Creating Newsletters and Brochures With Microsoft Word

Creating Newsletters and Brochures with Word Skills for the Electronic Workplace Overview In this course you will be using Word to prepare newsletters and a 3-fold brochure relating to the Canadian Cybernetics Conference The tasks you will accomplish while preparing these documents cover the skills required to prepare not just newsletters and brochures, but many other documents as well. SEW Newsletters and Brochures With Word Page i Table of Contents Overview ..................................................................................................................................... i Our First Canadian Cybernetics Conference Newsletter ............................................................... 4 Setting Up Our Pages .............................................................................................................. 4 Creating Our Masthead............................................................................................................ 5 Setting Up Columns ................................................................................................................ 8 Modifying our Newsletter Styles ............................................................................................. 9 Creating Drop Caps ............................................................................................................... 12 Adding Graphics ................................................................................................................... 12 Adding a “Pull Quote”........................................................................................................... 15 Creating a Table of Contents ................................................................................................. 17 Balancing Columns ............................................................................................................... 19 Sections in a Word Document ............................................................................................... 19 Headers and Footers .............................................................................................................. 20 Finishing Up ......................................................................................................................... 21 A Newsletter With a Different Format ....................................................................................... 21 Creating a Masthead with Wordart ........................................................................................ 21 Creating Columns of Unequal Widths.................................................................................... 23 Re-Defining Column Widths for Subsequent Pages ............................................................... 24 Linking Text Boxes ............................................................................................................... 25 Creating a “Continued On Page…” Item................................................................................ 26 Shading a Portion of the Page ................................................................................................ 27 Finishing up Newsletter 2 ...................................................................................................... 27 Creating a Three Part Brochure ................................................................................................. 27 Setting Up Our Page.............................................................................................................. 28 Name of Conference.............................................................................................................. 28 Text of Brochure ................................................................................................................... 28 Headings ............................................................................................................................... 28 Using The Styles ................................................................................................................... 30 Creating A New Style............................................................................................................ 31 A Text Box With Rotated Text .............................................................................................. 33 Some Pictures? ...................................................................................................................... 34 Permission to use this document for non-commercial purposes, in original or modified form, is granted, provided that the original source of the document is acknowledged as Skills for the Electronic Workplace, Information Systems and Technology, University of Waterloo. SEW Newsletters and Brochures With Word Page ii SEW Newsletters and Brochures With Word Page iii Creating Newsletters and Brochures With Microsoft Word Today’s modern word processors, like Microsoft Word, have many of the capabilities that once existed only in desktop publishing packages like PageMaker or Quark Express. For many of us, word processors have advantages over the above-mentioned layout packages: we use our word processor every day, and feel quite at home with it. Therefore, if we are required to produce a newsletter or brochure, we might prefer to do it with our word processor. As co-ordinator of the Canadian Cybernetics Conference, we will need to produce a number of newsletters and brochures. We will prepare these with Microsoft Word. Our First Canadian Cybernetics Conference Newsletter We wish to produce the newsletter that you will find in your course folder. You will notice that it is prepared in two columns, contains a masthead, a table of contents, some graphical elements, drop capital on the first letter of each article, and a running footer on all pages except page 1. While preparing this Newsletter, we will learn how to create all these features. Setting Up Our Pages Our Newsletter will be printed like a magazine, with right hand pages and left hand pages. We want a margin of 1 inch on the top and on the bottom. We want a 1.25 inch margin on the outside of our pages, but only a .75 inch margin on the inside. 