Desktop Publishing with Word97

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					GCC Training and Employee Development

Desktop Publishing with Word97

Desktop Publishing with Word97
Word97 makes functions that previously required a desktop publishing program easy to handle. No longer do you need desktop publishing for things such as flyers, letterhead, brochures, etc. Creating a Flyer with a Logo in the Background The GCC logos have been placed on the Shared drive so that all employees with a GCC networking account can access them. The GCC logo gray graphic makes a nice watermark for use behind single page flyers or signs. 1. Select New from the File menu. 2. Choose Blank Document then OK. 3. Select Header and Footer from the View menu. 4. Select Picture from the Insert menu. 5. Select From File.

6. Choose Shared on 'Glory\User\Users' (S:) as the drive to look in for the file. 7. Double-click on the GCC Publication Resources folder. 8. Double-click on the GCC Logos folder. 9. Double-click on the GCClogogray file name to insert the file in the Header.

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GCC Training and Employee Development

Desktop Publishing with Word97

All of the GCC logo files were created as EPS (Encapsulated PostScript) type Aldus Freehand 4 files. For this reason you won't be able to view the picture on your screen, instead you see a textual representation of the graphic. 10. Click on the textual representation of the graphic to select the graphic. 11. Use the handle on the lower right corner to resize the graphic so it stretches to the width of your page between the left and right margins. 12. Position the mouse pointer over the graphic text until you get the four-headed arrow that indicates a "move" function. 13. Hold down the mouse button and drag the graphic text down on the page to center it. 14. With the graphic text still selected, choose Picture from the Format menu. 15. Select the Wrapping tab at the top of the dialog box.

16. Select None. Telling Word97 to treat the graphic image as a watermark, allows the floating of text over the graphic, and controls the shading of the image. 17. Select the Picture tab at the top of the dialog box. 18. Under Image Control, Color choose Watermark.

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GCC Training and Employee Development

Desktop Publishing with Word97

19. Select OK. The graphic (represented by text) is now placed on the page as a watermark. If you need to reposition it, simply select it by clicking on it and drag it to the new location. The next step is to type the text you'd like to have display over the graphic. First though, you need to exit from the Header. 20. Click the Close button on the Header and Footer toolbar. 21. Choose Arial font and 48 point size for your flyer. 22. Select Centering. 23. Tap return two times. 24. Type Welcome to and tap return. 25. Type GCC and tap return two times. 26. Type the name of your department. 27. Tap Return two times. 28. Change the font to 24 point. 29. Type Our hours are:

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GCC Training and Employee Development 30. Type the hours for your department. 31. Tap return two times. 32. Save the file as Department sign. 33. Print the file.

Desktop Publishing with Word97

Some flyers look nice if you place a border around the text. 34. Select the text and any blank lines above and below the text. 35. Use the borders tool on the toolbar to place a border around the selection.

To adjust the box, you might want to insert additional blank lines above and below your text. This will increase the size of the box around the text. 36. Save and print the document again.

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GCC Training and Employee Development

Desktop Publishing with Word97

GCC Letterhead Along with the graphics available for watermarks, there is one graphic in particular that is useful for creating your own GCC letterhead. It's as simple as inserting the graphic at the top of your letter, and then creating the letter. You can even create your own GCC letterhead template. 1. Select New from the File menu. 2. Choose Blank Document then OK. 3. Select Picture from the Insert menu. 4. Select From File.

5. Choose Shared on 'Glory\User\Users' (S:) as the drive to look in for the file. 6. Double-click on the GCC Publication Resources folder. 7. Double-click on the GCC Logos folder. 8. Double-click on the GCClogoarc file name to insert the file across the top of the page. (Remember, the monitors can't display the logo, but a postscript printer will print the logo. What you see on the screen is text representing the graphic.) 9. Tap the End key to position the cursor beyond the graphic.

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GCC Training and Employee Development Inserting the Date 1. Tap return five times. 2. Select Date and Time from the Insert menu.

Desktop Publishing with Word97

3. Select the third date in the list. 4. Be sure the option to "Update automatically" is turned on. Update automatically will pull the "system" date from your computer and insert it in the letter for you. 1. Click OK. 2. Tap return five more times. You'll send the letter to yourself at the school's address. 1. Type your name and tap Return. 2. Type the school's address, tapping Return at the end of each line, and twice at the end of the inside address. 3. Type Dear and your first name, followed by a : 4. Type the following paragraphs. It is my pleasure to inform you a $25,000 bonus will be applied to your next paycheck. Thank you for your diligent work. 5. Tap Return three times.

