cgs-publisher

Using Publisher 2016

Quick Tour of Publisher In this clip, I'd like to give you a quick tour of Microsoft Publisher. Across the top you have what's called the tab and ribbon interface, including the File tab, Home tab, Insert, Page Design, Mailings, Review, and View. Let's start with the File tab. Within the File tab we have what's called Backstage, and this is where you can view the information about your application and the files you're working on, as well as create new files, open, use the save functions, print, share, and export your files. At the bottom of the menu on the left, you can also change your account information and any options that you might prefer to change within Publisher. To return back to your publication, go ahead and click the left facing arrow. The tabs in Microsoft Office programs expose the different tools for the different functions of those applications. For instance, on the Home tab, these are the functions that you would use most often. There are many buttons on each one of the ribbons, but they're broken down into functional groups to help you find things a little more easily. For example, let's go to the Insert tab. Notice the groups are Pages, Tables, Illustrations, Building Blocks, Text, Links, or Headers & Footers. This makes it a little bit easier. If you wanted to insert a picture, for instance, it's much easier to select one of the four buttons in the Illustrations group than look at all of the buttons on the ribbon. Let's look at Page Design. Under Page Design we can see Template, Page Setup, Layout, Pages, color Schemes, and your Page Background. In the upper left-hand corner, you have what's called the Quick Access Toolbar. As the name implies, the Quick Access Toolbar gives you quick access to the things that you use most often. Personally, I don't like the toolbar kind of tucked up there in the corner. Let me show you a little trick. If you click the drop-down arrow at the end of Quick Access Toolbar, and then choose the option Show Below the Ribbon, it brings the toolbar below the ribbon now, and more accessible. By default there's a Save, Undo, and Redo button on the Quick Access Toolbar. However, any button on the ribbon can be quickly added to the Quick Access Toolbar simply by right-clicking it and selecting Add to Quick Access Toolbar. Notice now the Margins icon now appears on my Quick Access Toolbar. Another little tip for you, there are a lot of buttons that do not appear on any ribbon anywhere. They may be buried in a menu or an option somewhere else in Publisher. If some of those other functions will be helpful for you to have more accessible, go ahead and click the drop-down again on the Quick Access Toolbar and select More Commands. And from here you can add as many commands as you like. The Popular Commands show by default. However, there's a very handy little list called Commands Not in the Ribbon. Now isn't that helpful? These are the buttons, no matter how far and wide you look in the applications, you will not fine them on any ribbon anywhere. So things like, Nudge Down, Nudge Left, Up, or Right help you to move things around a little bit easier. One of my favorites is the AutoCorrect Options. To add a command to the Quick Access Toolbar from here, select the option, and then click Add. And it appears on the right-hand side. If you decide you'd like to change the order, go ahead and click the arrows up and down to reorder them. And then when you're done, go ahead and click OK. Notice now that the AutoCorrect Options button appears on my toolbar. Hopefully this helps you to kind of get around within the interface of Microsoft Publisher. Other items that you might need to know about within Publisher are the rulers that are at the top and the left-hand side of the page, as well as the zoom bar in the lower right-hand corner. The zoom bar allows you to zoom in and out so you can see more or less of your publication. This can be very helpful if you're working on very intricate layouts. To change the zoom, you can click the plus or minus, (Working) or you can slide the bar in or out. Depending on how much of the page you can see, your scrollbars might activate, and you can scroll up and down using those as well either by sliding them (Working) or you can click in the spaces above or below, left or right of the scrollbars. (Working) You can also quickly see the whole page by clicking the button in the lower right-hand corner. Thank you for watching, and I'll see you in the next clip.

Adding Organizational Information In this clip, I'd like to show you how to add the standard information about your organization so that it will be easy to use and insert into your publications. To view your business or organizational information, click the File tab, and then choose Edit Business Information. From here you can see there's some generic business information already included in your profile when we installed Microsoft Publisher. To add to your organizational information, click New, and then add the information about your organization into the fields provided. Once you've added the information, you can also add a logo. Select the logo from your computer, and then click Insert. Finally, give your Business Information set a name (Working) and click Save. To add the Business Information to your current publication, click Update Publication. And notice that my Business Information is currently updated. Let me give you a little tip. From here we can add multiple Business Information sets. So if you happen to create publications for more than one organization, it might behoove you to create those ahead time so you can access them easily. If you ever need to edit or delete a Business Information set, you can use the Edit and Delete buttons provided. To return to the publication, click the back arrow. Thank you for watching, and I'll see you in the next clip.

