Microsoft® Office 2003 Super Bible eBook Microsoft® Office 2003 Super Bible eBook Various Author s Wiley Publishing, Inc Microsoft® Office 2003 Super Bible eBook Published by Wiley Publishing, Inc 10475 Crosspoint Boulevard Indianapolis, IN 46256 www.wiley.com Copyright © 2003 by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada Manufactured in the United States of America No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8700 Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4447, E-Mail: permcoordinator@wiley.com LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: WHILE THE PUBLISHER AND AUTHOR HAVE USED THEIR BEST EFFORTS IN PREPARING THIS BOOK, THEY MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS BOOK AND SPECIFICALLY DISCLAIM ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES REPRESENTATIVES OR WRITTEN SALES MATERIALS THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR YOUR SITUATION YOU SHOULD CONSULT WITH A PROFESSIONAL WHERE APPROPRIATE NEITHER THE PUBLISHER NOR AUTHOR SHALL BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGES, INCLUDING BUT NOT LIMITED TO SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR OTHER DAMAGES For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S at (800) 762-2974, outside the U.S at (317) 572-3993 or fax (317) 572-4002 Wiley also publishes its books in a variety of electronic formats Some content that appears in print may not be available in electronic books Trademarks: Wiley, the Wiley Publishing logo and related trade dress are trademarks or registered trademarks of Wiley Publishing, Inc., in the United States and other countries, and may not be used without written permission Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries All other trademarks are the property of their respective owners Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book About the Authors Peter Kent has been using Microsoft Word for 14 years to write 50 books, scores of technical manuals, and literally thousands of magazine articles and corporate documents He has worked in the software development business for nearly 22 years, designing and testing software, writing documentation, and training users He is the author of the widely reviewed and praised Poor Richard’s Web Site Today, he is vice president of marketing for Indigio, an e-services firm Peter, author of Word 2003 Bible, updated chapters 2, 11 and 18 of the Super Bible eBook, from the original authors, Brent Heslop and David Angell Cary Prague is an internationally known best-selling author and lecturer in the database industry He owns Database Creations, Inc., the world’s largest Microsoft Access add-on company Its products include a line of financial software: Business! for Microsoft Office, a mid-range accounting system; POSitively Business! point-of-sale software; the Inventory Bar code manager for mobile data collection; Check Writer; and General Ledger Database Creations also produces a line of developer tools including the appBuilder, an application generator for Microsoft Access; the EZ Access Developer Tools for building great user interfaces; appWatcher for maintaining code bases among several developers, and Surgical Strike, the only Patch Manager for Microsoft Access Local and national clients for Database Consulting, LLC, consist of many Fortune 100 companies, including Microsoft, United Technologies, ABB, Smith & Wesson Firearms, Pratt and Whitney Aircraft, ProHealth, OfficeMax, and Continental Airlines Cary is one of the best-selling authors in the computer database management market, having written more than 40 books that have sold over one million copies His software topics include Microsoft Access, Borland (Ashton-Tate) dBASE, Paradox, R:Base, Framework, and graphics Cary’s books include various editions of the Access Bible, Access 97 Secrets, Access Crash Course, dBASE for Windows Handbook, dBASE IV Programming (winner of the Computer Press Association’s Book of the Year award for Best Software-Specific Book), and Everyman’s Database Primer Featuring dBASE IV Cary is certified in Access as a Microsoft Certified Professional and has passed the MOUS test in Access and Word He is a frequent speaker at seminars and conferences around the country He is on the exclusive Microsoft Access Insider Advisory Board and makes frequent trips to Microsoft headquarters in Redmond, Washington Cary holds an M.A in computer science from Rensselaer Polytechnic Institute, and an M.B.A and Bachelor of Accounting from the University of Connecticut He is also a Certified Data Processor As author of Access 2003 Bible, Carey provided chapters 8, 15, and 22 to the eBook Bill Rodgers is a computing consultant from Newcastle, Australia, with a passion for V8Supercars and Rugby league and Rugby Union football Bill specializes in Office and Windows systems, collaboration, and advanced technologies Bill has been a contributing author and technical editor on many Office books for leading international companies and has been awarded the Microsoft MVP (Most Valuable Professional) award for the past four years for his support of and expertise with Microsoft products Bill, contributing author of Office 2003 Bible, wrote chapter 17 of this book Curt Simmons, A+, MCSA, MCSE, CTT is a technical trainer and freelance writer The author of more than thirty books on various Microsoft and Internet technologies, Curt most often writes about Microsoft Office