Training Creating a Newsletter Using PageMaker California State University, Sacramento October 1997 Publication Layout Master Pages In multi-page publications, the design will be more cohesive if each page is built on a common foundation, or master page. A master page contains basic elements, such as headers, footers, and page numbers, that are common to most or all pages in your publication. Master pages also contain non-printing layout guides, such as column guides, ruler guides, and margin guides. You can create, modify, and delete objects on master pages just like any other objects, but you must do so on the master pages. Items appearing on master pages will appear on each page of your publication. An icon representing the master pages appears at the lower-left corner of a publication window in layout view. The letters L and R (for left and right) mark the master-page icon for facing pages; a single-sided publication icon is marked by an R alone. California State University, Sacramento s:\document\training\pagemaker\pmaker2.doc (10/97)
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Page Numbering PageMaker must be told where to put the numbers and how they should look. This is accomplished by adding a page-number marker and placed on the master pages. Although you can add a page number to any publication page, it is best to add the page numbers to master pages. This saves time and ensures the numbers appear at the same place on each page. Add page numbers to a publication : 1. Select the Master Page Icon. 2. Use the text tool to place an insertion point on the page where you want the page number to appear. 3. Press <Command><Option> P (Macintosh) or <Ctrl><Shift> 3 (Windows). 4. Use the text tool to select and format the text as desired. Note: On the master pages, a page-number marker LM will appear for a left master page, and RM for the right master or single page master. Adding Page Numbers to the Master Pages/Working With Tabs 1. Place an insertion point in the lower left hand corner of the Left Master Page. 2. Type the Name of your Department. 3. Select Type, Indent Tabs to set a right margin tab. 4. Press <TAB>. 5. Create a Page Number icon, <Shift><Ctrl> 3 6. Repeat these steps for the Right Master Page. Creating a Newsletter Using PageMaker 3
Specify the starting page number : 1. Select File, Document Setup. 2. Depending on whether or not the publication is part of a book being numbered sequentially, specify options as follows: To start pagination at a certain number, type the starting page number in Start Page #. If the publication is part of a book, click Restart Page Numbering. To let PageMaker calculate the starting page number based on the publication's location in a book, deselect Restart Page Numbering. Note: PageMaker won't allow more than 999 pages per single publication, but page numbers can be as large as 9999 (for example, you can start a 50-page chapter with page 9949). Change the numbering system : 1. Select File, Document Setup. 2. Select Numbers. 3. Select the numbering system you want to use, and then click OK. Arabic numerals, Roman numerals, or letters of the alphabet can be selected to number the publication. Creating a Newsletter Using PageMaker 4
Adding/Deleting Pages You can add or delete pages at any time using one of two options: If File, Document Setup is used to alter the number of pages, PageMaker adds or deletes pages from the end of the publication. (The default Document Master pages are applied to any new pages you add.) If Layout, Insert Pages or Layout, Remove Pages is used, pages can be added or removed anywhere in the publication If a page is removed from the middle of the publication, PageMaker automatically re-threads text on the pages before and after the deleted page and renumbers all subsequent pages. Add pages to the publication : 1. Activate the page after which pages will be added. 2. Select Layout, Insert Pages. 3. Type the number of pages to be added 4. Select a location for the new pages. 5. Click Insert. Exercise - Add 2 Pages after the Current Page AND set them up separately. Remove pages: 1. Select Layout, Remove Pages. 2. Type the range of pages to be removed 3. Click OK. Creating a Newsletter Using PageMaker 5
Objects Grouping Objects Several objects can be combined into a group so that the objects are treated as a unit. This allows you to move or transform a number of objects together. For example, you might group the objects in a logo design so that you can move and resize the logo as one unit. A group, when selected, appears with four handles at the corners that define the bounding box of all objects in the group. Individual objects within a group can be selected and modified. For example, you can reformat text within a text block that is grouped with an image. Group objects: 1. Using the pointer tool, press <Shift> and select the objects to be grouped. One or more of the objects you select can be a group 2. Select Arrange, Group. Ungroup objects: 1. Select the group. 2. Choose Arrange, Ungroup. The objects retain the changes you made while the objects were grouped. Select text or an individual object within a group : 1. Select the pointer tool (to select graphics or text blocks), or the text tool (to edit text). 2. If selecting an object within the group, press <Command> (Macintosh) or <Ctrl> (Windows) and select the object. To select text, click an insertion point in the text. Creating a Newsletter Using PageMaker 6