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GCC Training and Employee Development 6. Type Sincerely, 7. Tap Return five times. 8. Type Mickey Mouse and tap Return. 9. Type Head of Operations .

Desktop Publishing with Word97

You'll create a footer to display the mailing address and phone number. 1. Select Header and Footer from the View menu. 2. Switch to the Footer. 3. Change your font to Century Gothic. 4. Type the school's street address. 5. Tap Tab two times to move to the right margin. 6. Type your office phone number and tap Return. 7. Type Glendale, Arizona 85302 and Tab two times. 8. Type your FAX number (the school's is 435-3329). 9. Save the file as bonus letter on the desktop and print it. Creating a Template If GCC Letterhead is something you'll need at any time in the future, it would be a good idea to use the letter you've created as a template so the next time you need letterhead, you don't have to insert the graphic, date, and footer information. The next time you need to create a letter, you can use the GCC Letterhead template. Using the template will have the graphic and the date already inserted, ready for the rest of the letter. First, you'll select and delete the inside address, salutation and body of this letter. 1. Position the insertion point at the beginning of your name in the inside address. 2. Select by pressing and dragging the mouse down through the last paragraph. 3. Tap Delete to delete the information selected. 4. Select Save As from the File menu.

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GCC Training and Employee Development 5. In the Save As Type box, select Document Template.

Desktop Publishing with Word97

The folder the document is saved in changes to a template folder. 1. Change the name of the file from the date to GCC Letterhead. 2. Click on Save. 3. Close the document. Setting up File Locations for Templates Now that you've created a template, it's time to let Word know where you are storing your templates. This will allow Word to display your personal templates off the General tab when you want to create a new file. 1. Select Options from the Tools menu. 2. Select the File Locations tab.

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GCC Training and Employee Development 3. Select the User Templates option. 4. Click the Modify button.

Desktop Publishing with Word97

5. Point to the location of your templates folder. (NOTE: This will vary from machine to machine, by individual.)

6. Click on OK. You've now told Word where your template files are located.

Using your GCC Letterhead Template Now you've created and saved the template, it's time to send out a new later. 1. Select New from the File menu.

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GCC Training and Employee Development

Desktop Publishing with Word97

2. Select the GCC Letterhead document. 3. Click on OK. The GCC graphic text displays, along with the date. The cursor is flashing where you insert the inside address so you can continue creating your letter.

Formatting Three-Fold Brochures Formatting brochures in Word can be quite simple if you know a few tricks ahead of time. The next steps will take you through formatting three-fold brochures. Other brochures are similar, with just a few changes in formatting. It is important to rough out on paper a draft of the brochures. For our example we'll work with an inside similar to the following:

The outside of the brochure will be similar to:

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GCC Training and Employee Development 1. Click on the New tool. 2. Select Page Setup from the File menu. 3. Click on the Paper Size tab. 4. Set the Orientation: to Landscape. 5. Click on the Margins tab. 6. Set your top, bottom, left and right margins to 0.5". 7. Click on OK.

Desktop Publishing with Word97

8. Use the Columns tool to set up a 3-column document. 9. Choose Columns from the Format menu.

10. Be sure the check box for "Equal column width" is on. 11. Set the spacing for Column 1: to 1". 12. Click on OK. NOTE: Since you've set all your columns to have equal width, Word will apply 1" spacing between columns to all columns.

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GCC Training and Employee Development

Desktop Publishing with Word97

Your insertion point is positioned in the first column. The ruler bar displays the margins for all three columns. 1. Select Picture, Clip Art from the Insert menu.

2. Be sure the Clip Art tab is selected. 3. Select an image and insert it. 4. Resize the image and position it in the first column. 5. Type some information below the image. Continue typing until your insertion point wraps to the second and third columns. NOTE: If you'd like to end a column before the text wraps to the next column, you can choose Break from the Insert menu, then choose Column Break. 1. Continue typing the brochure, inserting graphics and ending columns as needed. 2. Save the document on the desktop as Brochure and print it.

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