1. Do a FilePage Setup. 2. In the dialog box that appears, make sure “Mirror margins” is checked. Then set top and bottom margins of 1 inch, Outside margins of 1.25 and Inside of .75. Make sure that “Whole document” is selected for “Apply to:”. 3. Click OK. SEW Newsletters and Brochures With Word Page 4 Creating Our Masthead You will notice that the masthead contains four elements, two in one row, two in another. Further you will notice that the elements on the left side are aligned on the left, and the elements on the right side are aligned on the right. The easiest way to achieve this type of positioning in Word is to use a table with no borders around it or inside it. It looks like our table should have 2 rows and 2 columns. 4. Start Word. 5. Use the Insert Table tool icon to insert a table. Click on the icon, and drag, until a 2 by 2 table is displayed, and then release the mouse. Your document will look like this: 6. We wish to place the Canadian Cybernetics Conference logo in row 1 column 1. Click the mouse in that cell, do an InsertPictureFrom File. The logo is on the the X drive in a file called ccc.bmp. When the inmage is selected, make sure that the left aligned icon clicked. Your document will now look like this: is 7. Now we wish to place the word NEWSLETTER in the right hand cell. Click in that cell, and type NEWSLETTER. Notice that it is at the top of the cell, aligned left, not bold, and not in the correct font. We will fix all that. 8. Double click the word NEWSLETTER to select it. The word should be bolded, so click on the Bold icon. 9. It should be in the Impact font, and should be 14 points. Select these items from the toolbar. 10. Now we want it aligned on the right. Click the right aligning icon on the toolbar. 11. The word NEWSLETTER is still at the top of the table cell, and we want it in the middle. Select the table cell. Right click somewhere in this table cell to produce the following context SEW Newsletters and Brochures With Word Page 5 menu. From that menu choose AlignmentCenter Vertically. 12. Our masthead now looks like this. 13. Now click in the bottom left cell and type University of Waterloo, and ensure that it is aligned on the left. Click in the bottom right cell and type Volume 6 # 1, and ensure that it is right aligned. This brings us to the following position: 14. We would like this second row to be a little deeper. Let’s make it 20 points high. Select the second row and do a TableCell Height and Width. SEW Newsletters and Brochures With Word Page 6 Select the Row tab, and under “Height of Row 2” choose “Exactly”, and under “At” choose “20 pt”. 15. Click OK. 16. Now we wish to apply gray shading to row 2. This will be easier to do if we opt to display the “Tables and Borders” tool bar. To do that select ViewToolbarsTables and Borders. This toolbar will appear. 17. Make sure row 2 is still selected. Then click on the “Shading Colour” icon. From the dialog box that appears, click on the coloured rectangle that indicates 10% gray. 18. We now notice that our second row is aligned at the top of row 2, and we would like it centred. Make sure row 2 is still selected, and click on the “align centre” icon Tables and Borders toolbar. from the 19. Our masthead is almost complete, except our table has a single border line around the outside and all inside cells. We want only a double border line beneath the bottom row. First, we will delete the existing borders. Select the complete table (TableSelect Table) then click the Border icon and select No Borders. SEW Newsletters and Brochures With Word Page 7 20. We now want a border below the second row. Select only the second row, and choose a double line from the Line Style selection box. 21. Now click on the Borders icon and select Bottom Border. Our masthead now looks like this. Ignore the faint lines around the table cells. These are called gridlines, and do not print. If they bother you, you can turn them off by TableHide Gridlines. Our masthead is now complete. 22. We don’t need the “Tables and Borders” toolbar anymore, so you might want to close it by clicking its close X control. Setting Up Columns Our masthead stretches across the entire page, but we want the body of our newsletter to appear in 2 columns. 23. We will be working in 2 columns, and so we want to see our document in 2 columns on the screen. If we are working in “Normal” view, we won’t see our columns. We must be working in Page Layout View. To ensure you are in that view, do a View, and if Page Layout is not selected, select it. 24. Click the mouse on the line below the table. We would like to have a blank line below the table before our columns begin, so press the Enter key to insert a blank line. 25. Do a FormatColumns. The following dialog box will appear. SEW Newsletters and Brochures With Word Page 8 Under Presets, click on the 2 column icon. We will leave “Equal column width” checked. If we were to uncheck it, we could select different widths for each of our columns. We could ask Word to draw a line between our columns, but we won’t. Make sure that “This point forward” is selected in the “apply to” box. 26. We are now ready to enter the articles that will appear in our Newsletter. Somebody else has already typed them, and has stored them on our X drive. Make sure you are clicked at the top of column 1, and do an InsertFile. Select the X drive, and choose Conference.doc. 27. Your cursor will be left at the end of that article. Do an InsertFile again, and select the second article, which is also on the X drive and is called member.doc. Repeat this procedure with the other articles which are called world.doc, book.doc and hotline.doc. 28. We now have all the text in our Newsletter. Modifying our Newsletter Styles Our newsletter articles contain paragraphs of only two types: Heading 1 and Normal. We want our Heading 1 paragraphs (which are the titles of our articles) to be aligned left, Arial Black font, 14 point bold and have 6 points of white space following each. The rest of the paragraphs in our articles are Normal paragraphs. We want these to be in Times New Roman, 10 point. We want them to be justified (even right hand margin) and to be followed by 3 points of white space. 