Computer - Fundamentals - and Desk Top Publishing

Some Precautions while working with computers
By using some common sense and by following these handling tips, you will get the most use and enjoyment out of your
computer. Computers are designed and tested to be durable and function reliably in normal environments.
Do not subject your computer to physical punishment, such as dropping or bumping.

Do not place heavy objects on your computer.
Do not spill or allow liquids into your computer.
Do not pack your computer in tightly packed suitcases, bags, or backpacks. The compression might cause
internal damage.
Use the bag issued to you or a backpack specifically designed for carrying laptop computers.
Do not scratch, twist, hit, or push the surface of your computer display.
Do not place objects between the keyboard and screen.
Do not pick up or hold your computer by the display. When picking up your open computer, hold it by the lower
half (the keyboard side).
Do not turn your computer over while the AC adapter is plugged in. This could break the adapter plug.
Do not store your computer where the temperatures are below 41°F or above 95°F (5°C and 35°C).
Do not place your computer closer than 5 in. (13 cm) from any electrical appliance that generates a strong
magnetic field, such as a motor, magnet, TV, refrigerator, or large audio speakers.
Do not hard-mount your computer in a vehicle or anywhere that is subject to strong vibration.
Do not touch the lens on the DVD/CD-ROM tray. You should hold the disc by the edges and not touch the
recorded surface.
Transport your laptop in a safe manner.
Do not connect your modem to a digital phone line (such as most of the lines around campus).
Doing so could possibly damage your modem. The phone lines in most dorm rooms are analog but you should
always plug into the Ethernet port (it's faster).
You should occasionally clean your computer as follows:
Use a soft lint-free cloth moistened with non-alkaline detergent to wipe the exterior of the computer
Don't spray cleaner directly on the display or keyboard.
Gently wipe the LCD with a dry, soft lint-free cloth. If a stain remains, moisten the cloth with LCD cleaner and
wipe it again. Be sure to dry the LCD before closing it.
Note: A 50/50 mixture of Isopropyl alcohol and water or water alone may be used as an LCD cleaner to
moisten your cloth. Antistatic LCD cleaning cloths and Kim Wipes are also acceptable alternatives.
Warning: Isopropyl Alcohol is a flammable liquid. Do not use this cleaner near an exposed flame or when the
system is on.
1
Desktop Publishing 2009
Introduction to Computers
Chapter 1 - Input and Output Devices
A computer is a m achine that input inputss (takes in) facts and inform ation (know n as data), data), and then
processes
process es (d oes som ething to or w ith) it. Afterw ard s it outputs,
outputs, or d isplays, the resu lts for you to see. Data is
all kind
kindss of inform
information,
ation, inclu
including,
d ing, pictu
p ictu res, letters, numbers,
pictures, nu m bers, and sounds.
sou nd s. There are twotw o main
m ain parts
p arts of
computers, hardware and software.
software. H ard w ware
are is all of the parts
p arts of the com p u ter you can see and touc tou c
touch.
Softw are is the instru ctions that a com
compu
pu
p u ter u ses to d o w hat you ask it to. Pieces of softw are are often called
programs
programs.
Many people m mistakenly

istakenly think that w where
here the comcomputer
pu ter norm
normally
ally
ddisplays
isplays things is the com
computer.
pu ter. This is not tru
true.
e. That is the mmon
on
onitor
itor (see Figu re
1.1). The com
computer
pu ter is usually a box (see Figu
Figure
re 1.2). Also, you m may
ay call the wwhole
hole
assem
assembly
bly of all the hard
hardware
w are (the com
computer
pu ter and the m monitor,
onitor, for exam
example)
ple) the
com
computer.
pu ter. There are ddifferent
ifferent styles of mmonitors.
onitors. One of these is the one alreaalready
show
shown.n. It is called a CRT m monitor.
onitor. It takes m
more
ore pow
power
er than the other popular
p opular
kind
kind,, called LCDs (see FiguFigure
re 1.3). H
However,
ow ever, CRT
CRT m monitors
onitors w work
ork faster, wwhich
hich
mmakes
akes them
them better for fast gamgames
es because
becau se the m
movement
ovem ent wwill
ill blur
blu r less. LCDs are
thinner than CRTs, bu butt they are mmore
ore expensive.
exp ensive. Figu
Figure
re 1.4 - A Printer Monitors are
only one way
w ay the computer
com pu ter can output
ou tpu
tp u t inform
information
ation for you to see. Another pop popular
p opu
popu ular
u lar
ou tpu t device
output d evice is called a printer (see Figure
Figu re 1.4). Printers are uusedsed to pu p u t ddata
put ata on
paper. This is called har hardd copy,
cop y, what
w hat monitors
m onitors show is called soft copy. Computers
Com ppu u ters
can also output sounds. This is also soft copy.
There are also different
d ifferent kinds
kind s of input
inpu t hard
hardware.
w
ware.
are. The tw
twoommost
ost im
important
portant of w which
hich
are the mmouse
ouse and the keyboard
keyboard.. AAmmouse
ou se looks like Figu
Figure
re 1.5 it iiss used
u sed to move
m ove the
cu
cursor
rsor arou
aroundnd the screen (m (monitor
onitor ddisplay).
isplay). A A keyboard
(see Figu
Figurere 1.6) is uused
sed to enter (type) letters, nunumbers,
m bers, and other sym symbols
bols into a
computer. Com Computers
pu ters store all ddata
ata in binary codcode,
e, w
which
hich is a nu number
m ber system
system
that only uuses
ses ones and zeros. One d igit in binary cod e is called a bit, eight bits is
called a byte. A byte is the am ou nt of sp space
ace one letter takes u p. H ow ever w hen
letters are form atted specially they get bigger, and so u su ally things on a
com ppuu ter are thou sand s of bytes in size. There are m any d ifferent kind s of
com pu
p u ters. The ones that m ost people u se are called Personal Com pu ters (PCs).
Sm aller com
compupu ters that are abou t the size of a briefcase are called laptops or
notebooks. There are also new com pu ters ou t that are the ssam ame
am e size, but
bu t they have
no keyboard.
keyboard . Text (letters and nunumbers)
m bers) is written
w ritten ddirectly
irectly on the screen, these are
called Tablet PCs. PDAs are computers
com pup u ters so small
sm all that you can hold them in one
hand . N otebooks, PDAs, and Tablets have batteries so that you can u se them
w here there is no pow er. They u se LCD screens because
becau se LCDs are thinner and take less pow er, so the batteries
w ill last longer. There are also much
m
muu ch more
m ore pow
powerful
erfu l com
computers
pu
p u ters called mmainframes
mainfram
ainfram es that can be as big as a room
or a house!
house
Turn
urn a computer on and back off again!
1
1. First, tu rn the power on (u sing the bu tton or sw itch on the
computer),
22. Turn
urn the monitor on too.
3
3. After aw hile a d ialogu ee-box
box shou
should
ld come
com e uup.
p. You
You ddoo not need
to w orry m u ch abou t w hat it is for now . It w ill probably look
som ething like Figure
Figu re 1.7. It may
m ay not appear at all, or it m may
ay be in another variation that uuses
ses the
whole screen.
3
4. If it com es up,
up , and it is like this one, you m uust st type
typ e the correct usernam
u sernam e and passw
p assw ord in boxes (1)
and (2), respectively. Then click on (pu (putt the cu
cursor
rsor on top of and pu sh the left bu tton on the m ou se)
button (3).
5. If the box d oes not com e u p,p , d o not w orry, nothing is w rong. That ju st m eans the com pu ter is set not
to have a password.
6. We w ill learn m ore about
abou t this later. If this box d id not com e u p, p , bu t instead a screen that says
‘Welcom e’ som ew here cam e u p, click the pictu p ictu re w ith the correct u ser nam e besid e it, type
typ e in the
password (if there is one), and push the key on your keyboard that says ‘Enter’ or ‘Return’.
NOTE: For the rest of this book w e w ill only be saying ‘Enter’, if you r keyboard says ‘Retu rn’, ju st rem em ber
that they are the same thing.
To turn the computer off:

1. Move
ove your mouse to the bottom of the screen.
2. In the bottom left
left-hand
hand corner it will say ‘Start’.
‘ ’. Click on that, and a menu
should pop up.
3. In the bottom of the m enu you w ill see ‘‘Turn
Turn off Computer
Computer'.'. Click
Click on
on this
button
button.
4. A box like Figure 1.8 will come up, just click on (1).
5. If a screen com es u p that says ‘It is now safe to tu rn off your
you r com pu ter’,
then flip the pow er er-sw
sw itch, otherw ise you r com pu ter w ill tu rn off
automatically.
If you do not follow these steps before turning the computer off, it may damage the computer.
There are two kinds of software:

1. Thehe Operating System (OS)
2. Applications Software.
Operating System
Abbreviated OS, the Operating System is the piece of Softw are, w hich organizes and controls the com pu ter
e.g.
.g. Window 98.
Applications Software
Ap
Applications
plications Softw are is called programs
programs. Pieces of applications
app lications softw are d o the specific things you w ant. The
Operating System ru ns the com pputer
uter and the applications
pplications softw
oftw are. It m akes su re that the hard
ard w are and the
th
applications
pplications softw
oftware
oftw are uunderstand
nd erstand each other. This makes
m akes it the most
m ost im portant piece of softw are on the
computer.
The Operating System also comes with utilities. These are pieces of applications
pplications software
oftware that mostly deal with
m anaging d ata. You can also bu buyy Third Party uutilities,
tilities, w
which
hich m means
eans a ddifferent
ifferent company
com pany made
m ad e them than
m ad e the Operating
Op erating System
System.. Utilities Program
Programss that manage,
m anage, repair, and optimize d ata on a computer.
com pu ter. A basic
set com es with
w ith every OS. Applications Software
Softw are does
d oes the specific things you want w ant the computer
com pu ter to do.
d o.
Whereas the Operating System is general instru instructs
cts th
thee com ppuu ter for controlling the hhardware, applications
pplications
software
oftware is specific instructio
instructions
ns that work together with the Operating System to do work for you.
There are as m any d ifferent kind s of applications

pplications softw
oftw are as there are things you cou ld w ant to d o w ith a
computer; howhowever
ever the mmost
ost com
commonm on are wword
ord processing, spreadsheet,
preadsheet, presentation,
presentation, and database
d atabase software.
softw are.
Word processing softwsoftware
are is uused
sed to write
w rite documents,
d ocu
ocumm ents, which
w hich are formatted
form atted pages of text, such
su ch as letters or
essays. Spreadsheet
Spread sheet software
softw are organizes data,
d ata, usually
u su ally numbers,
nu m bers, into columns
colu m ns and rows.
colum row s. It is used mostly
m ostly for
accounting
accou nting and h has
as m any features
featu res for doing
d oing mathematical
m athem atical operations.
op erations. Presentation software
softw are is used
u sed to make
m ake
virtual
virtu al (or, simulated)
sim ulated ) slide
slid e shows
show s and usually
u sually
su ally have all sorts of cool features
featu res for animations
anim ations and sounds
sou nd s that
you ju
just
st can’t ddo
o in a normal
norm al slide
slid e show
show.. Database softsoftw
w are is an ad vanced w ay of organizing complicated
information in simple formats.
4
Chapter 2 - Various Components of an User Interfaces

Most com pu ters use an OS called Microsoft® Wind ow s®. Most OSs and program s have the sam e featu res
w hether they u se Wind ow s or not, bu t all
com pu ters ru nning w ind ow s w ill have these
featu res with these nam es. The thing w e d id in
the last section w ith the box that com es u p
w hen you tu rn on you r com p u ter is called
logging in. The screen you see after logging in
is called the Desktop. Most things on a
com pu ter are nam ed after things in real life,
and they are u sually u sed sim ilarly too. Ju st
like a real d esktop the d esktop on a com pu ter
is where you go to access all your data.
Desktop
The d esktop is the area that com es up right
after logging in. It contains icons.
Icons
The picture that represents a program, data collection, or program function is known as an
Icon. On the d esktop are pictu res w ith text labels und er them , these pictures are called
icons becau se they represent som ething else. If you m ove or get rid of an icon, all that
m eans is that you have to access w hat they represent a d ifferent w ay, you haven’t gotten
rid of the actu al thing. Icons usually represent program s, bu t som etim es they represent
collections of d ata. Dou ble-clicking (clicking tw ice very fast) on one of these icons will
open whatever it represents, the text tells you what it represents.
Taskbar
The taskbar is the bar along one sid e of the d esktop . There is a bar that is usually at the
bottom of the d esktop. However it m ay also be on any other sid e. If you cannot see it, then
m ove the cu rsor to the ed ge w here it is and it w ill com e u p. It is u sed for lau nching program s or opening the
w ind ow of an open program . Along the m ain part of the taskbar is a list of all open program s, clicking on one
elem ent of this list w ill put that program ’s w ind ow (the box that a program is view ed in) on top of all other
open w ind ow s. Over on one sid e of the taskbar is a clock; besid e the clock are a bu nch of icons that represent
open ‘invisible’ program s. These are program s that are alw ays ru nning and d o things ‘behind the scenes’. This
area is called the system tray. On the m ain part of the taskbar there is som etim es a sm all grou p of icons, this is
called the quick-launch bar. Clicking on one of these icons opens whatever it represents.
System Tray
The system tray hold s icons for program s cu rrently ru nning ‘behind -the-scenes’. On the
opposite sid e of the start-bar from the clock and the system tray is a bu tton. A bu tton (or
command button) is just like a real button, when it is pushed (clicked) it does something.
Som e bu ttons have text on them that say w hat they d o, and som e have icons representing w hat they d o. Som e
have both.
( Command) Buttons
Bu ttons d o som ething w hen you click on them . They m ay be labeled by text, an icon, or both. The qu ick-
lau nch icons are also bu ttons. Som e bu ttons are raised to look like real bu ttons and som e only rise u p w hen
you hover (pu t the cu rsor on top of) them . The bu tton on the other sid e of the start-bar from the clock and
5
system tray is called the start

start-bu
bu tton. When you click the start-bu
start bu tton it opens the start-
start -m enu . The start-menu
start
has icons for m
more
ore pprogram
programs
rogram s and ddata
ata collections, althou gh it is u sually
su ally
programs.
Start-button
button
The start-button
button is a button that opens the start
start-menu.
menu.
Start-menu
menu
The start-mm enu contains icons for program
p rogram s and d ata collections, u sually
for programs. The icons that are on the d esktop, the quick-lau
quick lau nch bar, and
the start-m
m enu are usually shortcu ts. On the d esktop shortcu ts are often
ind icated by a sm all sym bol on top of the icon. Shortcu ts are w hat I m eant
earlier w hen I said ‘if you m ove or get rid of an icon, all that m eans is that
you have to access w hat they represent a d iffere ifferent
nt w ay, you haven’t
gotten rid of the actual thing’. Icons represent
rep resent all d ata collections and
programs even if they are not shortcuts, however normally the ones on the
desktop and in the start
start-menu
menu are shortcuts.
Shortcuts
Icons that are only links to the
t he things those icons represent. The d ifference betw een
icons and shortcuts
shortcu ts is important
im portant
p ortant so be su sure
re you uunderstand
nd erstand it. An icon is any
pictu
picture
p ictu re that is meant
m eant to convey w what
hat something
som ething is. The icon on the start
start-button
represents the fact that it is a m ajor par
partt of Wind ow s, w hich is w hy it is a Wind ow s
logo. Shortcu ts are a link to a program or data d ata collection; the icon on a shortcut
shortcu t
represents whatever the shortcut opens, however the same icon would be on the real thing as well.
A Venn diagram can m aybe betterr show this, see Figu re 2.2. You openop en whatever
w hatever is linked to by each shortcut
shortcu t
on the start-m
start m
menu
enu by clicking on it. If any icon has a right-arrow
right arrow beside
besid e it, then hovering over it or clicking on
it will make a sub
sub-menu
menu (a menu inside a menu) come out with more shortcuts on it.
Everything w e ju st talked
abou t is part of the Wind ow s
interface. An interface is ju st
anything that goes betw een
two
tw o or m more
ore things. This
interface goes between
betw een you
and the computer
computer. You could
also say that the Operating
System is the interface
between
betw een the hardware
hard w are and
software.
Interface
An interface is anything that
goes betw
between
een multiple
m u ltiple things.
A user-interface
interface goes between
you and the computer.
com pu ter. There
are some
som e standard
stand ard things that
are on most
m ost user
u ser-interfaces.
interfaces.
We have already
alread y ttalked
alked abou t
one, buttons.
bu ttons. These things are
called controls. B Beside
eside is a
6
table of some of the more common controls, starti

starting
ng with buttons.
buttons
Youu can get a basic d escription

escrip tion of w hat any control d oes by hovering you r m ou se over it. A little thing w
with
ith
text will pop up. This is called a tool
tool-tip
tip (or a ToolTip). Besides these there are also menus.
Menus
All menus operate the sam e w ay as the start
start-m
m enu . Som e of them are fou nd at the top of program
p rogram s, and look
something like this:
These
hese are called m ain
ain-menuss or sim ply m menus.
enu s. Other m
menus
enu s are opened
op ened by right
right-clicking
clicking (p u shing the right
m ouse button
mouse bu tton over som
something).
ething). These are called ppopu
popup
opu p-m
p mmenus.
enus. In the last chapter, the smsmall
all wwindows
ind ow s that
came uup
p w
when
hen w
wee started and shu
shutt ddown
ow n the com
computer
pu ter w
wee learned wwere
ere called dialogue-boxes.
boxes. These are
boxes that come up to ask you for information.
Shortcuts - Creating Shortcuts

You can add shortcuts to your Desktop in a number of ways. The most common way is to:
1. Right click on the desktop, which brings up the popup
popup-menu.
menu.
2. On the popu p-m
p m enu there should be a sub
sub-m
m enu labeled
‘New’.
3
3. H over over this. When the su b-m
b m enu pops
ou t find the item
out item labeled ‘Shortcu
‘Shortcut’
t’ and
click it.
4. A ddialogue-box
ialogu e box w
will
ill com
comee uup
p asking you
where the program or data collection is found.
5. Click
lick the bu tton besid
b esid e labeled ‘Brow se...’.
se...’
The Brow
Browsese bu
button
tton is a stand
standard
ard bu
button
tton that you w
will
ill
see often, clicking it alw
always
ays brings uupp a dialogue-box
box
in wwhich
hich you can select program programss and data d ata
collections.
6. Select the program or ddata ata collection you
w ant to m
want make
ake a shortcut to and click the button
bu tton
labeled ‘OK’. The OK bu button
tton is also a stand ard
button on dialogue
dialogue-boxes
boxes that you click to tell it that
you are done filling in information
inform ation and it can useu se
that ddata
ata now
now.. ‘OK’ is uusually
su ally paired w
with
ith ‘Cancel’;
‘Cancel’ closes the ddial ialogue-box
box w ithou t d oing
7
anything.
7. When you have selected the correct program or
d ata collection click the bu tton m arked ‘N ext >’. The
N ext bu tton is, again, a stand ard bu tton that tells the
d ialogu e box you are d one this step and to go on to the
next step in the process. It u sually com es w ith the Back
bu tton to go to the previou s step. This d ialogu e-box
also has a Cancel button.
8. After you have clicked ‘Next’ the d ialogu e-box

com es u p w ith a text-box asking w hat you
want the text under the icon to
be for this shortcu t. When you
have typed w hat you w ant
into the box click ‘Finish’,
another standard button.
9. N OTE: The tru e nam e
of these bu ttons is above in bold . H ow ever it is com m on com pu ter shorthand to say
Click ‘OK’ instead of “Click the OK bu tton”. We w ill be u sing this shorthand in this
book.
Renaming Shortcuts
If you do not like the text under a shortcut, you can change it. There are three primary ways to do this.
1. The first one is to click on the shortcu t, selecting it, and then push the ‘F2’ key on your keyboard . The
text will become a text-box that you can type in to change what it says.
2. The second w ay is to right-click on the shortcu t, bringing u p its popu p -m enu , and select ‘Renam e’
from the popup-menu. The same thing will happen.
3. Another w ay to cause it to happen is to select
the icon and then click on it. Do not d ou ble-
click! That w ill open w hatever it links to,
select it and then click.
Changing the icon of your Shortcut

If you w ant to change the icon (pictu re) on your
shortcut,
1. Bring u p its popu p-m enu and select
‘Properties’.
2. Across the top of the w ind ow , ju st below the
bar w ith the ‘X’ bu tton on it (the title bar),
there are a bu nch of tabs, click the one
labeled ‘Shortcut’.
3. Then, click the bu tton labeled ‘Change
Icon…’, in the d ialogue-box that com es u p select the new icon that you w ant, or click ‘Brow se’ to find
more files with icons.
8
4. In this sam e w ind ow w here the ‘Change Icon’ bu tton is, there is a text-box labeled ‘Target’. It is the
sam e as the box w ith a Brow se bu tton on the first step of ad d ing a shortcu t to the Desktop, only there
is no browse button. That it what you change if you want the shortcut to link to something else.
Arranging Icons
You can also move or sort icons on the Desktop. To sort them:
1. Right-click on the Desktop and hover over the su b-
menu called ‘Arrange Icons By’.
2. Then click on the w ay you w ant them sorted . If you
w ant them au tom atically sorted m ake su re the ‘Au to
Arrange’ option is checked (you can check or
u ncheck it by clicking on it). If you have Au to
Arrange off, you can put the icons w herever you
want them.
3. Click on one and d on’t let the bu tton go back u p.
Move the cu rsor over to w here you w ant the icon to
be and it will move right along with it.
4. When you have it w here you w ant it, let go of the
mouse button. This is called dragging-and-dropping.
Removing or Deleting Icons

If you want to take an icon off the desktop there are three major ways to do it.
1. You can select the icon you w ant to rem ove and pu sh the ‘Delete’ key on you r
keyboard. A dialogue-box will come up. Click ‘Yes’.
2. You can also d rag-and-d rop the icon onto the recycle bin, w hich is an icon on the
Desktop labeled exactly that.
3. You can right-click on the icon and click ‘Delete’. The sam e d ialogu e-box w ill com e
up for you to click ‘Yes’ on. If you did it by accident you can click ‘No’ and it won’t remove the icon.
Changing Desktop Properties

To access Desktop Properties:
Right-click on the Desktop and select ‘Properties’ from the
popup-menu.
Desktop Properties - Changing Wallpaper