Creating a Publication Using a Template In this clip, I'd like to show you how to create a publication from a template. Microsoft has provided literally thousands of templates that you can use to start your publication with. To access those, first click the File tab, and then select New. From here you can see a preview of blank presentations and also some starter ones as well. You can scroll through there and see some of the options that are available. You can see here there are baby photo albums, thank you cards, address labels, newsletters, all kinds of things. But these are certainly not the only ones available. If you have a really good idea of what you're looking for, you can search online for a template. In our example, we're going to create a newsletter, so I'm going to type newsletter in the search box. And then you can either press the Enter key or click the search button. Notice that it says it's searching thousands of templates. Literally, there are thousands of them out there. Anything you can think of, personal, professional, all kinds of things available here. On the right-hand side you'll see a refiner pane with some categories that lets you narrow down the search results. So from here I could choose something like Business, Media, Education, or if I see one that I like, I can go ahead and select it. If one looks interesting to you, but you're not quite sure, you can actually select it, and there's more information about the newsletter and also some images that you can scroll through for a better preview. If you decide this is the template for you, go ahead and click the Create button. (Working) And now I have a really good starting point for creating my publication. On the left-hand side you'll see the Pages pane, and this allows you to navigate very easily between the pages of your publication. Notice that it took a little bit of time for those preview images to pop in. To navigate to another page, go ahead and select it in the Pages pane. This is a four page layout newsletter, which means it's probably going to be an 11x17 piece of paper folded in half. So, for example, this would be the centerfold layout. We can now use this layout to create our own newsletter template, adding whatever information and graphics that would be appropriate. Thank you for watching, and I'll see you in the next clip.

Saving a Publication In this clip, I'd like to show you how to save your publication. Now something that people ask me all the time is how often should I save my file? And my response to that is always how often do you want to go back and redo everything you just did? So saving your file is very important, and you don't want to get too far into creating your publication before you save it. Notice at the top of the window it says Publication6. This tells me I have not saved this file yet because it auto numbers my publications as I create them. To save your file for the first time, go ahead and click the File tab, and then choose the option for Save. Because this is the first time that I've saved my file, it's prompting me to Save As because it's going to ask me where I want to store it and what I want to name it. I have a couple of options here. I have OneDrive, I have my Sites within SharePoint, and then I also have this local computer. If you have a Microsoft account, you have access to OneDrive, and if you'd like to be able to access your files from any device anywhere anytime, that might be a good option for you. So let's explore these different options. First of all, a typical place we might save our file is on this particular computer. To save it on the computer, click This PC. The recent folders that you've accessed will appear on the right-hand side, or you can use the Browse option to search somewhere else. Let's save this in our Documents folder. And then click Save. The name at the top of the screen now says Newsletter.pub. Pub is the extension for a publisher file. Saving it onto your local computer is a good idea if you're just going to work on it yourself or if you're going to work on it from this particular device. But keep in mind if this device dies, so does your file, so it might be a better idea to keep it in a network location or someplace like OneDrive. To save it in OneDrive, go ahead and click the File tab, and then choose Save As, and then select one of your OneDrive locations. From here I'm going to choose the OneDrive for Business account that I have associated with my company. And then select the folder. My OneDrive file locations appears on the browser, and I'm going to select the Publications folder and save the file. (Working) The file is now accessible to me in the cloud using my Office 365 account. If your company also uses SharePoint, that might be another option for you. It's important to choose a location to save your files where you have access to them later, as well as having a backup if you need it. Thank you for watching, and I'll see you in the next clip.

Opening an Existing Publication In this clip, I'd like to show you how to open an existing presentation. As you're creating publications, you may need to close them and come back and work on them later. To open an existing publication, click the File tab, and then select the Open option. On the right-hand side you should see some of the recent files that you've been working on. For instance, it looks like I've been working on a couple of Newsletters and then some ThankYou Cards. To open the file, go ahead and click Newsletter, (Working) and then you can work on the file as needed. Let me give you a couple of tips on opening files as well. Let's go back to the File tab, and then again Open. As you build a list of documents that you're working on, the most recent will appear here. But there may be some that you come back to most often, and you don't want them to disappear from your Recent list. If you hover over one of the files, and then on the right-hand side you should see a little pin. That will actually pin that document to your Recent files. We now have that Newsletter pinned and easily accessible to us. Another little trick that you might like to know about it, if you hover over a file, it will display the file path to where you saved it. If you right-click on the file, you have the option to copy the path to the clipboard. And then you can send that file path to somebody else, or you can access it using Windows Explorer. To return to your file, click the back arrow. From here we can continue to edit and work on our publication as needed. Thank you for watching, and I'll see you in the next clip.

