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¦ Were there any slides that you wished you had prepared but didn™t?
¦ Were there any slides that you would omit if you were doing it over?
¦ Did your speaker notes give you enough help that you could speak with authority?
¦ Did the transitions and animations add to the entertainment value, or were they
distracting or corny?
¦ Did the sound and video clips play with adequate quality? Were they appropriate
and useful?

Creating effective PowerPoint presentations requires more than just knowing the software. It
requires careful planning and step-by-step preparation. In this chapter, you learned about the
steps you need to take, from start to finish, to assemble the PowerPoint slides for your next
great success:
¦ Step 1: Identify your audience and purpose. No flip answers are acceptable here;
spend some time thinking about the right answers.
¦ Step 2: Choose your presentation method. Will you give a live, speaker-led show,
distribute it online, or set up a self-running kiosk show?
¦ Step 3: Choose your delivery method. Will you deliver with a 35mm projector?
With a computer? With overhead transparencies? Over the Internet?
¦ Step 4: Choose a template and design. PowerPoint comes with dozens of profes-
sional-quality templates, some of which include sample text. Choose the one that
matches your answers in Steps 1 and 2.
¦ Step 5: Develop the content. Flash is useless without substance. Create the text for
your presentation in Outline view in PowerPoint or import an outline from Word.
¦ Step 6: Create the visual image. Polish your presentation design by making sure
that the slides are attractive and consistent.
¦ Step 7: Add multimedia effects. Only after the content and overall image are solid
should you add extras like sound, video, transition, and animation.
Chapter 5 ¦ Developing Your PowerPoint Action Plan 117

¦ Step 8: Create handouts and notes. If you are giving a live presentation, you may
want notes for yourself (speaker notes) and notes for your audience (handouts).
¦ Step 9: Rehearse. Run through your presentation several times to make sure it is
free from embarrassing mistakes. If necessary, add timing controls and voice-over
¦ Step 10: Give the presentation. Take a deep breath and imagine the audience in
their underwear! If you™re familiar with PowerPoint™s presentation controls, you™ll
do fine.
¦ Step 11: Review and revise your work. There™s always room for improvement.
Analyze your performance to make the next one even better.
¦ ¦ ¦

. . . .

In This Chapter

O nce upon a time, it took designers, typesetters, and complex
Exploring the Publisher
mechanical equipment to turn out a published document,
especially if it featured pictures, fancy typefaces, and color. Today,
thanks to computers, every desktop is a full-featured print shop,
Using Publication
with designers, typesetters, and printing equipment within arm™s
reach ” at least, it is if it has a computer with desktop publishing
software installed.
Adding text
You can achieve a lot of desktop publishing effects with Word and
PowerPoint, but if you really want your publications to look their
Inserting and formatting
best, you need a dedicated desktop publishing program. One of the
best is Microsoft Publisher, and this chapter will get you familiar
with the basics.
Working with tables

The Publisher Workspace . . . .

Publisher shares a basic look with other Microsoft Office
applications, but it™s still worthwhile taking a quick look at the
Publisher workspace before you begin trying to use the application.
When you first start Publisher, you™ll see a Start page that tells you
“To get started, select an option in the list.” The list referred to is
the New Publication task pane, which offers you the option of
creating a new publication based on one of the designs included
with Publisher (you can choose from Publications for Print, Web
Sites and E-mail, Design Sets or Blank Publications), creating a
new Blank Print Publication or Blank Web Page, or creating a new
publication based on an existing publication.

The “Create a new publication based on an existing publication”
option won™t do you much good if this is the first time you™ve in-
stalled Publisher on your machine, because you won™t have any
existing publications.
Part I ¦ Getting Functional with Office 2003

For now, click on the Blank Print Publication link under the New area. This opens a default
blank document in Publisher™s workspace, similar to Figure 6-1. The various components of
the workspace are labeled in that figure.

Figure 6-1: Publisher™s workspace is similar to that of other Office applications.

