Microsoft Office Publisher 2007 For Dummies

by Jim McCarter and Jacqui Salerno Mabin

Get your message out there! Publish newsletters, Marketing pieces, and more

Getting Acquainted with Publisher 2007

Mark This Page

10,000 Words, One Maniac

A Picture Is Worth $6.95

Proof Positive

Publishing on the Internet

The Part of Tens


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Microsoft® Office Publisher 2007 For Dummies®


About the Authors
Jim McCarter attended Webster University in Vienna, Austria, where he
minored in foreign languages and graduated with a bachelor’s degree in
computer studies. There he also launched his career as a computer consultant,
which spanned more than 18 years. Jim has authored several books
and served as technical reviewer for more than 80 books. He now works
as a project manager in the field of wireless communications. Jim lives in
Greenfield, Indiana, with his wife, Kathy, and two children, Rebecca and
James. He spends his free spare time (there is no such thing as free time)
learning and teaching taekwondo at Indianapolis ATA Black Belt Academy
with his family, geocaching with his children, and being humbled by his son
at just about any video game you care to mention.

Jacqui Salerno Mabin lives in the Seattle area with her husband, Jay and
their dog, Marley. After graduating from the University of Illinois, Chicago,
with a Bachelor’s degree in English, Jacqui worked as a copy editor for
a local newspaper. Later, she filled several roles with a startup software
company, working as a software tester and technical writer, creating the
user manuals for their document storage solution software. Currently, she
is a software development test engineer with a deep interest in Microsoft
Publisher 2007 software.

Authors’ Acknowledgments
Jim: I want to acknowledge the efforts of the many people who made this book
possible. In particular, thanks to Kyle Looper, for giving me the opportunity to
write this book, and to Paul Levesque, for taking my random jumble of
thoughts, words, and phrases and turning them into a real book.
A special thanks to Ric Caldwell for allowing me the flexibility in my schedule
to take on this project.
Jacqui: Working on this book has been very exciting and I especially thank
Kyle Looper and Paul Levesque for taking a chance on a relatively untested
writer. I also want to thank my managers and colleagues at my ‘day job’ for
their support and for giving me time to contribute to this book.
Thanks also to Tony (my dad) and Toni (my sister), to my husband Jay and
to my step-daughters, Nicole and Tia, just for being who they are.

Introduction
Welcome to Microsoft Publisher 2007 For Dummies. If you’ve never used
desktop publishing software and really aren’t much interested in
becoming an expert at it, congratulations! The book you hold in your hands is
an excellent choice: It can help you complete your current project quickly —
and with the least effort possible. (I’m pretty good at that “least effort possible”
stuff. Just ask our editors.)

Many computer users simply don’t have the time or resources to become
experts on all the complicated software programs they use. Oh, sure, some
of you like to spend your spare time learning the most minute details about
the software you use — We won’t mention any names, Kevin — but most of
us are content to learn just enough to get the job done in an efficient manner.
We don’t want to read page after page of esoteric information, presented by
some computer books, that doesn’t pertain to the job at hand. If you want
to know a simple answer to a single question about desktop publishing with
Microsoft Publisher 2007, this book is for you.

Microsoft Publisher 2007, designed for Windows XP, Windows Vista, Windows
2003 Server (Service Pack 1 required), and newer operating systems, is an
inexpensive desktop publishing program. In fact, if you purchased any of the
following versions of Microsoft Office 2007, you already own it: Microsoft
Office Small Business 2007, Microsoft Office Professional 2007, Microsoft Office
Ultimate 2007, Microsoft Office Professional Plus 2007, or Microsoft Office
Enterprise 2007. You use this program to create professional-looking marketing
materials — brochures and flyers, for example — as well as Web pages.
Even though Microsoft Publisher 2007 is low priced ($169 for a full-package
version or $99 to upgrade from a previous version), it’s definitely not underpowered.
You can do things with Microsoft Publisher 2007 that a few years
ago would have made the big boys (you know, those expensive desktop publishing
programs) sit up and take notice. For example, you can create publications
automatically by using the wizards in Microsoft Publisher (something
that you can’t do with your Quirks and PageMonsters). You can freely borrow
any of the professionally designed templates from Microsoft Office online —
and customize it to your heart’s content. You can even personalize the contents
of your publications so that each of the 10,000 recipients thinks you
created a document expressly for him or her.

