Sams Teach Yourself Microsoft Publisher 2000 in 10 Minutes


Sams Teach Yourself Microsoft Publisher 2000 in 10 Minutes is the easiest way to learn the most important tasks that every user should know in Publisher 2000, the newest announced member of the Office 2000 family. Microsoft is opening up a whole new user base for the Publisher application. Users of Office who in the past have tried to force Word to perform complex desktop publishing tasks that it is not well suited to, will now have Publisher which is a much better tool for the job. Publisher's new standard ...
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Sams Teach Yourself Microsoft Publisher 2000 in 10 Minutes is the easiest way to learn the most important tasks that every user should know in Publisher 2000, the newest announced member of the Office 2000 family. Microsoft is opening up a whole new user base for the Publisher application. Users of Office who in the past have tried to force Word to perform complex desktop publishing tasks that it is not well suited to, will now have Publisher which is a much better tool for the job. Publisher's new standard Office interface will make it look more familiar and inviting to experienced Office users.
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Product Details

  • ISBN-13: 9780672315695
  • Publisher: Sams
  • Publication date: 5/6/1999
  • Series: Sams Teach Yourself Series
  • Edition number: 1
  • Pages: 212
  • Product dimensions: 5.57 (w) x 8.40 (h) x 0.51 (d)

Table of Contents

= Introduction.
The What and Why of Microsoft Publisher . Why Sams Teach Yourself Yourself Microsoft Publisher . 2000 in 10 Minutes? Installing Publisher . Conventions Used in This Book.

1. What's New in Publisher 2000.
Getting to Know Publisher. New Features in Publisher 2000.

2. Getting Started With Publisher.
Starting Publisher. Deciding How to Create a New Publication. Using Menus and Toolbars. Understanding Dialog Boxes. Exiting Publisher.

3. Creating A New Publication.
Planning Your Publication. Using the Publication Wizards. Saving Your Publication.

4. Using Design Sets And Templates.
Understanding the Publication Design Sets. Selecting the Design Set. Completing the Publication. Adding Your Own Design and Color Schemes.

5. Viewing Your Publications
Changing the Publication Display. Using the Zoom Feature. Scrolling in the Publication. Working with Rulers and Guide Lines.

6. Working With Existing Publications.
Opening an Existing Publication. Completing a Wizard-Based Publication. Adding Pages to a Publication. Saving a Revised Document Under a New Name. Closing a Publication.

7. Getting Help in Publisher.
Using the Office Assistant. Getting Help Without the Assistant. What's This? Getting HelpOnline.

8. Working With Publication Frames.
Inserting a Frame. Sizing a Frame. Moving a Frame. Copying a Frame. Grouping Frames. Arranging Frames in Layers.

9. Enhancing Frames With Borders And Colors.
Adding Borders to Frames. Changing Border Attributes. Using Fill Colors. Using Fill Effects. Applying Shading.

10. Changing How Text Looks.
Adding Text to Your Publications. Working with Fonts. Changing Font Attributes. Changing Font. Colors. Aligning Text in a Frame. Adding Text Mastheads. Connecting Text Frames.

11. Working With Graphics.
Inserting a Picture. Using Clip Art. Scaling Pictures. Cropping Pictures. Changing Picture Colors.

12. Adding Special Objects To Your Publications
Using the Design Gallery. Editing Design Gallery Objects. Inserting Objects from Other Applications. Inserting Video and Audio. Acquiring Images from Scanners and Other Sources.

13. Drawing Objects In Publisher.
Using the Drawing Tools. Formatting Drawing Objects. Rotating an Object. Drawing with Microsoft Draw.

14. Working With Line Spacing, Indents, And Lists.
Setting Line Spacing in a Text Frame. Indenting Text. Setting Tabs. Working with Numbered Lists. Adding Bullets to Your Text Lists.

15. Working With Publication Tables.
Inserting a Table. Sizing and Moving Tables. Sizing Table Columns and Rows. Adding Columns and Rows to the Table. Using Special Cell Formats. Filling Your Table with Information. Formatting the Table Automatically. Formatting the Table Manually.

16. Formatting Publication Pages.
Changing Page Margins. Adding Page Borders. Working in the Publication Background.

17. Fine-Tuning Publisher Publications.
Using the Spell Checker. Controlling Hyphenation in Text Frames. Using the Design Checker. Setting Up AutoCorrect.

18. Printing and Outputting Publisher Publications.
Previewing the Publication. Printing the Publication. Working with Print Options. Troubleshooting Printing Problems. Working with an Outside Print Service. Using Pack and Go.

19. Mass Mailing Publications.
Understanding the Mail Merge Feature. Building a Mailing List. Starting the Merge and Inserting Merge Codes. Completing the Merge.

20. Creating Publications on Special Paper.
Creating Trifold Brochures. Creating Business Cards. Creating Envelopes. Creating Mailing Labels.

What Is the World Wide Web? Creating a Web Site Using the Web Site Wizard. Converting an Existing Publication to a Web Site. Adding and Removing Hyperlinks. Viewing Your Web Site. Publishing Your Web Site.

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First Chapter

[Figures are not included in this sample chapter]

Sams Teach Yourself Microsoft Publisher 2000 in 10 Minutes
- 18 -
Printing and Outputting Publisher Publications

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:

1. Click the File menu, and then click Print. The Print dialog box appears (see Figure 18.1).
FIGURE 18.1  Select the page range to print in the Print dialog box.
2. If necessary, click the Name drop-down box, and select the printer you want to send the print job to.

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:

1. Click the File menu, and then click Print Setup. The Print Setup dialog box appears (see Figure 18.2).

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>

FIGURE 18.2  Set paper type and page orientation for the publication in the Print Setup dialog box.

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:

1. Click the File Menu, and then click Print.

2. In the Print dialog box, click Advanced Print Settings. The Print Settings dialog box appears (see Figure 18.3).

FIGURE 18.3  
Color Matching can help you get the colors you see on the screen to the printed page.

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:

1. Click the Help menu, and then click Print Troubleshooter.

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).

FIGURE 18.4   The Print Troubleshooter can help you fix printing problems.
3. A second, more specific level of help topics associated with your last selection appears. Click a selection to view the help associated with it (such as My text does not wrap correctly).

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:

1. Click the Tools menu on the Publisher toolbar, then select Commercial Printing Tools, and then click Color Printing. The Color Printing dialog box appears (see Figure 18.5).
FIGURE 18.5  Select the color system for your printing service to use.
2. In the Color Printing dialog box, click the radio button for the color scheme specified by the printing service that you use:
  • Composite RGB  This is the default color system and is used by most color printers you use at home or in the office. This is the setting to use if you print the publication yourself.
  • Process Colors  CMYK is a color system used by most commercial printers. It works particularly well on publications where color photos are included.
  • Spot Colors  For black and white publications that only use one or two additional colors to emphasize items on the pages, select spot colors.
3. If you select Spot Colors, click the Change Spot Color button to edit the spot color (the color other than black and white that appears in the publication).

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:

1. Click the Tools menu on the Publisher toolbar, then select Commercial Printing Tools, and then click Graphics Manager. The Graphics Manager dialog box opens.

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.

FIGURE 18.6  Select the first picture or clip art to save as a separate file.
3. In the Create Link dialog box, click the Create a file radio button.

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:

1. Click the File menu, then select Pack and Go, and then click Take to Another Computer. The Pack and Go Wizard appears.

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.

FIGURE 18.7  Select items to include in the Pack and Go file.
5. Click Finish to pack the publication onto a disk.

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.

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