To change the wallpaper
1. Select the tab labeled ‘Wallpaper’ or ‘Desktop’.
2. To change the pictu re d isplayed for w allpaper select it
from the list or if it is not in the list click ‘Browse…’.
3. There is a com bo box from w hich you can select w eather
to stretch, tile (repeat by pictu re w ith itself together likes
tiles), or centre the picture.
4. If you ju st w ant a colou r for you r w allpaper, then select
‘(None)’ from the list.
5. Som etim es there is a com bo-type box to select the colou r
right there and sometimes you have to change it under the ‘Appearance’ tab.
9
Desktop Properties - Changing Screen-Saver

The Screen-Saver is a program that show s u p after you r com puter has
not been u sed for so long so that the m onitor w ill not get w recked
(which can happen if the sam e picture is d isplayed on it for hou rs at a
time). To change the Screen-Saver
1. Click the tab labeled ‘Screen-Saver’.
2. There will be a combo box that lists all the Screen-Savers on your
computer.
3. After you have selected the one you w ant you can change how
long the com pu ter w aits before bringing it u p in the text box
with a spin button that is below the combo box.
Desktop Properties - Changing the Appearance

You can also change the colou r schem e of all the controls in alm ost all
programs.
1. Click the ‘Appearance’ tab.
2. There is one or more combo boxes on this page that allow you to
select different combinations of default colour schemes.
3. On this sam e page, or som etim es you have to click ‘Ad vanced ’
to get there, are other settings.
4. You can select an element from one combo box, and then change
its colour and how its text looks.
5. You can try experim enting w ith this if you w ant, ju st be su re to
save you r cu rrent settings so you can change back (w hich som e versions
of windows don’t allow, so don’t worry then).
6. You d o this by clicking the ‘Save As…’ bu tton and typing the
name you want to call the colour scheme.
Desktop Properties - Changing the Screen Resolution and Colour

Usage
There is one final tab com m on to m ost versions of Wind ow s. It is the
‘Settings’ tab. It is not recommended to change settings in this tab unless
you know w hat you are d oing. Som e gam es w ill give errors w hen you
try to start them like ‘256 colou rs required ’ or ‘This program need s 640
× 480 to run’. This is where you set those.
1. There is a com bo box here, selecting a d ifferent option from this
box changes the num ber of colou rs you r com pu ter can d isplay.
More colours mean more quality.
2. There is also a slider labeled ‘Screen resolu tion’. It increases or
decreases the size of everything displayed on your monitor. The
larger the nu m bers, the sm aller things are, and the sm aller
things are the m ore you can fit. When this is set to m ake things
smaller, som e program s (or you can m anually) change their stu ff so that it looks the sam e size,
allowing them to have more quality in display.
10
Chapter 3 - Memories and Storage Media
Memories in Computers
Before w e get into anything else w e need a basic und erstand ing of how a com pu ter stores d ata. Insid e the
com pu
p u ter box there are m any d ifferent ppieces
ieces of hard w are u sed for storing d ata. One of these is the m em ory.
A Com pu ter’s m em ory is w here it stores the d ata that is cu rrently in u se. So, for exam ple, w hen you have a
letter open and are looking at or w orking on it the com pu p u ter stores it in m
memory.
em ory. All the softw are cu rrently
rrentl
ru nning is stored in m em ory
ory.. This kind of m em ory is called RAM (Rand om -Access Access Mem ory). Rand om -access
access
means that any part of the information may be read or changed randomly. The he computer does not have to look
throu gh all the d ata in ord er so that it can find the right piece.
p iece. There is another kind of m em ory called ROM
(Read Only Mem ory). Read -only
(Read-Only only memory m eans that the d ata on it cannot be changed . ROM is u sed to store
basic information that every computer needs.
1 Random-access
1. access memory RAM is used to store the data the computer is currently using.
2 Read-only
2. only memory ROM is used to store the basic information that every computer needs.
Drives in Computers
When a com pu ter is tu rned off, everything in RAM is erased . Because this w ou ld cau se you to lose your
you r w ork
all the tim
time,e, ddisks
isks w
were
ere created
created.. Disks are rou
roundnd flat objects, bu
butt in com
computer
pu
p u ter slang
they are pieces
p ieces of ddata
ata storage hard
hardware
w are that ddo
o not need ele
electricity
ctricity to keep the d ata
stored
stored.. There are other things that ddo o this that are not ddisks,
isks, however
how ever the things
insid
insidee of all things called ddisks
isks are round
rou nd and flat, so that is how the term camcamee to be.
All ddisks
isks need to be in another piece of hard hardware
w are that ac
acts
ts as an interface betw een
them and the rest of the computer called a drive.
There are mainly two kinds of disks:

1 Magnetic
1.
2 Optical.
2.
Magnetic Disks
Magnetic ddisks
isks are the old kind and are slowslowly
ly being replaced
replaced.. They store data
d ata by aligning little pieces of
m
metal
etal insid
insidee ddifferently
ifferently uusing
sing a m
magnet.
agnet. Becau
Because
se of the way
w ay they store data
d ata m
magnetic
agnetic disks
d isks can be erased or
completely destroyed by magnets, heat, aand nd dust. The two most popular forms of magnetic disks are
1 Hard Disks
1.
2 Floppy Disks.
2.
Hard Disks
H ard d isks are used
u sed to store m ost of the d ata on a com pu ter, and can store m ore
than anything else can
can. H ard d isks are stored perm anently insid e their d rive, which
is norm ally installed into the com pu p u ter box w here you cannot see any partp art of it.
Hard disks can store a lot of data, and are used to store most of the information on computers.
Floppy Disks
Floppy
Flopp y d isks are u sed to transfer d ata betw een com pu ters, bbuu t are very sm all. Floppy
d isks are sm all d isks that you can pop
p op in and ou t of their d rive. All you can see of
their d rive is a slit in the com pu
p u ter box w ith a bu tton and a light. You can pu p u t in
d ifferent d isks and then take them ou t and give them to som eo eone
ne so that you can
transfer data between your computers.
Optical disks
Optical disks are the newer kind of disk. The most popular kind of optical disk is
1 The
1. he Compact Disc (CD)
(CD
2 Digital Versatile Discs (DVDs)
2.
11
The Compact Disc (CD)

CDs can still be pu t into and taken ou t of their d rive, m aking them good for bu ying program s on, and
now ad ays for transferring d ata. N orm al CDs that you bu y w ith program s on them are
CD-ROMs.
ROMs. They are called that because, like ROM, they are read -only. only. You c an also
get CD-Rs Rs aand CD-RWs,
RWs, w hich are not read -onlyonly and are not erasable and erasable,
respectively.
Unlike floppy disks
d isks that can store only 1.44 megabytes
m egabytes (MB, that’s 1 048 576 bytes,
u sually
su ally w e estim ate that it is one m illion), CDs can store arou nd 700MB! And , because
CDs
Ds store their information
inform ation with
w ith variations in the shape of the ddisk
isk that reflects a laser
d ifferently they cannot be ddamaged
differently am aged as easily. H However,
ow ever, you shou
should ld still never tou
touch
ch
the shiny surface of the CD.
Digital Versatile Discs (DVDs)

Digital Versatile Dis
Discs
cs (DVDs) are another kind of Optical d isc that w ork identically
id entically to CDs, however
how ever they can
store much more information and transfer it at much higher speeds. There is also a new format coming in from
Japan that is smaller and faster than DVDs and stores much
much more information!
Tod ay you can also get m em ory card s that are called flash m em ory or, m ore properly, EEPROMs. These are
card s that operate just like ROM that isn’t read -only,
only, so they don’t
d on’t lose their information
inform ation when
w hen the pow
power
er is
cut.
All d ata on a com pu ter is stored in collections called files and fold ers. A file is the m ost basic collection of data
d ata
on a com pu ter. A file can store the instru
instructions
ctions for a single program , or the data
d ata for a single letter. Folders
Fold ers are
collections of files. So a file is llike
ike a piece of ppaper
aper and you pu t it in a fold er. Files Files are the most
m ost basic data
d ata
collections, they store the data for a single thing.
12
Chapter 4 - Files and Folders in Windows

Managing Files and Folders using Windows Explorer
Also called directories, folders are collections of files of similar types.
It is very necessary to sort files
p roperly into fold ers so that you
can find them again. Many
p eop le have had to red o entire
p rojects becau se they lost their
file by pu tting it into the w rong
folder.
Most files are nam ed w ith tw o
p arts. The first part of the
filenam e is a d escription of the
file. After this com es a ‘.’
follow ed by the second part.
The second part of a filenam e is
called the extension. Extensions
are often three letters long and
they tell you w hat kind of file it
is. For exam ple ‘exe’ files (files
w ith an extension of ‘exe’) are
p rogram s. ‘Doc’ files are
Microsoft Word documents.
Besid es saving (taking a file you have open in a program and w riting it from m em ory onto a d isk) there are
many other file op erations. These can all be d one u sing the sam e program . This program is a u tility called a
file m anager. There is a file m anager that com es w ith Wind ow s called Wind ow s Exp lorer, or som etim es ju st
Explorer. To open Explorer
1. Click on Start->All Programs-> Accessories->Windows Explorer.
Som etim es Explorer w ill start you off looking at you r ‘My Docum ents’ fold er, and som etim es it w ill start you
off looking at d rive C (see Figu re 4.5). Don’t w orry if you r w ind ow d oesn’t look exactly like this. The d etails of
the markings are as follows:
1) is the title bar
2) is the main menu. Below the menu is the toolbar.
3) is the icon representing a folder
4) is the icon representing a hard d isk, also called hard d rive, becau se the d isks and the d rive are in one,
sealed, box, (this one is called ‘C:’, all drives have a letter).
5) is the icon representing a file.
6) is w hat you click to view su b-fold ers. So, if there isn’t a tree (the part in the circle) below you r hard
d rive (w hich shou ld be the icon in the left-hand pane, the p art in the square, and shou ld have a nam e
followed by ‘(C:)’ as seen above with (4)) then click the ‘+’ (6) beside it.
N ow w e have a tree open below our hard d rive show ing u s all the fold ers that are d irectly in the root of the
hard d rive. N ow shou ld be a good tim e to look at the stand ard conventions for d rives and paths. As you can
see above, the d rive letter is alw ays is brackets after the nam e of a d rive. The first (or only) flopp y d rive is
alm ost alw ays ‘A:’. If you have a second floppy d rive it w ill be ‘B:’. You r first hard d rive is ‘C:’ and you r CD
d rive is ‘D:’. If you have m ore hard d rives the other d rives change accord ingly (i.e. if you have a second hard
drive that is ‘D:’ and your CD drive will become ‘E:’).
You can have fold ers insid e fold ers as w ell as files, and the d rive itself acts like a fold er. So if you w anted to
d esignate a file called ‘Letter.rtf’ that is in the fold er ‘My Docu m ents’ and that fold er is fou nd in the root of the
13
hard d rive ‘C:’, you separate the elem ents w ith a back-slash ‘\ ’ and com e u p w ith ‘C:\ My
Documents\ Letter.rtf’.
Now navigate to your ‘My Documents’ directory. It should be found at ‘C:\ My Documents’ or ‘C:\ Documents
and Settings\ [Your Name]\ My Documents’.
NOTE: Navigate m eans to m ake it so you are looking at that in you r file m anager. For exam ple to navigate to
‘C:\ My Docu m ents’ you w ou ld op en the tree on ‘C:’ like w e d id before (or by d ou ble-clicking on it in the
right-hand pane). Then you would click the icon that is labeled ‘My Documents’, or double-click on this icon in
the right-hand pane (that is, the part in the octagon).
Opening a File or Folder

To open a file in its program, double-click on its icon in the right-hand pane.
Deleting a File or Folder

To delete (remove) files is the same as removing shortcuts from the desktop.
Restoring a deleted file

1. If you accidentally delete a file you wanted, open the Recycle Bin (double-click on its desktop icon)
2. Right-click on the file
3. Select ‘restore’ from the popup-menu.
Emptying the Recycle Bin

If you want to permanently get rid of all files in the Recycle Bin –
1. Right-click on the Recycle Bin
2. Select ‘Empty Recycle Bin’ from the popup menu.
3. Deleting or restoring folders works the same way.
Creating a File or Folder

To create a folder –
1. Navigate to the folder you want the new folder in
2. Then right-click on a blank area of the right-hand pane to bring up the popup-menu
3. Then select ‘New->Folder’ from the menu.
4. Type the name of the folder and press ‘Enter’.
Copying / Moving Files or Folders

Moving m eans that the file or fold er goes to the new location and is no longer in the old location. Copying
means that the file or folder stays where it is, and a duplicate is created in the new location.
To move a file or folder –

1. Sim ply d rag-and-d rop the file or fold er from w here it is in the right-hand pane on top of the fold er
where you want it to be in either the right or left-hand pane.
To copy a file or folder –

1. You right-drag-and-drop i.e. drag-and-d rop by hold ing d ow n the right m ou se bu tton instead of the
left one from its old location on top of the new one
2. A popup-menu will come up asking if you want to copy, move, or create a shortcut to the file or folder
3. If you want to copy, select ‘Copy Here’
Searching for a File or Folder

1. Click on ‘Start->Search’
2. Click ‘All files and folders’
3. Once the text boxes are up you can select what drive or folder to search from the combo box
14
4
4. The topm ost text box is w here you type all or ppart art of the file
filenam
nam e. You can also create wildcard
name. w ild card
searches. To dod o this you type letters that are in the filenam
filename e along w with
ith sym
symbols
bols called wwildcards.
ild card s. The
w ild card s are ‘*’ and ‘?’. ‘*’ represents an infinite nu
wildcards number
m ber of characters or nothing. ‘?’ represents
rep resents
exactly one cha
character.
racter. So ‘?ello.doc’
‘?ello.d oc’ would
w ou ld find ‘Hello.doc’
‘H ello.d oc’ and ‘jello.doc’.
‘jello.d oc’. ‘Si*.*’ w
would
ould
ou ld find all files
that start with ‘Si’.
Managing File Properties

Different kinds
kind s of files have different
d ifferent properties
p roperties
prop erties and ddifferent
ifferent versions of Wind
Windows
ow s can have ddifferent
ifferent kind
kindss of
properties allowed. You can experiment with these if you want. To open the properties for any file
1 Right-click
1. click on it and select ‘Properties’.
2 In the window that comes up you can change all the properties of the file that can be changed.
2.
3 In this window
3. w ind ow it also shows
show s the name
nam e and location of the file and its size in bytes, kilobytes (KB, 1 024
bytes, usually estimated at 1 000 bytes), or megabytes.
4 It also shows the attributes, the most commonly used and useful of which is the read
4. read-only
only at
attribute.
5 When you check the read-only
5. read check box and click OK, Windows
Wind ow s wwon’t
on’t let any program
program change the
file. If you uncheck the box Windows will let programs change it again.
Control Panel
The Control Panel is w here you change alm ost all the
m ain things in Wind ow s. YouYourr Control Panel may
come up looking totally different and you may be lost.
If there is no icon in you r control panel called
‘Display’ then you r com pu ter is ru nning in a ‘User
Friend ly’ mode.
Friendly’ m od e. To switch
sw itch ou
outt of it into the ‘norm
‘normal’
al’
view , look at the left
left-hand
hand side
sid e of the Control Panel
w ind ow and find the option called ‘Sw
window ‘Switch
itch to classic
view’ and click this.
To open Control
Control Panel
1 Click
1. lick on Start
2 Then choose Settings
2. Settings->Control
>Control Panel
Desktop Themes
We have alread y changed the w ay Wind ow s looks
looks. H owever
ow ever Desktop Themes
Them es (or just
ju st Themes)
Them es) are designed
d esigned
to make it easier.
1 Navigate to Start->Settings
1. >Settings->Control
>Control Panel
2 Then double click on Display icon.
2.
3 In the w
3. window
ind ow that opens,
op ens, you can select aa them
themee
from the drop down box near the top.
4 In the centre area, the d ifferent item s w ill change
4.
to show you what that Theme looks like.
5 Click ‘Apply’ or ‘OK’ to change you r setting
5. settingss to
those determined by the Theme.
Installing and uninstalling programs

1
1. Most program s now ad ays com e on one or m ore
CDs.
22. You put the CD (or the first CD) in the drive
3
3. It au to starts (automatically ru ns the installation
program)
44. Follow
ollow the instructions as per the wizard
5
5. Your program is ready to use.
Iff you want to remove a program

program:
1 Navigate
1. avigate to the Control Panel
15
2. Open Add/Remove Programs

3. A list of all the programs on your computer will be displayed.
4. To remove a program (uninstall it), click on it in the list
5. Then click ‘Change/Remove’ and follow the wizard, if any.
Managing User Accounts

When w e log on to the com pu ter, som e com pu ters
d on’t have a passw ord to log on and never show
the box. Som e com pu ters can be set u p to have
m ultiple u sernam es and passw ord s (accou nts) so
that you can log into d ifferent d esktops. H ow can
we set all this up?
6. From the Control Panel, choose User
Accounts on your Control Panel.
7. To create a new d esktop click ‘Create a
new account’.
8. The com pu ter w ill ask you w hat you w ant
to call the new accou nt, this is the
username.
9. Click ‘Next’.
10. The com pu ter w ill then ask you if you
w ant this account to be a ‘Com pu ter
administrator’ or ‘Limited’ account.
11. It is recom m end ed to ru n m ost d esktops as
lim ited account. H owever, there are som e program s that d o not fu nction w ell this w ay. There are also
m any things you cannot d o from a lim ited accou nt (like create a new accou nt, so if the instructions in
this paragraph don’t work for you, then it is because you have a limited account).
12. Click ‘Create Account’ and you have a new user environment
Changing a User Profile

The User Accou nt w ind ow gives you the list of
options of what you can change.
1. You can change the accou nt nam e by
clicking on the first option.
2. You can also change the passw ord by
clicking the second option
3. You can m ake you r account passw ord -less
with the third option.
4. To change the pictu re representing the
account you use the fourth option.
5. You change the account type from
ad m inistrator to lim ited and vice-versa
with the fifth option,
6. You can also assign a ‘.NET Passport’ to the
account with the fifth option.
7. All of these options save the last one are self explanatory.
8. If you have m ultiple d esktops on you r com pu ter and the account selected is not the accou nt that is
currently logged on, then there appears a sixth op tion ‘Delete the accou nt’. This option starts a w izard
to remove the user from the computer.
9. You can change the ‘Welcom e screen’ to the norm al log-on box. To d o this select ‘Change the w ay
users log on or off’ from the main ‘User Accounts’ screen. Then uncheck ‘Use the Welcome screen’ and
click ‘Apply Options’.
16
Viruses
Com pu ter viru ses w ork m u ch the sam e w ay as norm al ones. They ‘infect’ a com pu ter by getting their files on
its hard d isk. They then begin to copy them selves all over the com pu ter and onto anything that m ight carry
them to another com pu ter, su ch as floppy d isks and em ails (m ore on em ails w hen w e talk abou t the Internet).
They also do damage while they are on the computer. Many viruses do annoying things, like playing a song or
slow ing the com pu ter d own, how ever som e of them d elete files and erase cru cial d ata. Therefore m any people
get Virus Scanners.
Virus Scanners
There are som e m ajor benefits to scanners. The biggest one being that they w ill d estroy m any (and m aybe all)
of the viru ses on you r com pu ter. Their d isad vantages are that they m u st be u pd ated regu larly, and they slow
you r com pu ter d ow n. They also give a false sense of secu rity, m aking you think you are w ell protected w hen
they may have missed something.
Hackers and crackers

Crackers are people w ho break into com p u ters. Som etim es they d o it for fu n, som etim es for profit, som etim es
to show off. They often tou ch nothing. Som etim es they w ill take d ata or erase it. They tend to prefer
governm ent or corporate targets and seld om d o seriou s hackers target norm al people. H ow ever, to protect
against the theft of data, many people run firewalls.
A sim ilar term , hacker, is often u sed to refer to crackers, how ever the term hacker m ore properly refers to
someone who knows how to exploit a computer system for beneficial purposes.
Firewalls
Firew alls are p ieces of softw are that id entify hacker-like things and cu t them off, provid ing a hu ge m easu re of
protection for the home user.
Error Messages
Error m essages d o not alw ays ind icate an error (or at least, not w hat you call error m essages). Many so-called
error m essages are sim ply the program asking for m ore inform ation. The first thing to d o w hen you see an
error m essage is to read it. Many com pu ter experts m ay seem to violate this ru le: that is often becau se they
recognize common messages and know what they say without reading it.
17
MICROSOFT WORD 2007
Chapter 5 - Exploring Word 2007 Screen Elements
The Word 2007 User Interface
Description of some important elements Word 2007 Interface of are as follows:
1. Office button: Opens the
Office menu, from which
you can open, save, print,
and start new
presentations.
2. Qu ick Acce ss Toolba r : A
small toolbar next to the
Office button contains
shortcuts for some of the
most common commands.
3. Tit le ba r : Identifies the
Word program running and
the name of the active
presentation.
4. Minimize button: Shrinks
the application window to a
bar on the taskbar; you
click its button on the
taskbar to reopen it.
5. Maximize/Restore
button: If the window is
maximized (full screen),
click will changes it to
windowed (not full screen)
and vice versa.
6. Close ( Quit ) button:
Closes the application.
7. Ribbon: Functions as a
combination of menu bar
and toolbar, offering tabbed
"pages" of buttons, lists,
and commands.
8. Vie w bu t t on s: Allow you
to see the active Word
window/page in different
views.
9. St a t u s ba r : Reports information about the presentation and provides shortcuts for changing the view and
the zoom.
The Word 2007 Ribbon

The W or d 2 0 0 7 Ribbon is a bar across the top of the window that contains tabbed pages of commands and
icons/buttons. It replaces the previous versions menu bar and drop down menus. The ribbon is designed to help
you quickly find the commands that you need to complete a task. The ribbon is divided into eight tabs by default,
and each tab is a selection of groups that show related items together. Command buttons in each group carry out
a command or display a menu of commands. Similar commands are grouped together making the ribbon very
task oriented. The more popular commands are available directly on each tab; you can directly access the
command by clicking on the command icons/buttons.
18
Here are the elements in a Word 2007 ribbon:
1. Ribbon: The whole bar, including all of the tabs.

