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Mail and Catalog Merging in Publisher
Another useful tool in Publisher is mail and catalog merge capability. You can create a
database in Publisher specifically for that purpose, or you can use a database you created in
another program. Publisher provides a helpful wizard to make the process easy.To open the
Mail and Catalog Merge Wizard, choose Tools _ Mail and Catalog Merge _ Mail and
Catalog Merge Wizard. This opens the task pane shown in Figure 24-11.

Figure 24-11: Use this wizard to set up mail and catalog merging in Publisher.You™ll look
at mail merging first; then you will learn how catalog merging, new in Publisher 2003,
differs a bit.

The first step is to select a data source. You can use an existing list, create a list by selecting
from among your Outlook contacts, or type in an entirely new list.
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Using an existing list or Outlook contacts
If you choose to use an existing list, you™ll be asked to locate the list on your computer (it
must be either a database file or in table format).
When you™ve located it, you™ll see the Mail Merge Recipients dialog box shown in Figure
24-12. This lists all the fields you have set up in the database, and lets you choose which
ones to include in your mail merge, sort the list by any of the fields just by clicking the
appropriate column heads, or narrow down the lists by clicking the arrow beside the column
name and filtering the information. (You can choose to view only entries that have blank
spaces in that column, only entries that have nonblank spaces in that column, or look for
other criteria you provide by choosing the Advanced option. For instance, you could filter
the database so it merges only the people whose first names are John or whose postal codes
exceed a certain number.)
If you choose to select from Outlook contacts, you™ll see them displayed in the same Mail
Merge Recipients dialog box.

Figure 24-12: Sort and filter the entries you want included in your mail merge using this
dialog box.
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Creating a new list
To create a new list, choose “Type a new list” from the “Select data source” area of the Mail
and Catalog Merge task pane and then click the Create link under “Type a new list.” This
opens the New Address List dialog box shown in Figure 24-13.

Figure 24-13: Create a new address list for mail merging using this dialog box.

By default, the dialog box includes fields for the most common fields used in address lists. If
these fields suit your purpose, just type the information into the blanks. Click New Entry to
create a new entry.
When you™ve finished, click Close and save your database using the Save Address List
dialog box that opens.
You can locate a specific entry using the View Entry Number controls, or conduct a search
for a specific entry by clicking Find Entry.
If the fields included by default don™t suit you, you can customize fields by clicking
Customize. You can add new fields, delete fields, or rename fields.
After you™ve created a database, you can edit it at any time by choosing Tools _ Mail and
Catalog Merge _ Edit Address List.
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Create the publication
The next step in the Mail and Catalog Merge Wizard is to create your publication, if you
haven™t already done so.
To add recipient information, click where you want the information to appear and then click
the items you want to add from the list provided. These include an address block (the
address of the recipient, which would typically appear at the top of a business letter), a
greeting line (Dear, To, and so forth), both of which you can customize in the dialog boxes
that open.
To insert a single field, choose it from the scroll box provided. You have the option to insert
any field as either text or a picture. If it™s inserted as text, you can edit its contents directly in
Publisher after its merged; if it™s inserted as a picture, you can™t, but you can resize it,
recolor it, and do all the other things you can do to a graphic in Publisher.

Note You must have a text box or table selected in your publication before you can insert fields. The
inserted field appears in the selected text box or table.

Clicking Address fields opens the Insert Address Field dialog box shown in Figure 24-14.
This lists standard address field, which you can then match to the fields in the database
you™re using by clicking Match Fields.

Figure 24-14: Use this dialog box to insert the information from the list you created or
opened in the previous step.
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Fields appear in your publication as the name of the field surrounded by double brackets on
each side (see Figure 24-15).

Figure 24-15: Mail merging fields look like this once inserted into your publication. They™ll
be replaced by data from the list once you run the mail merge.