Editing Tips and Tricks Changing the Color and Font Scheme In this clip, I'd like to show you how to update your font and color schemes within your publication. This particular publication was created from a template, and it had specific font and color schemes applied to it. Maybe I like the layout, but not particularly the fonts that they used. To change the font and color schemes, go ahead and click the Page Design tab. And then from here we might be able to pick a color scheme that coincides a little bit better with our organization. For example, maybe our logo is more blue than green. To preview what that color might look like, go ahead and hover over the option in the Schemes box. And notice that the page is updated with that color scheme. You also might want to preview how it looks on different pages. And again, I see an example. Although, it looks like there's only about 16 color schemes available, click the drop-down, and you see that there are many more. Maybe Sapphire is a better choice for us. I kind of like that, so we'll keep that one. Let's look at the fonts as well. The headlines here are using a specific font. Let's look and see what that is. (Working) It looks like Arial 22. Let's look at some other options. Again, go to the Page Design tab, and then select the Fonts options in the Schemes group. Again, we can preview these before we update our file. Each one of these font schemes is based on publication standards, so all of the fonts that are grouped together really coordinate and look nice. This kind of makes it brainless for us; I like it. Go ahead and preview a few of them. (Working) Select the one that you like, and then your entire publication has now been updated to use that font scheme. Using the color and the font schemes makes it very easy to update our files and make it look consistent from page to page. Thank you for watching, and I'll see you in the next clip.

Working with Placeholders and the Scratch Area In this clip, I'd like to show you how to use placeholders in the scratch area in Microsoft Publisher. In previous clips we downloaded and customized this tablet so we can create a newsletter for our clients. We want to let them know that Microsoft Office 2016 training is coming and share with them all the benefits of Office 2016. This template is going to give us a really clean professional look, and we don't have to start from scratch. So from here we need to add our own content to this newsletter template. Templates are created and already contain a series of what we call placeholders. Placeholders are objects within your publication that you can add content to later. Let's see what type of placeholders we already have here in our template. The easiest way to see them is to actually use the keyboard shortcut Ctrl+A. And you can see that the placeholders are highlighted on the page. Some of them are already populated with sample information, and we're going to replace that with our own. Placeholders hold different types of information, for example, text, pictures, tables, and shapes. And we have a representation of some of those things here. When you select an object on a page, your ribbon will update with some contextual tabs to help you further customize the content there. Let's look at the logo placeholder. With that placeholder selected, we now have Picture Tools available on the ribbon. And from here I can do all the cool things with pictures, like color corrections, picture styles, add borders, things like that. Let's select a text placeholder. By clicking inside the text placeholder, I can format my text and even do some paragraph formatting. If we select the edge of the placeholder, we get a few different options. Notice now the border and the rotation tool on the placeholder. Publisher now sees this as an object, and we have options for things like shape styles, fills, and outlines. The Text Box Tools tab looks a little bit different now. Only two of the buttons are lit up that let us decide how we want to divide our text into columns and what types of margins we want to provide within the text box itself. In addition to the placeholders that are already there, you have this whole area outside the page called the scratch area, and this is where you can add the building blocks of your publication until you're ready to use them. It's a really great tool to use if you're not sure how much content you have, how you want to lay it out, and you can kind of gather all of the contents before you actually put it into your publication. You can create your own placeholders and place them here if you'd like. We do that on the Home tab. And in the Objects group I have an option to add placeholders for text boxes, pictures, tables, and shapes. So, for instance, if I have some text that I would like to include on the page, but I'm not sure how much space it's going to take up, I'm going to add a text box onto the scratch area. And then paste the text into the box. This gives me a really good idea of how much text is there and how much space it's going to take up on my page. If I have images that I know that I would like to add, but I'm not really sure how I'm going to lay them out, I can also put those on the scratch area. From here, let's put in a Picture Placeholder. It placed it in the middle of the page. I don't really want it there. I'd like it out on the scratch area, so I'm going to move it. (Working) I know later on I want to place an Office 2016 logo, so let's go see if there's something available on the web. In the new versions of Office there's no need to start a browser window and all of that. We can actually add a picture right from the placeholder. And from here I can choose a file or do a Bing image search. (Working) Notice the message at the bottom that says these results are tagged with Creative Commons licenses, meaning that they're free for people to use. This is something you need to pay attention to if you're adding images so that you're not violating any copyright laws. Let's scroll through and see if there's an option here. I think I like this basic logo over here. (Working) After selecting the object, click Insert. And now the picture is waiting in the placeholder for me to add later. One other way that you can easily add content to the scratch area is to drag and drop it onto the scratch area. I'm going to doc the window to the left using the keyboard shortcut Window+left arrow. On the right-hand side I would like to display my Images folder that I've been working with. And here are the other images that I know I'm going to add to this newsletter later. To make it easy to access them later, I'm just going to select them and drag and drop them onto the scratch area. (Working) All of the images have been added, but they're kind of stacked on top of each other. (Working) I'll just leave those images, and we'll play with those later. As you're creating your publications, I think you'll find that placeholders and the scratch area will be very useful tools for you. Thank you for watching, and I'll see you in the next clip.