products and operating systems He also teaches several digital photography courses Curt’s most recent books include Windows XP Networking Inside Out, The A+ Technician’s On-the-Job Guide to Networking, iPhoto For Dummies, and How To Do Everything with Photoshop Album Curt lives in Saint Jo, Texas with his wife and children Visit Curt on the Internet at www.curtsimmons.com Curt, author of FrontPage 2003 Bible, is responsible for chapters 7, 14, and 23 of this book Rob Tidrow is a writer, Web site designer, trainer, and president of Tidrow Communications, Inc., a firm specializing in content creation and delivery Rob has authored or co-authored over 30 books on a wide variety of computer topics, including Microsoft Windows, Microsoft Office, and Microsoft Internet Information Server He is the Technology Coordinator for Union School Corporation, Modoc, IN and lives in Milton, IN with his wife Tammy and their two sons, Adam and Wesley You can reach him on the Internet at rtidrow@infocom.com Author of the Outlook 2003 Bible, Rob is the author of chapter 10 of this book Contributing author of the Outlook 2003 Bible, Jim Boyce wrote chapters and 19 of this book John Walkenbach is the author of approximately three dozen spreadsheet books Visit his Web site at http://.j-walk.com John, as author of Excel 2003 Bible, wrote chapters 4, 12, and 20 of this book Faithe Wempen, M.A., is an A+ Certified hardware guru, Microsoft Office Specialist Master Instructor, and software consultant with over 70 computer books to her credit When she is not writing, she teaches Microsoft Office classes in the Computer Technology department at Indiana University/Purdue University at Indianapolis (IUPUI), does private computer training and support consulting, and is the business manager of Sycamore Knoll Bed and Breakfast in Noblesville, Indiana (www.sycamoreknoll.com) Faithe is a contributing editor at CertCities.com, and a frequent contributor to CertCities.com, TechProGuild.com, and several magazines She teaches online classes for the Hewlett-Packard Learning Center, and serves on the advisory board for the Computer Technician program at Training, Inc in Indianapolis As author of PowerPoint 2003 Bible, Faithe wrote chapters 5, 13, and 21 of this book Edward Willett is the author of more than 20 books, ranging from computer books on a variety of topics to children’s nonfiction to young adult science fiction and fantasy A former newspaper reporter and editor, he writes a science column for newspapers and radio and hosts a weekly TV phone-in show about computers and the Internet He’s also a professional actor and singer Ed lives in Regina, Saskatchewan, with his wife and daughter Ed, as lead author of Office 2003 Bible, wrote chapters and 16 of this book Credits Vice President & Executive Group Publisher Richard Swadley Vice President and Executive Publisher Bob Ipsen Vice President and Publisher Joseph B Wikert Executive Editorial Director Mary Bednarek Editorial Manager Mary Beth Wakefield Development Editor Ami Frank Sullivan Special Help Brian Herrmann Senior Permissions Editor Carmen Krikorian Composition Services Lowell K Heusel, Abshier House Proofreading TECHBOOKS Production Services Contents at a Glance ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ Part I: Getting Functional with Microsoft Office 2003 Chapter 1: Introduction to the Microsoft Office 2003 Super Bible eBook Chapter 2: Paragraph Formatting in Word Chapter 3: Configuring Outlook 2003 53 Chapter 4: Essential Excel Worksheet Operations 81 Chapter 5: Developing Your PowerPoint Action Plan 101 Chapter 6: Introducing Publisher 119 Chapter 7: Building FrontPage Web Sites 137 Chapter 8: Understanding and Creating Access Reports 167 Part II: Collaborating and Integrating with Microsoft Office 2003 225 Chapter 9: Building Integrated Documents 227 Chapter 10: Integrating Outlook with Other Applications 241 Chapter 11: Comments and Reviewing Functions in Word 257 Chapter 12: Sharing Excel Data with Other Applications 279 Chapter 13: Team Collaboration on a Draft PowerPoint Presentation 295 Chapter 14: Integrating FrontPage with Office Applications 317 Chapter 15: Exchanging Access Data with Office Applications 353 Chapter 16: Collaborating on a Network 373 Chapter 17: Windows SharePoint Services with Office System 393 Part III: Beyond Mastery: Initiative within Office 429 Chapter 18: Getting Organized with Outlines and Master Documents 431 Chapter 19: Processing Outlook Messages Automatically 451 Chapter 20: Analyzing Data with Pivot Tables in Excel 469 Chapter 21: Designing User-Interactive PowerPoint Presentations 491 Chapter 22: Adding Security to Access Applications 515 Chapter 23: Adding FrontPage Web Components 559 Chapter 24: Advanced Publisher Techniques 589 Contents ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ Part I: Getting Functional with Microsoft Office 2003 Chapter 1: Introduction to the Microsoft Office 2003 Super Bible eBook Who Should Read This Book How This Book Is Organized Part I: Getting Functional with Office 2003 Part II: Collaborating and Integrating with Office 2003 Part III: Beyond Mastery: Initiative within Office Of Special Note for the eBook Using the companion Web site Conventions Used in This Book Chapter 2: Paragraph Formatting in Word Applying Paragraph Formatting Checking paragraph formats Duplicating paragraph formats Removing paragraph formats 10 Using line breaks 11 Aligning Paragraphs 