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In this lesson, you learn to print your publications and ready them for outputby a commercial printing service.
When you work in Publisher, you are, in effect, always previewing the publicationas it will print. Publisher is a What You See Is What You Get (WYSIWYG) environment.This means that the placement of objects, frames, and other items appear in the Publisherwindow as they appear on the printed page.
CAUTION: Web Publications Are the Exception Web site pages you create in Publisher are meant to be viewed in a Web browser. Web pages viewed in the Publisher window and in the Internet Explorer window do differ slightly on the placement of objects and other items.
The best strategy for previewing your publication is to go from the general tothe specific. Zoom in and make sure that individual objects are correctly set upand that text boxes do not contain typos. When you zoom out on the publication, youcan check placement of objects, the overall d esign of the publication, and the useof color (for more about using the different views in Publisher, see Lesson 5, "ViewingYour Publications").
No matter how hard you work on the color and design parameters of your publication,the final judge of your skills is how the publication appears on the printed page.Publisher actually does a very good job printing both full-color and black and white(grayscale) publications. If you turn on Color Matching, as discussed in the nextsection of this lesson, you also greatly increase the matching of colors betweenyour monitor and printer.
To print your publication, follow these steps:
3. Set the page range of the printout if necessary.
4. Use the Number of copies click box to specify the number of copies.
5. Click OK to send the print job to the selected printer.
CAUTION: Print Quickly with the Print Button You can send your publication directly to the printer and bypass the Print dialog box. Click the Print button on the toolbar.
Your publication prints. If you have problems with the printout or don't likethe way it looks, you can work with the various print options to enhanc e the finalprintout (discussed in the next section). If you still have problems with the printjob, you can use the Print Troubleshooter (see the section "TroubleshootingPrinting Problems" in this lesson) to try to solve any printing problems.
You can also set a number of different print options before sending the printjob to the printer. These options range from such settings as the paper type thatis used for the printout and the orientation of the printout (Portrait or Landscape)to more advanced settings, such as Color Matching. Unfortunately, not all these settingsare contained in one specific dialog box, so you have to hunt around a little beforeyou find all the print options available.
The paper type and page orientation for the printout are set in the Print Setupdialog box. This dialog box looks very much like the Print dialog box. However, evenafter you set options in the Print Setup dialog box, you still have to return tothe Print dialog box to actually print the publication.
To set options in the Print Setup dialog box, follow these steps:
2. If necessary, click the Name drop-down box, and select the printer you want to send the print job to.
3. Click the Paper Size drop-down box to select any special paper types you might print to.
4. Click either the Portrait or Landscape option button to select the orientation for the printout.
5. Click OK to close the dialog box.</ P>
CAUTION: Wizard-Created Publications Have Their Own Print Setup Options If you create a publication using one of the wizards, options such as page orientation and special paper type are set automatically. In most cases, you should not change the Print Setup options for a wizard-created publication.
After you select the various options in the Print Setup dialog box, you can printthe publication.
As you ready a publication for printing, make sure that the colors that are actuallyprinted by the printer are the same as (or at least very close to) the colors thatyou saw on your monitor as you designed the publication. To aid the printer in matchingthe colors on the computer monitor, you can turn on the Color Matching feature.
To set up the Color Matching feature, follow these steps:
2. In the Print dialog box, click Advanced Print Settings. The Print Settings dialog box appears (see Figure 18.3).
3. Click the Improve screen and printer color matching check box.
4. Click OK to close the dialog box.
5. You can send the publication to the printer by clicking OK or click Cancel t o close the Print dialog box without printing.
Even if you do turn on the Color Matching feature, you might find that some colorsstill do not print the same as they appear on your monitor. You can have Publishermark these colors for you in the color palette, so that you can avoid using themin future publications. Colors that do not match are typically a result of your printer'sinability to properly create that color.
Select any object on the page, then click Format, select to Fill Color, and thenclick More Colors. Click the Mark colors that will not print well on my printer checkbox.
Colors that do not print well are now displayed with an X in the color palette.For instance, on a black and white printer, all the colors on the palette exceptfor white and black are marked with an X.