2. Tab: A tabbed page of the Ribbon such as Home, Insert, etc. Every tab contains several groups and
every group has it own command icons.
3. Group: A section of a tab. For example, the Home tab has the following groups: Clipboard, Font,
Paragraph, Styles, and Editing.
4. D ia log box la un che r : A small icon in the bottom-right corner of a group, from which you can open a
dialog box related to that group.
There is no way to delete or replace the Ribbon with the toolbars and menus from the earlier versions of Microsoft
Office. However, you can minimize the Ribbon to make more space available on your screen.
To minimize the Ribbon

1. Click Customize Quick Access Toolbar.
2. From the drop-down menu, click Minimize the
Ribbon.
3. To use the Ribbon while it is minimized, click the tab
you want to use, and then click the option or command
you want to use.
5. From the drop-down menu, click the Minimize the
Ribbon again.
Note: To quickly minimize the Ribbon, double-click the name of

the active tab. Double-click a tab again to restore the Ribbon
Keyboard shortcut: To minimize or restore the Ribbon, press
Ctrl+F1.
19
Chapter 6 - Formatting and Editing Documents

Working with Clipboard
The Microsoft Office Clipboard allows you to copy multiple text and graphical
items from Office documents or other programs and paste them into another
Office document. For example, you can copy text from an e-mail message, data
from a workbook or datasheet, and a graphic from a presentation and then paste
them all into a document. By using the Office Clipboard, you can arrange the
copied items the way that you want in the document.
H ow the Clipboard Works

The Office Clipboard works with the standard Copy and Paste commands. Just
copy an item to the Office Clipboard to add it to your collection, and then paste it
from the Office Clipboard into any Office document at any time. The collected
items stay on the Office Clipboard until you exit all Office programs or you delete
the items from the Clipboard task pane.
After you exit all Office programs, only the last item that you copied stays on the Office Clipboard. When you exit
all Office programs and restart your computer, the Office Clipboard is cleared of all items.
The Office Clipboard and the system Clipboard

The Office Clipboard is related to the system Clipboard in Microsoft Windows in the following ways:
1. When you copy multiple items to the Office Clipboard, the last item that you copy is always copied to the
system Clipboard.
2. When you clear the Office Clipboard, the system Clipboard is also cleared.
3. When you use the Paste command, the Paste button, or the keyboard shortcut CTRL+V, you paste the
contents of the system Clipboard, not the Office Clipboard.
Turn on the Office Clipboard

To display the Office Clipboard in the task pane (task pane: A window within an Office
application that provides commonly used commands. Its location and small size allow you to
use these commands while still working on your files.), do the following in these Office
programs:
1 ) Access, Excel, Outlook, PowerPoint, or Word
a) On the Home tab (Message tab in Outlook), in the Clipboard group, click the Clipboard
Dialog Box Launcher.
2 ) Publisher or SharePoint Designer
a) On the Edit menu, click Office Clipboard.
Control how the Office Clipboard is displayed

You can use the following options to control how the Office Clipboard is
displayed.
1) In the Clipboard task pane, click Options.
2) Click the options that you want.
a) Show Office Clipboa r d Au t om a t ica lly - Automatically displays the
Office Clipboard when copying items.
b) Show Office Clipboard When CTRL+C Pressed Twice -
Automatically displays the Office Clipboard when you press CTRL+C
twice.
c) Collect without Show ing Office Clipboa rd - Automatically copies
items to the Office Clipboard without displaying the Clipboard task
20
pane.
d) Sh ow Office Clipboa r d I con on Ta sk ba r -
Displays the Office Clipboard icon in the status area
of the system taskbar when the Office Clipboard is
active. This option is turned on by default.
e) Show Status Near Taskbar When Copying - Displays the collected item message when copying items
to the Office Clipboard. This option is turned on by default.
Turn off the Office Clipboard

Do any of the following:
1. In the Clipboard task pane, click the Close button.
2. In the Clipboard task pane, click the arrow, and then on the menu, click Close.
3. Press F6 to give the Clipboard task pane the focus. Press CTRL+SPACEBAR, and then, using the DOWN
ARROW key, scroll to Close and press ENTER.
Copy multiple items to the Office Clipboard

1. Open the file that you want to copy items from.
2. Select the first item that you want to copy.
3. Do one of the following in these Office programs:
4. Access, Excel, Outlook, PowerPoint, or Word
a. On the Home tab, in the Clipboard group, click Copy.
b. Keyboard shortcut CTRL+C
5. Publisher or SharePoint Designer
a. On the Edit menu, click Copy.
b. Keyboard shortcut CTRL+C
6. Continue copying items from the same or other files until you have collected all of the
items that you want. The Office Clipboard can hold up to 24 items. If you copy a
twenty-fifth item, the first item on the Office Clipboard is deleted.
7. If you open the Clipboard task pane in one Office program, the Clipboard task pane does not automatically
appear when you switch to another Office program. However, you can continue to copy items from other
programs. If the Show Status Near Taskbar When Copying option is selected (to verify, click Options in the
Clipboard task pane), a message is displayed above the status area to indicate that an item has been added
to the Office Clipboard.
8. As items are added to the Office Clipboard, an entry is displayed in the Clipboard task pane. The newest
entry is always added to the top. Each entry includes an icon representing the source Office program and a
portion of copied text or a thumbnail of a copied graphic.
Notes:
1. The Office Clipboard is not available in views where the Copy, Cut, and Paste commands are not available.
2. Collected items remain on the Office Clipboard until you exit all Office programs that are running on your
computer or click Clear All in the Clipboard task pane. For more information, see Delete items from the Office
Clipboard.
3. In some cases, such as Unicode (Unicode: A character encoding standard developed by the Unicode
Consortium. By using more than one byte to represent each character, Unicode enables almost all of the
written languages in the world to be represented by using a single character set.) text, the image displayed
in the task pane looks slightly altered. This is because text is always displayed in the task pane by using the
Tahoma font. However, the correct formatting and font information is restored when the item is pasted from
the task pane.
4. The Office Clipboard does not support copying Office Access objects, such as a form or report.
Paste items
You can paste items from the Office Clipboard individually or all at the same time.
Click where you want the items to be pasted. You can paste collected items into any Office program.
Do one of the following:
1. To paste items one at a time, in the Clipboard task pane, double-click each item that you want to paste.
2. To paste all the items that you copied, in the Clipboard task pane, click Paste All.
21
Working with Fonts Increase /Decrease

Font Size Selection Box Font Size
Font Selection Box
Bold, Italic, Underline and

Strike-through
Superscript and Subscript Change Case
Drop Cap
A drop cap is the first letter of a report, article, chapter, or story that
appears in a larger than normal and more interesting font than the
other characters. So it occupies several lines of the paragraph.
Drop caps can be used to add style to a document and draw attention to
something in the document. Maybe you are not aware that you seems
the drop cap before, just you don’t know that it’s a drop cap. There are
basically two styles of drop caps, dropped and in margin. Here it looks
like.
To add a drop caps to your

document:
1. Type your paragraph as you normally would.
2. Select the first character of the first word at the start of your paragraph.
3. Click the Insert tab of the Ribbon.
4. In the Text group, click Drop Cap then click on Drop Cap Options.
5. From the Drop Cap dialog box displayed, in the Position section, you can
choose either Dropped or in margin option
6. Change any other options to format your drop cap
7. Click on OK
Add Shading to Highlight Text in Word 2007

Adding shade to your document text can grab reader’s attention. What if you want to draw attention to an
entire paragraph? One option is to shade the entire paragraph in a different color, making it stand out from the
rest. This shading can be added in conjunction with any border you may specify for the paragraph. Word 2007
even allows you to precisely control the degree of shading.
To add shading to a paragraph

1. Position the insertion point in the paragraph that you want to
shade.
2. Click the Home tab from the Ribbon.
3. In the Paragraph group, click the down-arrow to the right of
the Shading tool.
4. From the shading color palette displayed, select any one of the
theme colors of the palette. There are ten colors, and each
option under the colors represents a different percentage of
shading for that color.
To remove shading from a paragraph

1. Position the insertion point in the paragraph with shading applied.
22

3. In the Paragraph group, click the down-arrow to the right of the Shading tool.
4. From the shading color palette displayed, select No Color. Then, the paragraph shading will be removed.
Word 2007 Styles: How to Use it?
A style is a set of formatting instructions. In another term, it is a way to give a name to a group of formatting
attributes such as font formatting
(color, size, etc), paragraph formatting
(alignment, spacing, etc). Microsoft
Word 2007 allows you to create your
own Word styles and also come with a
number of built-in styles. Among the
most important built-in styles are the standard heading styles: Heading 1, Heading 2, Heading 3, etc. For
example, you might use Title Heading for chapter titles, Heading 1 for section headings, Heading 2 for the sub-
headings, etc. Once you have defined a style, you can quickly and easily format text simply by applying the style
without the need to apply text formatting individually. Styles can save a lot of time and help insure consistency in
your documents.
With the headings styles, Word can automatically create a table of contents (TOC), and you also can use
headings to define cross-references. Here we show you how to use styles to create a TOC later.
These styles are on the Home tab, in the Styles

group.
To apply the Style

1. Place the cursor in the chapter title or
heading in your document.
2. In the Styles group, click on a suitable

heading such as Title for the highest level,
Heading 1 for the next level, etc.
3. To see more styles, click the More icon in

the Styles group and you can choose any
intended style.
Note: For each chapter title and heading, you need to apply the style.
The heading styles and the TOC work together as Word designate Heading 1 titles to the highest level in the TOC.
Heading 2 corresponds to the next highest level; and Heading 3 is the following level.
Using Headings to Create a Table of Contents
How to create a table of contents easily using Word 2007?
A t a ble of con t e n t s (TOC) is very useful for a long document. For example, you can use TOC to quickly browse
through what are the contents of a long document. Adding a TOC to your document is simple if you have included
styles (either build-in style such as Heading 1, Heading 2, etc or custom styles). Many people try to create a table
of contents manually, without using the built-in process in Microsoft Word. There are two steps you take to create
a TOC -
1. Prepare your document by assigning heading styles that you want to appear in the TOC.
2. Apply those headings into the TOC.
3. After the heading styles are applied, it's time to collect them all together in the TOC.
To create a Table of Contents

1. Position the insertion point where you want the TOC to appear, usually at the beginning of the document.
2. Click the References tab of the ribbon.
23
3. From the Table of Contents group, click Table of Contents icon. Word displays a drop-down list of
TOC options.
4. Click either Automatic Table 1 or Automatic Table 2, whichever TOC looks best to you in the instant
preview.
To modify a Table of Contents

1. Position the insertion point where you want the
TOC inserted.
3. From the Table of Contents group, click Table of
Contents icon. Word displays a drop-down list of
TOC options.
4. Click Insert Ta ble of Con t e n t s. Word displays
the Table of Contents tab of the Table of Contents
dialog box.
5. In the Ta ble of Con t e nt s dialog box, make sure that the
Formats drop-down list is set to From Template.
6. Click Modify button.
7. From the Style dialog box displayed, click TOC 1 to select
the highest level, or Level 1, in the TOC, and then click
Modify.
8. From the M odify St yle dialog box displayed, change the
necessary options in the Formatting section (i.e. use the
Font color box to change the color to blue).
Adjusting the Width of Characters in Word Document
Sometime you may need to adjust the horizontal size or

width of characters in your document. Actually, Word
provides you a way to do so and the scaling can be applied
to any characters in a selection.
To format the horizontal size of characters

1. Select the characters you want to adjust.
2. Display the Font dialog box by pressing Ctrl + D .
3. From the Font dialog box displayed, click on the
Character Spacing tab.
4. Use the Scale drop-down menu to specify the
scaling you want applied to the characters. You
can select from a pre-defined scale, or enter any
value between 1% and 600%.
5. Click on OK.
Note: If you find you have a need to scale quite a few selections in your documents, you can add a scaling
tool to the Quick Access Toolbar (QAT). With the Character Scaling tool in place, you can easily change the
scaling of any selected text at any time.
24
To add a scaling tool to the QAT

1. Click the Office bu t t on and then click
W or d Opt ions. Word displays the Word
Options dialog box.
2. At the left side of the dialog box, click the
Customize option.
3. Using the Ch oose Com m a nds Fr om
drop-down list, choose All Commands.
4. Scroll through the list of commands until
you find the Character Scaling
command.
5. Select the command by clicking it once.
6. Click the Add button. The command now
appears at the right side of the dialog
box.
7. Click the OK button. The command now
appears on the Quick Access toolbar.
Editing Style
1. Click on OK to close the M odify St yle dialog
box.
2. Click on OK again to close the Style dialog box.
3. Look in the Pr int Pre vie w area of the Ta ble of
Contents dialog box and you will see that TOC 1
(or Level1) is now blue.
4. After you click the final OK, a message appears
asking if you want to replace the TOC.
5. Click OK.
Note: If you want to change TOC 2 (Level 2) or TOC 3

(Level 3) to be blue also, you would do the same
procedure selecting TOC 2 or TOC 3 in the Style dialog
box before proceeding to the Modify Style dialog box.
The TOC is automatically updated whenever you open the

document; but it's a good idea to also update it whenever
you add more titles or headings in your document or
when you add more content that may affect the page
numbers that appear in the TOC.
To update a Table of Contents

2. From the Ta ble of Con t e n t s group, click the
Update Table icon.
3. From the Update Table of Contents dialog box
displayed, you have two options to choose:
4. Upda t e pa ge n um be r s on ly: If you've added
body text but no new headings (this option is
faster).
Update entire table: If you have added or changed a chapter title or heading.
Note: Avoid editing entries in the TOC itself; if you ever update the TOC you will lose those changes. To change
text that appears in the TOC, be sure to edit this text in the body of the document and then click U pda t e Ta ble
to compile the changes.
25
Word 2007 page break

Page breaks force the following text, table or image to appear on the next
page. So, there are few things you need to take care when using a page
break, such as:
1. Prevent a page break in the middle of a paragraph
2. Prevent a page break between paragraphs
3. Specify a page break before a paragraph
You can insert a pa ge br e a k anywhere in your document, or you can specify where Microsoft Word positions
automatic page breaks.
There are a two ways of inserting page breaks into your Microsoft Word 2007 documents:
To insert a page break

1. Click where you want to start a new page.
2. On the Insert tab, in the Pages group, click Page Break.
3. Alternatively, you can press Ctrl + Enter to insert a
page break.
To prevent page breaks between paragraphs

1. Select the paragraphs that you want to keep together on
a single page.
2. On the Pa ge La you t tab, click the Paragraph Dialog
Box Launcher, and then click the Line and Page Breaks
tab.
3. Under the Pagination section, select the Ke e p w it h
next check box.
4. Click OK.
5. Then, apply the page break.
To prevent page breaks in the middle of a paragraph

1. Select the paragraph that you want to prevent from
breaking onto two pages.
tab.
3. Under the Pagination section, select the Ke e p line s
together check box.
4. Click OK.
To specify a page break before a paragraph

1. Click the paragraph that you want to follow the page break.
2. On the Pa ge La you t tab, click the Paragraph Dialog Box Launcher, and then click the Lin e a nd Pa ge
Breaks tab.
3. Under the Pagination section, select the Page break before check box.
4. Click OK.
26
Chapter 4 – Working with Tables, Spellings and Grammar

Inserting Table
There are three ways to insert a table in Word 2007 document:
1. Clicking the Table button creates a table with the number of
columns and rows you select from the grid, with all the cells of
equal size.
2. You can use the Insert Table dialog box, where you can specify
the number of rows and columns as well as their sizes.
3. You can also create a table by drawing cells the size you want.
4. When table was created, you can then enter text, numbers, and
graphics into the table's cells, which are the boxes at the
intersections of a row and a column.
To Insert a Table (method 1)

2. In the Table group, click the Table icon. Word displays a drop-
down list.
3. Drag the intended table columns and rows from the table grid.
For example, 5 X 5 tables.
The table will
automatically insert into
the document.

2. In the Table group, click the Table icon.
3. From the drop-down list displayed, click the I nse r t Ta ble
command.
4. From the I n se r t Ta b le dialog box displayed, in the Ta ble size
section, specify the Number of columns and Number of rows of
the table.
5. Click OK.
6. As an alternative to using the
convenient I n se r t Ta ble
command, you can use Word's draw a table feature.
To Draw a Table
2. In the Table group, click the Table icon. Word displays a drop-down
list.
3. Click on D r a w Ta ble from the list of options. Word changes to Print
Layout view (if you are not already in that view) and changes the
mouse pointer so it looks like a pencil.
4. Use the mouse pointer to define the outside borders of your table,
much as you would draw in a drawing program.
5. Use the pencil to draw the columns and rows into the table.
6. Press Esc when you are done.
To delete a column in a table

1. Move your mouse pointer to the top of the table column that you wish to delete until you see a small
arrow pointing downward and click once. The entire column is highlighted.
2. Right-click on the highlighted column and click on Delete Columns.
27
To create table with specific column

widths
1. Create a one-row, three-column table. This one-
row table should fill the whole width of your
document, from margin to margin.
2. Use the mouse to adjust the width of the first two
columns, making the column widths as wide as
you need.
3. Place the insertion point in the third column of the table.
4. From the Table Tools Layout tab, in the Merge group, click the
Split Cells icon.
5. From the Split Cells dialog box displayed, in the Number of
columns control box, specify that you want the cell split into 8
columns.
6. Click OK.

1. Move your mouse pointer to the top of the table
column that you wish to delete until you see a small
arrow pointing downward and click once. The entire
column is highlighted.
2. Right-click on the highlighted column and click on
Delete Columns.
To delete a row in a table

1. Move your mouse pointer to the left of the table
row that you wish to delete until you see an
arrow pointing inward and click once. The entire
row is highlighted.
2. Right-click on the highlighted row and click on
Delete Rows.
To delete the entire table

1. Highlight the entire table that you wish to delete.
2. On the Table Tools Layout tab, in the Rows & Columns group,
click on Delete icon and click the Delete Table option.
28
To turn off the editing language

1. Click the Office Button then select the Word Options button.
2. From the Word
Options dialog box
displayed, on the
Popular tab, click
the Language
Settings button.
3. From the Microsoft
Office Language
Settings 2007
dialog box
displayed, verify
that your preferred
language is selected
under Primary
editing language.
4. Under the Enabled
editing languages:
section, select any unwanted languages and click the Remove button.
5. Click OK.
6. Now Word 2007 will only check the spelling and grammar for your preferred language so you should see
less of those annoying squiggly lines.
Handling Line Spacing in Word 2007

If you take advantage of styles in your Word documents, they can make your formatting much more consistent and
easier than formatting manually. You can define styles for all sorts of elements in your documents.
One of the most common document elements to format is different heading levels. When formatting headings, it is not
unusual to set them off from surrounding text by adding additional space before them. Word lets you do this in the style
definition for the heading. You can specify virtually any amount of additional space before the heading that you want.
When the heading style includes

additional space before the paragraph,
you may be surprised when Word
sometimes fails to add that expected
space. For example, when the heading
appears right after a page break or a
column break, Word normally doesn't
include that extra space. Instead, the
heading appears right up at the top of
the page or column.
Adjusting spaces
1. Click the Office Bu t t on and
then click Word Options.
2. From the W or d Opt ion s
dialog box displayed, click
Advanced at the left of the
dialog box.
3. Scroll to the bottom of the
options in the dialog box.
4. Click the plus sign to the left
of La you t Opt ion s. Word
shows a long list of
compatibility options it can
use.
5. Scroll through the list of options until you find the option called Suppress Space Before after a hard page or
column break.
29
6. If the check mark beside this option is selected, then Word ignores your "space before" specification when the
paragraph with that specification occurs right after a page break or a column break. If it is not selected, then
your "space before" setting is honored in these instances.
7. Click OK.
You should note that if your heading style specifies space before the heading, and that heading naturally falls at the top
of a page, Word suppresses that extra space, no matter what. The reason is because Word "eats up" the extra space, as
if it was really at the bottom of the previous page.
Proofreading Documents in Word 2007

Word 2007 automatically proofreads your document for
grammar, spelling, and style errors as you type. You can
correct the errors immediately as they occur or at the end
of your Word session.
You can customize how Word proofreads your documents

by setting the desired proofreading options before you work
on your document.
To proof read your Word documents

1. Click the Office Bu t t on , and then click the Word
Options button.
2. From the W or d Opt ion s dialog box displayed,
click Proofing.
3. Under the ‘AutoCorrect Options’ section, click the
AutoCorrect Options button.
4. From the AutoCorrect dialog box displayed, clear
the check box Au t om a t ica lly u se su gge st ion s
from the spelling checker.
5. Clear this option will make Word ignore any spelling errors while you types. Click OK.
6. Under ‘When correcting spelling and grammar in Word’ section, click the Writing Style: Settings button.
7. Scroll down to the Style: section and select the suitable check box.
8. Click OK to close the Grammar Settings dialog box.
9. Click OK again to close the Word Options dialog box.
10. When you are ready to proofread your document, click the Pr oofin g Er r or s button in the status bar to sort
through and correct any errors that Word has found. Then from the suggestions pop-up, select the correct word
30
Add a Document Watermark in Word 2007
A document watermark is just a 'simple text' appear at the background of your Word documents. It can help signify
that your Word 2007 document should be treated as "Do not copy", "Sample", "Confidential", "Draft", etc.
Word 2007 has many options for creating watermarks. Although default watermark types are provided, you can create
watermarks with your own custom text or image. You can also tweak the watermark size, font, color, and how much the
watermark will stand out from the document.
To add a default Word watermark

1. Open Word 2007.
2. Click the Page Layout tab in the Word
2007 ribbon.
3. In the Page Background group, click the
Watermark icon to open a menu.
4. From the menu, you can click on any
available watermarks and you will see the
watermark is inserted in your document.
To add a custom Word watermark

1. Open Word 2007.
2007 ribbon.
4. Click on the Custom Watermark button to
open the Printed Watermark dialog box.
5. From the dialog box, you have 3 options to
choose:
a. No watermark - to remove the
current watermark.
b. Picture watermark - to use a
picture as the watermark. You need to click on the Se le ct Pict u r e button and choose a picture to be
your document watermark.
c. Text watermark - to create a custom text watermark (let say we choose this).
6. Language: Click the drop-down menu to modify
the watermark's language.
7. Text: Enter your desired watermark text.
8. Font: Change the watermark font from the drop-
down menu.
9. Size: Change the watermark size to ensure it
appears correctly on paper. A default is Auto.
Color: Click the drop-down menu to change the
watermark color.
10. Check or uncheck "Semitransparent" to wash
out or prevent washing out the watermark text.
11. Layout: To determine whether the watermark
should appear diagonally or horizontally.
12. Click the OK button when finish.
31
Word 2007 Status Bar

The W or d 2 0 0 7 st at u s ba r is the area at the bottom of the Word window that gives information and some controls on
the current document.
It displays information about what page you are on, line number on the
page, total words in the document, etc. It also shows some other
information about which editing toggles you have turned on or you can turn
it off if you don't need the information provided shows on the status bar.
Right-clicking the status bar produces the helpful Customize St a t u s Ba r

menu. The Customize Status Bar menu does two things:
1. It controls what you see on the status bar, informational tidbits as
well as certain controls.
2. It lets you turn on or off some Word features.
To control the display on the Customize status bar menu

1. The menu's options are enabled (selected) when a check mark
appears next to them.
2. The items at the top of the menu (from Formatted Page Number
to Word Count) display information about your document.
3. The options from Ca ps Lock down through M a cr o Re cor din g are
used to turn off or on those features.
4. The last three options on the menu control whether the View or
Zoom shortcuts appear on the status bar.
Note: You can try to check or select the available options in the Customize
Status Bar and see the changes to your documents.
32
MICROSOFT W ORD FU N D AMEN TALS
Chapter
hapter 2 - Exploring Word 2007 Screen Elements
The Word 2007 User Interface
Description
Description of some important elements Word 2007 Interface of are as follows:
1. button Opens the
Office button:
Office menu, from which
you can open, save, print, print
and start new
presentations.
2. Qu ick Acce ss Toolba r : A
Quick
small toolbar next to the
Office button contains
shortcuts for some of the
most common commands.
3. Tit le ba r : Identifies the
Word program running and
the name of the active
presentation.
4. button Shrinks
Minimize button:
the application window to a
bar on on the
the taskbar;
taskbar; youyou
click its button on the
taskbar
taskbar to reopen it.
5. Maximize/Restore
button If the window is
button:
maximized (full screen),
maximized
click will changes
click changes it to to
windowed (not full screen)
windowed screen)
and vice versa.
6. Close ( Quit ) button
button:
Closes the application.
7. Ribbon: Functions as a
combination
com bination of m menu
enu bar
and toolbar,
toolbar, offering tabbed
"pages" of buttons, lists,
and commands.
8. Vie w bu t t ons: AllowAllow you
you
to see
to see the
the active
active W Word
ord
window/page in
window/page in different
views.
views.
9. Status
St a t u s ba r : Reports
bar: Reports information
information about the
the presentation
presentation and
and provides
provides shortcuts
shortcuts for changing
changing the
the view
view and
and
the zoom.
The Word 2007 Ribbon

The W or d 2 0 0 7 Ribbon is a bar across the top of the window that contains tabbed pages of commands and
icons/buttons. It replaces the previous versions menu bar and drop down menus
menus.. The ribbon is designed to help
you quickly find
find the commands that you need to complete a task. The ribbon is divided into eight tabs by default,
and each tab is a selection of groups that show related items together. Command buttons in each group carry out
a command or display a menu of commands. SimilarSimilar commands are grouped together making the ribbon very
task oriented. The more popular commands are available directly on each tab; you can directly access the
command by clicking on the command icons/buttons.
1
Here are the elements in a Word 2007 ribbon::
1. Ribbon:: The whole bar, including all of the tabs.