The main features of the workspace are the page area (the white rectangle) and the scratch
area (the gray area surrounding the page area). The page area is where you place the text,
graphics, and so forth that you want to appear in the final publication; the scratch area is a
virtual desktop where you can drag items when you want to get them out of the way or store
them for later use.
To the left of the scratch area is a task pane. You™ll see many different task panes as you work
with Publisher; as with other Office applications, they offer you a variety of options related to
whatever task you™re currently undertaking. In Figure 6-1, the Publication Designs task pane
is open.
Framing the top and left sides of the workspace are the vertical and horizontal rulers, which
help you position items precisely.
Chapter 6 ¦ Introducing Publisher 121

Like most Office applications, Publisher displays the Standard and Formatting toolbars by
default. The Standard toolbar is directly under the menu bar, and the Formatting toolbar is
directly under that.
Publisher also has a special toolbar called the Objects toolbar, which runs vertically down the
left side of the workspace. These tools let you create what Publisher calls objects, which
include text boxes, picture frames, WordArt, tables, lines, shapes, and Web-specific objects
such as hotspots, form controls, and HTML code fragments.
Down the right side of the workspace, the Picture toolbar is displayed by default. It offers
tools for inserting and working with pictures, including a cropping tool, color, brightness and
contrast controls, and text wrapping controls.
Among the tools on the Standard toolbar are the Zoom controls. The Zoom list box lets you
choose how large you want the display of your page to be; in addition to specific percentages
of full size, it offers you the choice to view the whole page, the full width of the page, or to
zoom in to a selected object. You can zoom in and out a step at a time by using the Zoom In
and Zoom Out buttons, marked with a plus and minus sign, respectively.
At the bottom of the workspace is the status bar, which provides precise information about
the location of the pointer and the dimensions of objects that are currently selected. As well, it
shows a numbered icon for each page in the publication; you can jump from page to page just
by clicking on its icon.

Using Publication Designs
Whenever you start Publisher, the Start page offers you the opportunity to work from a
publication design. The four options are Publications for Print, Web Sites and E-mail, Design
Sets and Blank Publications.
These pre-designed publications are organized in two different ways. You can browse through
them by publication type (by selecting Publications for Print or Web Sites and E-mail), or you
can browse through them by their overall design (by choosing Design Sets). You can also
select one of a number of blank publications by choosing Blank Publications.
The four main categories are broken down into many subcategories. For instance, if you click
on Web Sites and E-mail, you open a submenu offering you Web Sites and E-mail. If you
then choose Web Sites, you™re offered four more choices: Easy Web Site Builder, 3-Page Web
Site, Product Sales and Professional Services.
Notice that each publication in the gallery has a name, for example, “Accent Box Services
Web Site” or “Floating Oval Services Web Site.” The latter part of the name refers to the type
of publication; the first part refers to the style in which the publication is designed.
If you click on the Design Set option, and you™re your way down through the sub-menu to the
individual design sets, you™ll see all the publication designs available within each one (see
Figure 6-2).
Part I ¦ Getting Functional with Office 2003

Figure 6-2: Browsing by Design Sets shows you all the publications available that use a
certain basic design.

In addition to Master Sets, which are based on common graphic elements, fonts, and so forth,
Publisher offers special design sets based around common themes: Personal Stationery Sets,
Special Event Sets, Fund-raiser Sets, Holiday Sets, We™ve Moved Sets, Restaurant Sets and
Special Paper. If you™re looking for something that falls within those themes, look there first.

As previously mentioned, you also have the option of starting a publication from scratch
by choosing Blank Publication from the New option on the design list, or Blank Print
Publication or Blank Web Page from the New area of the New Publication task pane.
Additionally, you can create a new publication based on an existing publication by
choosing “From existing publication” in the New area. This opens a copy of an existing
publication, which you can then modify and save without affecting the original
publication it is based on. Finally, you can simply open an existing publication that you
intend to alter.
Chapter 6 ¦ Introducing Publisher 123

Working with Text
The primary components of any publication are text and graphics, so the rest of this chapter
looks at how you insert and manipulate text and graphics in Publisher ” beginning with text.

Typing in text
Once you have opened or created a Publisher publication, to type new text into it, follow
these steps:
1. Click the Text Box button at the top of the Objects toolbar.
2. Your pointer changes to a crosshairs; use this to draw a box where you want the text
to appear.
3. Type your text into the frame just as if you were typing a document in Word (see
Figure 6-3).

Figure 6-3: Typing text into a Publisher text box is as easy as typing in Word.
Part I ¦ Getting Functional with Office 2003

If you run out of space, you can resize your text box by clicking and dragging the handles that
surround it. A text box can hold more text than is visible. If you reduce the size of the frame,
some text disappears but it isn™t lost; expanding the text box makes it visible again.

New in Publisher 2003 is the option to insert a Vertical Text Box (that™s the button directly under
the Text Box button on the Objects toolbar). A vertical text box work just like a regular text box,
except the text you type into it is turned 90 degrees to the right and reads from top to bottom.

