Chapter 6 Desktop Publishing using Word Processing Software Part B. Presentation of Information Copyright 2005 Radian Publishing Co.

Chapter 6 Desktop Publishing using Word Processing Software

Part B. Presentation of Information

Copyright 2005 Radian Publishing Co.

Copyright 2005 Radian Publishing Co.2/57

Contents (1/3)


6.1 Designing Your Document

6.2 Basic Tools to Help You Work• 6.2 A. Working in Different Views

and Zoom Sizes• 6.2 B. Using the Toolbars• 6.2 C. Using Templates• 6.2 D. Using Wizards• 6.2 E. Using Styles• 6.2 F. Spelling and Grammar Che

ckers• 6.2 G. Thesaurus

6.3 Laying out the Page• 6.3 A. Paper Size• 6.3 B. Paper Orientation• 6.3 C. Margins• 6.3 D. Including Headers and Foot

ers• 6.3 E. Changing the Page Layout

Within a Document• 6.3 F Columns


Contents (2/3)

6.4 Designing with Text

• 6.4 A. Kerning

• 6.4 B. Using Title, Headings and Subheadings

• 6.4 C. Determining Justification

• 6.4 D. Adjusting Line and Paragraph Spacing

• 6.4 E. Keeping Text Together

• 6.4 F. Indenting Paragraph

• 6.4 G. Creating Lists

• 6.4 H. Applying Graphical Effects to Text

6.5 Incorporating Illustrations

6.6 Object Linking and Embedding

• 6.6 A. Linked Objects

• 6.6 B. Embedded Objects

• 6.6 C. Inserting Objects into a Document

• 6.6 D. Limitations of OLE in Data Exchange


Contents (3/3)

6.7 Standard File Formats

6.8 Mail Merging

6.9 Working with Long Document

• 6.9 A. Footnotes and Endnotes

• 6.9 B. Indexes

• 6.9 C. Tables of Contents

• 6.9 D. Bookmark and Cross-Reference

6.10 Tracking Changes and Comments



The desktop publishing capabilities of a sword processing software include the abilities to

• insert illustrations created in other graphics programs

• incorporate lines, boxes and shading

• lay out text in columns

• use cross-referencing, indexes and tables of contents

• drag objects freely on the page, with text wrapping around them

• layer pictures in front of and behind the text

• manipulate text into a graphic form

• use templates to save time when you produce standard document

• use styles to ensure consistent formatting throughout a document


6.1 Designing Your Document

Try the following steps in planning your document:

• Research the task

• Develop preliminary ideas

• Make decision on page options

• Consider technical limitations– Printer limitation– Use of graphics– Use of fonts

• Detail design


6.2 Basic Tools to Help You Work

Your word processing software should include many tools that help you

design and develop a document more efficiently and effectively.


6.2 A. Working in Different Views and Zoom Sizes

Print Layout view provides a WYSISYG (what you see is what you get)

working environment.

Normal view is suitable when focusing on text editing.

Zooming “in” means viewing close-up


6.2 B. Using the Toolbars

Toolbars help you work more quickly by providing buttons for quick

access to commands.

Fig.6.4 Toolbars


6.2 C. Using Templates

A template saves the time of re-creating similar document from scratch

each time.

Fig.6.5 Using a template


6.2 D. Using Wizards

A wizard guides users in creating some standard documents.

Fig.6.6 Using a wizard


6.2 E. Using Styles

A style is a set of formatting characteristics that

help to maintain consistency in a document.

You can make global formatting changes

instantly by simply changing the style.

Styles may be applied to paragraphs or

characters.

Fig.6.7 Using styles


6.2 F. Spelling and Grammar Checkers

A spelling checker compares each word of your document to a spelling

dictionary.

A grammar checker “reads” through your document and points out

potential grammatical troubles.

Fig.6.8 Using spelling and grammar checker


6.2 G. Thesaurus

A thesaurus helps you find a synonym for a word so that you can make

your writing more varied and interesting.

Fig.6.9 Using thesaurus


6.3 Laying out the Page

The page layout options includes paper size, page orientation, margins,

number of columns, header and footer, and page numbers.