Although Publisher makes it fairly simple for you to print your publications toa printer attached to your computer, you might find that upon occasion you have aproblem. Your text might not look right, a portion of a picture might be cut off,or the printer might not print the publication at all. When you run into printingproblems, you can call on the Print Troubleshooter, which provides you with adviceon how you might overcome a particular printing problem.
To use the Print Troubleshooter, follow these steps:
2. The Help window appears on the desktop (see Figure 18.4). Click one of the print troubleshooting topics in the Help window (for example, click My text or fonts do not look right).
4. Help is provided to specifically remedy the problem you selected. When you finish reading the remedy for the problem, click the Close button to close the Help window.
If a particular solution provided by the Print Troubleshooter does not alleviateyour current problem, you might want to open the Troubleshooter again and try a differentsolution. If you can't print at all, you might want to make sure your printer isturned on, plugged in, and securely attached to your computer via a printer cable.Physical connections are often the culprit when you can not print at all.
In some cases, you might design a publication that you don't print on your ownprinter. For instance, you create a flyer or a business card, and you want to havethe publication placed on special papers using high quality inks that only a commercialprinter can provide. You can use the commercial printing tools in Publisher to readyany publication for printing by a professional printer.
Two of the most important aspects of readying a publication for outside printingare to select the appropriate color scheme (so that it matches the one used by theprinter) and to save embedded pictures and graphics as separate files that are linkedto your publication. This is a necessity if you use a professional printer.
The color scheme that you select for your publication is determined by the printservice. All you have to do is use the Color Printing dialog box to specify the particularcolor scheme.
To set the color scheme for your publication, follow these steps:
4. In the Choose Spot Color dialog box, use the drop-down lists to choose Spot color 1 and Spot color 2 (if one exists) that are to be used on the publication.
5. Click OK to return to the Color Printing dialog box.
6. After you select your color scheme, click OK to close the dialog box.
When you place your pictures and clip art on a publication page, you are makingthat image part of the page. When you have a publication printed by a commercialservice, you typically have to provide the pictures and clip art images as separatefiles that are linked to the publication rather than placed in it. The CommercialPrinting Tools provide a Graphics Manager that enables you to convert your publicationobjects to linked objects before you take the publication to a printing service.
To create separate graphics files for your publication, follow these steps:
2. In the Graphics Manager, click the first picture or clip art item in your publication (see Figure 18.6), and then click Create Link. The Create Link dialog box appears.
4. Click OK to create the linked file. The Save As dialog box appears.
5. Click Save in the Save As dialog box, and the linked file is created (you can go with the default file name for the object).
6. Repeat the preceding steps to create other links as needed for your graphics files.
7. When you finish creating files for all the graphics, click the Close button.
A publication that is jampacked with pictures, text frames, and various designelements constitutes a file that is a pretty good size. In many cases, the publicationmight be too large to fit on a diskette. However, you can compress your publicationsusing Pack and Go. This makes it easy for you to take your publication to anothercomputer or take it to a commercial printer.
To pack a presentation, follow these steps:
2. Click Next to start the Pack and Go Wizard.
3. To pack the publication to a disk, click Next (or specify another drive on your computer, and then click Next).
4. To embed the fonts and pictures in the publication in the Pack and Go file, click the appropriate check boxes (see Figure 18.7), and then click Next.
If the packed publication does not fit on one diskette, the Pack and Go Wizardprompts you to place additional diskettes in your floppy disk drive.
A copy of Unpack.exe is also placed on the diskette (or diskettes) that holdsyour packed presentation. You can use this program to unpack your publication onanother computer.
To unpack a packed file, place the diskette in the other computer, and then clickStart and Run. In the Run box, type a:\unpack.exe. You are prompted for adestination folder for the unpacking of your publication; specify the folder, andthen click OK.
In this lesson, you learned to print your publications. You also learned to setprint options and ready your publication for printing by an printing service. Inthe next lesson, you will learn how to create publications for mass mailings usingthe Publisher merge feature.