Placing Objects/Graphics The Place command is PageMaker s primary importing method. When you place text or a graphic, PageMaker establishes a link to the source file on your hard drive. The link allows PageMaker to update the version of the document that is in your publication, and can minimize the size of your publication by allowing you to store an imported graphic outside the publication. Place text or a graphic in layout view : 1. Select File, Place. If you use the text tool to click an insertion point in a text block before choosing Place, and then you select a graphics file, it imports as an inline graphic contained within the text block. If you intend to import a graphic, make sure the pointer tool is selected. 2. The Place Dialog Box appears. 3. Select the file to be placed. You may be prompted to specify additional options in another dialog box. For example, if you want to place a text-only file, PageMaker displays the Text-Only Import Filter dialog box. If you want to place a story from another PageMaker publication, PageMaker displays the PageMaker 6.0 Story Importer dialog box. Select options, and then click OK. 4 Position the loaded icon where you want the upper-left corner of the graphic or text block to be placed. 5. Click the left mouse button. To size the graphic or text block after placing, use the Pointer tool and click on any of the resize handles. Creating a Newsletter Using PageMaker 7
Placing a Clip Art Image 1. Activate the Pointer Tool 2. Select File, Place 3. From the y:\ directory, find and open the MS Office Clip Art directory. 4. Select an image to place 5. Select Open The Pointer Tool will appear as a pencil. 6. Place the image by clicking once with the left mouse button. Resize the image by clicking, holding and dragging the handles surrounding it. Move the image by clicking, holding and dragging on the image itself. Cropping Tool When a graphic is placed from another program or publication, parts of the graphic can be cropped. After a graphic is cropped, you can control which portions of it appear in your publication by moving the graphic within the frame. You cannot crop to resize the frame of locked objects, but you can change what portion of the image shows within the cropped frame. Crop a graphic using the cropping tool : 1. Activate the Cropping tool 2. Select the graphic to be cropped. 3. Position the cropping tool so that a handle shows through the center of the tool. 4. Hold down the left mouse button to turn the cropping tool into a two-way arrow 5. Drag until only the part of the graphic you want in your publication remains. To show more of the graphic, drag away from the center of the graphic. 6. To move the graphic within the frame, position the cropping tool at the center of the graphic and hold down the left mouse button. 7. When the grabber hand appears, drag until you see the part you want to appear in your publication. 8. Release the left mouse button. Creating a Newsletter Using PageMaker 8
Working with Text Text Wrap One of the best ways to create visual impact in a publication is to wrap text around graphics. Wrap text around a graphic : 1. Select the graphic or image. 2. Select Element, Text Wrap. The Text Wrap Dialog Box appears. 3. Select the middle Wrap Option. (The rightmost icon is not available unless you have customized the text wrap). 4. Specify a Text Flow option: The leftmost text flow icon jumps text over a graphic and continues the text on the next page or column. The middle icon allows text to jump over a graphic and continue on the same page. The rightmost icon creates a rectangular text wrap around all sides of a graphic. 5 Enter standoff values for the boundary. The standoff values determine the distance of the text from each side the graphic. of Customize text wrap around a graphic : 1. Apply text wrap as described above. 2. With the object selected, do any of the following: Add a new handle by clicking on the graphics boundary where you want the handle to appear. Reshape the boundary by dragging handles or line segments. (You can hold down Shift as you drag handles or segments to constrain movement to vertical or horizontal.) Delete a handle by dragging it onto an adjacent handle. Note: As you modify the graphic's boundary, you can hold down the spacebar to temporarily prevent text from re-wrapping. When you release the spacebar, the text re-wraps. Creating a Newsletter Using PageMaker 9
Wrap text around another text block 1. Select the text block around which you want text to wrap 2. Select Arrange, Group. PageMaker now treats the text block like a graphic. 3. With the grouped text block selected, apply a text-wrap option. Placing Text 1. Select the Text Tool 2. Select File, Place 3. Open the c:\ drive, and select a file which has information from a word processing program. 4. Select Open 5. The cursor resembles text in a paragraph. To place the text, click the left mouse button. 6. Using the Pointer Tool, resize the text box accordingly to the margins and fill any extra pages if necessary. Using Styles A style is a collection of character and paragraph formatting attributes that can be applied to a specific character or paragraph. Every aspect of a paragraph can be altered, including typeface and type size, line spacing, alignment, and indents by using a style. Paragraph styles can save considerable time when you apply and revise text formatting, and they provide a consistent appearance to the publication. Apply a style: 1. Using the text tool, click an insertion point in a paragraph or select a range of paragraphs, or a specific word. Then use one of the following methods to apply a style: On the Styles palette, select style to be applied. Select Type, Style, and then choose a style from the submenu. Creating a Newsletter Using PageMaker 10