Editing Tips and Tricks In this clip, I'd like to share with you some editing basics and some tips and tricks I think are going to make your life a little bit easier. Most of us know how to copy and paste, delete, undo, and those are the typical topics we would talk about here. There's some little trick to the trade I think you're going to find useful as you're copying and pasting information from other places and assembling your publication. Let's start with the text boxes. For example, the title on this template is Trader News. The title of our publication needs to be News Clips. First I'm going to click inside the text box, and you'll notice that it placed the cursor exactly where I clicked. And from here I can delete or backspace to remove the text if I need to. But if you double-click on the word, it selects the entire word. And because it is selected, if I were to start typing, it would replace the text that's there. To undo my changes, you can always use the Undo. The shortcut for that is Ctrl+Z. Here's another trick. If you'd like to select an entire block of text, triple-click in the middle of the text, and that selects all of the text so you can format it if you'd like. With the press of Delete or backspace, all that text would be gone, or you can just start typing, and it will replace the text that is there. Here's another little trick for you. I have some text that I have in a Word document. I'm going to doc the screens side-by-side so you can see what I'm doing here. The text in this Word document already has some formatting applied to it, and it's inconsistent. If you look at the text, there are different fonts, and there are different colors, and there are different sizes. When bringing text from other sources into your publication, sometimes the formatting can conflict with each other. Let's select all the text that's in the Word document, and then we'll choose Copy on the ribbon. The Clipboard works between the applications. So let's maximize the Publisher window again, and then paste it onto the scratch area. Notice how the formatting came with it, and this may or may not be a good thing. It's also too much text for the size of the text box, and you can tell by the little … indicator on the right-hand side. To easily remove all of the formatting and start with raw text from here, select all the text (Working) keeping in mind that the text may go beyond the border of the box. The safer option is to use the Ctrl+A shortcut, and that makes sure I captured everything within that text box, whether I can see it or not. And from here I'm just going to remove the formatting. In the Font group of the ribbon, select Clear Formatting, and now I have just raw text available for me to add to my newsletter. We're going to zoom in and play with this text later. One more little tip. If you already have a placeholder on the page, and then paste the text into it, you may have a different option. (Working) I'm just going to paste the same text here. And notice at the bottom there is a Paste Options box. The Paste Options box gives you four options for that text: to Paste it just like I did, to Keep the Source Formatting so that all of the original formatting and fonts are still intact, to Use the Destination Styles so that it will match the styles that are contained within my current publication, or to Keep Text Only. And keeping text only accomplishes the same thing as the remove formatting. Here is that same text box with all of the formatting removed. And there was enough text in that text box that it added a couple of pages to my document. Notice on the left-hand side we're now on Page 6, so we're going to go back and fix that later.

