office 2010 All-in-One For Dummies phần 9 potx

Book VII Chapter 3 Putting on the Finishing Touches 627 Techniques for Decorating Pages 7. Click OK. To remove a horizontal rule from a frame, select the frame, open the Format dialog box, open the Color drop-down list, and choose No Line. Dropping in a drop cap A drop cap is a large capital letter that “drops” into the text. Drop caps are usually found in the first paragraph of an article or chapter. Pound for pound, considering how little effort is required, a drop cap yields the most reward for the least amount of work. Follow these steps to place a drop cap in a publication: 1. Click the paragraph that is to receive the drop cap. 2. On the (Text Box Tools) Format tab, click the Drop Cap button and choose a drop cap on the drop-down list or choose Custom Drop cap to open the Drop Cap dialog box. Figure 3-2 shows the Drop Cap dialog box. From here, you can choose how far to drop the capital letter or select a font and color for the letter. To remove a drop cap, click the Drop Cap button and choose No Drop Cap (the first option on the drop-down list). Figure 3-2: Fashioning a drop cap. Techniques for Decorating Pages No one likes a dull publication. Following are some simple techniques to make pages a little bit livelier. Read on to find out how to put borders and color backgrounds on frames, and how to take advantage of page parts, bor- ders, accents, and advertisements. You will also find instructions for paint- ing an entire page with a background color or gray shade. 47_497487-bk07ch03.indd 62747_497487-bk07ch03.indd 627 3/25/10 8:46 PM3/25/10 8:46 PM 628 Techniques for Decorating Pages Putting borders and color backgrounds on frames As shown in Figure 3-3, putting borders and background colors on text frames makes the frames stand out. Everybody knows what a border is. A background color is a color or gray shade that fills a frame. Borders and background colors are ideal for calling readers’ attention to important notices and items in publications. To really get readers’ attention, for example, try using black for the background and white for the font color. Figure 3-3: Examples of filled-in frames. How to put borders and colors on frames and other objects is a topic in Book I, Chapter 8, but to spare you a trip to that part of the book, here are shorthand instructions for giving a background color or a border to a frame. Select the frame, go to the (Drawing Tools) Format tab, and follow these instructions: ✦ Shape Style: Choose a style on the Shape Styles gallery. You can “live-preview” these styles, and assigning a style from the gallery is the easiest way to decorate a frame. ✦ Background color: Open the drop-down list on the Shape Fill button and select a color. Choose No Fill to remove the background color or to create no background color so that frames below the frame you’re dealing with can show through. ✦ Color and size of the border: Open the drop-down list on the Shape Outline button and choose a color. On the shortcut menu, you can also choose Weight and a point size for the line that forms the border of the frame. Instead of clicking buttons on the (Drawing Tools) Format tab, you can handle borders and backgrounds in the Format dialog box. Click the Shape Styles group button or right-click a frame and choose Format on the shortcut menu. In the Format dialog box, go to the Colors and Lines tab. It offers all kinds of commands for borders and backgrounds. 47_497487-bk07ch03.indd 62847_497487-bk07ch03.indd 628 3/25/10 8:46 PM3/25/10 8:46 PM Book VII Chapter 3 Putting on the Finishing Touches 629 Techniques for Decorating Pages Plugging in a page part “Page part” is Publisher’s word for a page element that you can quickly plug into a page. Use a page part to fill in empty space on a page or get a head start in formatting part of a page. As shown in Figure 3-4, page parts include the following: ✦ Headings: A ready-made title for a page or story. Headings often include a subheading. ✦ Pull quotes: A preformatted text box frame for displaying a quotation from a story. ✦ Sidebars: A preformatted text-box frame for a companion story. Sidebars usually appear on a side of the page in a smaller font. ✦ Stories: A preformatted story, including a heading and a subheading. Figure 3-4: Examples of page parts. Heading Sidebar Pull quoteStory 47_497487-bk07ch03.indd 62947_497487-bk07ch03.indd 629 3/25/10 8:46 PM3/25/10 8:46 PM 630 Techniques for Decorating Pages Follow these steps to put a page part on a page: 1. On the Insert tab, click the Page Parts button. 2. Choose a heading, pull quote, sidebar, or story on the drop-down list. Choose More Page Parts to open the Building Block Library and choose from many more page parts. After the element lands on the page, you can change its size or shift its position by using the same techniques you use with other objects. (Book I, Chapter 8 explains how to manipulate objects.) If the story or sidebar you inserted includes a picture, right-click the picture and choose Change Picture➪Change Picture to replace the picture with one of your own. Experimenting with borders and accents Publisher offers what it calls “borders and accents” to make pages a little livelier. Borders and accents are page decorations that also serve a purpose: ✦ Bars: Decorative patterns for filling empty page space ✦ Emphasis: Two-sided text-box frames to make text boxes stand out on the page ✦ Frames: Four-sided text-box frames to make text boxes stand out ✦ Lines: Unusual lines ✦ Patterns: Checkerboard and other patterns for filling empty page space Follow these steps to place a border or accent on a publication page: 1. On the Insert tab, click the Borders & Accents button. 