Inserting a text file
Sometimes you want to insert a whole text file from Word or some other application. To do
so, use these steps:
1. Draw a text box as before.
2. Choose Insert _ Text File from the menu bar.
3. Locate the file you want to insert and click OK.
4. Publisher inserts the file into your text box (see Figure 6-4).

Notice the small box in the lower-right corner of the text box with the letter A followed by three
dots in it. That indicates that more text is contained in the text box than is currently visible.

Figure 6-4: This Word file, inserted into a Publisher document, keeps all its original
Chapter 6 ¦ Introducing Publisher 125

Autoflow and linked frames
When you insert text into an existing text box, sometimes you get a message warning you
that the inserted text won™t fit. You™re asked if you™d like to use autoflow. If you choose
Yes, Publisher jumps to every other text box in the publication in turn, asking if you™d like
to insert the remaining text into that frame. If you don™t place all the text in existing
frames, it eventually asks you if it should insert new pages and frames to accommodate
the text.
Text inserted into multiple frames using autoflow results in a series of linked frames. When
frames are linked, changing the formatting in one frame ” making text larger, for instance, or
reducing line spacing ” results in adjustments in all of the linked frames. You can also select
all the text in all of the frames simply by choosing Edit _ Select All.
You can tell when frames are linked because a small image of a chain link with an arrow
beside it appears in the lower-right corner of the first frame (see Figure 6-5); a similar
image appears in the upper-left corners and bottom-right corners of frames further down
the chain. Clicking these images takes you automatically to the next or previous frame in
the chain.

Figure 6-5: This little icon at the bottom of a text box indicates it™s just one frame in a
chain. Clicking on it takes you to the next frame in the chain.
Part I ¦ Getting Functional with Office 2003

You can unlink text boxes at any time by clicking the Break Forward Link button on the
Connect Frames toolbar, which becomes active whenever you create linked frames. You can
also link text boxes together by selecting the first frame you want to link, clicking the Create
Text Box Link button, and then clicking the next frame.

Formatting text
Once you™ve inserted text into a text box, you can format it just as you would in Word. Many
of the tools on the Formatting toolbar are, in fact, identical, so choosing font, style, size,
alignment, and so forth will seem very familiar.

You can set the formatting for a text box before you begin typing in it, or you can apply format-
ting to highlighted text.

Formatting toolbar buttons
Briefly, the Formatting toolbar buttons for text are as follows:
¦ Style: Choose the style you want from the list box. You can create your own style or
import styles from another program by choosing Format _ Styles and Formatting or
by clicking the Styles and Formatting button on the Formatting toolbar, both of
which open a task pane much like the one you use to modify styles in Word.
¦ Font: Choose the font you want to use from this list. Font names are shown in their
respective fonts by default, which makes it easier to pick the right one.
¦ Font Size: Choose the size you want your text to be, in points, from this list.
Remember that a point is approximately 1/72 of an inch, so 36-point letters, for
example, are about half an inch tall when printed.
¦ Bold, Italic, Underline: Click these buttons to apply their respective effects. Click
them again to cancel their effects
¦ Align Left, Center, Align Right, Justify: Specify the alignment of your text within
the text box with these buttons.
¦ Distribute All Lines: This is similar to Justify, but it expands all lines to fill the
space between the margins of the text box, including the final lines of paragraphs
that might otherwise end halfway.
¦ Numbering, Bullets: Create numbered or bulleted lists by clicking these buttons.
Specify the formatting of the lists by choosing Format _ Indents and Lists.
¦ Decrease Indent, Increase Indent: Clicking the Decrease Indent button moves text
closer to the left margin; clicking Increase Indent moves it away from the left
margin. Adjust indents with more accuracy by using the sliders on the horizontal
ruler or by choosing Format _ Indents and Lists.
¦ Decrease Font Size, Increase Font Size: Clicking these buttons changes the text
size to either the next smallest size in the Font Size list or the next largest.
Chapter 6 ¦ Introducing Publisher 127

¦ Fill Color, Line Color, Font Color: Fill Color determines the color that fills the
text box; you can also choose patterns as fills or create gradient fills. Line Color
and Font Color determine the color of any lines used in the text box border and the
color of the text itself, respectively. Each offers options for choosing colors from
the color schemes mentioned earlier, or for picking your own colors from those
available on your computer.
¦ Line/Border Style, Dash Style, Arrow Style: This lets you specify the location and
appearance of border lines around the text box and turn ordinary lines into arrows.

¦ Shadow Style, 3-D Style: Use these buttons to add a drop shadow or 3-D effect to
the text box (not to the text itself).

