you want to place the jump line and then click the TEXT BOX TOOLS FORMAT tab.
2. Click the Text group dialog box launcher.
3. At the Format Text Box dialog box, click the Text Box tab. In the Text autofitting section, click to add a check mark in the Include “Continued on page… ” check box, or click the Include “Continued from page… ” check box to add a check mark, as shown in Figure 12.29 in this slide, and then click OK.
At the Page Number drop-down list, click an option to position the number at the top left, top center, top right, bottom left, bottom center, or bottom right of the page; to position the number in the current text box; to show or remove the page number on the first page; or to change the format of the numbers, as shown in Figure 12.30 in this slide. Page numbers are inserted in the master page of a publication.
If you want to send your newsletter to just a few recipients, you can simply send it as an email message. To send a newsletter as an email, click the FILE tab, click the Share option, click the Email option in the middle panel, and then click the Send Current Page, Send as Attachment, Send as PDF, or Send as XPS button, as shown in Figure 12.32 in this slide. If you click the Email Preview option in the middle panel and then click the Email Preview button, a preview of the newsletter will display in your web browser.
To perform a mail merge, open the publication, click the MAILINGS tab, and then click the Mail Merge button arrow in the Start group. At the drop-down list, either click Mail Merge and use the buttons on the MAILINGS tab or click Step-by-Step Mail Merge Wizard and use the Mail Merge task pane, as shown in Figure 12.33 in this slide. You can use an existing list of contacts or type a new list.
Just as when you perform a mail merge, when you perform an email merge, you must open the publication you wish to share. In this case, you click the E-mail Merge button arrow in the Start group on the MAILINGS tab. From the drop-down list click either E-mail Merge or Step by Step E-mail Merge Wizard.
Pack and Go ensures that you have all the files necessary to hand off the publication to a commercial printer. Access the Pack and Go Wizard by clicking the FILE tab, clicking the Export option, and then clicking Save for a Commercial Printer or Save for Another Computer in the Pack and Go section, as shown in Figure 12.35 in this slide.
Publisher embeds TrueType fonts by default when you use the Pack and Go Wizard to prepare your publication for commercial printing.
In Slide Show view, click the Answer button after you believe that you know the correct answer to Question (1). The correct answer will be displayed. Click the Next Question button and Question (2) will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question (4), the Next Slide button will appear. Click this button to advance to the next slide.
The table in this slide lists the desktop publishing terms in the left column with the corresponding definitions in the right column. In Slide Show view, click the term in the left column to link to the related slide. To return to this slide, click the underlined term in the related slide.
