Making Final Adjustments


It takes time and a willingness to pay attention to detail to produce a completely error-free publication. Whether you are printing 1000, 100, or even just 10 copies of a publication, and whether you are printing with your own printer or with a commercial printing service, you can wind up wasting a lot of time, money, and resources if you don t carefully look over all the publication s pages before committing it to paper. Even if you are publishing a document to a web site, you will want to be sure that the publication will be a credit to you or your organization, and not an embarrassment. Follow these guidelines to catch most errors:

  • On-screen proof. Look over the publication on the screen at 100% magnification to verify that it includes all the necessary information and that each component is correctly placed.

  • Paper proof. Print a proof copy of the publication and read everything carefully, checking for spelling and grammatical errors as well as incorrect information. In spite of all the advantages of online proofing, errors are often missed on the screen but caught on paper. When we showed you how to spell-check a publication in Chapter 1, we cautioned that you cannot depend on Publisher s spell-checking and grammar-checking features to catch all your mistakes. Always read the publication word-for-word before distributing it, and if you don t trust your skills in this area, ask someone else to read it, too.

  • Proofing checklist. For a complex publication, make a checklist of things to look for. Then check each item on the list separately. If you try to look for too many items at once, you are bound to miss something.

Proofreading Your Work

For practice, you ll scrutinize the postcard you created in Chapter 1 as you prepare it for printing. Since you first created this publication, you have developed a logo for Adventure Works, so you want to add this missing element. Follow these steps:

1. If necessary, start Publisher. Then either click the More publications link in the New Publication task pane or click the Open button on the Standard toolbar.

Either action displays the Open Publication dialog box.

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Making a checklist

When proofing a publication before the final printing, you should maintain a checklist of items to look for and then check each item on the list separately. Although proofing needs might vary depending on the type of publication, certain things should always be checked. First scrutinize all the different elements in your publication for consistency of style, formatting, capitalization, and so on. Then double check the accuracy of key elements such as names , phone numbers , addresses, and page references. Finally, check the placement and alignment of items on each page, at the same time making sure that nothing is missing.

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2. If necessary, navigate to the My Documents folder, and then double-click Postcard to display it in the work area.

3. Press F9 to change the zoom setting to 100% , and then take a look at each element on the postcard, and check its placement on the page.

4. Read through the text, and correct any errors you find.

5. Open the Brochure publication, copy and paste the logo on the third panel of page 1 into the postcard, and then position the logo in the postcard s lower-right corner.

6. Select the Adventure Works text in the logo, and change its size to 9 . Then resize the frame until it is about 1 inch high and the same width as the phone/fax/e-mail frame above it.

7. Select the Adventure Works text in the oval frame at the top of the page, and change its size to 10 so that it is more visible.

The postcard now looks like the one shown in this graphic:

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Design Checker

You can check a publication for potential design problems by clicking Design Checker on the Tools menu. In the Design Checker dialog box, designate whether you want to check all pages or a range of pages, and whether you want to check the master pages. To specify what Design Checker should check for, click the Options button. You can select or deselect check boxes for options such as checking for empty frames , text in the overflow area, covered objects, and distorted graphics. When you have made your selections, click OK in both dialog boxes to begin the check. If Design Checker finds a problem, it selects the offending object and displays a message box describing the problem. If you click Explain, Publisher displays a Microsoft Publisher Help topic with more information. Otherwise, you can click Ignore or Ignore All to leave the object as is; or you can fix the problem and click Continue. When the design check is complete, click OK. You can t rely on Design Checker to locate all design- related errors in a publication, so be sure to scrutinize it carefully yourself.

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Adjusting the Page Setup

Ideally, you have the page setup of a publication settled before you begin working on it. However, sometimes changes you make while developing the publication can create unexpected page-setup problems, so you should always check the setup before printing or publishing. For example, suppose you are sending the postcard to a printing service and you learn that you can save money if you change the size of the publication from 5.5 by 4.25 inches to 5.85 by 4.13 inches. Let s make the change and fix any problems it causes:

1. On the File menu, click Page Setup .

Publisher displays the Page Setup dialog box shown in this graphic:

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This dialog box shows that the publication has been set up as a postcard, with preset measurements. You can change these measurements if necessary. You can also select another publication type in the Publication type area, and you can change the orientation from landscape to portrait in the Orientation area.

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Printing odd- sized publications

If you print publications that are smaller or larger than a standard piece of paper, such as business cards or banners, you can adjust the printing options. For a smaller publication, click Print on the File menu and click the Change Copies Per Sheet button. To print one copy of the publication per page, select the Print one copy per sheet option. To print multiple copies, select the Print multiple copies per sheet option. To customize the multiple-copy setting further, adjust the numbers in the Spacing area. To restore the default settings in this dialog box, click the Restore defaults button. To print a large publication, click Print on the File menu and click the Change Overlap button to display the Poster and Banner Print Options dialog box. With the Print Entire Page option selected, Publisher shows how many pages it will take to print an entire publication. To change how much each tile (or page) will overlap other tiles, enter a number in the Overlap Sheets text box. To print only part of the publication, select the Print One Sheet option. By default, Publisher prints from the zero mark on the ruler, so it will print the first part of the publication. To print a different part, change the zero origin on the ruler first.

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2. Change the measurement in the Width box to 5.85" , and then change the Height setting to 4.13" .

Publisher updates the Preview box to reflect your changes.

3. Click OK .

The page setup of the postcard is updated, as shown in this graphic:

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As you look over the elements of the postcard, notice that the title and main text paragraph now wrap differently and that the web address no longer fits in its frame. Also, the bottom gold block and the logo no longer reach the edges of the postcard.

4. In the title, click an insertion point to the left of the J in Jeep , and press Shift+Enter to rebreak the first line.

5. Size the title frame so that it is as wide as the main text frame.

Information about  

Ruler options, page 53

6. Size the phone/fax/e-mail frame so that the web address is visible.

7. Reposition the bottom gold block so that it aligns with the pink guide on the left. Then reposition the blue oval and the logo so that they align with the pink guide on the right.

8. Save the file.

The results are shown in this graphic:

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Online Traning Solutions - Quick Course in Microsoft Publisher 2002
Online Traning Solutions - Quick Course in Microsoft Publisher 2002
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 76

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