9

Information and
Communication Technology
(ICT)
Quarter 3

1
 Quarter 3 – Module 1
Desktop Publishing (DTP)

What I Need to Know

This module is written in support of the K to 12 Basic Education
Program to ensure attainment of standards expected of you as a learner.

The module contains three lessons:

1. Basic Concepts and Features of Desktop Publishing
2. Getting Started with MS Publisher
3. MS Publisher’s Working Environment

After going through this module, learners are expected to:

demonstrate skills and understanding in using Desktop Publishing
software.
a. Discuss the basic concepts and features of Desktop Publishing
(DTP)
b. Perform the basic operation in starting, opening, saving, and closing
a publication.
c. Appreciate the value of having a skill in desktop publishing in doing
creative designs.

What I Know

MULTIPLE CHOICE

Directions: Choose the letter of the correct answer. Write the letter on your
paper.

1. Which of the given statement is true about desktop publishing?

A. Desktop Publishing is the creation of documents using page layout
software on a personal ("desktop") computer.
B. It is also the main reference for digital typography.
C. This technology allows individuals, businesses, and other
organizations to self-publish a wide variety of content, from menus
to magazines to books, without the expense of commercial printing.
D. All of the above.

2
 2. It is used to design print communications such as brochures, fliers, ads,
and posters.
A. MS Excel C. Desktop Publishing software
B. MS PowerPoint D. Google Chrome

3. The publications you create can be saved in Publisher's default

______________ format.
A. .pub B. .ppt C. .pdf D. .doc

4. Each file that you create in Publisher is called a __________________.

A. document B. publication C. presentation D. magazine

5. The following examples of desktop publishing software EXCEPT:

A. Canva B. Adobe InDesign C. Microsoft Publisher D. MS Excel

What’s In

Direction: Name the different parts of the MICROSOFT PUBLISHER 2016

window. Choose your answer from the box. Write you answers on your paper.
2
1 3

10 4

9 5

8 6
7

QUICK ACCESS TOOLBAR TITLE BAR CLOSE BUTTON

SCROLL BAR PUBLICATION WINDOW ZOOM CONTROL
SCRATCH AREA STATUS BAR PAGE NAVIGATION
RIBBONS BLANK AREA SAVE BUTTON

3
 What’
s Identify
New
Directions: the images below and give the possible
softwares/programs/apps that can be used in doing creative designs. Write
your answer on a separate sheet of paper.

2 3

4 5

4
 What Is It

Lesson
1 Desktop Publishing (DTP)
Desktop Publishing is the creation of documents using page layout
software on a personal (desktop) computer. It was first used almost
exclusively for print publications, but now it also assists in the creation of
various forms of online content. Desktop publishing software can generate
layouts and produce typographic-quality text and images comparable to
traditional typography and printing. Desktop publishing is also the main
reference for digital typography. This technology allows individuals,
businesses, and other organizations to self-publish a wide variety of content,
from menus to magazines to books, without the expense of commercial
printing.

Desktop publishing often requires the use of a personal computer and

WYSIWYG (What You See Is What You Get) page layout software to create
documents for either largescale publishing or small-scale local multifunction
peripheral output and distribution – although a non-WYSIWYG system such
as LaTeX could also be used for the creation of highly structured and
technically demanding documents as well. Desktop publishing methods
provide more control over design, layout, and typography than word
processing. However, word processing software has evolved to include most,
if not all, capabilities previously available only with professional printing or
desktop publishing. The same DTP skills and software used for common
paper and book publishing are sometimes used to create graphics for point-
of-sale displays, presentations, infographics, brochures, business cards,
promotional items, trade show exhibits, retail package designs and outdoor
signs. Although what is classified as "DTP software" is usually limited to
print and PDF publications, DTP isn't limited to print. The content produced
by desktop publishers may also be exported and used for electronic media.
The job descriptions that include "DTP," such as DTP artist, often require
skills using software for producing e-books, web content, and web pages,
which may involve web design or user interface design for any graphical user
interface.