Ribbon
2. Tab: A tabbed page of the Ribbon such as Home, Insert, etc. Every tab contains several groups and
Tab:
every group has it own command icons.
3. Group: A section of a tab. For example, the Home tab has th
Group: thee following groups: Clipboard, Font,
Paragraph, Styles, and Editing.
4. D ia log box la u n ch er : A small icon in the bottom-right
bottom right corner of a group, from which you can open a
dialog box related to that group.
There is no way to delete or replace the Ribbon with the toolbars and menus from the earlier versions of Microsoft
Office.. However, you can minimize the Ribbon to make more space available on your screen.
To minimize the Ribbon

Toolbar
2. From the drop-down
drop down menu, click Minimize the t
Ribbon
Ribbon.
3. To use the Ribbon while it is minimized, click the tab
you want to use, and then click the option or
command you want to use.
Toolbar
drop down menu, click the Minimize the
Ribbon again.
Note: To quickly minimize the Ribbon, double-
double-click the name
of the active tab. Double-click
Double click a tab again to restore the
Ribbon
shortcut: To minimize or restore the Ribbon,
Keyboard shortcut: press
Ctrl+F1.
2
Chapter 3 - Formatting Documents

Drop Cap
A drop cap is the first letter of a report, article, chapter, or story that
appears in a larger than normal and more interesting font than the
other characters. So it occupies several lines of the paragraph.
Drop caps can be used to add style to a document and draw attention to
something in the document.
document. Maybe you are not aware that you seems
the drop cap before, just you don t know that it s a drop cap.. There are
basically two styles of drop caps, dropped and
and in margin. Here it looks
like.
To add a drop caps to your

document
document:
1. Type your paragraph as you normally would.
2. Select the first character of the first word at the start of your paragraph.
Ribbon
4. In the Text group, click D rop Cap then click on Drop Cap Options.
Options
5. From the Drop Cap dialog box displayed, in the Position section, you can
choose either Dropped or in margin option
6. Change any other options to format your drop cap
7. Click on OK
Add Shading to Highlight Text in Word 2007

Adding shade to your document text can grab reader s
attention.
attention. What if you want to draw attention to an entire
paragraph?
paragraph? One option is to shade the entire paragraph in a
different color, making it stand out from the rest. This shading
can be added in conjunction with any border you may specify for
the paragraph.
paragraph. Word 2007 even allows you to precisely control
the degree of shading.
To add shading to a paragraph

1. Position
tion the insertion point in the paragraph that you
want to shade.
3. In the Paragraph group, click the down-arrow
down arrow to the right of the Shading tool.
4. From the shading color palette displayed, select any one of the theme colors of the palette. There are ten
colors, and each option under the colors represents a different percentage of shading for that color.
To remove shading from a paragraph

1. Position the
the insertion point in the paragraph with shading applied.
3. In the Paragraph group, click the down-arrow
down arrow to the right of the Shading tool.
4. From the shading color palette displayed, select No Color.. Then, the paragrap
paragraph shading will be removed.
3
Word 2007 Styles: How to Use it?

A style is a set of formatting instructions. In another term, it is a way to give a name to a group of formatting
attributes such as font formatting
(color, size, etc), paragraph formatting
(alignment, spacing, etc). Microsoft
Word 2007 allows you to create your
own Word styles and also come with a
number of built-in
built styles. Among the
styles.
most important built-
built-in styles are the standard heading styles:: Heading 1, Heading 2, Heading 3, etc. For Fo
example, you might use Title Heading for chapter titles, Heading 1 for section headings, Heading 2 for the sub- sub
headings, etc. Once you have defined a style, you can quickly and easily format text simply by applying the style
without the need to apply text
tex formatting individually. Styles can save a lot of time and help insure consistency in
your documents.
With the headings styles,

styles, Word can automatically create a table of contents (TOC)
(TOC),, and you also can use
headings to define cross-references.
cross references. Here we show you how to use styles to create a TOC later.
These styles are on the Home tab, in the Styles

group.
To apply the Style

1. Place the cursor in the chapter title or
heading in your document.
2. In the Styles group, click on a suitable

heading such as Title for the highest level,
Heading 1 for the next level, etc.
3. To see more styles,

styles, click the More icons in
the Styles group and you can choose any
intended style.
Note: For each chapter title and heading, you need to apply the style.
The heading
The headingstyles and the TOC work together as Word designate Heading 1 titles to the highest level in the TOC.
Heading 2 corresponds to the next highest level; and Heading 3 is the following leve
level.
l.
Using Headings to Create a Table of Contents
How to create a table of contents easily using Word 2007?
A t a ble of con t e n t s (TOC) is very useful for a long document.

document. For example, you can use TOC to quickly browse
through what are the contents of a long document.
document. Adding a TOC to your document is simple if you have included
styles (either build-in
build in style such as Heading 1, Heading 2, etc or custom styles). Many people try to create a table
of contents manually, without using the built-in
built in process in Microsoft Word
Word.. There are two steps you take to create
a TOC -
1. Prepare your document by assigning heading styles that you want to appear in the TOC.
2. Apply those headings into the TOC.
3. After the heading styles are applied, it's time to collect them all together in the TOC.
To create a Table of Contents

1. Position the insertion point where you want the TOC to appear, usually at the beginning of the document.
document
4
3. From the Table of Contents group, click Table of Contents icon. Word displays a drop
drop-down
down list of
TOC options.
4. Click either Automatic Table 1 or Automatic Table 2,
2, whichever TOC looks best to you in the instant
preview.
To modify a Table of Contents
1. Position the insertion point where you want the
TOC inserted.
nserted.
3. From the Ta ble of Cont en t s group, click Table
of Con t e n t s icon. Word displays a drop-down
drop down list
of TOC options.
4. Click Insert Ta ble of Con t e n t s.
s . Word displays
the Table of Contents tab of the Table of Contents
dialog box.
5. In
the Ta ble of
Contents
dialog box,
box
make sure
that the
Formats drop-down
down list is set to From Template
Template.
6. Click Modify button.
7. From the Style dialog box displayed, click TOC 1 to select
the highest level, or Level 1, in the TOC, and then click Modify.
Modify
8. From the M odify St yle dialog box displayed, change the
necessary options in the Formatting section (i.e. use the Font
color box to change the color to blue).
Adjusting the Width of Characters in Word

Document
Sometime you may need to adjust the horizontal size or

width of characters in your document. Actually, Word
provides you a way to do so and the scaling can be applied
to any characters in a selection.
To format the horizontal

horizontal size of characters
1. Select the characters you want to adjust.
2. Display the Font dialog box by pressing Ctrl + D.
D
3. From the Font dialog box displayed, click on the
Character Spacing tab.
4. Use the Scale drop-down
drop down menu to specify the
scaling you want applied to the characters.. You
can select from
from a pre-defined
pre defined scale, or enter any
value between 1% and 600%.
5. Click on OK.
Note: If you find you have a need to scale quite a few selections in your documents, you can add a scaling
tool to the Quick Access Toolbar (QAT). With the Character Scaling tool in place, you can easily change the
scaling of any selected text at any time.
5
To add a scaling tool to the QAT
1. Click the Office but t on and then click

ions . Word displays the Word
W or d Opt ions.
Options dialog box.
box
2. At the left side of the dialog box,
box, click the
Customize option.
3. Using the Ch oose Com m a n ds Fr om
drop down list, choose All Commands.
drop-down Commands
4. Scroll through the list of commands until
you find the Character Scaling
command.
5. Select the command by clicking it once.
6. Click the Add button. The command now
appears at the right side of the dialog
box
box.
7. Click the OK button. The command now
appears on the Quick Access toolbar.
Editing Style
1. Click on OK to close the Modify
Modif St yle dialog
box
box.
2. Click on OK again to close the Style dialog box.
box
3. Look in the Pr int Pr e vie w area of the Ta ble of
Contents dialog box and you will see that TOC 1 (or
Level1) is now blue.
4. After you click the final OK,, a message appears
asking if you want to replace the TOC.
5. Click OKOK.
Note: If you want to change TOC 2 (Level 2) or TOC 3

(Level 3) to be blue also, you would do the same
procedure selecting TOC 2 or TOC 3 in the Style dialog
box before proceeding to th
thee Modify Style dialog box.
box
The TOC is automatically updated whenever you open the

document; but it's a good idea to also update it whenever
document;
you add more titles or headings in your document or
when you add more content that may affect the page
numbers that
that appear in the TOC.
To update a Table of Contents

2. From the TaTable
ble of Con t e n t s group, click the
Contents
Update Table icon.
3. From the Update Ta ble of Con t e n t s dialog box
displayed, you have two options to choose:
4. Update pa ge n u m be r s on ly: If you've added
body text but no new headings (this option is
faster).
Update entire table: If you have added or changed a chapter title or heading.
heading
6
Note: Avoid editing entries in the TOC itself; if you ever update the TOC you will lose those changes. To change
text that appears in the TOC, be sure to edit this text in the body of the document and then click Upda t e Ta ble
to compile the changes.
7
Word 2007 page break

Page breaks force the following text, table or image to appear on the next
page. So, there are few things you need to take care when using a page
break, such as:
1. Prevent a page break in the middle of a paragraph
2. Prevent a page break between paragraphs
paragraphs
3. Specify a page break before a paragraph
You can insert a pa ge br ea k anywhere in your document, or you can specify where Microsoft Word positions
automatic page breaks.
breaks
There are a two ways of inserting page breaks into your Microsoft Word 20
2007 documents:
To insert a page break

1. Click where you want to start a new page.
2. On the Insert tab, in the Pages group, click Page Break.
Break
3. Alternatively, you can press Ctrl + Enter to insert a
page break.
To prevent page breaks between paragraphs

1. Select the paragraphs that you want to keep together on
a single page.
tab.
3. Under the Pagination section, select the Ke
Keep
ep w
with
it h
next check box.
4. Click OK.
To prevent page breaks in the middle of a paragraph

1. Select the paragraph that you want to prevent from
breaking onto two pages.
2. On the Pa ge La you t tab, click
click the
the Paragraph Dialog
tab.
3. Under the Pagination section, select the KeKeep
e p line
liness
together check box.
4. Click OK.
To specify a page break before a paragraph

1. Click the paragraph that you want to follow the page break.
2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Lin e a n d Pa ge
Breaks tab.
3. Under the Pagination section, select the Page break before check box.
4. Click OK.
8
Chapter 4 Working with Tables,

Tables, Spellings and Grammar
Inserting Table
There are three ways to insert a table in Word 2007 document:
1. Clicking the Table button creates a table with the number of
columns and rows you select from the grid, with all the cells of
equal size.
2. You can use the Insert Table dialog box,
box, where you can specify
the number of rows and columns as well as their sizes.
3. You can also create a table by drawing cells the size you want.
4. When table was created, you can then enter text, numbers, and
graphics into
into the table's cells, which are the boxes at the
intersections of a row and a column.

2. In the Table group, click the Table icon. Word displays a drop-
drop
down list.
3. Drag the intended table columns and rows from the table grid.
For example, 5 X 5 tables. The
table will automatically insert into
the document.

2. In the Table group, click the Table icon.
drop down list displayed, click the I nse r t Ta ble
command.
4. From the I n se r t Ta ble dialog box displayed, in the Ta ble size
section, specify the N u m be r of colu m n s and N u m be r of r ow s of the
table
table.
5. Click OK.
OK
6. As an alternative to using the
convenient I n se r t Ta ble command,
you can use Word's draw a table feature.
To Draw a Table
2. In the Table group, click the Table icon. Word displays a drop-down
drop
list.
3. Click on D r a w Ta ble from
om the list of options. Word changes to Print
Layout view (if you are not already in that view) and changes the
mouse pointer so it looks like a pencil.
4. Use the mouse pointer to define the outside borders of your table,
much as you would draw in a drawing program.
program
5. Use the pencil to draw the columns and rows into the table.
table
6. Press Esc when you are done.

1. Move your mouse pointer to the top of the table column that you wish to delete until you see a small
arrow
rrow pointing downward
downward and click once. The entire column is highlighted.
9
2. Right click on the highlighted column and click on Delete Columns.

Right-click
To create table with specific column

widths
1. Create a one-row,
one three--column
column table. This one-
one
row table should fill the whole width of your
document, from margin to margin.
2. Use the mouse to adjust the width of the first two
columns, making the column widths as wide as
you need.
3. Place the insertion point
point in the third column of the table.
4. From the Table Tools Layout tab, in the Merge group, click the
Split Cells icon.
5. From the Split Cells dialog box displayed, in the Number of
columns control box, specify that you want the cell split into 8 columns.
6. Click OK.

1. Move your mouse pointer to the top of the table column that
you wish to delete until you see a small arrow pointing
downward and click once. The entire column is highlighted.
2. Right click on the highlighted column
Right-click column and click on Delete
Columns.
To delete a row in a table

1. Move your mouse pointer to the left of the table
row that you wish to delete until you see an arrow
pointing inward and click once. The entire row is
highlighted.
2. Right--click
click on the highlighted
highlighted row and click on
Delete Rows.
To delete the entire table

1. Highlight the entire table that you wish to delete.
2. On the Table Tools Layout tab, in the Rows & Columns group,
click on Delete icon and click the Delete Table option.
10
To turn off the editing language

1. Click the Office Button then select the Word Options button..
2. From the Word
Options dialog box
displayed, on the
Popular tab, click
the Language
Settings button.
3. From the Microsoft
Office Language
Settings 2007
dialog box
displayed, verify
that your preferred
language is selected
under Primary
editing language.
4. Under the Enabled
editing languages:
section, select any unwanted languages and click the Remove button.
5. Click OK.
6. Now Word 2007 will only check the spelling and gram mar for your preferred language so you should see
less of those annoying squiggly lines.
Handling Line Spacing in Word 2007

If you take advantage of styles in your Word documents, they can make ma your formatting much more consistent and
easier than formatting manually. You can define styles for all sorts of elements in your documents.
One of the most common document elements to format is different heading levels. When formatting headings, it is not
unusual to set them off from surrounding text by adding additional space before them. Word lets you do this in the style
definition for the heading.
heading. You can specify virtually any amount of additional space before the heading that you want.
When theth heading style includes

additional space before the paragraph,
you may be surprised when Word
sometimes fails to add that expected
space. For example, when the heading
appears right after a page break or a
column break, Word normally doesn't
include that extra space. Instead, the
heading appears right up at the top of
the page or column.
column
Adjusting spaces
1. Click the Office Bu t t on and
then click Word Options.
Options
2. From the W or d Opt ion s
dialog box displayed, click
ced at the left of the
Advanced
dialog box.
3. Scroll to the bottom of the
options in the dialog box.
4. Click the plus sign to the left
of La you t Opt ion s.s . Word
shows a long list of
compatibility options it can
11
use.
5. Scroll through the list of options until you find the option called Suppress Space Before after a hard page or
column break.
break
6. If the check mark beside this option is selected, then Word ignores your "space before" specification when the
paragraph with that specification occurs right after a page break or a column break. If it is not selected, then
your "space before" setting is honored in these instances.
7. Click OK.
You should note that if your heading style specifies space before the heading
heading, and that heading naturally falls at the top
of a page, Word suppresses that extra space, no matter what. The reason is because Word "eats up" the extra space, as
if it was really at the bottom of the previous page.
Proofreading Documents in Word 2007

Word 2007 automatically proofreads your document for
grammar, spelling, and style errors as you type. You can
correct the errors immediately as they occur or at the end
of your Word session.
You can customize how Word proofreads your documents by

setting the desired proofreading options before you work on
your document.
To proof read your Word documents

1. Click the Office Bu t t on , and then click the Word
Options button.
2. From the W or d Opt ion s dialog box displayed,
click Proofing.
Proofing
3. Under the AutoCorrect Options
Options section, click
click the
the
AutoCorrect Options button.
4. From the AutoCorrect dialog
dialog boxbox displayed, clear
the check box Automatically
Au t om a t ica lly use
u se suggestions
su gge st ion s
from the spelling checker.
checker
5. Clear this option will make Word ignore any spelling errors while you types. Click OK.
6. Under When correcting spelling and grammar in Word section, click the Writing Style: Settings button.
7. Scroll down to the Style: section
section and
and select the
the
suitable check box.

8. Click OK to close the Grammar Settings dialog box.
12
9. Click OK again to close the Word Options dialog box.

10. When you are ready to proofread your document, click the Pr oofin g Er r or s button in the status bar to sort
through and correct any errors that Word has found. Then from the suggestions pop
pop-up,
up, select the correct word
Add a Document Watermark in Word 2007
A document watermark is just a 'simple text' appear at the background of your Word documents. It can help signify
that your Word 2007 document should be treated as "Do not copy", "Sample", "Confidential", "Dra
"Draft", etc.
Word 2007 has many options for creating watermarks. Although default watermark types are provided, you can create
watermarks with your own custom text or image. You can also tweak the watermark size, font, color, and how much the
watermark will stand out from the document.
document
To add a default Word watermark

1. Open Word 2007.
2007 ribbon.
4. From the menu, you can click on any
available watermarks and you will see the
watermark is inserted in your document.
document
To add a custom Word watermark

1. Open Word 2007.
2007 ribbon.
3. In the Page Background group, click the th
4. Click on the Custom Watermark button to
open the Printed Watermark dialog box.
5. From the dialog box, you have 3 options to
choose:
a. No watermark - to remove the
current watermark.
watermark
b. Picture watermark - to use a picture as the watermark.
watermark. You need to click on the Se le ct Pict u r e
button and choose a picture to be your document watermark.
watermark
c. Text watermark - to create a custom text watermark (let say we choose this).
6. Language: Click the drop
drop-down menu u to modify
the watermark's language.
7. Text: Enter your desired watermark text.
text
8. Font: Change the watermark font from the drop-
drop
down menu.
9. Size: Change the watermark size to ensure it
appears correctly on paper. A default is Auto.
Color: Click the drop
drop-down
down menu to change the
watermark color.
10. Check or uncheck "Semitransparent" to wash
out or prevent washing out the watermark text.
11. Layout: To determine whether the watermark
should appear diagonally or horizontally.
12. Click the OK button when finish.
13
Word 2007 Status Bar

The W or d 2 0 0 7 st
status barr is the area at the bottom of the Word window that gives information and some controls on
a t u s ba
the current document.
It displays
displays information about what page you are on, line number on the
page, total words in the document,
document, etc. It also shows some other
information about which editing toggles you have turned on or you can
turn it off if you don't need the information provided shows on the status
bar.
Right-clicking
clicking the status bar produces the helpful Customize Status Bar
menu. The Customize Status Bar menu does two things:
1. It controls what you see on the status bar,
bar, informational tidbits
as well as certain controls.
2. It lets you turn onon or off some Word features.
To control the display on the Customize status bar menu

1. The menu's options are enabled (selected) when a check mark
appears next to them.
2. The items at the top of the menu (from For m a t t e d Pa ge
Number to W or d Cou n t ) display information about your
document.
3. The options from Ca ps Lock down through M a cr o Re cor din g
are used to turn off or on those features.
4. The last three options on the menu control whether the View or
Zoom shortcuts appear on the status bar.
bar
Note: You can try

try to check or select the available options in the
Customize Status Bar and see the changes to your documents.
14
MICROSOFT PUBLISHER
Chapter 5-Overview on MS Publisher 2007
In This Chapter
Deciding when to use Microsoft Publisher 2007
Understanding desktop publishing
Exploring the design process
Using Publisher templates
Desktop publishing uses page layout software and a personal computer to combine text, type, drawings, and images on
a page to create books, newsletters, marketing brochures, flyers, greeting cards, and Web sites, for example. Anything
you can print on a page can be put into a page layout program. Microsoft Publisher 2007 lets you place elements on a
page, precisely position them, modify them, and specify a print job by using techniques that commercial printers require.
Whether you print to your inkjet or laser printer, run down the street to Quick Copy Shop, or send your files to a
commercial printer, Microsoft Publisher 2007 helps you prepare your work for that level of quality.
When Should You Use Microsoft Publisher 2007