We want to carry on with the For Dummies tradition and help you have fun
with Microsoft Publisher 2007 as you use this book. After all, if a 5-year-old
can find happiness with a set of crayons, you should be able to find bliss with
all the bells and whistles that you’ll uncover in Publisher 2007! We do have to
warn you that creating a wealth of publications might prove hazardous to the
front of your refrigerator, because you’ll want to share your artistic achievements

with your significant others.

About This Book
You can read this book from cover to cover, but you don’t necessarily have
to; you can use it as a reference book. When you need to know something
about a particular aspect of Microsoft Publisher 2007, just jump to the appropriate
section and read about it. And don’t worry that you’ll feel lost if you
start on page 231 rather than on page 1; most chapters are self contained,
so you can dip your toes in at any point.
If you’re curious about what you might find, here are some typical sections
you might stumble across:
You Want Fast? Well, Meet Mr. Wizard
Things You Can Do with Files
Keeping Good Margins
Hide and Seek: Find and Replace
Collecting and Using Type
How Color Improves Your Page
Printers and Output Quality
The information you need to know is in this book. Don’t bother memorizing
the contents, and don’t even think about using this book to learn Microsoft
Office Publisher 2007. What you find in this book is only the information that
you need to get your work done. Because we tend to babble on, from time to
time we post a Technical Stuff icon (which features the For Dummies guy —
check out the margin) to warn you in case you want to ignore our rantings.

Conventions Used in This Book
Because this book is a reference, you can look up a topic of interest in the table
of contents or in the index, in the back of this book. These tools refer you to
the sections that talk about that topic. If you need to know something specific
in order to understand a section’s content, we tell you so. We know that
computer technology is loaded with confusing words and phrases and technobabble.
(Sometimes we can’t avoid slinging this stuff about like a shortorder
cook in a cheap diner.) But in some cases, we may send you off
elsewhere to help you figure out the confusing terms.

We like to give you examples of how to do something. Because Microsoft
Publisher 2007 is a Windows-based program, most instructions tell you to
“click here” or “click there” or to “choose File➪Print from the menu” or
“press Alt+F,P on the keyboard.” Notice two things about these instructions:
First, the File➪Print business is our shorthand way of saying “Open the File
menu and then choose Print from the choices that appear”; second, we show
you that you press and hold the Alt key while you press the F key, by placing
the plus sign (+) sign between them. Then you release both keys and press
the P key. This keyboard combination produces the same action as using
your mouse to choose the menu command. It’s all standard Windows fare.
If we want you to enter information from your keyboard, you may see a line
that looks like the following (this comes up just a few times):
ENTER THIS STUFF
In this example, you type the words ENTER THIS STUFF after the prompt and
then press the Enter key. Notice that we don’t use quotation marks around the
text (“ENTER THIS STUFF”) because we don’t want you to enter quotation
marks. We then explain why you do what we’ve told you to do and point out
what happens after you do, so don’t worry.

Desktop publishing can be a complicated endeavor, with many things that
you may (or may not) want to know about. We include in this book a few sections
on more advanced topics, such as selecting paper, working with outside
print services, and choosing color processes. Of course, if all you want to do
is create a greeting card or gift certificate and print the results from your
inkjet printer, you might not need to look at these topics. We try to warn you
when a section tends toward technical talk or is limited to specific interests.
But you can read these sections, and doing so will earn you a gold star in the
Desktop Publishing Hall of Fame (although that’s not what this book is meant to do).