THINGS YOU CAN DO WITH DESKTOP PUBLISHING

With Desktop Publishing software and hardware you can:

5
  Design print communications such as brochures, fliers, ads, and
posters.
 Design print communications such as catalogs, directories, and annual
reports.
 Design logos, business cards, and letterhead.
 Design and publish newsletters, magazines, and newspapers.
 Design books and booklets.
 Convert print communications to formats for the web and smart devices
such as tablets and phones.
 Create resumes and business forms including invoices, inventory sheets,
memos, and labels.
 Self-publish books, newsletters, and e-books.
 Design and publish blogs and websites.
 Design slides shows, presentations, and handouts.
 Create and print greeting cards, banners, postcards, candy wrappers,
and iron-on transfers.
 Make digital scrapbooks and print or digital photo albums.
 Create decorative labels, envelopes, trading cards, calendars, and
charts.
 Design packaging for retail merchandise from wrappers for bars of soap
to software boxes.
 Design store signs, highway signs, and billboards.
 Take work designed by others and putting it into the correct format for
digital or offset printing or for publishing online.
 Create more attractive, readable reports, posters, and print or on-screen
presentations for school or business.

STEPS AND PROCEDURES WHEN USING DESKTOP PUBLISHING

SOFTWARE

Desktop Publishing Software doesn't work in the same way as word

processing software. It is different from graphics software. From setting up a
basic document to complicated arrangements of text and graphics you learn
how to use desktop publishing software by following this step-by-step plan.

Step 1 applies to anyone who is new to using page layout programs. Steps 2
and 8 apply to everyone. Pick and choose from among steps 3 to 7 to find the
learning techniques that work for you. Have a plan, make a sketch

1. Choose a template
2. Up your document
3. Place text in your document
4. Format your text
5. Place graphics in your document

6
 6. Tweak your graphics placement
7. Apply the rules of desktop publishing
8. Print a draft and proofread it
9. Print your project

EXAMPLES OF DESKTOP PUBLISHING SOFTWARE

 Canva for Enterprise

 Adobe InDesign
 Microsoft Publisher
 Foxit PDF Editor
 PDFelement
 Quark
 Lucidpress
 Affinity Publisher
 Crello
 Venngage

Lesson
Getting Started with
2
MS Publisher
One of the most common Desktop Publishing software is the
Microsoft Publisher. It allows you to manipulate features
such as page size, text, graphics, and borders to create
professional quality printed documents.

GETTING STARTED WITH MS PUBLISHER

Each time you open Publisher, you will see the Start screen like the one
pictured on the right.

From the Start screen, you can do one of three things.

1. You can open an

existing publication
that's stored on your
computer or on the
web.
2. You can select a
template to use to
create a new
publication.

7
 3. You can start a new, blank publication. Each file that you create in
Publisher is called a publication. The publications you create can be
saved in Publisher's default .pub format.
Opening MS Publisher may vary depending on the computer you are
working on.
1. Click on the Start button, select All Programs menu »
Microsoft Office » Microsoft Office Publisher. You will see an icon
on your desktop that looks like this Double click on this icon to
open MS Publisher.
2. Publisher start up in the Getting Started with the Microsoft Office
Publisher window offering many pre-formatted designs to use in creating your
publication.

 OPENING AN EXISTING PUBLICATION

An existing publication is defined as a publication you created in
Publisher and saved in the default .pub format. To open an existing
publication from the Start screen, go to the Start screen and look at the
column on the left-hand side of the screen.
If you have any existing publications, you will see them inside the red –
bordered box, as shown below.

➢ Simply click on a publication to open it.

➢ If you don't see the publication listed, click "Open Other Publications".
➢ You can then search on your computer and OneDrive for the
publication.

8
  CREATING A NEW PUBLICATION FROM A TEMPLATE
While on the Start screen, you can also create a new presentation from a
template. I have highlighted the templates shown in the Start screen in the
snapshot below.