Many programs let you design and print pages to various levels of sophistication. These programs include word
processors such as Microsoft Word 2007 and Corel WordPerfect Office X3; graphics programs such as CorelDraw and
Adobe Illustrator; and even low-end integrated packages such as Microsoft Works and Broderbund Think Free Office 3.
The program I use for writing, Microsoft Word 2007, enables me to type text, format text, import pictures, create
drawings, and even work with images.
If you can do all that in Microsoft Word 2007, why do you need a desktop publishing or page layout program like
Microsoft Publisher 2007? The short answer is control. Microsoft Publisher 2007 lets you control these elements with
finer precision and also offers you many special tools. So, if you just want to stick your company s logo at the top of your
letters and insert a copy of your scanned-in signature at the bottom, you don t need Publisher to do that.
If you want to create a company logo by combining a couple of graphics from different sources, write some text, add
some color, and then separate the output to give to a commercial print service to print, Publisher is a better choice. If
you want to create high-quality marketing materials that will help you attract new customers and keep existing
customers,
Publisher is definitely the way to go. It does these things well.
How Desktop Publishing Works

Page layout software combines various parts into a single document, or publication. The following list briefly covers the
parts you can meld. Nearly all objects on a page
are in frames or blocks that are created when you
import or create the object:
Text: Text is the stuff you type: all those
individual characters that form words,
sentences, and paragraphs, for example.
Type: Type and typography are the various
letter forms you can use to make your text
more attractive. Publisher lets you access
WordArt, a text manipulation program that
lets you add fancy effects to your text.
Picture: Computers make two kinds of
pictures: drawn (vector, or object oriented)
and painted (raster, or bitmapped) images.
You can import both types into a picture
frame. While Publisher doesn t ship with a ton
of clip art, you can go to the Microsoft Office
Web site to access a huge amount of clip art,
including thousands of clip art images,
photographs, Web-related graphics, animated
GIFs (those cute pictures that seem to wiggle
around on Web pages), and more! In fact the
Microsoft Office Web site has more than 150,000 free images and sounds
15
Drawn object: Publisher isn t a drawing program, although some tools on its Objects toolbar enable you to create
drawn images, such as lines, ovals and circles, rectangles and squares, and a whole bunch of custom shapes.
Table: Although you can import tables from other programs as objects, as either drawings or Object Linking and
Embedding (OLE) objects managed by other applications, Publisher has its own Table tool.
You can use Publisher to create these elements from scratch, or you can use other programs to create the objects and
then use Publisher to place them in your publication. If you have used a previous version of Publisher or Microsoft
Office, most things you see on the screen will seem familiar.
However, if your first exposure to Publisher and/or Office is with version 2007, you might need a brief tour. The first
thing you ll probably notice is that the user interface in Microsoft Publisher 2007 is quite a bit different from the rest of
the Microsoft Office 2007 products. Microsoft Publisher 2007 utilizes the more traditional menu system found in Microsoft
Office 2003 and earlier. The other Microsoft Office products use Microsoft s new Ribbon interface that is intended to
make it easier and faster to find the commands and features when you need them.
1. Title bar: At the very top of the Publisher window, you ll find the Title bar. The Title bar shows you the name of
the current publication and whether the publication is a Print Publication or a Web Publication.
2. M e n u ba r : Just below the Title bar you ll find the Menu bar. The Menu bar contains the menus. The Menu bar
gives you access to all the features and functions of Publisher. Everything from creating publications to
specifying program settings to getting help.
3. St a n da r d t oolba r : This toolbar is located right below the Menu bar. The Standard toolbar s main job is to let
you control the appearance of the text
in your publication.
4. Pu blish e r Ta sk s pa n e : This little guy

likes to hang out on the left side of the
screen just under the Standard toolbar.
Although often hidden, it expands to
provide links that guide you through
the steps necessary to complete the
design of your publication.
5. Obj e ct s t oolba r : This toolbar is

located on the left side of the screen. It
has the tools to help you create Text
boxes, Tables, Pictures, and the like.
6. Pu blica t ion w or k spa ce : In the middle

of the screen you ll see a large white
box. The shape of this box varies with
the type of publication you are creating.
This white box represents the page
upon which you create your
publication.
7. Rulers: The rulers located above

and to the left of the publication
workspace are provided to help
you layout and properly align
objects on your page.
8. Scr oll ba r s: On the right and

bottom of the screens you see
scroll bars that let you scroll
vertically and horizontally when
your entire document doesn t fit
on the screen.
9. Pa ge Se le ct ion ba r : The Page

Selection bar, located at the
bottom left of the screen, lets
you quickly go to any page in
your publication. This may not
seem like a big deal in a one-
16
page flyer, but if you are working on a 300-page

300 page catalog, that feature comes in mighty handy.
The Design Process

Page design is an iterative process. You can always find a better way to make a point wi
with
th design, to use type and color,
or to refine a graphical image, for example. You can always return to a publication later and find something you could
have done better. Like all creative endeavors, a well-designed
well designed publication can be improved by planning before the fact,
experimenting, and offering thoughtful criticism at all stages. The sections that follow describe some methods that
designers use to make their pages stand out from the crowd.
Storyboarding
To get a good start on the design process, you can
can block out the way you want your publication to look. One block
block-out
method is storyboarding. Storyboards are like block diagrams. Cartoonists use storyboards to show a story s
progression.
Movie designers use storyboards to illustrate key frames in a movie, which enables them to present the movie in a
preproduction form that others can view and understand. You can use this same technique. Many people like to mock up
their design projects with
with pencil and paper. They create a dummy of their publication and, when the publication spans
several pages, create storyboards.
But this is all a matter of preference: The important thing is to plan your publication before you create it. The tools for
creating
eating frames, lines, and boxes make these page elements easy to create and modify inside Publisher. Publisher has a
collection of templates that help you create professional looking publications. When you first launch Publisher, you see
the templates in the
the Catalog window as a collection of thumbnails showing sample documents you can create.
The Publication Types pane on the left provides a list of the various types of publications that you can create with
Publisher, while the center pane shows a list of the most popular types of publications. When you click on a type of
publication in the Publication
Publication Types pane, the center pane changes to show a list of thumbnail images that show you
what the various publications of that particular type will look like. (In other words, the list of available templates change
changes
with the type of publication you choose
choose in the Publication Types pane.) In effect, storyboarding is what the templates do
when they create a publication for you. When you create a document by using the Publisher templates, the result is a
dummy of the document you re creating.
The Figure shows a four panel brochure created with one of the Brochures templates. The template helps generate a
sample document with a headline, graphics blocks, and text frames with sample text. Each element on the page can be
modified, but the document s overall look comes from using a particular Publisher template. Your dummies, or mock mock-
ups, should show similar use of text, graphics, and overall design. Try moving away from your design and looking at it
from afar.
afar Better yet, try zooming out so that you can see the overall layout but cannot read the text.
Choose View Zoom from the main menu and choose 33% or 25% from the submenu that appears. Determine whether
its purpose is obvious or whether clutter is obscuring its purpose. If you have too many page elements
elements,, try eliminating
some.
Assembling a page
After you block out a page design, you can replace the dummy text, pictures, and other frames with the data you want
to include on the page. This is the assembly stage of page composition. Depending on the type of object frame or tool
selected, you can apply one of the Edit or Insert menu commands to bring the data into Publisher.
Chances are great that after you compose and fill all
the frames with real data, the page will require more
tweaking. Publisher contains
contains a number of specialized
tools for repositioning, resizing, and fitting objects on
a page.
Printing a page
After your page is composed the way you want it,
you re ready to print. You can choose to print files to
local printers and select from any of the print drivers
that came with Windows XP or Windows Vista.
Printing to a local printer is no different in Publisher
than it is in most other Windows applications: You
simply choose File Print.
17
If you intend to have your publication printed by a commercial

commercial printer, you will probably want to send the entire
Publisher file to the printer. The printer then has the most flexibility to print your publication correctly. If your
commercial printer doesn t have Publisher, you can send your publication as a PDF file. The commercial printer can then
extract and modify images but cannot make many other types of changes or corrections.
Getting Out of the Gate with Publisher

You start
start Microsoft
Microsoft Publisher
Publisher2007
2007ininone
oneofoftwo
twoways:
ways:
1. Double-click
Double click the icon for the program
program on the Windows desktop.
Choose Start Programs Microsoft Office Microsoft Office Publisher 2007, as shown in Figure
Whichever way you start Publisher, you re greeted by the handy Catalog window you see in Figure
Figure. Your first glimpse of
the Catalog window shows templates for the most
popular publication types business cards, brochures,
and postcards, for example but you can change the
view by choosing other categories from the Publication
Types pane, on the left.
left. (Anyone for paper folding
projects?)
If you re familiar with earlier versions of Microsoft

Publisher, you may be wondering what happened to its
wizards. They have been replaced by Publisher
templates and the new Publisher Tasks pane. Using a
Publisher template is the easiest way to create a
publication in Microsoft Publisher 2007. After you select
a publication type and choose a template from the
Catalog window, the Publisher Tasks pane appears,
presenting you with a set of dialog boxes that leads you
through
hrough the creation of a project based on selections
you make.
If for some reason Publisher is already open and you re

working somewhere else in the program, you can always return to the Catalog window by choosing
File New from the main menu.
The Catalog window is a modal dialog box, which means that you need to make a selection in it or dismiss it before you
can go on. You can click and drag the Catalog window s title bar as you would drag any window s title bar.
Creating a fax cover sheet the quick and easy way

Microsoft Publisher 2007 has hundreds of templates for more than 25 types of publications; you can see the list of
available publication types. Some of the more useful publications are in the Business Forms category, where you can find
Expense reports
reports
Fax covers
Inventory lists
Invoices
Purchase orders
Quotes
Refunds
Statements
Time billings
Weekly records
The Fax Cover publication type provides a quick example of how to use a Publisher template to quickly create a useful
business publication:
1) I n t h e Pu blica t ion Type s pa n e ( t h e list in g on t h e le ft side of t h e Ca t a log w in dow ) , click t h e Bu sin e ss
Forms link.
a) The center pane of the Catalog window updates to show the available Business Forms categories.
2) Scroll down to the Fax Cover section and then select one of the 35 Fax Cover examples.
a) The selected Fax Cover sheet is highlighted, and a larger sample version appears in the top top-right
right portion of the
screen.
3) Click the Create button located in the bottom- bottom right portion of the screen.
18
a) Publisher creates the Fax Cover for you and

presents you with the Publisher Tasks pane visible
to the right of the publication,
The Publisher Tasks pane stands ready to help you
customize the publication. Its main features include the
ones in this list:
1. Th e Pa ge Opt ion s t a b: This tab is a bit of a

chameleon. It changes depending on the type of
publication you are working on. If you are working on a
Fax Cover sheet, it might display a business logo that
you can click and drag onto your publication. If you are
working on a newsletter, it shows a Columns section
that lets you change the layout of your publication by
changing the number of columns.
2. Th e Opt ion s t a b: From this tab, you can quickly and

easily select a different template to use and also
change the
the paper size.
3. Th e Fon t Sch e m e s t a b: Change the font scheme for the entire publication. Font schemes are collections of fonts
that were created by armies of highly paid design consultants to be pleasing to the eye (the fonts, not the
consultants). Selecting a font scheme instantly applies the new fonts to your publication.
4. The Color Schemes tab: On this tab, you can change the color scheme. Just don t go thinking that the same group
of highly paid consultants who created the font schemes also created the color schemes. As with the font schemes,
you also have the option of creating your own color scheme.
Facts about Publisher templates and the Publisher Tasks pane

You need to know few important points about the
Publisher templates and the Publisher Tasks pane;
these tools are used to create new on-screen
on screen
publications inside Publisher:
The Print Preview feature
feature lets you see how your
document will look when it is printed.
Publications created with Publisher templates are
composed of many individual objects.
As handy as templates are, if you re using
templates only to create documents in Publisher,
you re just scratching the surface of what you can
do with the program
Meet the publication types

Each publication type can generate several versions of
publications of the same class, depending on the

selections you make. Publisher has 27 publication
types (28 if you count the Blank Page Sizes
selection):
Bla n k Pa ge Size s: Use these templates
when you want to create a publication from
scratch. You can choose the page size you want
without Publisher adding any sample pictures or
text. You start with a clean slate
slate.
Advertisements: Use these templates to
create advertisements for your business.
Aw a r d Ce r t ifica t e s: Choose from 22
different award certificates.
Banners: This publication type offers
eight types of banners: Informational, Sale, Event,
Welcome, Congratu
Congratulations,
lations, Holiday, Romance, and
Get Well. You can set a height and width, and you can also decide whether you want to have graphics and borders
on your banner.
19
Brochures: Four different brochure styles are offered: Informational, Price List, Event, and Fund Fund-raiser.
raiser.
Business Cards: Choose Choosefromfrom more
morethan
than
50 styles
50 styles
of business
of business
cards. cards.
Bu sin e ss For m s: You have ten choices: Expense Report, Fax Cover, Inventory List, Invoice, Purchase Order,
Quote, Refund, Statement, Time Time Billing, and
and Weekly
Weekly Record. As you you click
click e
e
each
ach type of business form in the
Publication Types pane, a picture of the default form appears on the right side of the screen.
Calendars: Choose from 46 full-pagefull page and 3 wallet-size
wallet size calendars.
Catalogs: Create ten different kinds of catalogs to advertise your wares.
E- mail: Use any of these ten e-mail e mail templates to create targeted e e-mail
mail marketing campaigns.
Envelopes: The Envelopes templates create more than 50 envelope styles that match the Letterheads and Business
Cards styles. Publisher remembers the style style you used and asks whether you want to base your next envelope on
that style.
Flyers: This publication type includes styles for Informational, Special Offer, Sale, Event, Fund Fund-raiser,
raiser, and
announcement.
Gift Certificates: create your own gift certificates!
certificates! Choose from 35 gift certificate styles.
Gr eeting C a r d s : It offers 20 categories
c of cards. Each of these categories o f f e r s you many choices. choices
Impo o r t Word Documents: These t e m p l a t e s let you
yo gussy up p text you created in Microsoft osoft W o r d 2007.
2
Select from 36 dif ifferent styles. This is a great tool iff you have a Microsoft W o r d document that you u want
to update so that it has the look loo and feell of other publications you have created
cr in Publisher.
Publish Have
Hav a
report that you created
cr in Microsoft
Mi W o r d and you want it to loo look like that brochure you u worked s o hard h
to create?
eate? Use the th Import Word W Documents templates.
templates.
Invitation C a r d s : These t e m p l a t e s help you create invitation c a r d s for your party, theme p a r t y , holiday
p a r t y , birthday party,
party housewarming, shower, showe e v e n t , c e l e b r a t i o n , or fund-raiser.
fund
Labels: You can create labels i n any of the following 11 styles: Mailing Address, ess, Shipping, R e t u r n Addrress,
Computer Disk, Cassette, CD/DVD, Video,
ideo, Jar/Product,
oduct, Binder,, Bookplate,, a n d Identification.
Identification All these
labels match s t a n d a r d Avery labels. The Avery number i s provided ovided after the label name.
Lette head: The Letterhead
Letter head templates offer you more
mo than 50 styles o f letterhead that you can print.
After you create a letterhead for your business or personal use, Publisher remembers the style you used and
asks whether you want to base your next letterhead on that style.
Menus: If you have your own restaurant, the Menus templates let you create Regular,, Ta k e -Out, Daily
Special, and Wine/Desse/Dessert menus i n a variety o f styles.
Newsletters: Create eate almost 7 0 different styles o f newsletters in a variety of sizes and layouts. layouts
Projects Build
Pape Folding Projects:
Paper d your own paper tiger airr force! Afraid d to fly? Creat eate origami (the
( Japanese e art
of creatin
eating paperr figures). The Th four types s range from easy to create (the Boat)) to difficult (th the Parrot). Still,
these e items are funfu to give, and an they re p r e t t y when printed from a color printer r or on colorred paper.
Postca ds: These
Postcar e templates s create 13 categories
categorie off postcards:
ds: Informational,
Informational Special Offer,
O Sale, Event,
Event
Invitation
Invitation, Holida
Holiday Party
ty Invitation,
Invitation Holida
Holiday Greeting
eeting, Holiday y Thank You ou, Thank You ou, We e ve Moved,
Moved
Announcement
Announcement, Reminde
Reminder, an Tent Fold.. Each category
and catego offers
fers severa
several t y p e s of postcards. ds.
Pr ograms: Create eate Music, Religious Service,
Service and Theater programs ograms with a few clicks of the mouse.
Quick k Publications:
Publications Use these
thes templates
template when you want to create single- single page publications with
wit a
professiona
ofessional design
desig a n d layout.
Resumes: Choose f r o m Entry y Level, Chronological,
onological, or Curriculum Vitae itae résumés with style!
Signs: Create 40 single-page page s i g n s eve
everything from
rom Authorized Personnel Only to Lemonade for Sale
to Wheelchair Access.
Web Sites: Use these templates to create eate over 70 different
di multiple
multiple-page Web eb sites quickly and easily..
With Compliments C a r d s : Choose f r o m 35 styles o f With Compliments cards. ds. The cards ds come in handy
when
w h e n you have product samples and freebie eebies t o give away and yo you want to make mak sure thattha the recipien
ecipient
knows where
whe t h e y came from
You arenen t limited t o accepting whatever the templates give you. You ou can replace
eplace one font with another,, one
picture with another r or one border der with another,
anothe for
example. And, you can always use the Publisher
Tasks pane t o make changes to the design o f your
publication
publication. If the Publisher Tasks pane is not
visible, click the Publisher Tasks
asks button on the
Publisher Tasks toolbar to display i t . Knowing
Publisher well helps y o u quickly modify these
templates output and makes t h e result a document
that you re proud to show to others
Create your owntemplates

If the hundreds
hund of templates the preceding
p eceding section
i n t r o d u c e s aren
en t enough for you, don t despair.
You can always create templates of your very own.
To create
eate a template of your own, follow these
20
steps:
1. Star
Sta t by cr eating a publication.
You can create
eate one from
om scratch or start with an existing t e m p l a t e and customize it to your tastes.
tastes
2. Choose F i l e Save As frr om the main menu.
The Save As dialog box appears,
3. Type a name for your new template i n the File Name text box.
4. In the Save As Type drop-
d down l i s t box, select P u b l i s h e r T e m p l a t e (*.pub).
Notice that Publisher automatically changes the Save
In location t o the Templates
emplates folder.
folde
5. Click Save.
Your template is now available f o r use.

Click the My Templates
emplates link right ther
re in the
upper-left
left corner of the Catalog window to see the
list of templates you ve created.
eated.
21
Chapter 6-Working with Pages

In This Chapter
Moving around in your publication
Positioning objects precisely with guides and rulers
Using Master Pages to create common page elements
Inserting and deleting pages
When you start a publication, Publisher determines the publication s basic settings for you the number of pages,
the page size, and some margin guides, for example. This default feature is all well and good if you like the decisions
Publisher makes, but what if you want to change a setting? You may need to change the margins, for example, to
accommodate your design and the capabilities of your printer.
Moving from page to page

The current page is the active page the page on which your cursor is located. At any time, only one page in your
document is the current page, even when you re viewing more than one page at a time. The current page is
indicated in the page-navigation controls, located in the lower-left corner of the Publisher window. The current page
is the one represented by the buff-colored page. All other pages are white. After you have more than one page in your
publication, you can move to another page in several ways: Choose Edit Gos To Page from the main menu, and then
type the number of the page you want to work on in the Go to Page
dialog box.
Scrolling within a page

You use the scroll bars, arrows, and boxes along the right side and at
the bottom of your screen to view different parts of the current page.
Here s what you can do with the various scroll bar parts:
Scr oll a r r ow s: Click a scroll arrow to slide your view a little bit in the direction of that arrow. If you press and hold
down the mouse button, the publication continues to scroll.
Scroll boxes: Drag the scroll box to slide your view any amount in that same direction.
Scr oll ba r : Click above or below the scroll box in the horizontal or vertical scroll bar to slide your view up or down a
screen- full at a time.
These techniques affect only your view of the current page and do not move between pages. They re standard
Windows interface techniques that work in any Windows window.
Two-page spreads
Many publications, including this very book, are designed with pairs of pages that form facing pages. Facing pages,
also known as a two-page spread, are what your readers see and what you, as a designer, design for.
If you re looking at a single page and want to see your layout as a two-page spread (to see two facing pages side
by side), choose View Two-Page Spread from the main menu. Odd-numbered pages (1, 3, 5, and so on) are displayed
on the right side of the Publisher screen, whereas even-numbered pages (2, 4, 6, and so on) are displayed on the left
side.
Whole Page and Page Width views

In addition to switching between one- and two-page views, you can view whole pages at one time or view pages in
the largest magnification that still shows the entire width of the page or the two-page spread.
22
Ch oose Vie w Zoom W h ole Pa ge or pr e ss Ct r l+ Sh ift + L to resize the current page or two-page spread so that it
appears at the largest possible magnification to fill your screen. This view gives you an overview of your layout.
If you select one or more objects before choosing the View Zoom command, you see a new option on the Zoom
submenu: Selected Objects. When you choose this option, Publisher resizes your page to the largest magnification
Lining Things Up
That still shows the selected objects.
No matter how comfortable you are with your mouse, aligning things freehand is tough work. I know because I have a
cordless, optical, laser-precision mouse, and I still have trouble getting things to line up without some help.
Fortunately, the Publisher electronic guidance devices can help to steady your trembling hands so that objects fall into
perfect place with ease. This section looks at layout guides and ruler guides and then shows you how to activate the
powerful Snap To commands to get everything to line up neatly.
Margin and grid guides

Layout guides are an excellent way to determine where to place various objects on each page. Layout guides don t
appear on your printout. On- screen, however, these blue or pink lines provide visual references on every page.
Using the Publisher Snap To feature, you can almost magically align objects with these blue or pink lines.
Publisher provides three types of layout guides:

1. Margin guides define the boundary of your printable area.
2. Grid guides let you set up a grid to make it easier to design your publication.
3. Baseline guides help you align text across the columns of a multi- column publication.
If you don t want your text to be aligned across columns, turn off the feature. Choose Format Paragraph. Then, on the
Indents sand Spacing tab, deselect the Align Text to Baseline Guides check box. Professional designers whether
they work on a computer or on paper generally lay out pages according to grids. For example, when creating a
three-fold brochure, they use a three-part grid to visually separate the three panels of each page where that brochure
eventually will be folded. Or, they may divide no folding pages into a grid of rows and columns to see how different
parts of the page visually relate to each other and to the page as a whole. In this way, designers can ensure that their
pages are readable, are not crowded, and are visually appealing with appropriate spacing and correct alignment
You set the margins for your printed page on the Margin Guides tab
of the Layout Guides dialog box. Different printers require different
margin settings. If you set margins narrower than your printer will
print, your page doesn t print properly. Text and figures are cut off
at the margins.
Ruler Guides
In addition to setting layout guides, you can set ruler guides
anywhere on your page. Ruler guides let you arrange elements
on your page at any horizontal or vertical position you want. You
can create as many ruler guides as you need. This list describes
how to work with ruler guides:
To cr e a t e a ve r t ica l gu ide : Position the mouse cursor over the vertical ruler until the cursor changes to a double-
headed arrow. Then click and drag from the vertical ruler right to the desired position on your layout. A green dotted
line appears and remains when you release the mouse button.
To cr e a t e a h or izon t a l gu ide : Position the mouse cursor over the horizontal ruler. Then click and drag from the
horizontal ruler down to the desired position on your layout.
To place a vertical guide in the exact center of your view: Choose Arrange Ruler Guides Add Vertical Ruler Guide.
Publisher places a vertical guide in the exact center of the page.
To pla ce a h or iz on t a l gu ide in t h e e x a ct ce n t e r of y ou r vie w : Choose Arrange Ruler Guides Add Horizontal Ruler
Guide. Publisher places a horizontal guide across the center of the page.
23
To move a ruler guide: Just click and drag it.