How This Book Is Organized
Topics in this book are generally arranged as though we were directing you
through a desktop publishing project from start to finish. In the progression
of topics, we try to address the issues you commonly tackle first, first, and the
issues that you tackle last, last. Clever, eh? This book has seven major parts;
each part has two or more chapters. (Our editors insist that each divided
topic should have at least two subdivisions, and we slavishly follow their teachings.)
Aside from these considerations, you’ll find that most chapters stand by themselves.
You can start reading at any section. Great teachers tell us, “Tell them
(the audience) what you are going to tell them.” So, we outlined the entire book
as follows.
Part I: Getting Acquainted
with Publisher 2007
When you create a project in Microsoft Publisher 2007 to print something,
you’re doing desktop publishing (DTP). When you create a project to place on
the Internet, you’re Web spinning. Desktop publishing replaces technology of
past decades and centuries with something new and special. For many folks,
desktop publishing is the reason they bought computers. Part I tells you what
desktop publishing is, how it came about, and where it’s going. Also in Part I,
we give you the skinny on design issues and provide the nickel tour on the
basics that you need to know to run and use the program.
Part II: Mark This Page
Microsoft Publisher 2007, like most desktop publishing programs, uses the
metaphor of a pasteboard. In this part, you work on creating a page, defining
the layout, and then adding things to your page. You add objects to Microsoft
Publisher 2007 pages inside frames, which we tell you how to work with in
this part. (“We’re innocent, we tell ya. We’ve been framed!”)
Part III: 10,000 Words, One Maniac
An important part of desktop publishing is marrying text and figures on a
page. In this part, you discover how to work with text on your page; not just
how to enter text into a text frame, mind you, but also how to select and work
with type. This part also guides you through the process of importing text
from Microsoft Word 2007 and including tables from Microsoft Excel 2007 and
Microsoft Access 2007 in your Microsoft Publisher 2007 publications. We’ll
leave you to figure out who the maniac is.
Part IV: A Picture Is Worth $6.95
A picture is worth a thousand words. That works out to be about $6.95.
Honest, we did the math ourselves! You always knew talk was cheap. Now
you know how cheap. Microsoft Publisher 2007 lets you enhance your page
with all kinds of pictures: drawings, images, and other forms of art, including
Microsoft PowerPoint 2007 slides and a chapter on using Microsoft Picture
Manager. In this part, we tell you what you need to know to create and work
with different kinds of pictures — and where to get help if you need it. We also
use a chapter to talk about the related topic of using color in your publications.
Part V: Proof Positive
This part contains a cornucopia of important fruits of knowledge for you to
nibble on. You see how to fine-tune your page: Edit copy, hyphenate, add flourishes,
and assemble your project. You also find a chapter in this part with a
discussion on paper, printing, and working with commercial print services.
Part VI: Publishing on the Internet
Publishing on the Internet is almost a requirement. In this part, you learn how
to create and edit a Web site, including adding graphics and hyperlinks and
adding color and texture to the background. You also find tips on previewing
your Web site. Finally, we tell you how to publish your Web site.
Part VII: The Part of Tens
Other people have their lists, and we have our lists. In this part, The Part of
Tens, you see lists of ten things on topics that you will want to know about. We
give you lists on design issues, printing, commercial print services, and other
topics. Have fun reading this part, and when you’re done, we will part.