These are simply the featured template. Microsoft Publisher offers

hundreds of templates you can use – from dozens of categories.
For now, all you need to know is how to open a featured template. You open
a featured template by clicking on it.

You will then see this window:

9
 To create the new template, click the Create button.

NOTE: If you're following along in Publisher, do not push the Create button
currently. Instead, click the "X" at the top right of the screen. This will return
you to the Start screen.

 CREATING A BLANK PUBLICATION

A blank publication is also a template in Publisher. However, it's blank,
which means it does not have any design elements or formatting added to it.
It is just as the name states: a blank template.
To open a blank publication from the Start screen, click one of the blank
publication buttons, as shown below.

Click the blank publication button that represents the size of the
publication you need to create.
8.5" X 11" and 11" X 8.5" are shown above.
Click "More Blank Page Sizes" if you need a different size.

10
 For this article, we're going to click on "Blank 8.5 X 11".

A new and blank publication then opens in the Publisher window, as

shown above.

Lesson
MS Publisher’s Working
3 Environment
For this section, we're going to keep the blank publication open, and use
it to show you how to navigate the Publisher 2016 user interface.

The Title Bar

At the very top of the Publisher window, you will see the Title Bar. The
Title Bar is helpful to be able to find because it shows you the name of the
publication that you currently have open. By default, the name of a new
publication is Publication1. For each additional new publication that you
open, the name increases by one digit: Publication2, Publication3, etc. If you
start MS Publisher by clicking on an already existing publication on your
computer, it will open automatically, and your publication will be displayed in
the MS Publisher window.

11
To the right of the publication name, you will see the Help button. It looks
like a question mark. You will also see the standard buttons that allow you to
minimize, maximize or "X" out of the window.

To the far left, you will see an icon of a disc, followed by other buttons.
The disc icon, when clicked, will save your file with its current name in its
current location. To the right of the disc, you have the Undo and Redo
buttons. You can also see the Touch/ Mouse Mode button and the Quick
Access Toolbar.

We will talk about all these things later in this article.

First, let's learn more about navigating through Publisher's interface. When
you open a publication, you see the Publisher 2016 interface. Learning how
to navigate the interface will make using Publisher a lot easier.

 The Ribbon
You'll find the Ribbon directly below the Title Bar. The Ribbon is organized
into tabs, then groups, and finally tools and commands. The tabs are located
at the top of the Ribbon. The tabs in Publisher 2016 are File, Home, Insert,
Page Design, Mailings, Review, and View.
The name of the tab gives you a general idea as to what groups and tools
you'll find under that tab. For example, the Insert tab contains tools that
allow you to insert things into your publications.

Let's click on the Insert tab.

Each tab is broken down into groups. The groups contain tools and
commands that relate to the name of the group. The Illustrations group is
highlighted below. This group contains tools to insert illustrations into your
publication.

 The Backstage View

12
 The Backstage View is located under the File tab on the ribbon. When
you click on the File tab, this is what you see:

The Backstage View allows you to manage your publication as a whole

publication. While the other tabs on the Ribbon allow you to manage parts,
such as illustrations, font, or page design, the Backstage View allows you to
work with the publication in its entirety. You can save the publication, open
a new or existing publication, or print the publication. You can also share or
export it. In addition, you can also go to the Backstage View to set your
preferences for Publisher 2016.

For now, click the arrow in the top left corner to return to the main
Publisher window.

 The Page Navigator

13
 The Page Navigator is shown by
default on the left -hand side of the MS
Publisher 2016 screen whenever you open
a publication. The Page Navigator shows
you thumbnails of all pages in your file.
For example, if you had a multi-page
newsletter, the Page Navigator would show
you thumbnails of each page.
You can use this to easily navigate from
page to page. You can click on a thumbnail
to open it in the workspace area.