Preview your publication
The next step the wizard offers is a preview of your publication. Publisher inserts the data
from the database into your publication one entry at a time and lets you page through the
results forward and backward to make sure that including data hasn™t caused any unexpected
problems within your publication, such as inserting a blank line or pushing some text out of
sight in a text box.
You can click “Find a recipient” to find a particular data entry, you can edit the Recipient list
further, or you can choose to exclude whichever recipient you™re currently viewing.
When you™re happy with the way things look (and you can always return to the previous
“Create the publication” step of the wizard to make changes to the publication itself), click
“Complete the merge” to move on to the wizard™s final step.

Publisher replaces the field codes with data from the database file and offers you the
opportunity to print. Clicking the Print link opens the Print Merge dialog box, which varies
slightly from the regular Print dialog box discussed later in this chapter; it asks you which
entries you want to print, if you want to skip over rows on a sheet of labels, and if you want
to print lines that contain empty fields.
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Tip It™s almost always a good idea to avoid printing lines that contain empty fields, because other-
wise they™ll create awkward gaps in your printed document.

You can also click the Test button to print the results of merging a single entry from the
database, to make sure everything looks all right before you commit to what may be a very
large print job if you™ve got a long list of recipients.

Merging a Catalog
The Catalog Merge option is designed to allow you to create a template for a merged
publication that contains multiple records, such as a catalog, directory, or photo album.
Your first task in the wizard is still to select a data source; a Browse link lets you search for
and select the one you want to use.
Next, you choose the fields you want from a list, which looks a little different from the Mail
Merge version (see Figure 24-16). You can still insert fields into a text box or table that you
create on your page; however, if you have fields you want to repeat for each record (in a
catalog, for instance, it might be a phone number or e-mail address you want to appear with
every item in the catalog), you can insert those fields into the special Catalog Merge Area
provided, and then move them around and format them as usual.
After that, you preview and merge just as you did with Mail Merge.

Figure 24-16: The Catalog Merge Wizard creates this special Catalog Merge Area into
which you can insert fields that should repeat for each record in your data source.
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Designing Web Sites with Publisher
You can turn any publication you™ve created with Publisher into a Web page by choosing
File _ Convert to Web Publication. But you can also use Publisher to create a Web site right
off the bat.
The New Publication task pane includes a number of designs for Web sites, using the same
design schemes as are used for other publication types (see Figure 24-17). Alternatively, you
can create some other type of publication using one of the Publication Gallery designs (say,
a brochure) and convert it into a Web site by clicking Convert to Web publication on the
options task pane that opens whenever you create a new publication from one of Publisher™s
designs (see Figure 24-18).

Figure 24-17: Publisher provides these designs for Web sites.
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Figure 24-18: You can convert any type of Publisher design into a Web site by clicking
the Convert to Web publication link on the Options task pane.

After you™ve created a Web site, you™re offered several options (see Figure 24-19) in the task
pane. You can choose from several types of navigation bars.
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Figure 24-19: The Web Site Options task pane lets you add various elements to your
Web site automatically.

You can add to your Web site with additional pages. Click “Insert a page” at the bottom of
the task pane. Choose the type of page you want (from the drop-down list provided), and
then click More to refine the page further.
If you click “Add functionality,” you open another task pane where you can modify your site
with a variety of other predesignedpages by choosing what you want the additions to the site
to accomplish ” i.e., “Tell customers about my business,” “Tell customers how to contact
us,” “Sell products,” etc.

Creating a hotspot
A hotspot is a specific area within a Web page that a viewer can click to activate a hyperlink.
Hot spots are generally used in conjunction with graphics. To create a hotspot, click the Hot
Spot button on the toolbar, then draw the hotspot onto your Web page, just as you would any
other type of Publisher frame.
As soon as you do, the Insert Hyperlink dialog box pops up. It gives you four choices:
. Existing File or Web page: Enter the URL for an existing Web page in the Address
blank or browse for a file or Web site you want the hotspot to link to.
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. Place in this Document: You can choose from First Page, Last Page, Next Page,
Previous Page, or a specific page.
. Create New Document: Provide the name and path for a new document for the
hotspot to link to, and Publisher creates it for you. You can edit it now or later.
. E-mail address: Type in the address you want the hotspot to link to. You can
provide a subject to be automatically appended to any e-mail sent using the link.
In Figure 24-20, the airplane in the image of an airport has been turned into a hotspot.