Table of Contents
Introduction..................................................................1
About This Book...............................................................................................2
Conventions Used in This Book .....................................................................2
Foolish Assumptions .......................................................................................3
How This Book Is Organized...........................................................................4
Part I: Getting Acquainted with Publisher 2007 .................................4
Part II: Mark This Page...........................................................................5
Part III: 10,000 Words, One Maniac.......................................................5
Part IV: A Picture Is Worth $6.95 ..........................................................5
Part V: Proof Positive .............................................................................5
Part VI: Publishing on the Internet.......................................................6
Part VII: The Part of Tens ......................................................................6
Icons Used in This Book..................................................................................6
Where to Go from Here....................................................................................7
Part I: Getting Acquainted with Publisher 2007..............9
Chapter 1: Own the Printing Press
When Should You Use Microsoft Publisher 2007? .....................................11
How Desktop Publishing Works ...................................................................12
The Design Process........................................................................................15
Storyboarding .......................................................................................15
Assembling a page................................................................................17
Printing a page ......................................................................................18
Getting Out of the Gate with Publisher .......................................................18
Just the fax, ma’am: Creating a fax cover sheet the quick
and easy way .....................................................................................20
Fun facts about Publisher templates and the Publisher
Tasks pane .........................................................................................22
Meet the publication types .................................................................24
Create your own templates.................................................................29
Chapter 2: Success by Design
Know Your Audience .....................................................................................31
Where Others Have Gone Before .................................................................32
The Keys to Design Success .........................................................................34
Desktop Style Resources...............................................................................38
Everything Costs Money ...............................................................................38
Chapter 3: Basic Training
Launch Time ...................................................................................................41
What’s All This on the Screen?.....................................................................42
Options and More Options ...........................................................................47
Help Yourself...................................................................................................52
Finding a topic ......................................................................................54
Inch by inch; step by step ...................................................................55
Things You Can Do with Files .......................................................................56
Playing with files on the outside ........................................................56
Starting a publication...........................................................................57
Opening remarks ..................................................................................59
Finding files ...........................................................................................60
Saving your files means never having to say you’re sorry .............61
Canning templates................................................................................65
Nag me ...................................................................................................66
Close calls..............................................................................................66
Shut Down without Crash-Landing ..............................................................67
Part II: Mark This Page ...............................................69
Chapter 4: Working with Pages
In the Beginning: The Page............................................................................71
Moving from page to page...................................................................72
Scrolling within a page.........................................................................73
Changing What You See On-Screen..............................................................73
Two-page spreads.................................................................................74
Whole Page and Page Width views ....................................................74
Zooming around ...................................................................................76
Lining Things Up ............................................................................................77
Margin and grid guides ........................................................................77
Ruler guides ..........................................................................................80
Snap to it!...............................................................................................81
Using Virtual Rulers .......................................................................................82
Creating Master Pages...................................................................................83
Mastering the Master page..................................................................84
Working with multiple Master pages .................................................85
Adding Master page objects ...............................................................87
Suppressing Master page objects ......................................................91
Adding and Deleting Pages ...........................................................................92
Adding pages.........................................................................................92
Deleting pages.......................................................................................94
Modifying the Page Layout ...........................................................................96
Chapter 5: Objects and Frames
Being Framed Is a Good Thing....................................................................100
Creating frames...................................................................................100
Selecting frames and objects ............................................................105
Editing frames .....................................................................................108
Filling frames.......................................................................................110
Moving and resizing frames ..............................................................110
Adding In Your Business Info......................................................................113
Drawing Isn’t Just for Preschoolers...........................................................116
Understanding object properties .....................................................119
Using the Format Painter...................................................................123
Aligning and positioning objects......................................................123
Building layers on top of your layers...............................................125
Wrapping Text around Objects ..................................................................126
Creating regular text wraps...............................................................126
Fine-tuning text wraps .......................................................................128
