microsoft publisher 2010 chapter 7 advanced formatting and merging publications with data
TRANSCRIPT
Microsoft Publisher 2010
Chapter 7
Advanced Formatting and Merging
Publications with Data
Advanced Formatting and Merging Publications with Data 2
• Edit the master page• Recolor and compress a graphic to create a
watermark• Explain character spacing techniques• Track and kern characters• Use the Measurement toolbar to edit character
spacing• Set a tab stop and enter tabbed text• Differentiate among tab styles
Objectives
Advanced Formatting and Merging Publications with Data 3
• Produce a form letter• Use the Mail Merge Wizard• Create and edit a data source• Incorporate grouped field codes• Select and filter records in a data source• Insert field codes and preview results• Print selected copies of merged publications
Objectives
Advanced Formatting and Merging Publications with Data 4
Project – Merging Form Letters and Ticket Numbers
Advanced Formatting and Merging Publications with Data 5
• Create watermarks on the master page• Identify the main document for the form letter• Create or specify the data source• Compose the main document for the form letter• Merge the main document with the data source
to create the form letters
General Project Guidelines
Advanced Formatting and Merging Publications with Data 6
• Click the Master Page button (View tab | Views group) to access the master page
Viewing the Master Page
Advanced Formatting and Merging Publications with Data 7
• With the picture selected, click the Recolor button (Picture Tools Format tab | Adjust group) to display the Recolor gallery
• Click the desired color
Recoloring a Picture
Advanced Formatting and Merging Publications with Data 8
• With the picture selected, click the Compress Pictures button (Picture Format Tools tab | Adjust group) to display the Compress Pictures dialog box
• Click the Desktop Printing option button to compress the picture for desktop printing
• If necessary, click the ‘Apply to all pictures in the publication’ option button
• Click the Compress button to begin the compressing process and to display a Microsoft Publisher dialog box
• Click the Yes button to confirm the compression
Compressing a Picture
Advanced Formatting and Merging Publications with Data 9
Compressing a Picture
Advanced Formatting and Merging Publications with Data 10
• Click the Close Master Page button (Master Page tab | Close group) to close the master page
Closing the Master Page
Advanced Formatting and Merging Publications with Data 11
• Click the Draw Text Box button (Home tab | Objects group) and then drag to draw a text box where you want to insert the text
• Type the desired text• Right-click the text to display the shortcut menu
and then click Best Fit• Press CTRL+E to center the text
Inserting Letterhead Information
Advanced Formatting and Merging Publications with Data 12
Inserting Letterhead Information
Advanced Formatting and Merging Publications with Data 13
• If necessary, click the text in the text box to position the insertion point
• Press CTRL+A to select all of the text• Click the Character Spacing button (Home tab |
Font group) to display the Character Spacing gallery
• Click the desired character spacing option
Tracking Characters
Advanced Formatting and Merging Publications with Data 14
Tracking Characters
Advanced Formatting and Merging Publications with Data 15
• Drag to select the characters to modify• Click the Object Size button on the status bar to
display the Measurement toolbar• Drag through the text in the Kerning box to select
it• Enter the desired measurement setting in the
Kerning box• Click outside the text box to deselect the text• Close the Measurement Toolbar
Kerning Character Pairs
Advanced Formatting and Merging Publications with Data 16
Kerning Character Pairs
Advanced Formatting and Merging Publications with Data 17
• Click the horizontal ruler at the 3.5“ mark to create a left tab stop
• If you want to change the tab type, click the tab selector until you see the tab type you want and then click the ruler at the tab stop location
Setting a Tab Stop
Advanced Formatting and Merging Publications with Data 18
• Press the TAB key to move the insertion point to the tab stop
• Type the desired text
Entering Tabbed Text
Advanced Formatting and Merging Publications with Data 19
• Click the Mail Merge button arrow (Mailings tab | Start group) to display the list
• Click Step by Step Mail Merge Wizard to display the Mail Merge task pane
• Click the ‘Type a new list’ option button to select it
• Click the ‘Next wizard step’ link at the bottom of the task pane to display the New Address List dialog box
Using the Mail Merge Wizard
Advanced Formatting and Merging Publications with Data 20
Using the Mail Merge Wizard
Advanced Formatting and Merging Publications with Data 21
• With the New Address List dialog box displayed, click the Customize Columns button to display the Customize Address List dialog box
Customizing Data Source Columns