Figure 24-20: Creating a hotspot is as easy as creating any other frame in Publisher.
Pointing a the frame shows the hotspot™s corresponding URL.

Inserting hyperlinks
To insert an ordinary hyperlink, simply click the object you want the hyperlink to be
attached to ” or highlight the specific text. Then press Ctrl+K or choose Insert _
Hyperlink. The Insert Hyperlink dialog box opens; make your choice, enter the necessary
information, and click OK.
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To remove a hyperlink, select it and press Ctrl+K or choose Insert _ Hyperlink ” just as you
did to insert it; then click the Remove Link button in the Edit Hyperlink dialog box.

Adding a form control
Form controls are objects that enable the viewer of your Web page to make choices and/or
enter data that you can later retrieve (you™ll have to talk to your Internet service provider or
network manager about how, exactly).
To add a form control, click the Form Control tool in the Object toolbar, choose the type of
form control you want to add, and draw a frame as you would for any other object. Publisher
can create five form controls (illustrated in Figure 24-21): a single-line text box, a text area,
a checkbox, an option button, and a list box.

Figure 24-21: Publisher can create these five form controls for your Web page.
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Each can be edited by double-clicking it. You can set a variety of options, including how the
data contained in the form is labeled when it™s submitted to you and the default text that
The Form Control tool can also create a command button that you can define as either a
Submit button (which submits the data entered in the form controls) or a Reset button
(which erases everything and has the submitter start over.) When you create a command
button, you™re given options as to how data contained in forms is to be submitted to you: as
a file on your Web server you can retrieve, as an e-mail message, or via a program that™s
provided by your Internet service provider.

You may need to talk to your ISP or network manager to determine what settings to use with
form controls.

Inserting an HTML code fragment
Sometimes you want to insert a specific piece of HTML code into your Web page. Publisher
lets you do that without having to open your Web page in a text editor. Simply click the
HTML Code Fragment button on the Object toolbar, draw a frame, and type your HTML
code into the dialog box that opens. Click OK when you™re done. The HTML code appears
just as typed within the frame in Publisher; when the Web page is viewed in a browser, the
specified hyperlinks, images, and so forth appear.

Previewing your Web page
To see what your Web page will look like once you™ve published it to the Web, choose
File _ Web Page Preview. This opens the page in your default browser.

Using the Design Gallery
No matter what kind of publication you™re working on ” from a postcard to a Web site ”
Publisher has already done a lot of the design work for you. The results are stored in the
Design Gallery, where you can find everything from logo designs to order forms to
newsletter mastheads.
To insert an object from the Design Gallery, click the Design Gallery Object button at the
bottom of the Object toolbar. This opens the Design Gallery, which shows three tabs:
. The Objects by Category tab: Lists all the categories of objects in the Gallery (see
Figure 24-22); click the category and then choose the object you want from those
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Figure 24-22: The Design Gallery contains dozens of ready-made objects you can use in
your own publications.

. The Objects by Design tab: Shows the same objects but organizes them differently
” by related designs, rather than by category.
. The My Objects tab: Shows objects you™ve created and added to the Design
Gallery. To add an object, select it, then choose Insert _ Add Selection to Design
Gallery. You™ll be asked to give the object a name and assign it to a category. When
you™ve done that, the object remains in the Design Gallery until you remove it, and
you can add it to any future publications by choosing the Design Gallery Object
button and clicking the Your Objects tab.