Working with Text Boxes In this clip, I'd like to show you how to work with text boxes. Text boxes does not only provide information, but they also add visual interest to your publications. The Newsletter template that we selected earlier has some placeholder text there, but I would like to replace it with the text for our publication. In a previous clip, we created a placeholder and put some text there that we planned on using later. Let's select that text, (Working) and let's place that text on the Clipboard. (Working) By selecting the text in an existing text box, we can delete the text and replace it with our own. This is raw text, and it obviously needs some formatting applied to it. Formatting can be applied in many ways, but your best option is actually to use the styles that are available in the Styles options. (Working) Styles allow you to add consistent formatting throughout your entire document so you don't have to remember which font, which size, which color that you may have added to previous text entries. When you're adding styles, think of an outline where you have topics and subtopics. You kind of create a hierarchy, and the same thing is true here. Heading 1 are your main headlines, Heading 2 would be a subtopic, and so on. (Working) Basic text is formatted using the Normal style. (Working) Let's select the rest of the text and convert it to Normal. A little trick, if you use Ctrl+Shift+ the End key, not the letter N, but the End key, it will select everything from that point to the end of the text box. That way you ensure that you've selected everything from that point on. Let's apply the Normal style here. To complete the formatting, you can go ahead and select the styles as appropriate. Notice how nice that looks. If there is too much text within the text box, you're going to see a little ellipses button …, which lets you know there's too much text, and either you need to reduce the amount of text that's in the box or actually split it into another box, and we'll play with that here in just a moment. (Working) By removing that extra line, it now all fits in the same text box, and we're all good. Don't forget the Format Painter because the Format Painter can be helpful too. Select your text, choose the Format Painter, and then select the text that you would like to apply that style to. If you don't like a particular style, remember you can always go back to the Page Design and choose a different font scheme. When you use the out-of-the-box styles, it allows you to change the formatting of your document very easily. Let's choose a different font format because I'm not really fond of the one that's here. (Working) And that seems to fit a little bit better. Next I'd like to show you how to work with text when it's too much for the text box. We're going to come back to this one in another clip. For this we're going to go over to Page 2, and let's resize the page so we can see the entire page. All of the text that I'd like to add here I previously added to the scratch area. It's in this text box here. I'm going to select all the text there, come back over here, and add it to this text box again using Ctrl+A and pasting that. Notice that it's obviously way too much text for that tiny little box. You have a couple of options here. I'm going to delete this other text box that's sitting here and show you a trick. If you click the ellipses button, it gives you a little cup. Basically, my cup runneth over. It's way too big, and it needs a new place to place the text that doesn't fit. Place that icon where you would like the new text box to be created, and click, and it creates an overflow text box. It also creates a way to navigate between those two text boxes. If you're managing a large publication, keeping track of where the text is flowing can be a little frustrating. These little arrows that appear on the text box allow you navigate back and forth between what we call linked text boxes. Clicking here takes me back to the previous one. Clicking here takes me to the next one. And notice the text box still is not big enough to hold all of the text that's there. Let's resize it right in line with the picture. Notice the little blue dotted line that appears letting me know that I'm lined up with the right-hand side of the picture. And now all of my text fits, but it's still not formatted, so let's see what happens from there. Alright, we have some formatting applied. Let's look at another option that we have with text boxes. The text is kind of spread out and doesn't look very well. From the Text Box Tools chose Format, and then choose Columns. And this allows you to split your text box into two columns or more. And by resizing the box, (Working) you can make it fit a little bit better. Now obviously I need to continue to format my text, but hopefully this gets you started on how you might work with your text boxes. Thank you for watching, and I'll see you in the next clip.

Working with Pictures In this clip, I'd like to show you how to work with pictures in Microsoft Publisher. We talked about placeholders, and we added some images to our scratch area. We now need to use those pictures to start assembling our newsletter. Included in the template was a placeholder for our logo. If the placeholder is already there, you could delete it and replace it with another picture. But let me show you another trick for that. If you right-click on the placeholder, there's an option in the Context menu that says Change Picture. From here you can browse to a file, locate a picture, and import it into your file. (Working) I'd like to insert our cliptraining_Logo. (Working) And notice that the placeholder has been moved to the scratch area, so it didn't delete the original picture because it might be something I'd want to use later. Let's zoom back in. The cliptraining_Logo is way too small; I need to resize it. The handles on the edges of the logo will let me resize the image. However, when you're resizing pictures, it's very common to stretch them or squish them because they're out of proportion from the original file. If you hold the Shift key down, as you're dragging the handles, it will resize the picture in proportion. (Working) And notice as I drag the handle, even up, over, down, in crazy ways, it never lets me drag the picture out of proportion. Let's see how that looks. (Working) Now we need to add some of the pictures that are in our scratch area. Earlier we gathered this Office logo, so let's drag that onto our publication. Notice as you drag the picture the blue lines that pop up. Those tell you how you are aligned with the content that's already on the page. (Working) The alignment may be to the edges of other objects, the edges of the text, the margins, or even the center of a specific item. And notice how the text wraps around the logo. From here you can resize the text to make it look a little bit better. I'm not really happy the way it aligned my subtitle with the bottom of the picture, so I'm going to resize that, again, using the Shift key and dragging the handle. (Working) That looks a little bit better. Let's go to Page 2 and zoom out. (Working) Notice that all of the items that were in the scratch area are following me throughout the document. I don't have to keep going back to Page 1 or put them on a specific page in the scratch area. I'm going to delete this picture, and let's add this one. (Working) Again, not quite the right size. And maybe I'd like to add a little bit of visual interest to this picture. When you have a picture selected, the contextual tab for the Picture Tools appears. Feel free to customize the picture to your liking using some of the picture styles, borders, recoloring, all the fun tools that are here. (Working) Notice as I mouse over it updates the picture so I can get a preview of what it's going to look like before I actually apply. (Working) When you're creating a publication, it's like a big puzzle, and all the pieces have to go in the right place. Having a balance of text, pictures, and white space is what's going to make your publication visually appealing. Thank you for watching, and I'll see you in the next clip.