Define a new style: 1. Select Type, Define Styles. 2. Select New. 3. Select No Style for Based On. 4. Specify formatting: Click Type to open the Type Specifications dialog box, and choose the specific attributes. Click Para to open the Paragraph Specifications dialog box, and choose the specific attributes. Import styles from a word-processed document : 1 Select File, Place 2. Select the filename of the document. 3. Select Retain Format. 4. Select other import options as appropriate 5. Select OK. Define a new style based on existing formatting : 1. Select a paragraph with the attributes to be used for the new style. 2 Press <Command> (Macintosh) or <Ctrl> (Windows) 3. Select No Style in the Styles palette. 4. Type a new style name in the Edit Style dialog box. Creating a Newsletter Using PageMaker 11
Story Editor Major text revisions are completed quickly and easily by using the story editor, where the focus is on the text, not the appearance. Screen redraw is faster in story editor because only a limited amount of formatting is visible, and navigating through stories is easier because you don t have to change pages or views to see all of the text in a story. Spelling, Find, Find Next, and Change commands are available only in story editor. Open an existing story in story editor : 1. Select the text block with the Pointer tool, or click an insertion point in the text block. 2. Select Edit, Edit Story. OR Using the Pointer tool, triple-click a text block. The existing story opens in story editor with the insertion point positioned at the top of the text block or where you clicked within the text block. Return to layout view : Within story editor, do one of the following: Select Story, Close Story - to return to the previous position in layout view and close the story window. Select Edit, Edit Layout - to return to the previous position in layout view without closing the story window. Click in the layout window. The story window remains open but moves behind the layout window. Exercise - Edit the publication text by using the Story Editor. Creating a Newsletter Using PageMaker 12
Table of Contents The most efficient way to set up a table of contents is to determine which paragraphs, such as chapter titles and section headings, should be included. When specific styles are defined, they may be included in the table of contents. You can also mark individual paragraphs for inclusion in the table of contents. Marking a style for inclusion in a table of contents : 1. Select Type, Define Styles. 2. If the style already exists, select it in the Style list, and select Edit. If you are defining a new style, click New, and then type a name for the style. 3. In the Edit Style dialog box, select Para. 4. Select Include in Table of Contents. 5. Choose OK to close each open dialog box. Note: Typically, styles are already defined to be included in a table of contents. 1. Select Utilities, Create TOC The Table of Contents Dialog Box appears. Exercise - Create a Table of Contents for the publication. 2. Create a Name for the table in the Title Text Box 3. Specify the format of the table 4. Choose OK. 5. Place the table in the publication and *if need be* edit it with the Story Editor. Creating a Newsletter Using PageMaker 13
Naming and Saving a Publication One of the most practical habits you can develop is to save your PageMaker publication often. When you save a publication, you ensure that it remains stored in your computer even if there is a power failure or system crash. To avoid the frustration of rebuilding a lost publication, save your work regularly. Name and save a publication for the first time : 1. Select File, Save or File, Save As. 2. Select a folder in which to store the saved file. 3. Type a name for the publication in the text box. 4. Click OK (Macintosh) or Save (Windows). PageMaker saves your publication in the current location unless you specify a different folder. Creating a Newsletter Using PageMaker 14
Saving Options You can set a preference to determine how PageMaker saves files--faster or smaller--when you choose the Save command. If you select Smaller, PageMaker will save your publication at the smallest size possible each time you select File, Save or use the keyboard shortcut. Specify a Save Option preference : 1. Choose File, Preferences. 2. Select Smaller or Faster for the Save Option. 3. Click OK. Save a publication with a new name/new location : Changing a publication's name or location using the File, Save As command creates a new copy of the publication, so two versions of the publication exist: one with the old name or location and one with the new. The versions are completely separate, and the work you do on one publication has no effect on the other. 1. Choose File, Save As. 2. Type a new name or specify a new location. 3. Click OK (Macintosh) or Save (Windows). Creating a Newsletter Using PageMaker 15
Printing a Publication You can print a black-and-white, grayscale, or color publication on a range of output devices. If you print to different printers for proofing and final output, your Document Setup settings should match those of your final output device. PageMaker has print options for creating a large tiled piece, printing several sections of a publication at once, and printing proofs without graphics. Print Document Dialog Box When you choose File, Print, PageMaker displays the printing dialog boxes for the type of printer (PostScript or non-postscript) you selected. Click Print to print your publication. Click Cancel to close the printing dialog boxes without printing and to change back to their previous state any of the printing options you set. Click Document to display the Print Document options again. Click Paper, Options, Color to view other printing options for PostScript printers. Click Features to view printer-specific features for PostScript printers. Click Setup, Options, or Color to view other printing options for non-postscript printers. Click Reset to change the printing options in a dialog box back to their original settings. Print a Publication: 1. Select File, Print. 2. Select the Document printing options you want. 3. Select Print. Creating a Newsletter Using PageMaker 16