6.3 A. Paper Size

Your document may use a standard paper size, such as A4 or legal, or

a custom paper size.

Fig.6.10 Page layout options


6.3 B. Paper Orientation

Portrait orientation prints vertically on a page.

Landscape orientation prints horizontally.


6.3 C. Margins

Margins are the distance between

the text and edges of the page.

Fig.6.11 Margins


6.3 D. Including Headers and Footers (1/2)

Headers and footers appear in the white spaces of the top and bottom

margins of each page in the document. They are used to show

repeating text or graphics consistently on every page.

A watermark is the background graphics that appear on every page.

It can be created in a header or footer.

You may use a text box to position text in the white space of the

margin. By default, body text will wrap around text box.


6.3 D. Including Headers and Footers (2/2)

Fig.6.12 Setting headers and footers


6.3 E. Changing the Page Layout within a Document (1/2)

A section break divides a document into section so that pages can be

formatted independently. It stores all section formatting. Therefore,

deleting a section break will delete all the formattings of the section.

A continuous section break is mainly used to change column

formatting.

A page section break is used to change page options which will take

effect on the next page.


6.3 E. Changing the Page Layout within a Document (2/2)

Fig.6.15 Inserting a “continuous section break”


6.3 F. Columns (1/2)

Columns divide a page into rectangular blocks, making a page more

graphical and easy to read than full-width text.

In a snaking column, text is continuous from one column to the next.

When a section break is inserted, snaking columns will be balanced in

height.

Side-by-side columns are usually created by table. They are used to

compare items of similar nature.


6.3 F. Columns (2/2)

Fig.6.17 Snaking columns andside-by-side columns


6.4 Designing with Text

Consistency is the basic rule in working with text. Make your body text,

titles, headings, subheadings, caption, and any text you use regularly

consistent in font, size, style, position, colour, letter, spacing and line

spacing.


6.4 A. Kerning

Kerning means adjusting the

spacing between letter pairs.

Leading is the extra spacing

between lines.

Fig.6.19 Kerning of text


6.4 B. Using Title, Headings and Subheadings

Appropriate titles, headings and subheadings are useful in guiding your

readers through text.


6.4 C. Determining Justification

Text can be left-justified, centered,

right-justified, or full-justified.

Fig.6.20 Text justification


6.4 D. Adjusting Line and Paragraph Spacing

Paragraph spacing is the extra space before and after paragraphs.

Fig.6.21 Line and paragraph spacing


6.4 E. Keeping Text Together

Widow/orphan controls prevent a

paragraph from breaking across

two pages but leaving a single

line in another page.

Fig.6.22 Keeping text together


6.4 F. Indenting Paragraph (1/2)

Tabs or spaces should not be used to indent a paragraph. Instead, use

automatic indent for paragraphs.


6.4 F. Indenting Paragraph (2/2)

A hanging indent means indenting a paragraph except for the first line.

Fig.6.23 Paragraph indentation


6.4 G. Creating Lists

A bulleted list consists of hanging indented paragraphs, each starting

with the same bullet character.

A numbered list consists of hanging indented paragraphs, starting with

a number in a consecutive series.

Levels in a multi-level list are distinguished by the amount of indent.


6.4 H. Applying Graphical Effects to Text

Most word processing software allow you to apply graphical effects to

text.

Fig.6.24 Graphical effects of text


6.5 Incorporating Illustrations (1/2)

An illustration in a document can be a picture from a file, picture

copied from a Web page, picture digitized by a scanner/digital camera,

drawing created in word processing software, object inserted from other

programs.

Fig.6.25 Inserting picture menu


6.5 Incorporating Illustrations (2/2)

Table 6.1 Sources of illustrations


6.6 Object Linking and Embedding

Object Linking and Embedding (OLE) refers to the capability of an

application to exchange and link data with other applications.

An object can be a spreadsheet, database table, illustration or

document.


6.6 A. Linked Object

A linked object has a connection with the source file. Only the location

of the source file is stored. Any changes made to the source file will be

reflected in the document. But, if the source file is corrupted or absent,

data of the object will be lost.