Inserting Pages In this clip, I'd like to show you how to manage your pages in Microsoft Publisher. We've been building this newsletter, and as you can see from the page layout on the left-hand side, we have four pages, two single pages and what's considered to be the center spread. In order to help you understand about the pages, let's go to Pages 2 and 3. Notice the ruler at the top. The layout of this publication is intended to be printed on an 11x17 piece of paper and folded in half. You need to keep this in mind as you're adding or deleting pages to your publication because sometimes you can't just add one or two pages. If we were to add one page to this, we'd have one little orphan page that would be sitting in-between. To respect the layout of the publication, in order to add one page, we'd actually need to add four, unless you intended it to be an insert in the middle of your publication. So let's look at adding pages. To add a page, right-click on the pages on the left-hand side, and choose Insert Page or Insert Duplicate Page. You can insert one page before or after, or you can duplicate the layout that you currently have. If you choose Duplicate Page, you'll be left with another option: Insert duplicate of both pages, Insert a duplicate of just the left page, or Insert a duplicate of just the right page. Now we have a new page spread that's completely duplicated from the previous one. So if we want to reuse the same layout, we can. If you'd like to be able to shuffle the content around a little bit, you can also insert one page at a time. To insert a single page, right-click the page where you'd like to insert the page, and choose Insert Page. The default number is 2; however, I would like to insert one page so that Page 2 moves to Page 3, Page 3 moves to Page 4, and so on. I then have the options to insert that page Before the current page, After that current, and whether I want blank pages or not. The warning appears reminding me that I'm working in a two-page spread, and this is going to make the pages uneven. I'm going to add another page at the end, so I'm going to go ahead and click OK here. And notice now that Page 2 is blank, Page 2 is now Page 3, Page 3 is now Page 4, and so on. I'm going to insert one more blank page before Page 7. (Working) Again, one page. This time I'm going to place it between the two pages because it has Pages 6 and 7 selected. And again, choose Insert blank pages. The warning appears again. We're going to click OK. Again I have an eight page spread, so this should keep it even for everything. If you choose a template that has too many pages, you can always right-click and delete the page, but keep in mind the same principle applies. You should always insert and delete pages in the right increment so that it maintains the integrity of the layout of the document. Thank you for watching, and I'll see you in the next clip.

Renaming a Page In this clip, we'll show you how to rename your pages in your Publisher files. Notice in the Pages pane they're numbered 1-8, and you get a little thumbnail of what the page looks like. As your files get very large, sometimes the numbers aren't really helpful, and it'd be nice to know what content was on that particular page. For example, let's look at Pages 6 and 7. When I hover over the pages in the Pages pane, it says Page 6 and Page 7. Page 7 is an informational page about clip-training. That might be more helpful to me than having a little thumbnail that I can't really see in the Pages pane. To rename the page, right-click on the page, and choose Rename. In a two-page spread, you'll be able to rename the left and the right page. The left page content is still up in the air, but the right page I want to rename to be Why ClipTraining. (Working) And then click OK. Let's rename Page 8 to be the Back Cover. (Working) And notice here it only prompts me to rename the one page because this is a single page layout. Then click OK. Now when we hover over the pages in the Pages pane, we should see the page name instead of the numbers. Here it says Page 6 and Why ClipTraining, and this one says Back Cover. By renaming the pages, it might be easier to identify the content on those pages without having actually to navigate to them. Thank you for watching, and I'll see you in the next clip.

