microsoft publisher 2010 chapter 7 advanced formatting and merging publications with data

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Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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Page 1: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Microsoft Publisher 2010

Chapter 7

Advanced Formatting and Merging

Publications with Data

Page 2: 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

Page 3: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 4: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 4

Project – Merging Form Letters and Ticket Numbers

Page 5: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 6: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 7: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 8: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 9: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 9

Compressing a Picture

Page 10: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 11: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 12: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 12

Inserting Letterhead Information

Page 13: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 14: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 14

Tracking Characters

Page 15: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 16: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 16

Kerning Character Pairs

Page 17: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 18: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 19: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 20: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 20

Using the Mail Merge Wizard

Page 21: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 22: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 23: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 23

Entering Data in the Data Source File

Page 24: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 25: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 26: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 26

Saving the Data Source

Page 27: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

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Advanced Formatting and Merging Publications with Data 28

Inserting Grouped Field Codes

Page 29: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 30: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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Inserting Individual Field Codes

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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

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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

Page 33: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 33

Previewing the Form Letters

Page 34: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 35: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 35

Selecting Recipients

Page 36: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 37: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 37

Filtering Data

Page 38: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with 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

Page 39: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 39

Inserting Merge Field Codes

Page 40: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 41: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 42: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Advanced Formatting and Merging Publications with Data 42

Printing a Page of Tickets

Page 43: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 44: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

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

Page 45: Microsoft Publisher 2010 Chapter 7 Advanced Formatting and Merging Publications with Data

Chapter 7 Complete

Microsoft Publisher 2010