6.6 B. Embedded Object (1/2)

An embedded object has no connection with the source file. Modifying

the source file will not update the embedded object.

Both linked and embedded objects are edited by the source application.


6.6 B. Embedded Object (2/2)

Table 6.2 Comparison between linking and embedding


6.6 C. Inserting Objects into a Document (1/2)

Objects can be inserted into a document using COPY-AND-PASTE,

PASTE-SPECIAL, INSERT-OBJECT-CREATE NEW, and INSERT-

OBJECT-CREATE FROM FILE commands.

All the methods require the source application running.


6.6 C. Inserting Objects into a Document (2/2)

Table 6.3 Comparing the various methods of inserting objects into a document


6.6 D. Limitation of OLD in Data Exchange

Limitations in using OLE are

• the source application should also be running• the object can only be edited by the source application• the source application must be available when the document is

opened if linking is used


6.7 Standard File Formats (1/3)

Opening a document created by other software may result in

discrepancies in formatting because of proprietary features.

A standard file format is independent of application and independent of

platform. A document can be exported into standard formats like, text

file, RFT, HTML and PDF.



A text file can be understood by all computers, but it cannot storegraphics and formatting features.

Rich Text Format (RTF) is designed for transferring formatted textdocuments between word processing software. Limited formattingfeatures will be reserved. Graphics are retained and saved internally.

When exported to HTML format, many application-specific features canbe reserved. But, graphics are stored in separated files

PDF files are supposed to be read only. All formatting features can beretained.

Only PDF file can embed fonts. But, not all the fonts can be embeddedbecause of license issue.



Table 6.4 Comparing the various file formats


6.8 Mail Merging (1/2)

Mail merge combines a table of data into a document and produces

multiple documents with similar basic contents, except for some varying

values.

Both the main document and data source should be accessible

simultaneously. During mail merge, the field codes in the main

document will be substituted by data from the data source.


6.8 Mail Merging (2/2)

Fig.6.32 Mail merging


6.9 Working with Long Document

In a long document, such as a book, facilities should be provided for

readers to locate information quickly. These facilities include footnotes

and endnotes, index, table of contents and cross-references.


6.9 A. Footnotes and Endnotes (1/2)

Footnotes and endnotes are commonly used in academic papers to

provide explanation to terms or sources of reference.

A note reference may be a superscripted number in the body text. A

note entry is the textual explanation and is separated from the body

text.


6.9 A. Footnotes and Endnotes (2/2)

Fig.6.35 A sample footnote Fig.6.36 Inserting a footnote orendnote reference


6.9 B. Indexes

An index, usually located at the end of a long document, lists items to

help readers locate information by providing the page number(s) for

each item.

Fig.6.38 Index and tables dialog box


6.9 C. Tables of Contents

A table of contents (TOC), usually located at beginning of a document,

lists selected topics along with their page numbers. A TOC is created

by collecting the heading styles.

Fig.6.42 Compiling table of contents


6.9 D. Bookmark and Cross-Reference (1/2)

A bookmark assigns a name to a location or selection of text in a

document for future reference.

A cross-reference is text that refers to an item in another location

of a document. Bookmarks and cross-references are usually used

together. A bookmark should be created first so that it can be used in a

cross-reference.


6.9 D. Bookmark and Cross-Reference (2/2)

Fig.6.43 Creating a bookmark Fig.6.44 Creating a reference to a bookmark


6.10 Tracking Changes and Comments (1/2)

“Tracking changes and Comments" is useful in a collaborative

environment.

When “Track Changes" is turned on, anything added will be marked,

and any alterations will be recorded as balloons that appear in the

margin.

“Comment" can be used to explain why each change is necessary. It is

not part of the document and should be deleted afterwards.

Tracked changes can be accepted or rejected.


6.10 Tracking Changes and Comments (2/2)

Fig.6.46 A document with tracked changes and comments

Chapter 6 Desktop Publishing using Word Processing Software Part B. Presentation of Information Copyright 2005 Radian Publishing Co.

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