29. Click on the title of the first article “Conference Information”. We see via the Style dropdown box that it is a heading 1, but it is not in the format we want. 30. Do a FormatStyle.Click Modify, and then click Format and choose Font. In the Font dialog box that appears, select Arial Black for the font, and 14 point for the size, and bold. SEW Newsletters and Brochures With Word Page 9 31. Click OK. 32. Now click the Format button again, and this time choose “Paragraph. In the paragraph format dialog box that appears, choose Left alignment, and set 6 points of space to appear after the paragraphs. 33. Click OK. Click OK again to complete the modification of the Heading 1 style. 34. Now select Normal in the style selection box. 35. Click the modify button, then the format button, and from the choices presented by format select Font. SEW Newsletters and Brochures With Word Page 10 36. In the font dialog box that appears, select Times New Roman, 10 point. 37. Click OK. 38. Now click Format again, and this time select Paragraph. 39. Under alignment select Justified, and in the space after box, type a 3. 40. Click OK, and OK to exit Normal style and Close to end Format Style. The formatting of our paragraphs is now complete. SEW Newsletters and Brochures With Word Page 11 Creating Drop Caps We would like the first letter of each of the articles to be a “drop cap”. That is, the letter should be large enough to span 3 lines. 41. Select the first letter of the “Conference Information” article, and do a FormatDrop Caps. Select the middle choice for Position. In Lines to drop, select 3. Click OK. 42. Repeat this process for the first letter of each article. Adding Graphics We would like to add some graphical images to provide some visual interest to our newsletter. Before we do this, we need to understand a bit about graphical objects, and how they relate to a Word document. A word document is constructed in layers, the text layer and the drawing layer. Graphical images can be inserted into a document as part of the text layer. They are then treated as if they were a paragraph or a character. They flow with the text, and can be formatted as if they were paragraphs. The Canadian Cybernetics Conference logo that we put in our masthead was inserted into the text layer. That is why we were able to align it to the right, just as we could a paragraph. A graphical image can be inserted into the drawing layer. If it is, it is said to “float over the text”. A graphical element in the drawing layer can be positioned precisely on the page, and it can force text to flow around it, or let the text flow right over it. 43. We want to insert an image to appear beside the title “Cybernetics Around the World”. We will look for something suitable from the Word clipart gallery. Click in the first paragraph of the article. Do a InsertPictureClip Art. Select the globe image from the category called Buttons and Icons. It will appear in your document. Click on the image to select it, and resize it to a desirable size by dragging on a corner handle. 44. Now right click on the image, and from the context menu that appears, choose Format Picture. Click the Position tab, and ensure that “Float Over Text” is checked. SEW Newsletters and Brochures With Word Page 12 45. Now click the “Wrapping” tab. Under “Wrapping style”, select “Square”, because we want the text to wrap around the imaginary box that encases our image. Under “Wrap to” select “Left” because we want the text to wrap on the left side of our image. Click OK. 46. Now click the image, hold and drag it so it is positioned by the title where you want it. 47. Now we want to put an image of books straddling the two columns by the Book Reviews article. Click somewhere in the Book Reviews article, and do an InsertPictureClip art and choose the book from the Academic category. 48. Select the book image, and re-size it by dragging on a corner handle. Now right click it and select Format Picture from the context menu. SEW Newsletters and Brochures With Word Page 13 Select Square for Wrapping Style, and Both sides for Wrap to. Click OK. 49. Now drag the image so that it straddles both columns. 50. Now we would like to insert an image of a phone into the Cybernetics Hotline article. Click somewhere in the Hotline article and again do an InsertPictureClip Art and select the telephone from the Office category. 51. Drag a corner of the image to size it appropriately, and right click it and select Format Picture and select the Wrapping tab. This time, we don’t want the text to wrap to the imaginary box bounding are image, but we want it to wrap to the shape of the image itself. So we will select “Through” for Wrapping style, and Both Sides for Wrap to. Click OK. 52. Now drag the image to position it where you want it. Notice how the text wraps to the shape of the object. SEW Newsletters and Brochures With Word Page 14 Adding a “Pull Quote” We would like to add the text box that appears straddling the columns by the Hotline article. This is called a pull quote, and we will create it with a text box. 53. The easiest way to create a text box is to insert it from the Drawing tool bar. If the Drawing tool bar is not visible, select it by ViewToolbarsDrawing. It will most likely appear at the bottom of your window. 