1. G r a phic s E diting T ips

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1 Microsoft Word Editing Tips & Tricks For Consistent Branding of Big Brothers Big Sisters Documents 1. G r a phic s E diting T ips F or the B ig B rothers B ig Si s te rs L ogo & P hotos Brand your document! Use the FORMATTING PALETTE as your branding tool, to tweak pictures, change your font or font size, make the text bold, italic, underlined, add bullets, and much more. If the FORMATTING PALETTE is not visible, from the VIEW menu, scroll down and select FORMATTING PALETTE. This feature gives you immediate access to all common text formatting options when you have text selected. And if you have a photo or drawing object selected, the Formatting Palette changes to show you all the available options for that item. To determine what a specific button does, hold your mouse pointer over a button and a small, yellow definition box appears and explains the button's functionality.

2 First Rule of Branding: Do Not Distort the Big Brothers Big Sisters Logo! This rule is incredibly important to maintain Big Brothers Big Sisters brand, because it is critical for our logo to look exactly the same every time it is used. If the proportions are skewed, the logo is misrepresented. The steps on how to avoid logo distortion are listed below. Note that this technique applies to photos as well. The sample image below shows correct (top)and incorrect (bottom) usage. a. Click on the photo or logo so that it is active. b. Bring your mouse to the box at one of the corners of the logo or photo. c. Click and hold the corner of the logo. d. Still holding the corner, drag the corner on a diagonal (pictured in the top right). This will preserve the original proportions of the logo or photo. e. Note that the second image on the right was scaled correctly and keeps the same proportions as the original. Next, note that the bottom image was not scaled correctly. The corner square of the logo was used to bring the size down. Instead, it the center right square of the logo was moved and horizontally compressed the logo. To crop a photo in Word: 1. Insert the image into your document: click on Insert > Image > From File (be sure it is saved to your C drive) 2. Click on the picture to make it active (an outlined box with small black squares will appear) Go to View > Toolbars > Picture 3. In the tool palette that appears, click on the crop icon (see picture to the right) 4. Crop Icon Go to your picture box and click on any of the small black squares that are NOT IN A CORNER 5. Hold the mouse button down, and slide in the direction you want to cover up. (If you accidentally grab a corner square, it will change the size of the image, not crop out a portion.) 6. When you're finished cropping the image, click on something other than the photo to deselect the crop tool. Cropped Image

3 Import both the logo file and the photo file into your Word document. To do this, first make sure you know where you have stored both the Big Brothers Big Sisters logo and the photo. a. Once in your Word Document, go to the file menu and select Insert. b. Mouse down to the Picture option. Then, select from file from the pop-out menu. c. Browse to your picture and select it. Repeat these steps to insert the Big Brothers Big Sisters logo. Adjust the Wrapping Style for a logo /photo Click on one image, then under the Wrapping section of the Formatting Palette, click the drop-down menu for the first item, Style. Select In Front of Text. For an alternative to the Formatting Palette, you can also go to Word s menu (at the top). First, click on the picture. Select Format (on your top tool bar) then select Picture a. Click on the Layout tab. b. Click on Advanced button. c. Select the In Front of Text option. d. Select Ok/Save. Scale (resize) the photo properly This section is a repeat of our first rule: to avoid distorting logos and photos. This idea is so important, that we decided to repeat it. We ve give you a new sample to look at, this time using a photo (Just remember that this works on our logo as well!) a. Click on the photo or logo so that it is active. b. Bring your mouse to one of the corners of the logo or photo. c. While holding down the SHIFT key, click and hold the corner of the photo. d. Still holding SHIFT and the corner, drag the corner on a diagonal (pictured to the above). This will preserve the original proportions of the logo or photo.

4 Make the white box/background of the logo disappear a. Click on the logo. b. Go to the Image section of the Formatting Palette c. Click on the transparency button (at the bottom of the Image section; See red highlight on far right example.) d. Bring your mouse directly to what you want to disappear (click on the white background of the logo). Congratulations! The images below are our final result! Extra tip on Accuracy To make accurate (and smaller) movements when positioning a photo or text box, hold down the Alt. key while moving the photo /text box with the arrow keys on the keyboard. This will help you position the item exactly where you want it.

5 2. The Basics: Tips for Creating a More Streamlined Document Here are some basic word processing features in Microsoft Word, which are also common to most word processing applications: To Save time & energy from typing out the entire name of Big Brothers Big Sisters, use the feature in Microsoft WORD that allows you to begin to type a word or phrase and it will automatically complete it. (To set this up, Highlight the phrase Big Brothers Big Sisters, go to insert, new, click okay and the next time you begin to type our name you will see it pop up on your screen and all you do is hit enter.) Make a mistake? Fix it! Did you know that Word has multiple redo and undos? If you ever make a mistake, you can undo it using the EDIT menu, UNDO command, or you can use the UNDO button on the Standard Toolbar. There is both an UNDO and a REDO command in the EDIT menu as well as the toolbar buttons. To undo or redo multiple actions, select the command or click the button a second or third time. The buttons on the toolbar have a small arrow which allows you to pull down a menu and select multiple actions to either be undone or redone. Word Wrap Microsoft Word has an automatic feature called word wrap. As you are typing, word wrap will automatically move you to the next line when the line is full - without your having to press the RETURN key. Take advantage of this feature because adding unnecessary returns will make editing your file much more difficult. If you absolutely need to force a line to break, use a Soft Return (Press SHIFT when you hit the ENTER key) instead of a regular Hard Return (just pushing the ENTER key). You may not visibly see a difference, but the huge difference is that Word will still recognize the next line as part of the paragraph. This is critical for stylistic elements and custom line spacing. Also, when you send copy off to be used in another program, by a designer or another coworker, your copy will be more manageable and may help your project move faster. The RETURN key The RETURN key inserts a paragraph, so only use it to start a new paragraph. (See use of Soft Return (SHIFT + RETURN) as outlined above. Page Break When you know that the next line of text needs to be at the top of the next page, DO NOT repeatedly push the ENTER key down the page. This takes you too much time, and it will cause designers and others who manage your copy to waste time. Instead, use this fast trick: At the top menu, under INSERT, select the first option, Break. A side menu will pop up. Select Page Break. Instantly, you are on the next page!

6 Creating the Right Space Spaces created with the SPACEBAR are not just 'blanks.' Word treats them with the same importance as a letter or numerical value. Do not use the SPACEBAR to indent or align text on the page. Rather, use the TAB key, CUSTOM TABS, or MARGIN SETTINGS to produce indents and text lists To create Tabs: 1. In your menu, go to Format > Tabs. 2. Select Left, Center or Right (Left is the most common) 3. Adjust the numbers to determine where the tab will be. If the number does not bring the tab where you want it to be, open up the menu and tweak it. If you prefer to set your tabs more visually (or without guessing at numbers), you can do so by locating the ruler at the top of your document. On the left, you will see two blue arrows. Use the top arrow to determine the indent of the first line in your paragraph. Use the bottom arrow to line up the remainder of the paragraph (This is called a hanging tab). To widen or change your margins: Locate the ruler at the top of your document. Then, look for the line on the ruler that divides the white part of the ruler (this is considered inside the margins), with the greyed out part of the ruler (the outside-the-margins area). Click (select the dividing line) and drag it to the desired location. (NOTE: While margins can be made wider than the default Word setting, be mindful of what your printer is capable of printing. Most printers have their own cut-off -usually between 1/8 and ¼ of an inch) at the edges, where they will stop printing, regardless of where you ve set your margins.)

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