You can also right click on a page to do a variety of tasks

quickly and easily. When you right click on a page in
Page Navigator, the following context menu appears:

You can insert a new page, insert a duplicate page,

delete the page, move the page up or down (make page 1,
page 3), rename the page, work with the page numbers, or
create a Master Page. You can also view two pages at a
time.
For now, click on Insert Page.

You'll see this dialogue box:

Type in the number of new pages you want to create. Then, decide if you
want them to come before the current page or after.
You can also choose to insert blank pages, pages with one text box on
each, or duplicate all objects on a certain page number. Make sure you type
in the page number.

We are going to insert one blank page after our current page.

When you're finished, click OK.

 The Status Bar

14
The Status Bar is located at the bottom of the MS Publisher 2016 screen. By
default, it shows you what page you are viewing and how many total pages
exist in your file. You can also use it to change views and zoom in or out of
your publication.

Let's look at the far-left corner of the Status Bar, beneath the Page
Navigator.

On the far left, you can see what page you currently have displayed in
the work area. The work area is located below the ribbon and is where your
page is displayed as you work on it.

If you look in the snapshot above, you can see we

have page 2 displayed in the work area.

To the right of your page number, you will see an

arrow that looks like a mouse cursor. If you select an
object on your page in the work area, clicking on the
arrow will display its position on the page. When you
click this arrow, you will see this pop-up box:

When you click on the options in this window, you

can alter image sizes and locations. You can play with these different options
to get a better feel for what they do. X and Y are the coordinates on the screen
where the image or text box appears. Adjusting these will move the image on
the page.

Adjusts the image width.

Adjusts the height.

Adjusts the rotation.

Adjusts the spacing across a word, line, or column of text. The

higher the percentage, the more spacing. This is called tracking.

Allows you to shrink or stretch the width of the text characters.

Allows you to adjust the kerning, or the space between two letters.
If you go to the right side of the Status Bar, you will see buttons to
change views, as well as a slider to zoom in or out on the page in the work
area.

15
➢ "Single Page" view is the default view. You can see it shaded above, which
means it's our current view.
➢ To the right of "Single Page" is "Two Page Spread", which will show two
pages in the work area.
➢ To adjust zoom, simply move the slider to the left to increase the zoom – or
to the right to decrease it.

 The Quick Access Toolbar

As with all Microsoft Office programs, the Quick Access Toolbar is
located at the top left of the screen. It looks like this:

The Quick Access Toolbar gives you fast access to the tools that you use
the most. For example, if you use a certain tool a lot, such as the Cut tool,
you can add that to the Quick Access toolbar rather than having to use the
Ribbon each time. In other words, you can choose which tools appear in the
toolbar.

By default, our Quick Access toolbar displays shortcuts to these tools

and features:

Save

Undo

Redo

Touch/ Mouse Mode

These are the shortcuts that appear by default. However, you can
customize the Quick Access toolbar and add shortcuts so the tools you need
appear there for easy access.
To customize the Quick Access Toolbar, click the dropdown menu
to the right of the toolbar. It looks like this:

When you click on it, you will see a dropdown list. Click
on the tools you'd like to add to the Quick Access Toolbar.
The tools that have a checkmark beside them are tools that
already appear on the toolbar. By the same token, when you
click on a shortcut, it will put a checkmark beside it, letting
you know it appears on the Quick Access toolbar.

If you want to add a shortcut for a tool that doesn't appear in

the dropdown list, go to the Ribbon, then follow the following steps.

16
1. Find the tool that you want to add. Right click on the
tool. In this example, we're going to add SmartArt
under the Insert tab. Click on the Insert tab, then right
click on the SmartArt button.

2. Select Add to Quick Access Toolbar. If you want to

move a command button in the toolbar to a
different location or group it with other buttons on
the toolbar, click the dropdown menu on the right
side of the Quick Access Toolbar. Select More
Commands, as highlighted below.

You will then see this dialogue box:

In the right column, you can see everything that already appears on the
Quick Access toolbar – and in the order that the shortcuts appear.