Format menu options
For more detailed formatting, choose Format from the menu bar and select the item you want
to fine-tune. Options under the Format menu include the following:
¦ Font: Opens a dialog box that lets you choose font, font style, size, and color all in
one place. In addition, it offers a variety of underlining styles and some formatting
styles that aren™t available by default on the Formatting toolbar, including
Superscript, Subscript, Emboss, and Engrave.
¦ Character Spacing: Lets you set scaling, tracking, and kerning. Scaling lets you
stretch or condense characters. It doesn™t change their height, only their width.
This can create interesting special effects (see Figure 6-6) or let you cram a bit
more text than you™d normally be able to into a narrow text box. Tracking adjusts
the overall spacing of a block of text, while kerning adjusts the spacing between
adjacent characters.

Figure 6-6: Scaling your text can create interesting effects. The word WEIGHT in this
figure is scaled to 200 percent.
Part I ¦ Getting Functional with Office 2003

¦ Paragraph: Lets you adjust the amount of space between lines and between
paragraphs, as well as indents and other features.
¦ AutoFit Text: Choose Best Fit to automatically adjust the size of text in a selected
text box to come as close as possible to filling the text box. Choose Shrink Text on
Overflow to ensure that text that flows into other text boxes returns to the original
size, instead of taking the Best Fit size. By default, both these options are turned off.
¦ Tabs: Works the same as in Word; it lets you set tab stops and assign leaders
(repeating characters, such as dots or dashes) to them.
¦ Horizontal Rules: Tells Publisher to automatically insert horizontal lines before or
after (or both) a paragraph and lets you specify thickness, color, style, and position.
¦ Quick Publication Options, Publication Designs, Color Schemes, Font Schemes:
All of these enable you to apply some of the professionally designed schemes included
with Publisher to your current publication. Quick Publication Options (see Figure 6-7)
lets you automatically add elements of a Quick Publication, Publication Designs lets
you apply elements of one of the designs from the Publication Gallery, Color Schemes
changes the colors of your fonts and other elements to match a set color scheme
designed to look good, and Font schemes does the same with the fonts you™re using.

Figure 6-7: Publisher makes it easy at any time to apply one of the professionally
created designs included with the program to your own publication.

¦ Styles and Formatting: Opens the Styles and Formatting task pane and lets you
modify or apply styles.
¦ Text Box: Lets you format the text box itself. You can adjust its background color,
the line or border that surrounds it, and its size; rotate it anyway you want; adjust the
Chapter 6 ¦ Introducing Publisher 129

way text inside it wraps around graphics; set its internal margins; break the text
inside it into columns; and even add an automatic “Continued on page...” or
“Continued from page...” slug at the top or bottom of it. There are several tabs here;
explore them freely.
¦ Bullets and Numbering: Lets you create normal, bulleted or numbered lists and set
left, first-line, and right indents for lists.
¦ Drop Cap: Provides a selection of preformatted drop caps ” extra-large capital
letters at the start of paragraph, as in old-fashioned books ” or lets you create your
own custom drop cap, setting the font, size, and so on.

The Measurements toolbar
The Measurements toolbar lets you control many aspects of spacing and positioning of text
boxes with handy control boxes.
To view the Measurements toolbar, choose View _ Toolbars _ Measurements or click View
Toolbar on the dialog boxes just mentioned that have to do with spacing, such as the
Character Spacing dialog box.
The Measurements toolbar is shown in Figure 6-8. Any changes you make with the
Measurements toolbar controls show up immediately on the screen, which makes this a very
useful mechanism for fine-tuning your publication. Here™s how it works:

Figure 6-8: The Measurements toolbar lets you fine-tune your publication by entering
precise values for a number of parameters.

¦ The two top controls, labeled x and y, control the horizontal and vertical positions of
the text box, measured from the zero points of the horizontal and vertical rulers to
Part I ¦ Getting Functional with Office 2003

the left and top edges of the text box. Of course, you can always drag a text box
around on the page to reposition it, but if you want precise positioning, these
controls can give it to you. You can either type in the coordinates you want or click
the little up and down arrows beside each control.
¦ The next two controls down control width and height of the text box.
¦ The next one controls rotation.
¦ In the bottom section are spacing controls for the text itself: from top to bottom,
tracking, scaling, kerning, and line spacing.

Working with Graphics
Pictures for your publication can come from several sources: the Clip Organizer, a file on
your computer (which you may have downloaded off the Internet, for example), a scanner, or

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