To remove a ruler guide: Click and drag the ruler off the page.
To remove all ruler guides: Choose the Arrange Ruler Guides Clear All Ruler Guides command.
Creating Master Pages

When you create a multiple-page publication, you may want certain objects to appear on all or most of the pages.
These objects can include the publication s title, your name, page numbers, a company logo or some other
image, a plea to send money whatever. Publisher lets you create a Master page that contains objects that
appear on each page of your publication.
To understand Publisher Master Pages, imagine each regular publication page as a piece of see-through tracing paper
laid over a cardboard backing. You can see all the objects on the backing, along with the layer of objects on the tracing
paper. As you move from page to page, the tracing paper changes, but the backing remains the same. If you change
something on the tracing paper, only the tracing paper changes. If you change something on any objects on a
Master page are repeated on foreground pages throughout the publication. Those Master page objects that aren t
obscured by objects above them in the foreground print together with any foreground objects present on each
foreground page. To work with the Master page or any object on it, you must first move the foreground pages out of
the way, just as you would lift tracing paper from a cardboard backing.
Working with multiple Master pages

When you start a publication, Publisher creates just one Master page for you. This strategy works fine for many
publications, but sometimes you need a little more flexibility. For example, you may want to create a newsletter
that has the same Master page elements (such as pictures or WordArt) on the front and back pages but different
page elements on the inside pages. For this, you need to have more than one Master page (two, in this case).
To create a second Master page if you have only one, open the Master Page view by choosing View Master Page (or
pressing Ctrl+M). The Edit Master Pages task pane lets you create new master pages. It also displays a list of all the
master pages that you have already created. Click the New Master Page button, located at the bottom of the Edit
Master Pages task pane, and then click OK.
When you create a new background, the new Master page is blank. If you want elements on the existing Master page
to appear on the new Master page, you have to put them there yourself. Publisher permanently deletes all objects on
that Master page.
If you delete a Master page (and all its objects) and later decide that you really would rather not have done so, you
can probably recover it by clicking the down arrow on the Undo button on the Standard toolbar and selecting Delete
Master Page from the drop-down list.
To move between Master pages

Choose View Master Page from the main menu (or press Ctrl+M) and then select a Master page in the Edit Master
Pages task pane.
After you create your new Master page, you still have to tell Publisher which pages should use it. Go to the page to
which you want to apply a different Master page and choose Format Apply Master Page. The Apply Master Page task
pane. In the Apply Master Page task pane, select a Master page from the drop-down list under the page icon.
Adding Master page objects

Adding objects to Master pages is just like adding objects to foreground pages. Because
Master page and foreground objects must share the final, printed page, however,
you should consider a couple of things before you add a Master page object: If
you have only one Master page: Any object you put on it is repeated on every
foreground page.
If you have two Master pages: Any object you put on the left Master page
24
is repeated on every left-hand foreground page; any object you put on the right Master page is repeated on every
right-hand foreground page; and any object you put on both Master pages is repeated on every left- and right-
hand foreground page. You can eliminate all Master page objects from specific foreground pages.
Creating headers and footers

To create headers and footers, follow these steps:
1. Choose View Header and Footer from the main menu. Publisher displays a blinking cursor in the
page header along with the Header and Footer toolbar.
2. Type the text that you want to appear in the header. The text you type appears in your header, at
the blinking cursor.
3. Click the Show Header/Footer button on the Header and Footer toolbar to switch to the footer.
Microsoft Publisher displays a blinking cursor in the page footer.
4. Type the information that you want to appear at the bottom of every page. The text you type appears
in your footer, at the blinking cursor.
5. Click the Close button on the Header and Footer toolbar when you finish adding text to your headers
and footers.
Adding pages
When you create a blank publication or use the Quick Publication
template, Publisher creates only one page to begin with. Regardless of
how many pages Publisher creates by default, you can always add
more blank pages if you need them.
New pages may not appear entirely blank. They may display the
margin and other layout guides that you set up to appear on every
page of your publication. They may also display some Master page
objects.
1. Move to the page or spread that you want to immediately

precede, follow, or flank your new pages.
2. Choose Insert Page.
The Insert Page dialog box appears. This dialog box is one of
the most useful ones you encounter, and its options for page
creation can save you a lot of time.
3. then type the number of new pages that you are require after that select the position and go to options,
click insert blank pages.
4. Click OK
Deleting pages
When you delete a page, all the objects on that page are also deleted. Only objects off the page, on the scratch area,
remain untouched. Publisher then automatically renumbers the remaining pages so that you don t end up with a
wacky page sequence.
Follow these steps to delete a page:

1. Move to the page you want to delete.
2. Choose Edit Delete Page from the main menu.
3. Respond to the Publisher prompts asking you to confirm your deletion.
You have two main choices:
In Single Page view: When you choose the Edit Delete Page command, Publisher displays a confirmation
box asking whether you really want to delete the page if the selected page contains any objects. Click yes
to delete the page. Click No if you re having second thoughts. Use this command with caution. Press Ctrl+Z
if you accidentally delete a page. If the page you select for deletion is blank, you receive no warning before
the page is deleted.
In Two-Page Spread view: Publisher opens the Delete Page dialog box. Click the radio button for the option
you want: Both Pages, Left Page Only, or Right Page Only.
4. Click OK
25
Chapter 7-Color by the Numbers

In This Chapter
Figuring out what color is
Using color in your publication to get your message across
Matching the colors on your monitor to colors on your printer
Color sells. What once appeared to be dull, listless text looks like super- text when you add color. Microsoft Publisher
2007 makes incorporating.
Color Mode
1. Right-click your desktop and choose Properties from the pop-up
menu that appears.
2. This step opens the Display Properties dialog box.
3. In the Display Properties dialog box, select the Appearance tab
and then click the advanced button.
4. The Advanced Appearance dialog box appears.
5. Click the Color1 button to display the Color sample box.
6. The Color1 button is located in the center-right area of the
dialog box.
7. On the resulting pop-up palette, click the other button.
The Windows Color dialog box appears, the holy grail of all color
manipulation.
Changing the Color Scheme

A color scheme is a set of colors
associated with a publication.
Publisher comes with more than 90
color-coordinated color schemes.
The easiest way to change the color
scheme is from the Publisher Tasks
pane. If the Publisher Tasks
Pane isn t showing; choose

View Task Pane from the main
menu
If you don t find any of the more than

90 color schemes to your liking,
you re free to create one (or more) of
your own. On the Color Schemes tab
of the Format Publication task pane,
click the Create New Color Scheme
link. In the Create New Color Scheme
dialog box, select your favorite
colors. The Preview and Sample
areas give you an idea of the potential impact of your new color scheme. Type a name in the Color Scheme Name text
box and click the Save button. Your new color scheme appears in the color scheme list in the task pane.
26
Color Matching
Every device that can display color also has a range of colors, or color gamut, it can create. Computer monitors have
a color gamut, as do desktop scanners and printers. Because color monitors emit light, their color gamut is larger
than the color gamut of printers. That s why the color that prints on
Your color printer often doesn t match the color you see on your color monitor. Color matching is a process that
attempts to match the colors on one device to the nearest color available on another. The results are often less than
satisfying.
27
Chapter 8-Objects and Frames

In This Chapter
Understanding frames (what they are and why you need them)
Working with frames
Creating and working with drawn objects
Publication design element: a text or graphic frame, a line, a circle, or some other item on a page. Objects fall into
different categories, and each category has a set of properties. After you know how one object in a category works,
you can understand the behaviors and properties of related objects in that category. If you in the language of
Microsoft Publisher 2007, an object represent any have a good set of objects, you can conquer the world.
Working with frames
Publisher provides four frame types:
Text: A text frame is a container for text. Text frames can be linked to create Publisher stories. In
Publisher-speak, a story consists of all the text that s contained in one frame or that continues to
another, linked frame. Some text frames are part of a Business Information Set, which contains information
about you or your organization. See the section Adding In Your Business Info, later in this chapter, for details.
Table: This frame type is a container for tables. It helps you arrange text in tidy rows and columns. Table
frames are useful for presenting large amounts of data in a clear, easy-to-understand format.
Picture: Picture frames have special properties that let you modify the way graphics look in them.
WordArt: WordArt creates graphical objects based on type the characters and symbols you make with your
keyboard. By using WordArt, you can create many special text effects that are useful in headlines and other
places.
Each of the program s four frame types behaves a little differently. In addition to holding different sorts of objects,
each type varies in how you create, delete, and otherwise manipulate it.
Creating frames
To create a frame, you select the appropriate tool on the Objects toolbar and click and drag with the tool on your layout.
Follow these steps to draw a text box or picture frame:

1. Click the Text Box tool or Picture Frame tool on the Objects toolbar.
2. Choose one of these options:
Picture Frame: You re treated to a variety of choices. If you choose Clip Art Picture from File or From Scanner
or Camera, you need to either navigate to the location of the stored file or select the piece of clip art or graphic
that you want to insert. At this point, your job is done, and you can sit back, relax, and admire the artwork
that now appears in your project.
Text Box or Picture Frame Using the Empty Picture Frame

Option: The cursor changes to a crosshair. Move the crosshair over the publication page or scratch area. The
sliding ruler lines and the status bar s position box show your exact position. Click and drag to create the
outline of your frame.
As you drag, the program draws a sample to show you the size and shape of your new frame. The status bar s
size box indicates the frame s size.
3. Release the mouse button to create the frame.
Publisher creates your text or picture frame and selects it so that you can work with it further.
28
Picture frames and text boxes look the same except that text boxes can have buttons used to link frames
for automatic content flow control.
To draw a table, the steps are pretty much the same as
for creating a text or picture frame. After you release the
mouse button to create the frame, when Publisher opens
the Create Table dialog box,
You then need to follow these additional steps:

1. Select the number of rows and columns you
want in your table.
2. (Optional) Choose a format for your table.
3. Click the OK button.
Your table frame is now complete.
The WordArt frame is somewhat different. When you draw a frame for that object type, the WordArt Gallery
opens.
1. Select the WordArt style that appeals to your

discerning eye and then click OK.
The Edit WordArt Text dialog window opens.
2. Type the text of your Word Art and then click OK.
If you re feeling extra creative, you can change the font
and its attributes (size or bold or italics) before clicking the
OK button.
3. Continue formatting your WordArt.
Because the WordArt graphic is still selected, you notice
that the WordArt toolbar appears directly on top of your
WordArt. You can use the toolbar to do lots of cool things
to your WordArt. If you re not happy with the words in your
WordArt, double-click the frame; when you do, the
WordArt text box opens on your screen, and you can make
changes.
After you draw a frame, Publisher automatically deselects whichever frame tool you might have been
using and then activates the Select Objects tool so that you can manipulate your object. This feature is a
pain to use if you want to draw several frames of the same type one right after the other. To make a frame tool
stay selected, double-click the tool icon. When you re done drawing frames with that tool, deselect the tool
by clicking any tool in the toolbox. This technique works for any tool in the toolbox (for example, the Line,
Box, and Circle tools), not just for frame tools.
Selecting frames and objects

A frame is automatically selected after you finish drawing it. You can tell that a frame is selected because it displays
eight little circles, or selection handles, around its perimeter. Some selected frames display more than just selection
handles. For example, a text box may display a Go to Previous Text Box button or a Go to Next Text Box button.
To select a single frame: Just click it. The frame along with its contents, will be selected.
To select additional frames: Hold down the Shift or Ctrl key and click the frames.
To deselect one frame from a range of selected objects: Hold down the Shift or Ctrl key and click the frame.
To select multiple frames that is close to one another: Click and drag around the frames. As you drag, Publisher
shows you a selection box a dotted line that indicates the area you re encompassing. When the selection box
surrounds all the frames (or objects) you want to select, release the mouse button.
To select everything on the current publication page (or pages) and the scratch area: Choose the Edit Select All
command or press Ctrl+A. (You don t need to select the Select Objects tool to perform this task.)
29
Editing frames
You can make two types of deletions:
1. Delete the entire frame itself, which also deletes all its contents.
2. Delete the contents of the frame by selecting the contents themselves.
To delete a frame, you select the frame and choose Edit Delete Object from the main menu. You can also select the
frame and press Delete. In the case of a table frame, you have a container with many drawers ; you can delete the
contents of each cell in the table by selecting the contents of that cell and pressing Delete. When you have selected
text in a text frame or an insertion point in a cell of a table frame, you can press Ctrl+Shift+X to delete the frame. Using
only the Delete key in those cases deletes the selected text or the contents of the current cell in the table.
The Edit menu s Cut, Copy, and Paste commands work as described in this list:
Cut: Choose Edit Cut or press Ctrl+X to place the current selection on the Windows Clipboard and remove it from
your layout. The previous contents of the Clipboard are lost.
Copy: Choose Edit Copy or press Ctrl+C to make a copy of your selected element and place it on the Clipboard. The
selection remains intact on your layout. The previous contents of the Clipboard are lost.
To quickly copy a selected frame or the selected object, press Ctrl within the frame and drag the frame to a new
location. Copying is a great time- saver and an ideal way to make exact duplicates of frames you ve already drawn.
Paste: Choose Edit Paste or press Ctrl+V to place the contents of the Clipboard on your layout at your current
position. The previous contents of the Clipboard remain intact. You can apply the Paste command any number of
times you want.
Most Publisher users typically start out by creating frames. If you ve ever used a drawing program, you re probably
familiar with basic drawing elements such as ovals, lines, and rectangles. Publisher is nothing more than a fancy
drawing program.
Line tool: Creates lines on your layout. Click and drag a line from a starting point (where you click and begin dragging)
to an ending point (where you release the mouse button).
Arrow: Looks and feels pretty much like a line except it has a pointy head on it!
Oval tool: Creates an oval. If you want to create a perfect circle, press the Shift key while you click and drag.
Rectangle tool: Create a rectangle. Press the Shift key while you click and drag to create a square.
Au t oSh a pe s t ool: Creates more complex shapes. This is very special tool because it lets you easily create interesting
shapes that you can use for captions, callouts, product bursts, and many other purposes. The Basic Shapes pop-up
menu for the AutoShapes Tool. Click to select the shape that you want from the menu and then drag to create your
object on the layout.
30
PAGEMAKER
Chapter 9 - Introduction,
Introduction Page Layout and Design with
PageMaker
Objectives:
1. INTRODUCTION
2. INTERFACE
3. CREATING A NEW DOCUMENT
4. MANAGING DOCUMENTS LAYOUT
5. ASSIGNMENT
Introduction
Adobe PageMaker is a powerful page layout
application, which we can use to create
professional looking publications. It is an
application that offers a high degree of control
over many aspects of page design. PageMaker
gives powerful control over the placement of text
and graphics for short and long documents. It
helps us create templates brochure and
newsletters. To learn how to use it to its fullest
capabilities, we need
need to understand basic
principles and techniques. In this module we will
cover basic topics including the interface, master
pages, multiple columns, importing and
formatting text, importing and manipulating
graphics, wrapping text around graphics and
printing.
ting.
Interface
The Work Area

When you create a publication, PageMaker opens a publication
window that contains an empty page centered on the
pasteboard. The page and pasteboard, where you lay out text
and graphics, are similar to the work space used in ttraditional
paste
paste-up.
The Toolbox palette and the Control palette are important parts
of the PageMaker window. The Template palette appears at the
launch to help us select the type of new document we wish to
work with. The Picture palette and the Color pal palette
ette are made
available for choosing clip art, graphics or text. The Style palette
is used to apply styles to the text.
A. The t oolbox includes t ools for creat ing or edit ing
objects.
B. Margins appear as dotted or pink lines.
C. Page icons show the master pages (L for left, and R for Right) and the regular pages in the publication.
D. Rulers help you align objects on the page.
E. The Colors and Styles palettes are used to add, delete, and edit colors and styles.
F. The pasteboard stores items for later use.
G. The Control
Control palette provides commands for making precise changes to text and graphics.
31
The Title bar

It is displayed at the top of the PageMaker window. The words Adobe PageMaker 7.0 at the left edge indicate that we are
working in PageMaker. Once we open the document it displays the name of toe active document. If the document is not
saved, it is identified as Untitled 1 (2, 3 and so on). The control buttons Minimize, Maximize Restore and Exit, located to
the right of the title bar, help us to control the status
status of the PageMaker window.
The Menu bar

Most of the PageMaker's functions can be located and activated using the Menu bar. This bar contains commands that
are used to make modification to the PageMaker document. We just have to click on the menu to reveal the menu items
or menu commands that are available. We can then make selection by clicking the item of our choice.
The Toolbar
Immediately below the Menu bar is the Toolbar. It is composed of buttons that provide shortcuts to the most frequently
used commands.
commands. Clicking a tool bar button activates a specific command or provides a dialog box from, which we can,
makes choices or establish parameters.
Working with Palettes

PageMaker includes several palettes. Some of them are -
1. The Colors palette

2. The Control palette
3. The Hyper-links
Hyper links palette
4. The Layers palette
5. The Master Pages palette
6. The Styles palette
In addition, some plug-
plug-in
in palettes, such as the Library palette, are installed automatically and are listed separately on
the Window menu.
The following techniques

techniques can help you save time when you are working with palettes:
1. Choose the appropriate Show or Hide command from the Window menu to control the display of the palette or
group of palettes. (Use the Window > Plug-in
Plug in Palettes command to show or hide palet
palettes
tes for installed plug-ins.)
plug ins.)
2. Open and close most palettes using keyboard shortcuts. You can also show or hide all palettes and the toolbox
by pressing the Tab key (make sure an insertion point is not selected in your text).
3. To hide all palettes but not the
the toolbox, press Shift+Tab.
4. To rearrange, separate, or reorganize palettes, drag
a palette's tab. You can drag a palette outside of an existing
group to create a separate palette or drag it over an existing
group to add the palette to that group. (The Control,
Cont
Library, Scripts, and Data Merge palettes cannot be grouped
with other palettes.) By default, the Colors and Styles
palettes are grouped together so that they appear as panels
within a larger palette; the Layers and Master Pages palettes are also grou
grouped
ped together in this way.
5. Click a palette's tab to make it appear at the front of the group.
6. Drag a palette to a convenient place on your desktop and leave it opens while you work.
7. To move an entire palette group, drag its title bar.
8. To display a palette's menu commands, click the triangle in the upper right corner of
of the
the palette.
palette.
9. To change the height or width of a palette, drag the size box at
at the
the lower
lower right
right corner
corner of
of the
the palette.
palette.
10. To increase your work space, click the zoom box in the far right corner of the title bar to collapse the palette
group, or, to preserve the width of a palette when you collapse it, double
double-click
click a palette's tab. (If you resized
32
the palette, the first click of the zoom box returns the group to the default size and the second click collapses
it.) Submenus are still available when palettes are collapsed.
11. To hide a palette group, choose the appropriate Hide command from the Window menu or click the group's
close box. Choosing a Hide command for any palette in a group hides the entire g
group.
Toolbox palette
This is the most essential of all the palettes. From it, we can select
the Text or Pointer tools, activate the basic graphic tools, or choose
to rotate, crop and zoom.
A. Use the pointer tool to select, move, and resize text objects and
an
graphics.
B. Use the rotating tool to select and rotate objects.
C. Use the line tool to draw straight lines in any direction.
D. Use the rectangle tool to draw squares and rectangles.
E. Use the ellipse tool to draw circles and ellipses.
F. Use the polygon tool to draw polygons.
G. Use the hand tool to scroll the page, or to preview and test
hyperlinks.
H. Use the text tool to type, select, and edit text.
I. Use the cropping tool to trim imported graphics.
J. Use the constrained line tool to draw vertical or horizontal lines.
lin
K. Use the frame tools to create placeholder shapes.
L. Use the zoom tool to magnify or reduce an area of the page.
Control Palette
Another essential PageMaker component is tile Control Palette. This contextually sensitive panel places most of the
common settings and commands within convenient reach of the user,
saving multiple steps involved in activating menu commands and
working within dialog boxes. It automatically changes to reflect the
context of the tool that is being used.
If the Control Palette

Palette is not visible:
1. Choose Window> Show Control Palette command.
Template palette
By default - The Template palette appears when we launch Page
Maker. This palette helps us to configure the layout parameters of our
document automatically. The Template Palette
Palette provides 20 categories
and 310 templates. Each category contains numerous individual
templates from, which we may choose.
To display the Template Palette if is not visible:
1. Choose Window> Plug-

Plug-in
in Palette> Show Template Palette.
33
Picture Palette
PageMaker's Picture palette is a graphics gallery from which we can access the
clip art and images that come with Page Maker. We can also add our own clipart
images to it. The Picture palette offers two styles of art:
1) Clipart, which is drawn graphic
2) Images, which are photographs.
Within the collection of graphics there are 24 categories of each style with
multiple graphics from which to choose.
To display the Picture Palette if is not

visible:
1. Choose Window> Show Picture
Palette.
Color palette
From this palette we can choose the stroke color and the fill colors that we wish to
apply to the graphics.
There are two control buttons on the title bar of the Color Palette. The Exit button
closes the palette and the other, the Minimize button, hides the palette's entire
heading. This palette comes with 10 colors. We can add more colors.
To display the Color Palette if is not visible
1. Choose Window> Show Color Palette.
Page and Pasteboard