Grouping by Design
Sometimes you™ll create designs that are made up of many different objects ” several text boxes
mixed with graphics, for example. You can make it easier to move that design or resize it by
grouping all its constituent objects together.
To do that, select them, either by drawing a box around them with your mouse pointer or clicking
each in turn while holding down Shift. A border appears around the outside of all the selected items,
with a button at the bottom with two blue squares in it. Click that button and all the objects in the
group are locked together.
Now, whenever you click one of them, the whole group is selected; you can move or resize it as you
wish. (Note, however, that if you resize a group, the text in it doesn™t resize like the graphics do;
you™ll have adjust font sizes manually to make them fit the resized group.) A border can be added
only to the active object in the group selection.
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Saving and Printing
To save a Publisher publication, choose File _ Save and assign the publication a name. By
default, Publisher saves publications in its own file format, but you can also save them in a
variety of other file formats, including word processor formats, graphics formats, PostScript,
or as a Publisher template ” in which case, it™s accessible through the New Publication task
pane and you can use it as the basis for future publications.

In any format except Publisher™s own, you run the risk of losing formatting, so unless you
have a really good reason to do otherwise, it™s probably best to leave your publications in the
default format.

Using the Design Checker
Before you print your publication (or, in the case of a Web page, save it to your Web server),
it™s a good idea to run Publisher™s Design Checker.
Choose Tools _ Design Checker. Among the problems Design Checker looks for are text in
overflow areas, disproportional pictures, empty frames, covered objects, objects partially off
the page, objects in nonprinting regions, blank space at the top of the page, spacing between
sentences, and (for Web sites) a page unreachable by hyperlinks.
The Design Checker is particularly useful if you™re new to Publisher, because it can spot
errors you might not even be aware can be a problem. When you™re more comfortable with
Publisher, you™ll probably find that you seldom use Design Checker.

When you™re satisfied your publication is as near perfect as you can make it, you™re ready to
print. Printing is pretty much the same as in any Office application ” choose File _ Print and
then select a printer, a range of pages to print, and the number of copies you want.
The Print dialog box contains an additional button, Advanced Print Settings. These options
include the following:
. What resolution to print linked graphics at.
. Whether to allow the printer to substitute its own fonts for those used in the
. Whether to allow bleeds (images that extend to the edge of the paper). Since most
printers won™t print right to the edge, you have to make your page size slightly
smaller than your paper size and then trim the paper to achieve this effect.
. Options for creating a publication that can be turned into the separations needed
for color printing on a printing press. You can choose the output (i.e., Composite
Grayscale, Composite CMYK, Composite RGB or Separations), the resolution,
and more. You™ll probably want to consult with your printer before selecting any
options here.
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Preparing for Outside Printing
Sometimes you want to be able to send your publication to a print shop for printing on a
professional press rather than on your own printer. Publisher can help you prepare your files
for that purpose.
Choose File _ Pack and Go _ Take to a Commercial Printing Service. (The other option
here, Take to Another Computer, can split your file over multiple disks, embed necessary
fonts, and include linked graphics, making it easy for you or someone else to work on your
publication on another computer.) This opens a wizard that takes you step by step through
the process of preparing your files for outside printing, including embedding TrueType
fonts, including linked graphics, creating links for embedded graphics, compressing your
publication, and adding an unpacking utility for uncompressing it when it gets to its

This chapter focused on some of Publisher™s more advanced features for creating graphically
interesting publications, as well as using Publisher to create Web sites. Points covered
. You can add an intriguing border to any frame with BorderArt, choosing from a
number of ready-made designs or creating your own.
. Publisher™s Drop Cap tools add a nice flair to the start of any paragraph ” and
again, you can either choose a ready-made one or design your own.
. WordArt takes you beyond the normal text tools to enable you to create an eye-
catching hybrid of text and graphics.
. You can insert objects created in other programs easily, and either embed them or
link them.
. Publisher has powerful merging tools that allow you to use it to create personalized
form letters, brochures and catalogs.
. You can turn any Publisher publication into a Web publication, or use Publisher to
create a Web site from scratch.
. Publisher™s Design Gallery offers a plethora of premade objects to dress up any
. Publisher™s Print dialog box offers extra options designed to help you print your
publication as prettily as possible.
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