2. Choose a border or accent on the drop-down list. Choose More Borders and Accents and make a selection in the Building Block Library if you want to place a line or pattern on a page. The border or accent lands on the page. (Book I, Chapter 8 explains how to manipulate objects such as borders and accents.) Taking advantage of attention getters If your goal in Publisher is to create an advertisement, you can get a head start on the task by sprinkling an “attention getter” or advertisement in your publication. Figure 3-5 shows examples of attention getters. To use an attention getter or advertisement in your publication, go to the Insert tab, click the Advertisements button, and choose an ad or attention getter on the drop-down list. (Book I, Chapter 8 explains how to change the size and position of objects such as advertisements and attention getters.) 47_497487-bk07ch03.indd 63047_497487-bk07ch03.indd 630 3/25/10 8:46 PM3/25/10 8:46 PM Book VII Chapter 3 Putting on the Finishing Touches 631 Techniques for Decorating Pages Figure 3-5: Examples of “attention getters.” Backgrounds for pages Yet another nifty trick is to put a color, gray-shade, or other type of back- ground on the page. Be sure to choose a background that doesn’t get in the way of your publication or render it impossible to read. Shrink the publica- tion to 40 percent so that you can see what backgrounds really look like; then follow these steps to give a page or all the pages in your publication a background: 1. On the Page Design tab, click the Background button. A drop-down list opens, as shown in Figure 3-6. Figure 3-6: Choosing a background for a page or all pages. 47_497487-bk07ch03.indd 63147_497487-bk07ch03.indd 631 3/25/10 8:46 PM3/25/10 8:46 PM 632 Master Pages for Handling Page Backgrounds 2. Move the pointer over the options on the drop-down list to “live- preview” the choices. You can choose More Backgrounds on the drop-down list to open the Fill Effects dialog box and choose or create a page background there. The dialog box gives you the opportunity to use a gradient, texture, pat- tern, picture, or tint for a page background. 3. Apply your choice to a single page or all pages in your publication. You have the option of changing the page background on one page or all the pages: • One page: On the Background button drop-down list, right-click your choice and choose Apply to Current Page. • All pages: On the Background button drop-down list, right-click your choice and choose Apply to All Pages. To remove the background from a page, click the Background button and choose No Background on the drop-down list. To apply a page background from the Fill Effects dialog box to all the pages in a publication, switch to Master Page view, go to the Page Design tab, click the Background button, and create or choose a page background in the Fill Effects dialog box. Because it is on the master page, your page background choice applies to all pages. Master pages is the next topic in this chapter. Master Pages for Handling Page Backgrounds In a publication with many pages, the same object sometimes goes on every page. A company logo on the corner of each page looks mighty elegant. Page numbers and copyright information are also found on all the pages of some publications. The good news is that you don’t have to place the objects on each page individually. Instead, you can place the objects on the master page. Whatever is on the master page appears on all pages in a publication (unless you decide that the master page shouldn’t apply to a particular page). Forthwith are instructions for handling master pages. Switching to Master Page view To change the appearance of the master page, place an object on the master page, or see precisely what is on the master page, start by switching to Master Page view: ✦ On the View tab, click the Master Page button. ✦ On the Page Design tab, click the Master Pages button and choose Edit Master Pages on the drop-down list. 47_497487-bk07ch03.indd 63247_497487-bk07ch03.indd 632 3/25/10 8:46 PM3/25/10 8:46 PM Book VII Chapter 3 Putting on the Finishing Touches 633 Master Pages for Handling Page Backgrounds You can tell when you’re looking at a master page because you see the Master Page tab on the Ribbon and the page thumbnails in the Page Navigation pane show letters rather than numbers. To leave Master Page view, go to the Master Page tab and click the Close Master Page button. Changing the look of a master page All commands for changing the look of run-of-the-mill pages also apply to master pages. Place objects and frames on the master page as if you were putting them on run-of-the-mill pages. Change the page background as if you were changing the background of a normal page. To edit a master page, switch to Master Page, select the master page you want to work with in the Page Navigation tab (if you’ve created more than one master page), and get to work. Creating another master page Sometimes creating more than one master page is necessary. In a publica- tion with facing pages, creating two master pages, one for the left-facing pages and another for the right-facing pages, is convenient. Follow these steps to create another master page: 1. In Master Page view, go to the View tab and select the Page Navigation check box (if it isn’t already selected). You need to be able to see your new master page in the Page Navigation tab. 2. On the Master Page tab, click the Add Master Page button. The New Master Page dialog box appears. 