In PageMaker, the active page of our document is situated in the center of an area called the pasteboard. Each page is
surrounded by its own pasteboard, which denotes areas outside a page where we can store objects that still haven't
been positioned on a page. Each spread's pasteboard also provides ample space for accommodating objects that extend
beyond the edge of a page. The amount of pasteboard that is visible depends upon the view settings.
To display the Pasteboard
1. Choose View> Entire Pasteboard.
Navigating through the pages

The scroll bars at the right and bottom of the PageMaker window move the document up, down, right or left when we
click the appropriate scroll bar arrow, enabling us to better see the elements on the page.
In addition to the scroll bars, the Hand tool can also be used to adjust the portion of the page or pasteboard visible on
the screen.
The View Menu provides several predetermined choices to view the page:
1. Zoom In: This command causes the page to enlarge. The preset magnification sequence is 25%, 50%, 75%,
100%, 200% and 400%. If we were viewing the page at 63%, clicking the Zoom In command would move the
page to the next increment of magnification, 75%. Zoom In focuses on the center of the page.
34
2. Zoom Out: This command causes the page to reduce in size. The preset reduction sequences are the same as
those in Zoom In: 400%, 200%, 100%, 75%, 50% and 25%.
3. Actual Size: This command supposedly presents the page in the actual size in which it will be printed.
4. Fit in Window: This command causes the entire page to be viewable in the PageMaker window.
5. Entire Pasteboard: This command causes the pasteboard to be viewable in the PageMaker window.
6. Zoom To: This command enables us to zoom to any of the six preset magnifications.
Creating a New Document

We can create a new document in PageMaker 7 using two options:
1. Using a Template palette
2. Using a Document Setup
Creating a new document using Template Palette

This palette is a collection of preformatted documents in a variety of types and styles that we can use as the basis of our
document. Opening a document template creates a new document in which all of the essential elements are in place.
In exploring the templates available to us in PageMaker, look for the one that is close to our concept document. It is also
possible that we can get an exact match. It is also likely that the templates we examine will give us additional ideas that
we can add. As discussed earlier, the Template palette is open by default the first time we launch PageMaker.
To open a Template as a new document:

Double click the template or choose the template with one click, and then click the Create Publication Button. The
template opens as an unnamed template document. If the template contains fonts that we do not have on our system,
PageMaker prompts us to select a substitute font or to accept a default font before opening a document.
The template document is a shell into which we place the appropriate information to make it our own unique design. We
can rearrange the template document's layout as we wish. The first step is to replace the text. Replacing text is a very
simple process.
1. Place an insertion point. Using the text tool, click in the text that we want to replace.
2. Select the entire text by choosing Edit> Select All
3. Begin typing the text or if the text is typed in a word processing document, we can import the text without
retyping it. To import the text choose File> Place. A dialog box appears.
4. Browse and double click the text file to be placed.
Similarly we can place our graphic or replace an existing graphic in the template. Almost every template uses a graphic
of some sort, even if it is just a line of color or a box that indicates where we should place our logo. Several templates
have a small box, called a graphic placeholder, which says Place Artwork Here
To replace a placeholder with our own artwork:

1. Using the Pointer tool, click on the graphic or the graphic placeholder to select it. A selected graphic has small
boxes called sizing handles at each corner and in the middle of each side.
2. Choose File> Place or press Control + D to open the Place dialog box.
3. Browse and locate the file.
4. Double click on the file name to open it or select the file with a single click and then click on the Open button.
5. The graphic file appears in the place of the template placeholder.
Creating and Saving a New Template in the Template Palette

We can create a new document and use it as a template as PageMaker helps us to save a document as a template and
store it in the Template palette. To store the document as a template follow the steps:
35
1. With the Document still open choose File> Save As command. The Save as dialog box appears.
2. Locate the folder to save the file.
3. Name the file
4. In the "Save as Type", select Template
5. Click the Save button
6. The document is saved as a template. Once the document has been saved as a template it can be added to the
template palette.
7. Open the template Palette.
8. Click the right-pointing arrow to the right of the bar. The Template Palette's shortcut menu appears.
9. Click on Add Template option
10. The Add Template dialog box appears
11. Name the template
12. Locate the template. There are two ways to locate the template
13. If the active document is a template, click the "Create from the Currently Active Document" radio button
14. If the active document is not the file we want to add to the palette, select the "Add an Existing PageMaker
Template File radio button. Then click the Browse button and locate the file
15. Once we have located the file, double click to open or select it and click the Open button. The new template will
appear in the Template Palette to the right of the template that is selected, as indicated by the surrounding
yellow box.
Creating a New Document using Document Setup

The primary difference between using the Template Palette and the Document Setup dialog box to create a new
document is that a template comes with the document parameters already selected, whereas in Document Setup we
have to select them ourselves.
To open the Document Setup dialog box,

Choose File> Document Setup or press Shift + Control + P
All of the basic parameters are found in document setup dialog box. We can set the parameters for the new document or
change the specifications of an existing document using this dialog box.
The Document Setup dialog box has the following

options:
1) Page Size and Dimensions:

a) PageMaker offers 21 preset page sizes as well as custom
settings through which we can set dimensions that are not
included in the menu.
b) Click the drop-down arrow to the right of the Page Size menu
box and scroll thought the selections.
c) Once a page is selected the dimensions are shown in the
Dimensions area.
d) We can also specify the dimensions of our document as per
our requirement from as small as ½ inch to as large as 42
inches.
2) Orientation:
a) It is the arrangement of a page in respect to the direction of

the long and short edges. Tall means the short edge of the
page runs horizontally and the long edges run vertically. Wide is the opposite.
3) Options:
a) This section consists of 4 selection boxes:

i) Double -Sided pages
36
ii) Facing Pages

iii) Adjust Layout
iv) Restart page Numbering
b) Click Double-sided to set inside and outside margins to accommodate binding on pages that will be printed on
two sides. This setting is particularly important in a printed document such as a book.
c) Deselect Double-sided to print the publication on one side of the paper (single-sided).
d) Click Facing Pages to display the left and right pages together (as two-page spreads); make sure that we first
select Double-sided.
e) Check the Adjust Layout option to reposition and resize text, graphics, and nonprinting guides when we change
page settings.
The Adjust Layout feature can save considerable time and effort when we need to revise the layout framework of a page
or a whole document margins or page size, number of columns, orientation, and so on. For example, we can quickly
refashion a four-column publication to a two-column format. PageMaker then revises the text and graphics on each page
to match the new parameters.
To print page numbers in a publication, we have to instruct PageMaker where to put the numbers and how we want
them to look. Pages are numbered starting from 1, unless we specify a different starting point. PageMaker provides
several options for numbering pages across two or more publications.
PageMaker won't allow more than 999 pages per single publication. Although we can add page numbers to any
publication page, it is best to add them to master pages. This saves time and ensures that the numbers appear at the
same place on each page. Be sure to add a page-number marker to all master pages applied in our publication
(assuming we want page numbers to appear on all pages). To set the Page Numbering follows these steps:
1. Select the check box for Restart page Numbering.

2. Click the Numbers button to open the page Numbering dialog box.
3. Select anyone of the numbering schemes or enter a special prefix to appear before a page number, in the TOC
and Index Prefix box.
4. Click Ok. Clicking the Ok button closes the Page Numbering dialog box and sets the style of numbers for our
document.
5. Enter the number or letter with which our document will begin in the Start Page # box.
4) Number of Pages
a) If we know the exact number of pages our document will have, we can create those many pages at the time
we create the document.
b) Enter the number in the Number of Pages box, the document appears with the selected number of pages.
c) We can also add pages to an existing document.
d) Any pages added here appear at the end of the document.
5) Margins
Our document margins are set in four margin boxes identified as Left, Right, Top and Bottom. We can specify the margin
as required.
6) Target Output Resolution
Here we can set the resolution with which our document has to be created. This setting assures that the document,
which we are creating, conforms to the resolution in which the document will ultimately be produced.
37
7) Compose to Printer
The purpose of this setting is to coordinate the document with the printer from which it will eventually be produced,
even if, in case of Web pages and other non-print media, the printing is just for proofing. Click the drop down menu to
the right of the Compose to printer menu box and selecting the printer to which we wish to compose the document.
Once all these settings are specified, click the OK button. The Document Setup dialog box disappears and is replaced by
our document.
Managing Documents Layout

Layout, the parameters of our page and the way we arrange it, is very important for the quality of the document,
whether we create a print piece, a Web page, or some other type of a document. The layout of the document can be
even more important than the text or graphics of the page. There are two views we may use in PageMaker.
1. The default view is the Layout View.

2. The other view is the Story Editor.
Working with Columns

We get to see large amount of text set into multiple columns in newspaper, magazines, newsletters and many other
print publications. In PageMaker column guides are a part of the layout grid, into which all elements of our page designs
are placed. We can also place graphic in the column grid or place across column guides. When we place columns guides
on a PageMaker page, the guides appear only on that one page but if we place them on the master page, they appear
throughout the document.
1. Open the page or the master page to insert the grid.

2. Choose Layout> Column Guides.
3. The Column Guides dialog box appears.
4. Enter the number of columns. The maximum number of columns we can create is 20.
5. Enter the space between columns. The space between columns is also called gutter or columnar gutter. The
default is 0.167 inches.
6. Click Ok.
Ruler
Horizontal and vertical rulers appear on the left and upper edges of the PageMaker window by default.
To hide the rulers:
1. Choose View> Hide Rulers.
By default, the rulers are aligned with the zero point. The beginning measurement of the ruler is at the upper left comer
of a single page. On facing pages the zero point rests between the two pages and the ruler runs right to left on the left
page and left to right on the right page. We can move the zero point. To reposition the zero, just click anywhere in the
area where the horizontal and vertical rulers meet and drag to the desired location. Keep in mind, when we drag the
zero, we are moving it both vertically and horizontally. We can lock the zero by choosing View> Zero Lock.
Ruler Guides:
Ruler Guides are also called nonprinting guides or guides. They are pale blue lines that we can position anywhere on the
page. We can use them to align object horizontally or vertically. If we place guides in master pages, they appear on all
the other pages, but if we position the guides on a particular page other than a master page, then they are seen only on
that page. We can manually drag a ruler guide and place it on the desired location.
38
Chapter 10 Using PageMaker for Graphics

Objectives:
1. Introduction
2. Using Graphics
3. Layers
4. Applying Colors To Graphics
5. Transforming Graphics
6. Graphics In Frame
7. Cropping And Masking Graphics
8. Creating Text
9. Transforming Text
10. Editing And Formatting Text
11. Managing Text As An Object
12. Using Text Wrap
13. Assignment
14. Summary
Using Various Tools for Creating Graphics
Working with Line Tool

We can draw a line using the Line tool and the Constrained Line tool. The Line tool draws a line at any angle on the
page, while the constrained line tool draws only the horizontal, vertical or diagonal lines.
Creating a line in PageMaker:

1. Select the Line tool. The mouse pointer changes to a cross icon.
2. Place the cross where we want the line to begin. Click and drag the mouse to create a line.
Making a line longer or shorter:

1. Select the Pointer tool. The mouse pointer changes to an arrow.
2. Select the line by clicking on it. Thereafter selected sizing handles, small black boxes, will appear at each of the
line.
3. Click and drag the sizing handles to make the line longer or shorter.
Adjusting the line weight:

Line weight is measured in points, just like text. A very fine line may be I point or even 1/2 point width. Bolder lines are
usually 8 points or less, but line weight can be adjusted to as much as 800 points.
1. Select the Pointer tool and click on the line if it is not selected.
2. Choose Element> Stroke. The Stroke menu appears.
3. Choose any of the stroke weight from the menu by clicking on it.
4. Once we select the weight that weight is applied to the selected line and the stroke menu closes.
5. If the line weight we want is not shown on the Stroke menu, click the menu's Custom command
6. In the resulting dialog box, enter the value of the weight desired.
7. Then click the OK button.
8. Click the Transparent Background option if we want objects placed behind a patterned stroke to show through
the spaces in the pattern otherwise, the spaces in the pattern are opaque.
9. Click the Reverse Stroke option to draw a paper-colored stroke or outline of a shape on a contrasting black,
shaded, or colored background.
39
Setting the line style:

Each of the PageMaker line styles may be set in any weight up to 800 points.
1. With the Pointer tool click on the line if it is not selected.
2. Choose Element> Stroke.
3. Select the line style.
Moving a line:
1. Select the line with the Pointer tool.

2. Grab the line with the mouse and drag it to a new location. We can apply similar options to a rectangle or an
ellipse. In the case of rectangle they are automatically created with square corners, but we can soften the
effects by applying rounded corners to the rectangle. To do so:
3. Select the rectangle with the Pointer tool.
4. Then choose Elements> Rounded Corners, the rounded corner dialogue box appears.
5. Select anyone of the six styles and click on the OK button.
Working with Polygon Tool

Page Maker provides the capability to establish the number of sides we want a polygon to have, as well as the capacity
to inset the sides of the figure, creating a star. The default polygon is a hexagon, a figure with six sides.
1. Select the Polygon tool.
2. Click and drag the mouse to create a six-sided polygon. Hold down SHIFT while dragging the mouse to
constrain the sides of the polygon to be equal in length.
3. Next choose Element> Polygon Settings.
4. Adjust the number of sides.
5. Then adjust the inset value as desired. The percentage of insets possible ranges from 0 to 100. A percentage of
0 establishes straight sides. A value of 100 percent eliminates the side's altogether and presents a star
seemingly composed of straight crossed lines.
6. Click on OK.
Creating a free form polygon

1. Click on the Polygon tool
2. Move to a new location and click again. A line segments forms between the two locations.
3. Continue to move the mouse and click where we want the line segment to end.
4. The Polygon tool continues to create line segments until one of these three things happen:
5. We close the polygon at the beginning of the first line segment. A closed form is created.
6. We double-click with the Polygon tool or press the ESC key. The line is released and the form remains open.
7. We press any key on our keyboard except for the BACKSPACE, DELETE or ESC. The form will then close with a
line segment between the last click and the beginning point.
Working with Layers

Objects in PageMaker can be put on one or more layers. Layers are like transparent sheets of film that are stacked on
top of each other. We can see through them to any other visible layers as far as any opaque objects block the view of
objects on lower layers and when all viewed together, the total look is achieved. By using multiple layers, we can create
and edit specific areas or kinds of content in our publication without affecting other areas or kinds of content. By default
a new document contains only one layer, it's called [Default], and it cannot be removed or renamed. However we can
add and delete layer whenever required.
Within each layer, objects are placed in a stacking order i.e. the order in which the objects are placed on the layer, with
the first item to the back and the newest item to the front.
Working with Layer Palette

The Layer Palette is used to create, edit, lock and delete the layers. It also lets us hide and unhide the layers.
40
To display the Layer Palette

Choose Window> Show Layers or press Control + 8 (Windows) or Command + 8 (Mac OS).
Using the Layers Palette:

1. To select the layer click on it in the Layers Palette
2. The selected layer on the Layer Palette is highlighted and a pencil icon appears to the right, indicating that it is
the current layer.
Showing or Hiding a Layer

1. To show or hide a layer select the Show/ Hide box to the left of the layer name.
2. A hidden layer's box is blank, while a visible layer has an eye icon in the box.
3. The objects on a hidden layer do not show on a publication and will not print.
Locking a Layer
1. To lock a layer click on the Lock / Unlock box for that layer.
2. The Lock I Unlock box for an unlocked layer is blank, while a locked layer's box shows a pencil with a line
through it.
3. We can select a locked layer but we cannot make changes to it. We need to unlock the layer before making any
changes.
Creating a New Layer

1. Click on the "New" button at the bottom of the layer palette or click on the arrow on the right side of the palette
in line with the Layers tab.
2. Open the New Layer Dialog box.
3. Name the Layer. Select a color.
4. Select or deselect the Show Layer option to display or hide the layer. A hidden layer does not print or cannot be
edited. Select or deselect the Lock Layer option.
5. Click on OK.
6. The new layer is shown in the Layer Palette.
To delete a layer
1. With the layer palette open, select the layer or layers to be deleted.
2. Open the Layers palette menu by clicking on the arrow on the right side of the palette.
3. Select Delete.
4. Move Items to option, enables us to choose a layer to which we want to move all the objects on the layer we
are deleting.
5. Click the drop-down arrow to select the appropriate layer. Click on OK
Note: Delete Items on all Pages from Layer(s) option, deletes the objects contained in the layer or layers we are
deleting, along with the layers themselves.
To rearrange a layer
We can change the order of a layer by dragging the name of the layer to a new location.
To merge a layer
1. Select the layers to be merged
2. Open the Layers palette menu. Select the layers to be merged
3. Select the Merge command
4. The objects from all of the layers are moved to the target layer and the other selected layers are deleted.
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Applying Colors to Graphics

Simple graphics have two components that are subject to color: the outline also known as stroke and the interior space
created by the outline, generally referred to as the fill.
Applying Stoke
First let us see how to color lines using the Color Palette. In order to apply color to a line, it has to be selected first.
1. Using the Pointer tool click on the line to select it. To select the outline of a simple graphic, click on the outline
and eight sizing handles appear around the graphic.
2. Choose Window> Show Colors, to display the Color palette if it is already not open.
3. Select the Line Color application box
4. Click on the desired color form the Color palette to apply it to the line.
Applying tint to a line

1. Using the Pointer tool, click on the line to select it if it is already not selected.
2. Select any color by click on the color list in the Colors Palette.
3. Click the drop-down menu to the right of the Tint box.
4. The color tint menu appears.
5. Select the tint percentage.
Another technique for applying color to a line:
1. Use the Fill and Stroke dialog box.

2. Using this box we can select the line weight and style at the same time. Let us see how to do this:
3. Select the line.
4. Choose Element> Fill and Stroke.
5. The dialog box is divided into two parts. The left half provides options for the fills and the right half provides
settings for the selected line.
6. From the right half select the stroke, the color and the tint percentage.
7. Click OK to apply the tint to the line.
Applying Fills
A fill is the space inside a graphic that is surrounded by an outline. There are 4 types of fills: None, Paper, Solid and
Pattern.
Apply fills using the color palette:

1. Using the pointer tool click on the graphic to select it if it is already not selected
2. Just below the tab at the top of the Colors palette are three small boxes. Select the third box, because we want
to color the fill and the outline with the same color.
3. Click on the color
a. None - No Fill
b. Paper- A paper fill on first glance may look like it has no fill. However, a paper fill provides a solid
white fill that is opaque. This is particularly useful when we want to block the view of another element.
c. Solid - This fill applies a solid block of color to our graphic.
d. Pattern - This helps us to full our graphic with wide selection of patterns.
Apply fill to a graphic using the Fill and Stroke Dialog box
1. Using the pointer tool click on the graphic to select it if it is already not selected.
2. Choose Element> Fill and Stroke
3. The Fill and Stroke dialogue box appears.
4. Select the Fill pattern, color and a tint if we wish.
5. Click OK.
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Transforming Graphics
Placing a graphic in document and then transform it.

1. Choose File> Place.
2. Browse and locate the graphic and double click on the graphic to place it or select the graphic and click on the
Open button.
To skew / rotate a graphic

1. Select the Graphic.
2. Choose Window> Show Control Palette, if it is already not open.
3. Select a reference point. Click a point on the proxy reference in the: Control Palette.
4. Specify a skew / rotate angle.
5. Click on the Apply button in the Control Palette or press Enter. The skew / rotate is applied.
To flip a graphic
1. Select the graphic
2. Click on anyone of the flip horizontal or vertical button
Using Frames in Graphics

The graphic placed in a frame takes on the shape of the frame. Frames can be arranged, modified or transformed like
any other objects. Although frames, like simple graphics, are not subject to cropping, the graphics that they contain can
be adjusted in a cropping-like procedure to show only the portions of the picture that we want to see.
Placing a graphic in a frame

1. Select the Frame tool by choosing from Rectangle, Ellipse and Polygon.
2. Click and drag.
3. Choose File> Place, to open the Place dialog box.
4. Locate the graphic.
5. Select the Place within Frame option.
6. Select the Graphic and click on Open or double-click on the graphic.
7. Using the crop tool, adjust the portion of the graphic, which we want to be visible.
Attaching an existing graphic to a frame

Select the frame.
Next, holding down SHIFT key, select the existing graphic.
Choose Element > Frame> Attach Content.
Frame Options
Once we have placed a graphic in a frame, we may need to make some adjustments to the graphic. The settings in the
Frame Options dialog box help us to do so:
1. Choose Element > Frame> Frame Options.
2. Select Vertical and Horizontal alignment to make adjust the graphic in the frame.
3. Next select one of the three Fitting options.
Clip Content to Fit Frame

If the graphic is larger than the frame, this option crops the graphic to fit within the frame. That is, it cuts away parts of
the graphic to show only what will fit in a frame. If the graphic is smaller than the frame, the graphic remains the same
size and occupies just a portion of the frame.
Size Frame to Fit Content

This option changes the size of the frame so that it encloses the graphic.
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Scale Content to Fit Frame

This option keeps the entire picture intact, but sizes it to fit the frame.
Click on OK to apply the selections.
Cropping and Masking Graphics

When we place a graphic from another document or program, we can crop the object to remove parts of the picture
surrounding box that we don not want.
To crop a graphic:
1. Select the graphic.
2. Select the Crop tool from the tools palette.
3. Crop the Object
If we want to move the graphic within the frame created by the crop, use the Cropping tool and click in the center of the
graphic and drag. The mouse pointer becomes a hand icon and the picture repositions within IJ the frame. Once a
graphic is cropped, it will remain in that configuration, but the cropping can always be changed or the graphic
repositioned within the crop boundaries.
When we mask an object, we cover part of it so that only a portion shows through a simple graphic shape.'" Any objects,
including text, can be masked with on exception.
To mask an object
1. Using a simple graphic tool, draw the shape we want to use as a masking object.
2. Place the mask over the object, which is to be mask.
3. Holding down the Shift key, select the mask and the object
4. Choose Element > Mask.
5. The mask is applied and blocks out everything but what is contained in the shape of the mask.
Creating text
To place text into a PageMaker document, we first have to create a text box. There are two ways to create a text box.
The first enables PageMaker to create the text box from existing document parameters. The second way is to drag to
create the box to our own specifications.
To allow PageMaker to create a text box

Select the Text tool and click on the page at the vertical location where we want the text box to begin.
PageMaker establishes the box between two existing margins.
To drag to create a text box

Select the text tool and click in the location where we want the text box to begin and drag to the width.
Transforming text
Once created, we can make changes to the text box in many ways. We can stretch the text box to increase or decrease
the width. We can also move the text box to another location.
To resize a text box:

1. Select the text box.
2. Grab one of the sizing buttons on either side of the top or bottom border using the Pointer tool.
3. Drag to the desired width.
To move the text box:

1. Select the text.
2. Using the Pointer tool, click anywhere within the text box and drag it to the new location.
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Editing and formatting text

Editing text in PageMaker is very simple task. Here we will discuss making corrections and spell checking.
Making Corrections
We can make correction by deleting characters or by replacing them.
To make corrections by deleting characters:
Place the insertion point to the right of the text we wish to eliminate and press the "Backspace key until the
unwanted text is no long there. The "Backspace" key removes the text to the left of the insertion point.
OR
Place the insertion point to the left of the text we wish to eliminate and press the "Delete" key until the
unwanted text is no long there. The "Delete" key removes the text to the right of the insertion point.
To make corrections by replacing characters:
Delete the unwanted text, then with the insertion point in the place where the unwanted text was eliminated,
type the new text. The new text is inserted in the old text's place.
OR
Highlight the unwanted text. Begin typing the new text. The old text disappears with the first keystroke and the new text
is inserted in its place.
Checking Spellings:
We can spell check one story (text box), every story in a document, or a selection of text within a story we can even
direct PageMaker to check all PageMaker documents that are open. Spell Checking works by checking each word in our
document against the PageMaker dictionary. If the word we have written is not located the dictionary, the Spell Check
brings that word up for our attention.
To do Spell Check:
1. Click in the text box.