12 Click and Type: Inserting Paragraphs 13 Adjusting Line and Paragraph Spacing 14 Adjusting paragraph spacing 14 Adjusting line spacing 15 Setting Tabs 17 Setting tabs using the ruler 19 Changing or clearing a tab stop using the ruler 20 Setting tabs using the Tabs dialog box 20 Changing and clearing tabs using the Tabs dialog box 21 Changing the default tab stops 22 Setting Indents 22 Setting indents using the Formatting toolbar 23 Setting indents using the ruler 24 Setting indents using keyboard shortcuts 25 Setting indents using the Paragraph dialog box 25 Bordering and Shading Paragraphs and Pages 27 Adding borders using the Borders toolbar 28 Adding borders using the Borders and Shading dialog box 29 Spacing between text and border 31 x Contents Placing borders around individual lines 31 Fitting a border within margins 32 Removing or changing borders 32 Adding shading 33 Fill versus pattern 33 Applying shading 34 Adding horizontal lines 35 Creating Bulleted or Numbered Lists 36 Creating bulleted lists 36 Customizing a bulleted list 38 Picking another bullet image 38 Modifying a bullet’s font 39 Selecting a special character 39 Selecting a bullet picture 39 Changing list positions 40 Creating numbered lists 40 Customizing numbered lists 41 Restarting and continuing numbering 42 Adding unbulleted or unnumbered paragraphs to a list 43 Ending bulleted or numbered lists 43 Creating outline numbered lists 44 Customizing outline numbered lists 44 Creating list styles 46 Paragraphs and Pagination 47 Hyphenation 49 Using automatic hyphenation 49 Using manual hyphenation 50 Using nonbreaking and optional hyphens 51 Summary 51 Chapter 3: Configuring Outlook 2003 53 Configuring E-mail Accounts 53 Using the E-mail Accounts Wizard 54 Configuring Exchange Server accounts 55 Setting general properties 57 Setting advanced options 57 Setting the offline store location 59 Configuring security settings 60 Configuring connection settings 61 Configuring Remote Mail settings 62 Configuring POP3 and IMAP accounts 62 General settings 64 Outgoing server settings 65 Connection settings 65 Advanced settings 65 POP3 delivery 66 IMAP folders 67 600 Part III ✦ Beyond Mastery: Initiative within Office 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 Chapter 24 ✦ Advanced Publisher Techniques 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 601 602 Part III ✦ Beyond Mastery: Initiative within Office 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 Chapter 24 ✦ Advanced Publisher Techniques 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 all the other things you can 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 603 604 Part III ✦ Beyond Mastery: Initiative within Office 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 Merging 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 Chapter 24 ✦ Advanced Publisher Techniques Tip It’s almost always a good idea to avoid printing lines that contain empty fields, because otherwise 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 605 606 Part III ✦ Beyond Mastery: Initiative within Office 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 Chapter 24 ✦ Advanced Publisher Techniques 607 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 608 Part III ✦ Beyond Mastery: Initiative within Office 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 Chapter 24 ✦ Advanced Publisher Techniques 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 609 610 Part III ✦ Beyond Mastery: Initiative within Office Tip 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 Chapter 24 ✦ Advanced Publisher Techniques 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 appears 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 Note 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 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 displayed 611 612 Part III ✦ Beyond Mastery: Initiative within Office 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 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 Chapter 24 ✦ Advanced Publisher Techniques 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 Caution In any format except Publisher’s own, you run the risk of losing formatting, so unless you have a really good reason to 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 Printing 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 publication 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 613 614 Part III ✦ Beyond Mastery: Initiative within Office 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 destination Summary 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 included: 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 eyecatching 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 publication Publisher’s Print dialog box offers extra options designed to help you print your publication as prettily as possible ... the Wiley Office 2003 Bibles: Access 2003 Bible, Excel 2003 Bible, FrontPage 2003 Bible, Office 2003 Bible, Outlook 2003 Bible, PowerPoint 2003 Bible, and Word 2003 Bible Links to other Wiley. .. Microsoft® Office 2003 Super Bible eBook Various Author s Wiley Publishing, Inc Microsoft® Office 2003 Super Bible eBook Published by Wiley Publishing, Inc 10475 Crosspoint... companion Web site at: www .wiley. com/compbooks/ officebibles2003/ Here’s what you’ll find on the Web site: Links to all the software found on the CDs of Wiley s Office 2003 Bibles Complete, detailed