If you want to reorder the tools, click on a tool, then use the arrows to
move it up or down.
17
 If you want to group buttons together on the Quick Access toolbar, you
can add vertical separators. To do this, select the tool for which you want to
appear above the separator. We've selected Save.
Now, click <Separator> from the list on the left.

Click the Add button

.

In addition to a separator, you can also add any of the tools that appear
in the column on the left to the Quick Access Toolbar.

Simply click on the tool to select it, then click the Add button.

18
 To remove shortcuts from the Quick Access toolbar, select the shortcut
in the right column, then click the Remove button.

Click the OK button when you are finished.

 Saving a Publication
Once you're done creating your publication, it's time to save it. To save
it, click on the File tab.

THERE ARE TWO WAYS TO SAVE A PUBLICATION.

1. You can click Save on the left to save the publication under the same file
name that it already has if it's an existing file. It will also save it under the
same format and in the same location. If your publication's name is
"Mine", and you have it saved in My Documents in the .pub format,
19
 Publisher will keep the same file name, the same .pub format, and save it in
My Documents.

2. You can also click Save As. When you click Save As, you can change the
publication's name, format, and the location where it's saved.

Let's click Save As.

First, choose where you want to save the
file. You can:
• Save it to OneDrive, Microsoft's cloud
storage.
• This PC – or your computer
• Or you can add a place, such as
SharePoint.

Let's choose "This PC".

As you can see, you can now choose a
location on your computer. You can
choose one of the recently used folders or
click Browse to locate the location where
you want to save the publication.

Select a location on your computer.

20
Type in a file name in the File Name field.

Select a format type for your

publication from the Save As Type
dropdown menu. Publisher Files are
probably the most common format. The
presentation format allows you to open,
edit, and work on your Publisher file.
However, you can also save your
publication as a PDF, JPEG, Word file, etc.
Click the Save button when you're finished.

 Closing a Publication
To close a publication, you can do two things.
1. You can click the "X" at the top right of the Publisher window, or
2. You can go to the Backstage View. Click Close on the left.

 Getting Help with Publisher 2016

There may be times when using Publisher 2016 that you forget how to do
something or need assistance completing a task. To access the help files in
Publisher 2016, click the question mark symbol at the top right-hand side of
the screen.

It looks like this:

When you click on Help, you'll see this window open:

➢ You can search Publisher's online help by entering
what you need help within the search box, or you
can choose a popular search topic.
➢ Click the "X" at the top right of the screen to close
Help.

What 21
’s
More
 Directions:
A. Give at least 5 features of desktop publishing.
B. Open MS Publisher in three ways.
C. Save a publication in two ways.
D. Close a publication.

What
I
Have
DTP Vocabulary:
Learn
1. Desktop Publishing –
2. WYSIWYG – ed
3. Publication –
4. .pub –
5. Template –
6. Title bar –
7. Ribbon –
8. Backstage view –
9. Page navigator –
10. Status bar –
11. Quick Access toolbar –
12. Save as –

22
Quarter 3 – Module 2
23
 Editing and Formatting a
Publication Using MS Publisher

What I Need to Know

This module is written in support of the K to 12 Basic Education
Program to ensure attainment of standards expected of you as a learner.

The module contains:

 Lesson 4 – Editing a Publication
 Lesson 5 – Formatting a Publication

After going through this module, you are expected to demonstrate skills
in opening, formatting, and closing a publication using Microsoft Publisher
software towards collating a meaningful desktop publication.

1. Open a publication
2. Format a publication
3. Save a publication
4. Close a publication
5. Text Frames
6. Insert Pictures

What I Know

Directions: On your activity notebook, write the letter of the correct answer.