Working with Shapes In this clip, I'd like to show you how to add illustrations to your publications. Previously we talked about adding images, but there are many other elements available that can add visual interest to your pages. In this particular clip, I'd just like to use a blank page and kind of play for a little bit and show you what some of those options are. Let's go to Page 2. Most of the illustrations are on the Insert tab, and from here you have options for Pictures, Online Pictures, Shapes, Building Blocks, Texts, Links, and Headers & Footers. In this one I'd like to focus on Shapes. There are many shapes available here. By using Shapes, you can call attention to different elements within your publications. Something as simple as a circle, or a star, or an arrow can draw the reader's eye to something specific. Although they initially look a little bit boring, you can customize these little clip arts, and they can be really fun. For instance, let's choose the star. Once you've selected the shape you'd like to place on the page, you're going to get a crosshair, and that allows you to draw that item. There are a couple of tricks to this. You can just draw it. Starting in the upper left-hand corner, just click and drag the mouse, and it draws your shape. But notice how it looks a little bit skewed. I'm going to try that again. This time I'm going to hold the Shift key. (Working) Now by holding the Shift key down, and then clicking and dragging, you will draw a proportional shape. So I can move my cursor all over the place, and no matter where I move it, it will always be a perfect five- point star. Now by default it's picking up the theme colors from my publication, but I can customize this as needed. With the shape selected, the Drawing Tools contextual tab appears. From here I can customize the look and feel of the shape using the border, the fill, and the outlines, and different shape effects. Let's look at some of those. So from here notice I have a single border, a double border, a little dashed border, and even some things that kind of have a glass effect to them. The colors that appear here are the ones that coordinate with the theme you have selected. So if you're looking for red, or yellow, or something like that, you may have to look a little bit deeper. Notice now how my star has a little bit of a 3D effect to it. If you'd like to preview what they look like, you may want to move the star out of the way so you can look at a preview first. (Working) And now I should get a better look at the preview style. There we go. Cool stuff. Shape fills can be customized however you like them. One of my favorite tools in here is the eyedropper because you can actually pull sample colors from other objects within your publication. For instance, the red that's on this picture over here. It'd be kind of nice to add a little balance to my page layout, and I'm noticing there's red in two of the images on the right-hand side. So by choosing the eyedropper, you can pick up any color on the page and apply it to your shape. And now that's the exact same red. The Shape Effects option lets you add shadows, reflection, glows. And again, if you mouse over them, you'll start to see a preview of what they look like. (Working) And decide what you like before you actually apply it, reflections, a glow effect, soften the edges, a little bit of a bevel, and then you can actually rotate using the 3-D Rotation. So play with those tools and see what you come up with. Thank you for watching, and I'll see you in the next clip.

Adding WordArt In this clip, I'd like to show you how to use WordArt in Microsoft Publisher. First, click the Insert tab on the ribbon, and then choose WordArt. Notice the gallery appears. It gives us some Plain WordArt Styles, and then some WordArt Transformation Styles. Let's start with one of the Plain Styles. The first thing it's going to ask us is what our text is going to be. I'd like to add a banner for our monthly specials, so I'll type that here. (Working) From here I can change the font, the size of the text, and whether I would like it to be bold or italicized. Let's just stay with the defaults for now. The WordArt object is placed in the middle of the page, so you may want to reposition it. (Working) If you're not quite happy with the result, you can mouse over the other options in the gallery and see if you like those a little bit better. I kind of like the blue one. Let's pick that. Let's look at the options in the Shape gallery. From here I can transform the text by creating a curve, warping it angularly, and up or down. Again, if you mouse over the options, you'll see what effect that would apply to the text. Notice some of them have two rows or three rows of texts, like the Deflate and Inflate. In order to see how that might look, you would actually have to put the text on two separate lines. To edit the text that you originally added, click the Edit Text button on the ribbon, and then move the words to separate lines. And now we can see that we have two rows, and that effect has been applied. Mouse over, select the one that you like, (Working) and then you can customize it as necessary. Let's resize it a little bit. The little yellow diamond may appear, and that lets you customize the transformation. By dragging the diamond left or right, up or down, you may change the way the text is transformed. In addition to the Styles, you can change the Shape Fill, the Shape Outline, and even add Shape Effects like Shadows, Reflections, and Glow. But keep in mind some of these effects conflict with each other, so you may not see any changes. Once you have your text the way you like it, you may want to save it for later use. If you right-click on it and choose Save As Picture, you can export this and save it as a picture and use it in other publications. Thank you for watching, and I'll see you in the next clip.

Save and Publish Your Project Using Spell Check In this clip, let's take a look at spell check and how it can help you to ensure that you're publications look professional. To access spell check, first click the Review tab. And then from the Proofing group choose Spelling. Spell check will review your document and look at each of the words that look suspicious. For example, we have NewsClips as the name of our title. It's suggesting that we change it to News Clips with a space. It was intended that this not have a space, so I'm going to choose Ignore. Because I had specific text selected, Publisher is indicating that it has checked this particular story and wants to know if we want to check the rest of the publication. Let's choose Yes. The next suspicious item is Northwind, and that one's okay too. If this is a typical spelling, you may want to go ahead and add it to your own dictionary. To add it to the dictionary, simply click the Add button. The next suspicious entry is ClipTraining with no space. And I'm noticing that there are multiple instances in my document. If you prefer to accept them all, you can choose the Ignore All option. Or you can add it to the dictionary using the Add button. This particular entry is looking at an abbreviation. Proper grammar actually requires you to have a period when there's an abbreviation. You can choose to change it to the suggested abbreviation, or we can change it completely and spell out month instead. (Working) And then click Change. The same thing for the year. (Working) If there are multiple instances, you may want to Change All. (Working) When spell check is complete, go ahead and click OK. In most cases spell check is our friend, and they catch those things we may not notice, so I encourage you to use that to review your documents before you prepare them for publication. Thank you for watching, and I'll see you in the next clip.