Grouping Objects .........................................................................................130
Part III: 10,000 Words, One Maniac ..........................133
Chapter 6: Getting the Word
Getting Into the Details of Text Boxes .......................................................136
Typing text ..........................................................................................136
Pasting text from the Clipboard .......................................................139
Importing text .....................................................................................140
Exporting text .....................................................................................142
Word up ...............................................................................................143
Let Me Tell You a Story................................................................................145
Forming, reforming, and deforming stories ....................................145
Connecting text boxes .......................................................................146
Moving among the story’s frames....................................................148
Autoflowing text .................................................................................149
Rearranging chains.............................................................................150
Deleting stories...................................................................................152
Editing story text................................................................................152
Adding Continued notices.................................................................153
Aligning Your Text with Table Frames.......................................................155
Moving around in tables....................................................................156
Creating a table frame........................................................................157
Modifying tables .................................................................................158
Working with table text......................................................................163
Using Excel tables ..............................................................................167
Accessing tables in Access ...............................................................169
Chapter 7: Editors Are Bought, Not Born
Tricks of the Editing Meisters.....................................................................172
Movin’ and groovin’ ...........................................................................172
Selection tricks ...................................................................................174
Drag and drop.....................................................................................174
Symbols ...............................................................................................175
Tools of the Editing Meisters......................................................................177
Hide and seek: Find and Replace......................................................177
Can you check my spelling?..............................................................182
Hyphenation........................................................................................184
Text Formatting ............................................................................................185
The Formatting toolbar .....................................................................185
Character formatting .........................................................................187
Paragraph formatting.........................................................................191
Text box formatting............................................................................200
Chapter 8: Vintage Type: The Corkscrew, Please
About Type and Fonts .................................................................................203
Font styles ...........................................................................................204
A primer on buying fonts ..................................................................208
Selecting fonts in your publication ..................................................210
Typography 101............................................................................................211
WordArt .........................................................................................................214
Other Special Text Effects...........................................................................216
Part IV: A Picture Is Worth $6.95 ..............................219
Chapter 9: You Ought to Be in Pictures
Understanding More about Picture Frames..............................................221
Getting Yours ................................................................................................222
Using the Clip Art task pane .............................................................223
Using the Clip Organizer....................................................................225
Inserting picture files .........................................................................228
Scanning pictures ...............................................................................229
Modifying pictures .............................................................................230
Working with Different Picture Types........................................................234
Painted versus drawn graphics ........................................................235
Paint with Microsoft Paint.................................................................236
Draw with Publisher 2007..................................................................238
Say OLE! ...............................................................................................239
Using the Design Gallery .............................................................................240
Using the Content Gallery...........................................................................242
Tracking Down Other Picture Sources ......................................................244
Inserting PowerPoint Slides into Publisher ..............................................245
More on Scanning.........................................................................................245
Reviewing File Formats................................................................................248
Chapter 10: Color by the Numbers
Understanding How Color Improves Your Page.......................................251
Defining Color...............................................................................................252
Color Models.................................................................................................252
Changing the Color Scheme........................................................................256
Printing in Color ...........................................................................................257
Process color (full-color) printing....................................................258
Spot color printing .............................................................................259
Color Matching .............................................................................................260
Matching process color .....................................................................261
Matching spot color...........................................................................261
Chapter 11: Grappling with Graphics Manager
Summoning the Graphics Manager Task Pane .........................................264
Pinpointing Your Pictures ...........................................................................265
Embedding and Linking Pictures ...............................................................266
Changing the Way Pictures Appear in Your On-Screen Publication ......268
Getting the Details........................................................................................269
Part V: Proof Positive ................................................271
Chapter 12: Final Checks
The Eyes Have It...........................................................................................273
The Design Checker.....................................................................................274
Word-Fitting Techniques .............................................................................276
Copyfitting...........................................................................................277
Adjusting spacing in headlines.........................................................277