1. What is the first screen that appears after starting the Publisher program?
A. A New Publication window showing design sets
B. A blank publication pages
C. A New Publication window showing publication types
D. None of the above

2. How do you change the font of an existing text within a text box?
A. Select the text; then choose the new font C. Either A or B
B. Choose the new font; then select the text D. Neither A nor B

3. Which of the following is true regarding templates?

A. A template cannot be changed once created C. Both A and B
B. A template may be changed once created D. Neither A nor B

4. What is one major difference between desktop publishing and word processing
programs?
A. The ability to add clip art
B. Greater control over the placement of text and objects
C. Typing in text boxes
24
 D. Automatic spell check

5. What does the blue dotted border represent on a publication?

A. Margin B. Border C. Frame D. Design

6. If you want to remove a portion of the picture, you can use the ____________tool.
A. Cut B. Copy C. Crop D. Delete

7. Which of the following tab contains command related to changing the appearance of
a publication?
A. Task bar C. Page design tab
B. File tab D. Insert tab

8. The arrangement of elements such as Title and subtitle text, pictures, tables etc. is
called:
A. Scheme B. Presentation C. Layout D. Design

9. What happens if you double-click a picture in a publication?

A. A dialog box will appear with available commands to format the picture.
B. The Insert Clip Art task pane opens.
C. The WordArt dialog box appears.
D. Nothing will happen when you double-click a picture.

10. A text box is:

A. an object that is available on the Objects toolbar C. Neither A nor B
B. where you type your text in Microsoft Publisher D. Both A and B

What’s In

Direction: Based on your previous lesson, in doing the hands-on activity/ observation,
how do you create a publication? What are the different kinds of publication?
How does it differ from each other? Write your answers in the box below.

What’
s New
25
Directions: Search for the given words in the box. Encircle the words you
have found.

PUBLISHER TEMPLATE FRAMES LAYOUT

PICTURE COMMANDS ORIENTATION
FORMAT PLACEHOLDER FORMAT

B G T E F O R M A T A
O A E N D A V E B N C
C O M M A N D S O R D
T F P U B L I S H E R
A P L A C E H O D E R
V L A Y O U T D G T U
S T T I P I C T U R E
A P E G R U O P S S F
O R I E N T A T I O N

What Is It

EDITING AND FORMATTING A PUBLICATION

USING MS PUBLISHER
Introduction
Publisher is Microsoft’s version of a desktop publishing application that
allows you to create documents that require complex formatting such as
flyers, brochures, newsletters, and handouts.
Publisher 2016 Welcome Page
Open Publisher 2016 from the computer desktop. On the Welcome page,
note the various popular templates available. Click a template you would like
to use to see a full description. You would click “Create” to open a document
in this style.

26
Publisher 2016 Interface
The way the tools and menus are organized in Publisher 2016 is known
as the user interface.
You will learn about The Ribbon, Quick Access Toolbar, File Menu,
and other key parts of Publisher.
The Ribbon
The Ribbon runs along the top, has all the Publisher tools, and is
organized into three parts:
 Tabs – represent a general activity area
 Groups – show related tools (commands) together
 Commands – a button, expandable menu, or a box for entering related
information
Click the various Tabs: observe how the Groups and Commands change
based on the selected Tab.

Quick Access Toolbar

The Quick Access Toolbar is above the Tabs and has commands used
most often, including “Save”.
Place the mouse arrow over each icon (do not click) to see the name and
use for each icon. You may customize the commands in the toolbar if you
click the black arrow at the end of the toolbar.
27
The Undo command “takes back” any changes made to the document. For
example, type “Undo” in the blank document you have open, then click Undo
in the Quick Access Toolbar. Undo keeps track of actions by sequence; if you
accidentally erase (change) data in your file, click Undo right away to get it
back. On that note, it is important to “save early and save often.” (See “Saving
Your Work” on page 5.)

File Menu
The File Menu contains actions at the file level. Click the green “File”
tab to the far left of the tabs. What you will see is the “backstage” area. From
here, you can create a New document, Open an existing one, Save changes to
the current document, Save As a different file with a different name, Print
the current document, and other options. Click the “back arrow” at the top to
exit the backstage area.