Adding Page Numbers In this clip, I'd like to show you how to add page numbers to your publication. Although not necessary in smaller publications, when they start getting big, this might be a good idea, especially if you're having to assemble them later. To insert page numbers, first click the Insert tab. (Working) And then in the Header & Footer group on the right-hand side, select Page Number. (Working) From here you're presented with a gallery as to where you would like the page number placed, either at the top of the page, the bottom of the page, and whether you would like it at the left, the center, or the right. You also have an option at the bottom as to whether you want to show the page number on the first page. Let's choose Bottom Center. And as I scroll to the bottom of the page, you'll notice now there's a page number here. Once the page number is inserted, you might want to format or change them. To do so, double-click on the page number, and it actually takes you to the Master Page. The Master Page is beyond the scope of this series, but they control all the page layouts for the entire publication. To format the number differently, select the text holder for the page number, and then format it as needed. When you're done, click Close Master Page. And you can see my page number's a little bit more prominent. Thank you for watching, and I'll see you in the next clip.

Saving a Publication as PDF or XPS In this clip, I'd like to show you how to save your publication as a PDF, or Portable Document Format. From the File tab (Working) select Export. And you'll see there are a multitude of options here. The Create PDF and XPS option is selected by default. Go ahead and click the button to continue. And then decide where you would like to save the publication. I'm going to place this in my Documents for now. (Working) The designated file type is PDF. Let's look at what's under the Options button. Under the Publishing Options you can decide how large this file is going to be and how you would like it to be printed or distributed. For emailing a PDF, the Minimum size, Standard size is probably a good idea. If this is the version you're going to be sending out to your commercial printer, you may want to check the High quality printing or Commercial Press. Other options allow you to do reduce the file size by downsampling the pictures. And also add other options for the Design Checker and what you want to do with non-printing information, such as Document properties and such. Select the appropriate options here, and then click OK, and then click Publish. (Working) The publication now opens in a PDF format within the browser window. I'm going to go ahead and close that preview. Thank you for watching, and I'll see you in the next clip.

Saving a Publication for Photo or Commercial Printing In this clip, let's look at how you can save your publication for commercial printing or photo printing. Typically these are high-resolution and high-quality files. To save it for commercial or photo printing, first click the File tab. (Working) And from the options here select Export. (Working) The Pack and Go options let you save for photo printing or for a commercial printer. Let's save it for photo printing. When you save it for photo printing, it creates a folder with one JPEG for each image in the publication. (Working) Other options are to save them as TIFF images, which are much higher resolution and have a much larger file size. Let's look at Save for a Commercial Printer. Your commercial printer may have specific settings that they want you to use as you're creating your publications, and I strongly encourage you to coordinate with your commercial printer prior to creating your publication so that you don't have to redo everything. Can you tell that's happened to me? To Save for a Commercial Printer, you have an option for Commercial Press, but you also have High quality printing, Standard, or Minimum size, or you can create Custom settings. And that's where your commercial printer might be sending you some specific settings they want you to have on your files. Let's click the drop-down on the other option here. You can choose to send both the PDF and the publisher files, just the PDF, or just the Publisher file. I have found it safe to send them both, and here's why. Sometimes they find a little mistake on the other end, and rather than sending it back to us and having to make little tweaks to it, they can actually make those corrections themselves. I have found this to be a good safe best practice. Just send them both files, and save yourself all the hassle. When you're finished, select Pack and Go Wizard. It's going to ask you where would you like to save these files. You could burn it to a disk if you have a burner on your computer. The other two are currently grayed out because they are not available to me, or you can choose another location. Right now it's going to put it on my desktop, so let's click Browse. It's probably best to select a network drive or something like OneDrive. In my demo environment I just have the PC, so I'm going to use This PC and choose my Documents folder. (Working) And then click Next. It's now taking all of the fonts and all of the pictures and bringing them all together into a package, and then now I'm presented with a proof. Going to go ahead and click OK. (Working) And that proof just printed out on my printer so I could see what it was going to look like. I actually find it to be a better idea to print it before you actually do the Pack and Go Wizard because you can look at the hard copy, make sure everything looks okay, and then you don't have to run the Pack and Go Wizard again. Thanks for watching, and I'll see you in the next clip.