2. Select the options to use.
3. Click the Spelling button on the PageMaker tool bar.
PageMaker opens the story in the separate window. The Spelling dialog box also opens.
1. Activate the Spelling dialog box.

2. Select the publication to check.
3. Select the options as selected text, Current story or All stories as desired.
4. Click on the Start button on the Spelling dialog box to start the Spell Check.
Now let us see how formatting is done in Page Maker. There are ways to format text in PageMaker. The basic are
alignment, font face, font size and text effects.
To format the text:

1. Select the text.
2. Select anyone of the alignments like left, center, right, justify or force justify.
3. Next select Type> Font and select the desired font.
4. Next select the Type> Size and define the font size.
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5. Next select Type> Type Style.

A menu appears listing Normal and five text effects: Bold, Italics, Underline, Strikethrough and Reverse. Select the style
as desired.
The same formatting can be done using the Control palette or using the Character Specifications Dialog box choosing
Type> Character.
Managing text as an object

Objects are specifically graphics, text boxes and frames. Now we will discuss importing text form another source, flowing
the text from column to column and placing text into simple graphic shapes called frames.
To import text
1. Open the document on which we wish to display text.
2. Select File> Place.
3. Browse and locate the file to place.
4. Select the necessary options and click on the Open button or double-click on the file name.
5. Click in the document between the margins that we want to contain our text. The text automatically fills the
space between the margins or clicks and drags the mouse pointer to create the parameters of the text box that
holds our text.
Manager Text Auto flow

If we import short text boxes, at times they are completed in one page or in a column. But if we are working with long
text document, one that continues from one page to another or one column to another, it is important to know how to
manage text flow. PageMaker provides a convenient feature; Auto flow, which can automatically flow long text, boxes
from column to column and on to additional pages if needed. The text is placed in one text box divided into column-
length sections that are threaded; that is, they are connected in the appropriate order.
Let us see how to do it:
1. Open the document where we want to place the text.

2. Select Layout > Auto flow.
A checkmark besides the Auto flow command indicates that it is selected.
1. Select File > Place.

2. Browse and locate the file to place.
3. Select the necessary options and click on the Open button or double-click on the file name.
4. Controlling text manually
The benefit of text floe is that it places text automatically, in one rapid process, into columns and pages. But at times we
may want only one or two columns of text on first page and the other one the later page. In such a case instead of using
Auto flow, we can manually place the text.
To manually place the text:

1. Open the document where you want to place the text. When you place a text with the mouse pointer that looks
like a page of text, the text flows only to the end of the column in which it is placed. The text box indicates that
there is more unplaced text by the presence of a red arrow in the bottom.
2. Click on the red arrow. The mouse pointer again looks like a page of text.
3. Move the pointer to the location of the text continuation and click. Again the text will flow only to the end of the
column in which it is placed. If more text remains. Click on the red arrow again and repeat until all text is
placed.
Using text frames

PageMaker provides an exceptional way to display text: a special object called a frame. Frames come in the same
shapes as simple graphics, but have two capabilities now available in graphics.
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1. Frames hold content, either text or graphics, or can serve as placeholders for content.
2. Text frames, even placeholder frames with no text content, can be threaded just like text boxes s that a story
can flow form one frame to another.
To create text frames:

1. Click on the Frame tool in the toolbox palette i.e. rectangle, ellipse or a polygon.
2. Click and drag to draw a frame.
3. Customize the frame as desired by adjusting the line style and weight or resize and move the frame
4. Using the text tool click inside the frame and place the text.
It is a very common practice in creating quality graphic designs to layout an entire piece using a layout grid and frames
as placeholders before adding any text or even graphics. Not only does that allow us to achieve balance on our page
before adding any copy, but also we can actually create the text to fit the space available. To use frames as
placeholders, just create the frames, but do not enter the text. Frames without text shown the none=printing X to
identify their use as a placeholder.
Threading Frames
Although text boxes are threaded automatically during the placement process, frames must be connected manually.
Frames may be threaded even if they are being used as placeholders. Once text is added to placeholder frames, it will
flow from one frame to another to which it is joined. All frames do not have to be threaded, just those through which we
want he story to flow.
To thread frames:
1. Select the frame.
2. Click the bottom window shade handle of the selected frame.

3. The mouse pointer changes to the thread icon.
4. Click anywhere on the frame that we want to thread.
The frames are threaded
To change the threading order:

1. Select the frame.
2. Press Control + Shift (Windows) or Command + Shift (Mac OS) and click on the top or bottom window shade
handle. Clicking on this breaks the connection with the previous frame.
3. Again click the bottom window shade handle.
4. Click on the next frame we wish to connect.
U sing text wrap

Text can be caused to warp in a rectangular shape around the graphic or be aligned with the shape of a graphic.
Applying text wrap to an object.
Once the text wrap criteria have been attached to an object, the object may be placed in any text box or a text box
may be added around it with the same results.
To add text wrap to an object:

1. Select the graphic.
2. Choose Element > Text Wrap.
3. Select the Warp option.
4. Select a Text Flow option.
5. Specify the Standoff values.
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The Standoff values determine the space between the graphic and the text.
1. Select the Wrap Text on the Same Layer Only box if we want the other layers to ignore the Text Wrap
command.
2. Click on the Ok button.
3. Create a Custom Wrap:
If we want the text wrap to hug the shape of an object, we can customize the wrap to fit it as closely as we want.
To do so:
1. First apply Text Warp.

2. Add new boundary handles by clicking on the boundary where we want the handles to appear.
3. Then drag handles or line segments to create the standoff as we desire.
Assignment
Browse the My tutorials folder and open "First.pmd" file, which we had created in the earlier session
Double click on the first page to open it.
Choose Layout > Column Guides.
In the Number of Columns box, insert 1.
o Notice that the first page has -only one column now. The remaining page remains unaffected.
Next choose File > Place.
Browse and locate the file "About PM.txt" in the My tutorials folder.
Double click on the file to open it.
Format the text to make it look attractive.
Select the Polygon tool from the toolbar and drag to make a polygon.
Next choose File > Place, browse to the My tutorials folder and double click on the file "PM image".
o Notice that the file is place in the polygon. Using the crop tool adjust the file in the polygon.
Next choose Element > Text Wrap.
Select the second Warp option and the third Text Flow option.
Click on Ok.
Next add new boundary handles by clicking on the boundary where we want the handles to appear.
Then drag handles or line segments to create the standoff close to the shape.
Next select the text tool and click below the horizontal ruler, which we have placed below 9 inches.
Type My First PageMaker file.
Format the text as desired using the control palette.
Double Click on page 2-3 to open it.
Next choose Layout > Auto flow.
Then choose File > Place.
Browse and locate the file "Information.txt" in the My tutorials folder.
o Notice that the mouse pointer change.
Click in the first column of the left hand side page
o Notice that the text flows in other pages also and two more pages are added at the end of
The document to adjust the entire text.
Next double click on the 4-5 pages to open it.
Choose Layout > Column Guides.
Column Guides dialog box opens.
Select both the options, Set left and right pages separately and Adjust layout.
In Number of Columns box, set the left page to 2 and let the right page be 3.
Click on OK.
o Notice that the 4" page has 2 columns now and the text is also adjusted accordingly from three
Columns to two columns.
Choose File > Save, to save the file.
Printing
Whether we are providing a multicolored document to an outside service provider, or just sending a quick draft of a
document to an inkjet or laser printer, knowing a few basics about printing will make the print job go more smoothly,
and help to ensure that the finished document appears as intended.
48
Types of printing
When we print a file, PageMaker sends it to a printing device, either to be printed directly on paper or to a digital
printing press, or to be converted to a positive or negative image on film, in the latter case, the film can then be used to
create a master plate for printing by a commercial press.
Types of images
The sim plest types of im ages, such as text, use only one color in one level of gray. A m ore com plex im age is one with color tones that vary
within the im age. This type of im age is known as a continuous ¬tone im age. A scanned photograph is an exam ple of a continuous-tone
image.
The Print Process

Let us discuss the essential steps to sending a publication to print on the desktop printer:
1. Choose File> Print. The print dialog box opens.

2. Select a printer. The default printer is automatically selected as the target printer. We can also select some
other printer from the drop-down menu.
3. If we want to select a postscript printer, select a PostScript Printer Description (PPD).
4. When a PostScript printer is selected, a second box opens beneath the printer box for selection of a PPD. Select
the PPD that is appropriate for the printer.
5. Define the number of copies we wish to print.
6. Select Collate if we wish to print one complete copy of the document before printing another. If it is deselected,
each page will print the required number of copies before going on to the next page.
7. Select reverse to change the order in which the document pages are printed.
8. Select this option when we want our document to be printed rapidly but do not require high resolution or for the
graphics to be displayed.
9. In the Pages box, define the number of pages to be printed.
10. Select the "Ignore Non-Printing Settings", to print the nonprinting objects.
11. Select the Print option to print blank pages. When this option is deselected the blank pages in our document will
not be selected.
12. Select the Book option, if we have a book to be printed. We have two additional options in this.
a) Print All Publications in Book: With this option selected the entire book list prints. If it is
deselected, only the active document prints.
b) Use Paper Settings of Each Publication: If we choose a PostScript printer, select this option.
13. Select the appropriate preview to select a tall or a wide orientation for the document.
14. Click on the Print button to execute the printing process.
Exercise
1. We can draw a line using the______________ and the _________
2. Objects in PageMaker can be put on one or more layers.(true / false)
3. Simple graphics have two components that are subject to color: the outline also known as stroke and the
interior space created by the outline, generally referred to as the fill. .(true / false)
4. The graphic placed in a frame does not take the shape of the frame. (true / false)
5. When we mask an object, we cover part of it so that only a portion shows through a simple graphic shape. (true
I false)
Answers
1. Line tool, constrained Line tool. 3. True 4.True
2. False
3. True
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Chapter 11- Font installation

Contents
1. Systems Requirements: Hardware and Software.
2. What You Can Do with Dzongkha Unicode Tools?
1. How-To Install Dzongkha Unicode Fonts.
2. How-To Install and Configure Keyboard Driver.
3. How-To Use Dzongkha Keyboard Layout.
4. How-To Create Dzongkha Word Document.
5. How-To Set Browser to View Dzongkha Web Pages.
6. How-To Use Unicode Converter.
7. How-to install Lepcha & Limboo font
Systems Requirements: Hardware and Software
Hardware
1. Computer and processor: personal computer with an Intel Pentium 233-MHz or faster processor (Pentium III
recommended)
2. Memory: 128 MB RAM or greater.
a. Hard disk (for office 2003): 260 MB of available hard disk space; optional installation files cache
(recommended) requires an additional 250 MB of available hard-disk space.
b. Hard disk (for word 2003): 150 MB of available hard-disk space; optional installation files cache
(recommended) requires an additional 200 MB of available hard-disk space.
3. Drive: CD-ROM or DVD drive.
4. Display: Super VGA (800x600) or higher resolution monitor.
Software
1. Operating System: Microsoft Windows 2000 with Service Pack 3 (SP3), Windows XP, or later.
2. Office Suite: Office 2003 Professional Edition or individual office packages (Office Word 2003 only). The
Professional edition of Office 2003 is not required unless someone needs to use the premium applications
included in the Professional edition (e.g. Access).Others needed resources are available via download from the
DIT website (or on CD):
a. Unicode Dzongkha fonts.
b. Standard Dzongkha keyboard.
c. Converter from legacy Dzongkha formats to Unicode.
What You Can Do with Dzongkha Unicode Tools?
What you can do?

1. You can create Dzongkha document in Word, accounting in Excel, databases in Access and publishing documents in Publisher.
2. You can create Dzongkha text messages and email to another person over a network using MS Outlook.
3. You can create web pages and view them on browsers such as Internet Explorer and Mozilla.
4. You can convert legacy documents formats into Unicode.
5. You can share, import and export Dzongkha documents from one platform to another platform (e.g., from PC to Apple computer)
6. You can create Dzongkha text files using latest version of Note Pad available in Win XP.
50
What you cannot do?

1. You cannot do mathematical computation with Dzongkha numerals in Excel.
2. You cannot name the documents files using Dzongkha (document files should be saved using English
file names).
names
3. There is no support for querying the database objects created in Dzongkha.
How-To
How To Install Dzongkha Unicode Fonts
Step-By-Step:
Step Step:
1. Right clicks on the
he download hyperlink and click Save
Link As on the popup menu.
menu
a. A dialogue box will will pop up where you can
choose a directory or folder to save the files.
Choose the folder of your choice and click
Save button.
b. if the downloaded files are ZIP files, thenth
opens the files with the ZIP program.
program
2. Now, you extract the files in the same directory and
folder.
3. Copy and paste the Dzongkha Unicode Fonts in the
Fonts Folder either by opening the Control Panel and the
Fonts folder or: \WINNT
WINNT\System32\ Fonts folder.
4. Finally, you have successfully installed the fonts and
it is now ready to be used in Windows 2003 Office
applications.
How-To
To Install and Configure Keyboard
Driver
Step-
By-
Step:
1.
a. Right click on the download hyperlink and click
Save Link As on the popup menu.
b. A dialogue box will pop up where you can choose
a directory or folder to save the files. Choose the
folder of your choice and click Save button.
2.
a. If the downloaded files are
are ZIP files, then open
the files with the ZIP program.
program
b. Now, you extract the files in the same directory and folder.
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3. Double click on the Microsoft Installer with file extension .MSI to install the keyboard driver. The
keyboard dynamic link libraries called kbd_Dz.DLL will get installed in C:\\\WINNT\Systems32
Systems32\ folder in
Win2K and C:\Windows
Windows\system32\ in XP. (Note: Do not use the older version of keyboard software called
BHUT.DLL)
a. 1. For Win2K: To use Dzongkha
Dzongkha Keyboard, open the Control Panel and either open the Keyboard or the
Regional Options icon.
b. 2. For XP: Open Control Panel , Date, Time, Languages and Regional Options and pick a task Add other
languages .
c. For Win2K: Click on the Input Locales
Locales and Change tabs. For XP: Click on Details tab to open the
language Settings
d.
1. For Win2K: Click on Add tab and select the Input language , the Keyboard Layout or
Input Method is dimmed by default. It means that for specific language, specific keyboard
layout is selected. Press OK .
2. For Win2K: Highlight the keyboard under Tamil Language and click Add to add the
Dzongkha keyboard layout.
3. For XP: Click on the Add tab and select the Input Language . The Keyboard Layout is
dimmed by default. It means that for specific language, by default specific keyboard is
selected. Press OK.
4. For XP: Highlight the keyboard under Icelandic Language and click Add to add the
Dzongkha keyboard layout.
e. For Win2K and XP: Click Apply to make the changes effective. Once you done with Keyboard
configuration, Input Language Bar Settings will appear on the Status Bar.
f. Before you begin typing text in word document, you must select the language that you added and from
there select
sele the Dzongkha keyboard layout.
g. If you have successfully done the above steps, you are now ready to use the Dzongkha keyboard. Type
blah blah blah....... on the word document window.
How-To
To Use Dzongkha Keyboard Layout
Step--By-Step:
Step:
unshift state
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Technology.
1. The keyboard design layout has six levels of states: Unshift shift state
state, Shift state,
Alt + Ctrl state, Alt + Ctrl + Shift state,

Caps state and Caps + Shift state. This is
supported by KBD_DZ.DLL keyboard
driver.
2. The Keyboard Layout Design is
nothing but a graphical mapping of set of
Dzongkha characters onto the
alt+ctrl shift
Keys on the Keyboard. Therefore, it is
important
for any users to clearly understand and
identify the Keys for each Dzongkha
Characters that can be achieved by using
different levels of Keyboard State .
3. The dotted circle above and below
specific Dzongkha character denotes that,
when you type
alt+ctrl+shift state
characters,
haracters, it can accept a single
character or a group of
characters above or below it. This is
nothing but stacking of characters above
or
below the base characters.
caps state & caps+shift state
53
How-To
To Create Dzongkha Word Document
Step--By-Step:
Step:
1. Click on Start Program Files Microsoft Office Microsoft Office Word2003 to open MS Word application.
Choose blank document to create a document from the scratch.
2. Change the Input Method to Dzongkha and choose the Dzongkha font called Wandi29 on the Formatting
Toolbar. If you are using old version keyboard
keyboard driver,
driver, choose Tibetan (Bhutan) as your Input Method .
3. Set the Font Size to 24 Points, Dzongkha text at 12 Points of font size appears to be very small to be read
legibly.
4. You are now ready
ready to type Dzongkha text on the Document Window .
5. Save your document file using the English file name. That means you have to revert back to English mode
from the Dzongkha mode . If you happen to save your file using Dzongkha name, it is more likely tthat
hat your file
will get corrupted and may not be able to open later.
How-To
To Set Browser to View Dzongkha Web Pages
Step--By-Step:
Step:
1. Open Internet Explorer and Click on Tools Internet Options - Fonts tab for setting the web browser to view
Dzongkha web pages.
2. Set the language script to Tibetan and web page font to Wangdi29 .
3. Next, click on View Encoding Unicode (UTF-8)
(UTF 8) to select the encoding model.
4. Type the Universal Resource Locator (URL) or web address and press Enter .
5. If you don t set the encoding into UTF-8
UTF 8 , the page displayed will have Strange Texts , which is unreadable to
viewers.
How-To
To Use Unicode Converter
Step--By-Step:
Step:
1. Unicode converters convert legacy documents such as WORDPERFECT (DOS),JAMYANG and KUENSEL 98 into
Unicode documents. Once converted to Unicode, you can perform cut, copy, paste and editing operations to the
documents. Documents can be imported and exported to other Operating Systems, for example Apple
Mackintosh, as well.
2. Right click on the download hyperlink
and click Save Link As on the pop-up
pop
menu.
3. A dialogue box will pop up where you
can choose a directory or folder to
save the files. Choose the folder of
your choice and click Save button.
4. If the downloaded files are ZIP files,
then open the files withwith the ZIP
program.
5. Now, you extract the files in the same
directory and folder.
6. Double click on Setup file with .EXE extension to install the converter.
7. Click OK to Install the Unicode Converter and follow the setup instructions until you are done.
8. Open the directory or folder where you have installed the converter programs. Double click on Unicode
Open
Converter_1.04.EXE file to run the Converter.
54
9. Click on the Set Source File button to select the source file. This source file is the legacy document that
th you
are going to convert into Unicode.
10. Click on the Set Output File button to save the source file as a Unicode File.
11. Select the Source File Format by click on the Combo Button . The source file format may be WordPerfect ,
Gelong Rinchen, Druk 98, Jamyang, etc.
12. Click on the Convert button to starting converting the source file into Unicode file.
13. Finally, you are now ready to open the Unicode file that you have converted from the legacy document and
perform all document operations such as Cut, Paste,
Paste, Copy, Edit, etc. to make changes to it.
How to installation Lepcha & Limboo

L font.
1. Go
o to control panel then double click on font icon and open the font window
window.
2. Click the install new font from file menu.
4. Then open the Add Font dialog box
5. Select the drive where the font situated then select the folder where the
the font
font file
file is
is present.
present.
6. You can see list of font, select the font file from the list of font.
7. Click OK
Lepcha keyboard layout
Unshift state
55
Shift state
Limboo keyboard layout

Unshift state
Shift state
56

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Some Precautions while working with computers

Do not subject your computer to physical punishment, such as dropping or bumping.

You should occasionally clean your computer as follows:

Many people m mistakenly

To turn the computer off:

There are two kinds of software:

There are as m any d ifferent kind s of applications

Chapter 2 - Various Components of an User Interfaces

system tray is called the start

table of some of the more common controls, starti

Youu can get a basic d escription

Shortcuts - Creating Shortcuts

8. After you have clicked ‘Next’ the d ialogu e-box

Changing the icon of your Shortcut

Removing or Deleting Icons

Changing Desktop Properties

Desktop Properties - Changing Wallpaper

Desktop Properties - Changing Screen-Saver

Desktop Properties - Changing the Appearance

Desktop Properties - Changing the Screen Resolution and Colour

Chapter 3 - Memories and Storage Media

There are mainly two kinds of disks:

The Compact Disc (CD)

Digital Versatile Discs (DVDs)

Chapter 4 - Files and Folders in Windows

Opening a File or Folder

Deleting a File or Folder

Restoring a deleted file

Emptying the Recycle Bin

Creating a File or Folder

Copying / Moving Files or Folders

To move a file or folder –

To copy a file or folder –

Searching for a File or Folder

Managing File Properties

Installing and uninstalling programs

Iff you want to remove a program

2. Open Add/Remove Programs

Managing User Accounts

Changing a User Profile

Hackers and crackers

The Word 2007 Ribbon

Here are the elements in a Word 2007 ribbon:

1. Ribbon: The whole bar, including all of the tabs.

To minimize the Ribbon

Note: To quickly minimize the Ribbon, double-click the name of

Chapter 6 - Formatting and Editing Documents

H ow the Clipboard Works

The Office Clipboard and the system Clipboard

Turn on the Office Clipboard

Control how the Office Clipboard is displayed

Turn off the Office Clipboard

Copy multiple items to the Office Clipboard

Working with Fonts Increase /Decrease

Bold, Italic, Underline and

To add a drop caps to your

Add Shading to Highlight Text in Word 2007

To add shading to a paragraph

To remove shading from a paragraph

2. Click the Home tab from the Ribbon.

Word 2007 Styles: How to Use it?

These styles are on the Home tab, in the Styles