Advanced Formatting and Merging Publications with Data 22
• With the New Address List dialog box displayed, if necessary, click the box in the first row, below the first heading
• Type the data for each field, pressing the TAB key after each value. Press the TAB key twice to leave a field empty
Entering Data in the Data Source File
Advanced Formatting and Merging Publications with Data 23
Entering Data in the Data Source File
Advanced Formatting and Merging Publications with Data 24
• Click the New Entry button to create a new row in the list and then enter the data
Creating New Entries in the Data Source
Advanced Formatting and Merging Publications with Data 25
• Click the OK button in the New Address List dialog box to display the Save Address List dialog box
• Type the desired file name in the File name text box
• Navigate to the desired save location• Click the Save button to save the file and to
display the Mail Merge Recipients dialog box• Click the OK button to close the dialog box
Saving the Data Source
Advanced Formatting and Merging Publications with Data 26
Saving the Data Source
Advanced Formatting and Merging Publications with Data 27
• Click the Address block link to display the Insert Address Block dialog box
Inserting Grouped Field Codes
Advanced Formatting and Merging Publications with Data 28
Inserting Grouped Field Codes
Advanced Formatting and Merging Publications with Data 29
• In the task pane, scroll in the list of recipient information to display the list of fields to add
• Click the desired field to insert the field code into the publication at the position of the insertion point
Inserting Individual Field Codes
Advanced Formatting and Merging Publications with Data 30
Inserting Individual Field Codes
Advanced Formatting and Merging Publications with Data 31
• Click the ‘Next wizard step’ link at the bottom of the Mail Merge task pane to display Step 3 of 3
Creating the Merged Publication
Advanced Formatting and Merging Publications with Data 32
• Click the Print Preview link to display the Print gallery in the Backstage view
• Click the Next Sheet button at the bottom of the gallery to display the next letter
• Click File on the Ribbon to return to the publication layout
Previewing the Form Letters
Advanced Formatting and Merging Publications with Data 33
Previewing the Form Letters
Advanced Formatting and Merging Publications with Data 34
• Click the Select Recipients button (Mailings tab | Start group) to display its list
• Click Use Existing List to open the Select Data Source dialog box
• Navigate to the location of the file to be opened• Double-click the file to be opened• If necessary, select the sheet containing the data in
the list of tables• Click the OK button to select the table and display the
Mail Merge Recipients dialog box
Selecting Recipients
Advanced Formatting and Merging Publications with Data 35
Selecting Recipients
Advanced Formatting and Merging Publications with Data 36
• Click the Filter link to display the Filter and Sort dialog box
• If necessary, click the Filter Records tab and then click the Field box arrow to display its list
• Enter the filter criteria• Click the OK button to accept the filter• Click the OK button to close the dialog box
Filtering Data
Advanced Formatting and Merging Publications with Data 37
Filtering Data
Advanced Formatting and Merging Publications with Data 38
• Click the Insert Merge Field button (Mailings tab | Write & Insert Fields group) to display the list of fields
• Click the desired field to insert the field code at the position of the insertion point
Inserting Merge Field Codes
Advanced Formatting and Merging Publications with Data 39
Inserting Merge Field Codes
Advanced Formatting and Merging Publications with Data 40
• Click the Preview Results button (Mailings tab | Preview Results group) to display the data in the publication, rather than the fields codes
Previewing Results
Advanced Formatting and Merging Publications with Data 41
• Click the Finish & Merge button (Mailings tab | Finish group) to display its list
• Click Merge to Printer to open the Print gallery in the Backstage view
• Select the desired options in the Print gallery
Printing a Page of Tickets
Advanced Formatting and Merging Publications with Data 42
Printing a Page of Tickets
Advanced Formatting and Merging Publications with Data 43
• Edit the master page• Recolor and compress a graphic to create a
watermark• Explain character spacing techniques• Track and kern characters• Use the Measurement toolbar to edit character
spacing• Set a tab stop and enter tabbed text• Differentiate among tab styles
Chapter Summary
Advanced Formatting and Merging Publications with Data 44
• Produce a form letter• Use the Mail Merge Wizard• Create and edit a data source• Incorporate grouped field codes• Select and filter records in a data source• Insert field codes and preview results• Print selected copies of merged publications
Chapter Summary
Chapter 7 Complete
Microsoft Publisher 2010