3. Select the Two-Page Master check box if you’re creating a master page for a publication with pages that will be folded. 4. If you want, enter a Page ID and description of your new master page. You can read page IDs and a description of master pages by moving the pointer over master page thumbnails in the Page Navigation pane. 5. Click OK. Your new master page appears in the Page Navigation pane. To turn a single master page into a two-page master (or vice versa), select the master page in the Page Navigation pane and click the Two Page Master button. 47_497487-bk07ch03.indd 63347_497487-bk07ch03.indd 633 3/25/10 8:46 PM3/25/10 8:46 PM 634 Running the Design Checker Applying (or unapplying) a master page to publication pages By default, the master page applies to all pages, but sometimes unapplying a master page is necessary because objects on the master page get in the way. And if you created more than one master page, you have to tell Publisher which master page to apply to which publication page. Follow these instructions to unapply or apply master pages to pages in a publication: ✦ Unapplying a master page: In Normal view, go to the Page Design tab, display the page you want to unattach from the master page, click the Master Pages button, and choose None on the drop-down list. ✦ Applying a different master page: Use one of these techniques to apply a different master page to pages in your publication: • In Normal view, display a page, go to the Page Design tab, click the Master Pages button, and choose a different master page on the drop-down list. • In Master Page view, go to the Master Page tab, select a master page in the Navigation pane, and click the Apply To button. On the Apply To drop-down list, choose Apply to All Pages to apply a different master page to all the pages in your publication. Choose Apply Master Page on the drop-down list and enter page-range numbers in the Apply Master Page dialog box to apply the master page to a select group of pages. Running the Design Checker When at last your publication is ready for printing, be sure to run the Design Checker. This helpful tool can alert you to frames that fall on nonprinting parts of the page, stories that “overflow” without finding a text frame to go to, invisible objects, and a host of other problems. On the File tab, choose Info, and click the Run Design Checker button to run the Design Checker. As shown in Figure 3-7, the Design Checker task pane opens and lists items that need your attention. Open an item’s drop-down list and choose Go to This Item to locate it in your publication. Sometimes the drop-down list offers a quick fix as well. To see which design flaws the Design Checker looks for, click the Design Checker Options hyperlink in the Design Checker task pane. Then, in the Design Checker Options dialog box, select the Checks tab and read the list. 47_497487-bk07ch03.indd 63447_497487-bk07ch03.indd 634 3/25/10 8:46 PM3/25/10 8:46 PM Book VII Chapter 3 Putting on the Finishing Touches 635 Commercially Printing a Publication Figure 3-7: Running the Design Checker. Commercially Printing a Publication You know the routine for printing a publication on your computer: Go to the File tab, choose Print, negotiate the Print window, and click the Print button. Sending a publication to a commercial printer is a different story. Publisher offers a number of commands for preparing a publication for printing in a print shop and packing up your publication before sending it to a printer. Changing the commercial print settings Commercial printers either print with process colors (also known as CMYK) or spot colors. To put it simply, process colors are made by mixing cyan, magenta, yellow, and black to make colors, whereas spot colors are premixed before printing begins. Before you hand over your publication to a commer- cial printer, find out which color system the printer prefers. It costs more to print with process colors than spot colors because process-color printing requires each color to be created on a different color plate. Process colors, however, produce color photographs much better than spot colors do. Consult with the print shop where you intend to take your publication to find out which color model it prefers and take these steps before handing over your publication to the printer: 47_497487-bk07ch03.indd 63547_497487-bk07ch03.indd 635 3/25/10 8:46 PM3/25/10 8:46 PM 636 Commercially Printing a Publication ✦ Choose a color model: On the File tab, choose Info to go to the Information window. Then click the Commercial Print Settings button and choose Color Model. You see the Color Model dialog box. Choose a color definition setting and click OK. ✦ Manage embedded fonts: On the File tab, choose Info to open the Information window. Then click the Commercial Print Settings button and choose Manage Embedded Fonts. You see the Fonts dialog box. Click the Embed TrueType Fonts When Saving Publication check box to embed fonts. Whereas normally Publisher calls upon instructions from the computer to display fonts, embedding fonts make those instructions part of the file itself. These fonts display the same on all computers, including the computer your printer uses. Embedding fonts, however, makes files grow larger if your publication includes unusual fonts that the printer doesn’t have. Preparing your file for a commercial printer Publisher offers the Pack and Go command for copying large files onto CDs and embedding fonts in a file. To use the Pack and Go command, go to the File tab, choose Save & Send, and choose Save for a Commercial Printer. Then, on the first drop-down list, choose Commercial Press, and on the second, choose Both PDF and Publisher .pub Files. Finally, click the Pack and Go Wizard button to burn your publication file to a CD or copy it to a removable storage device for use by the printer. 