Title Bar, Help Menu, Window Display Options

The Title Bar shows the name of the program and the name (title) of
your document. (Top-most bar in program window.) A new document has a
temporary title, Publication1, until you “Save As” with a different name. To the
far right on the Title Bar is the Help Menu and Ribbon Display options. The
Help Menu has articles on using the software. Not sure how to perform a
certain action or where to find a command? Click the question mark icon to
browse Help articles or search for specific topics. Window Display Options
include Minimize (docks window in status bar), Restore (makes window
smaller for manual re-sizing or full screen), and Close (closes window and
program) buttons.
Take a moment to locate and explore these features in the Publisher
program window.

28
Publisher Organization Tools
Publisher offers many tools to help organize
and arrange content in your publication. Here
are a few.
Baselines are evenly spaced horizontal lines that
can be used to line up text. To show Baselines:
1. Click the View Tab
2. Look in the “Show” group
3. Check box next to “Baselines”

Baselines will not print. To hide Baselines, uncheck Baselines box.

Boundaries are dark blue dashed borders that appear around objects.
Viewing object boundaries can be useful to align objects or view text.
Rulers are on the left and top of the publication to help line up text, images,
and other objects. When an object is selected, a white space will appear on
the rulers to show the object’s location.
Guides are thin lines that help to align objects. There are two types of guides:
 Margin guides are blue lines that mark the edges, or margins, of a
printable area; they are automatically created when page margins are set.
 Customizable guides are green lines that can be added anywhere in a
publication. To add them:
1. Left click and hold the horizontal or vertical ruler
2. Drag the mouse to the publication
3. Release to add the guide to a location

The guide will be placed, and it can be moved at any time by clicking
and dragging it.

Page Navigation is a pane to the left that displays an image of each page in
the publication.

Scratch Area is the grey area outside the white page area. It shows objects or
portions of objects located outside page boundaries; anything in the scratch
area will not print. You can think of it as a holding space while you decide
what to place and how to place it in your publication.

29
Save Your Work
To make sure you do not lose your work on a document, you should
“save early and save often.” Let’s start by saving the document you have open
in Publisher 2016:
1. Click the green File Button near the Tabs. Learn more about “File
Menu”.
2. Click Save As. This option is for saving, or naming, a file for the first
time. You may create different versions of a file by “saving as” a new
name. Learn more in “Quick Access Toolbar” on page 3.
3. Click “Computer”. See TIP below and “Saving with OneDrive” for
“cloud” storage info.
4. Click “My Documents” folder. On KCLS computers, files saved to “My
Documents” folder are erased at the end of your session. Consider a
USB drive, or OneDrive for long-term storage.
5. Name file “My Practice Document”. Generally, choose a name that is
easy to remember.
6. Click Save.

TIP: Have a Microsoft account with Outlook.com, Hotmail.com or

Live.com? Microsoft Office 2016 Programs offer “cloud” file storage
through OneDrive. Click OneDrive instead of “Computer” to log in,
save the file and access anyplace through the Internet. Learn
more at bit.ly/office2016cloud.

Working with a Publication

Working with a publication, whether new or pre-existing, requires some
planning before you start.

Page Layout
Creating a publication from a template takes care of many choices for you, but
if you use a blank template or decide to modify a built-In template, consider
important components of page layout:

Size: Publications like flyers can be large or small. A standard sheet of paper
is 8.5 inches wide and 11 inches tall. Large sheets of paper can be expensive
and difficult to print, so consider your paper size. Select paper size on
Templates Screen (see page 2 of this manual), when you click
30
“New in the File Menu, or under Page Design Tab.

Orientation: Do you want the publication to have landscape orientation

(wider than tall) or portal.

 Paper type – If you need assistance for what type of paper you should
use, employees at your local office supply store may be able to help.
 Paper Color – Usually white or cream-colored paper is the best choice,
but if you are printing in grayscale or black and white, colored paper is
attention-grabbing and visually appealing.
 Delivery – Consider what type of packaging you will use and how you
will add an address.
 Post printing needs - Will your publication need cutting, folding,
stapling, or assembling?
 Printing options and settings – Before you print your publication,
review Publisher printing options and settings by clicking the File menu.