Getting words to fit in text boxes .....................................................279
Hyphenating and justifying text .......................................................280
Page Improvements .....................................................................................281
Special page elements........................................................................281
Drawn objects.....................................................................................283
Borders and shading..........................................................................283
Special symbols ..................................................................................284
Chapter 13: Printing, Print Shops, and Paper
Printers and Output Quality .......................................................................287
Selecting the Target Printer ........................................................................289
Printing Your Pages......................................................................................291
The Print dialog box...........................................................................291
The Print Setup dialog box................................................................293
Tips for printing..................................................................................293
Using Outside Printing Services.................................................................293
Working with an outside service ......................................................294
Avoiding problems .............................................................................297
Setting Up for Outside Printing ..................................................................298
Selecting paper ...................................................................................299
Using paper as a design element......................................................300
More Printing Resources.............................................................................301
Part VI: Publishing on the Internet .............................303
Chapter 14: Weaving a Web Site
Understanding What a Web Site Is.............................................................305
Using the Easy Web Wizard.........................................................................306
Adding Color and Texture to the Background..........................................311
Adding Text or Picture Objects ..................................................................315
Adding text ..........................................................................................315
Adding pictures ..................................................................................315
Adding and Removing Hyperlinks..............................................................316
Adding hyperlinks ..............................................................................316
Removing hyperlinks .........................................................................317
Chapter 15: Getting Published (On the Internet)
Previewing Your Web Site ...........................................................................319
Publishing Your Web Site ............................................................................320
Publishing to a Web location ............................................................321
Publishing your Web site by using an FTP location.......................322
Publishing to a folder on your computer ........................................324
Part VII: The Part of Tens...........................................325
Chapter 16: Ten Great Design Ideas
Borrow the Best Ideas of Others................................................................327
Design the Publication with Your Audience in Mind ...............................327
Use a Design Grid .........................................................................................327
Use Pictures Well..........................................................................................328
Check Out the Design Gallery.....................................................................328
Use Master Pages .........................................................................................328
Keep It Simple, Silly!.....................................................................................328
Create Templates and Use Them ...............................................................328
Use Multicolumn Text Boxes ......................................................................329
Live with Your Designs Awhile ...................................................................329
Chapter 17: Ten Design Blunders
Not Designing Your Publication for the Right Audience .........................331
Not Communicating with Your Print Service Early in the Project .........331
Using the Wrong Printer Driver..................................................................332
Using Too Little White Space......................................................................332
Making Your Publication Too Complicated ..............................................332
Making Your Pages Too Boring!..................................................................332
Printing Too Many or Too Few Copies ......................................................332
Designing a Publication That’s Too Expensive.........................................333
Violating Copyright Laws ............................................................................333
Scanning Your Files at the Wrong Resolution...........................................333
Chapter 18: Not Quite Ten Things to Check before Printing
Give Color Separations to Your Print Service ..........................................335
Show Your Publication Around ..................................................................335
Use the Pack and Go Wizard.......................................................................336
Give Your Print Service All Original Materials .........................................336
Run the Design Checker ..............................................................................336
Specify the Correct Printer Driver .............................................................336
Use Printing Marks on Master Copies .......................................................336
Check for the End of the Story ...................................................................337
Chapter 19: Ten Questions for Your Print Service
Do You Work with Microsoft Publisher 2007? ..........................................339
How Do You Want to Receive My Files? ....................................................339
What’s Your Usual Turnaround Time?.......................................................340
What Kind of Imagesetter Do You Use?.....................................................340
Which Kind of Equipment Do You Have in Your Shop?...........................340
Do You Have the Fonts in My Publication? ...............................................340
Do You Have the Creator Applications for the EPS Graphics
I Create? .....................................................................................................340
How Much Do You Charge?.........................................................................341
Can You Outsource the Work You Can’t Do? ............................................341
Can You Give Me Some References? ..........................................................341
Chapter 20: Ten Ways to Save on Printing Costs
Talk to Your Print Service ...........................................................................343
Choose an Appropriate Print Service........................................................343
Solicit Three Written Bids for a Print Job .................................................344
Make a Careful Paper Selection..................................................................344
Provide Your Print Service with Everything It Needs..............................344
Ask for a Cash Discount ..............................................................................344
Don’t Print Close to Your Deadline ............................................................344
Use Special Paper to Print in Color without Having to Print in Color...345
Use a Print Broker for Large or Expensive Print Jobs .............................345
Minimize the Amount of Setup Work Your Printer Must Do...................345
Index........................................................................347


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