47_497487-bk07ch03.indd 63647_497487-bk07ch03.indd 636 3/25/10 8:46 PM3/25/10 8:46 PM [...]... VIII Office 2010: One Step Beyond 48_ 497 487-pp08.indd 637 3/25/10 8:46 PM Contents at a Glance Chapter 1: Customizing an Office Program 6 39 Chapter 5: Note Taking with OneNote 693 Customizing the Ribbon 6 39 Customizing the Quick Access Toolbar 644 Customizing the Status Bar 647 Changing the Color Scheme 647 Customizing Keyboard Shortcuts in Word 648 Running OneNote 693 ... created the XPS format to compete with the PDF format As are PDF files, XPS files are meant to present data from different programs, in this case in Internet Explorer However, the XPS format is not nearly as well known or frequently used as the PDF format Later in this chapter, “Saving an Office File as a Web Page” explains another way to distribute Office files to people who don’t have Office — by saving... account Word provides the Blog Accounts dialog box for doing these activities Book VIII Chapter 2 Ways of Distributing Your Work 50_ 497 487-bk08ch02.indd 6 59 3/25/10 8:44 PM 660 50_ 497 487-bk08ch02.indd 660 Book VIII: Office 2010: One Step Beyond 3/25/10 8:44 PM Chapter 3: Handling Graphics In This Chapter ✓ Understanding the different graphic file formats ✓ Placing a graphic in a Word document, PowerPoint... Office File as a Web Page Turning a file into a Web page Before you save your file as a Web page, create a folder on your computer or computer network for storing the page if you intend to save it in several files in the htm format Unless you create a folder for storing all the files, you’ll have a hard time locating them later, and you must be able to locate them to transfer them to a Web server for. .. 693 Introducing OneNote 694 Creating Storage Units for Notes 696 Writing Notes 698 Getting from Place to Place in OneNote 700 Finding and Keeping Track of Notes 701 Some Housekeeping Chores 703 OneNote and Other Office Programs 704 Chapter 2: Ways of Distributing Your Work 651 Printing — the Old Standby 651 Distributing a File in PDF Format 652 Sending Your File... file formats, copyrights, and other issues pertaining to graphics as well as how to touch up graphics in an Office program and in an auxiliary program called Office Picture Manager By the way, the next chapter looks at another way to decorate your work with images It looks at using clip art All about Picture File Formats Graphics and photographs come in many different file formats, and as far as Office. .. chapter 49_ 497 487-bk08ch01.indd 643 3/25/10 8:43 PM 644 Customizing the Quick Access Toolbar Exporting and importing program customizations You can preserve your Ribbon and Quick Access toolbar customizations for posterity in a special file called an Import Customization file; these files have the exportedUI file extension Keep the file on hand for when you need it, or distribute the file to co-workers For. .. keeping a blog from inside Word T his chapter explains how to distribute your work to co-workers and friends You’ll be glad to know that people who don’t have Office 2010 can still read and review an Office 2010 file you created You can print it for them, save it so that it can be read in Adobe Acrobat Reader, or save it as a Web page This chapter explains all that as well as how to send a file right... slide) 50_ 497 487-bk08ch02.indd 651 3/25/10 8:44 PM 652 Distributing a File in PDF Format Figure 2-1: Starting in the Print window, you can preview and print files Distributing a File in PDF Format As shown in Figure 2-2, you can save and distribute a file in the PDF (Portable Document File) format if the person to whom you want to give the file doesn’t have the program with which it was created For example,... sent a PDF file doesn’t have the program, they can download it for free at this Web page: http://get.adobe.com/reader/ 50_ 497 487-bk08ch02.indd 652 3/25/10 8:44 PM Distributing a File in PDF Format 653 Figure 2-2: A Word document as seen through the eyes of Adobe Acrobat Reader Saving an Office file as a PDF Follow these steps to save an Office file as a PDF file: 1 Go to the File tab and choose Save . device for use by the printer. 47_ 497 487-bk07ch03.indd 63647_ 497 487-bk07ch03.indd 636 3/25/10 8:46 PM3/25/10 8:46 PM Book VIII Office 2010: One Step Beyond 48_ 497 487-pp08.indd 63748_ 497 487-pp08.indd. Organizer 686 Chapter 5: Note Taking with OneNote 693 Running OneNote 693 Introducing OneNote 694 Creating Storage Units for Notes 696 Writing Notes 698 Getting from Place to Place in OneNote 700 Finding. Ribbon. And you can remove tabs and commands that aren’t useful to you. 49_ 497 487-bk08ch01.indd 6 394 9_ 497 487-bk08ch01.indd 6 39 3/25/10 8:43 PM3/25/10 8:43 PM 640 Customizing the Ribbon To customize