Add pictures to Slides

You can easily insert pictures into your publication from the web and
other places.

Here’s how to insert pictures from the web:

1. Click Insert Tab.
2. Click “Online Pictures” in Illustrations Group.
3. Search for “New York City” in the Office.com Clip Art box.
4. Select a picture you like.
5. Click Insert.

How to move a picture:

1. Place mouse pointer over picture.
2. Look for cross-like move arrow tool.
3. Click and drag your shape to a new spot.

How to re-size a picture:

1. Click into the picture.
2. Look for squares around the frame.
3. Click and drag a frame square.
a. Drag a corner out to enlarge proportionally.
b. Drag a corner in to shrink proportionally

Add a couple more pictures and try re-sizing them.

Editing An Existing Publication

To practice using some of the tools in Publisher, you will edit an existing
publication.
To get the training exercise file:
1. Go to kcls.org/techtutor
31
 2. Scroll to find and click the “Exercise Files for Tech Tutor Manuals” card
3. Select Spring 2009 MS Book Talks from the list
4. Click “OK” to open
You downloaded exercise, Spring 2009 MS Book Talks.pub, is a brochure.
You can practice modifying and saving this document. Notice the
Customizable guides (see page 5) between the three sections. The guides
indicate where the publication will be folded after it has been printed.
TIP: Click the Save button on the Quick Access Toolbar intermittently, as
you complete each of the listed tasks, to ensure you do not lose your work.
Modify Some Text
1. Right click on the default page and in the Zoom In/Zoom Out menu,
change the Zoom setting from 100% to 150%.
2. Edit the contact information by clicking inside the text placeholder in
the third section that contains the name “Terry McQuown”. Modify the
name to “Local Librarian”.
Format Publication
1. Click on the top-left corner of the second section to select that entire
section. Then click the Shape Fill command in the Format tab on the
Drawing Tools ribbon. Hover over some Scheme and/or Standard Colors
to view some tooltips showing names of Shape Fill colors and watch the
fill color changes in the selected section. Select a color. How about
Standard Color Green (col 6)? Fill color is modified in second section.

2. Highlight the text inside the text placeholder which starts with ‘There are
going to be …’ Click the Text Fill command in the Format tab of the
Text Box Tools ribbon. Hover over some Scheme and/or Standard
Colors to see some tooltips showing names of Text Fill colors and watch
the text fill color changes in the selected text. Select a color. How about
Scheme Color Accent 2 Gold (row 1, col 3)? Text fill color is modified in
text placeholder.
TIP: Remember, you can also make a few changes and click the Undo icon
on the Quick Access Toolbar to remove changes.

WordArt

1. In the first section, click inside the text placeholder that contains the
word ‘Homework’ to see the Format tab on the WordArt Tools ribbon
appear. Click the tab to view the WordArt Styles group on the ribbon.

2. With the cursor in the placeholder, click the dropdown arrow in the lower
right-hand corner of the group and select a different style from either the
Plain WordArt Styles section or the WordArt Transform Styles section of
the dropdown.

32
 3. With the Format tab still in focus, change the style of the placeholders
for ‘Online Teen Zone’ and ‘MySpace’.

TIP: Click the File button and in the Backstage View, click Print to see a
preview of how a printed brochure will look. Click Close to close the publication
only.

Wha
t’s
Activity #1More
Directions: Use the figure to determine if the statements that follow are true
or false. Circle T for true of F for false. For each false statement, write the
correct answer.

1. The current document is two pages long.

2. The Task Pane is displayed.
3. The full-page spread is visible on the screen.
4. The page is laid out as a booklet.

What I Have
Learned
33
Activity #2
Directions: Write your answer in the box provided.
1. How do you open and save a publication?
2. How to insert text frames in a publication?

34