54. Click on the text box icon on the drawing toolbar to select it, and then with the mouse pointer having turned into a plus sign, click the mouse and drag to create a text box straddling the columns. It should look like this. 55. Click the mouse inside the box. Then click on the centering icon on the tool bar to cause text typed to be centred, and select 14 points, and click on the bold icon to create text in 14 point bold.. 56. Now type “Call anytime for information. Our lines are always open”, pressing Enter after “information”. 57. If the box is not big enough to hold this text, drag a top or bottom handle to resize it. 58. We want text to wrap around the box, so right click on the fuzzy edge of the text box, select Format Text Box. Under Wrapping pick “Wrapping style” “Square” and “Wrap to” “Both Sides”. Click OK. SEW Newsletters and Brochures With Word Page 15 59. Now we want to add top and bottom borders to the text. Right click inside the box, in an empty line after the text, and select “borders and Shading” from the context menu. 60. Make sure the Borders tab is selected. Under “Setting”, select Custom. Under “Style”, drag down to find the black line with a white border top and bottom. On the “Preview” pane, click above the paragraph and below it to set our border above and below. 61. Click OK. 62. We have provided the text borders we want for our paragraph, but our text box itself still has a border around it. We will remove that. Right click on the edge of the text box and select Format Picture. Select the “Colors and Lines” tab, and under Line, Color, select “No Line”. 63. Click OK. SEW Newsletters and Brochures With Word Page 16 64. Now grab a top or bottom handle and resize the pull quote to an appropriate size. Our pull quote is now complete. Creating a Table of Contents We would now like to create a Table of Contents for our Newsletter. We would like the Table of Contents to appear at the bottom of column 1 on page 1, and be printed in a shaded box, with the text of the articles flowing around it. At first glance, this seems like a simple thing to do. We would use the Text Box icon on the drawing toolbar to create, position and format a text box in the appropriate position. Then we would click inside that text box, and select InsertIndex and Tables from the Word menus. Seems like a good idea, but if we try it, we find that InsertIndex and Tables is not available when we are inside a text box. Well, there’s more than one way to accomplish things. What we will do is generate the Table of Contents in our document, cut it, create a text box, and then place the Table of Contents in the text box. 65. Click your mouse beside the first letter of the first heading in the document, the “C” of “Conference Information” and press the Enter key to open up a line above this title. Do an InsertIndex and Tables. Select the “Table of Contents” tab, and under Formats select “From template”. Make sure “Show page numbers” and “Right align page numbers” are both checked. We only have Heading 1 styles in our document, so under “Show levels” we will select 1. (If we had Heading 2 styles and wanted them in the Table of Contents as well as Heading 1, we would choose 2 for “Show levels” and so on. We want a dotted line from our title to the page number, so make sure “Tab leader” is set to a dotted line. 66. Click OK. Our Table of Contents is generated. It will look like this. 67. Now grag your mouse through the Table of Contents and Cut it. 68. Now go to the bottom of column 1, page 1. Make sure that the Drawing Toolbar is visible. It it isn’t do a ViewToolbarsDrawing. Click on the Text Box icon SEW Newsletters and Brochures With Word to select it. Draw a Page 17 text box in the bottom two inches of column 1. 69. Right click on the text box and select Format Textbox from the context menu. (Hint: you will need to right click on the fuzzy border line to get this menu.) 70. On the Wrapping tab, select Top and Bottom. 71. Click OK. 72. Now click the mouse in the text box and type “Table of Contents”. Press Enter to go to a new line and Paste the previously cut Table of Contents into the textbox. If you do not see the page numbers on the right, just grab a side handle of the text box and make it a bit wider. 73. We would like the words Table of Contents to be bold and 14 points. Select this line and apply this formatting. If the text box is either too tall or too short, adjust its size with the top resizing handle. 74. We would like this textbox to be shaded in gray. Right click on the fuzzy edge of the textbox until you get the context menu containing Format Textbox. Select that. Choose the Colors and Lines tab. SEW Newsletters and Brochures With Word Page 18 Under Color, select gray. Under Line Color, select No Line. Click OK. Our Table of Contents is now shaded. Balancing Columns If we look at the last page, we will notice that the columns on this page are not “balanced”. That is, the text partially fills column 1. Under other circumstances, the text might completely fill column 1 and partially fill column 2. We would like to have the two columns contain exactly the same amount of text. Before we do this, we need to understand about Sections. Sections in a Word Document Every Word document consists of one or more sections. A section is a component of the document with identical layout: the same margins, the same number of columns, the same page orientation etc. Any time we ask Word to modify any of these settings, we are asking it to start a new section by inserting a “Section Break”. This happened at the top of the Newsletter when we changed from a single column to 2 columns. If a section break is inserted into a document containing multiple columns, Word will balance the columns before inserting the break. 75. Go to the end of the document, and click on the empty line after the last line of text. Do a InsertBreak Under Section break, click Continuous. That means we want a new section to begin but we want it to start on this page. Click OK. Note that the columns are now balanced. SEW Newsletters and Brochures With Word Page 19 Headers and Footers There is one last thing we wish to do to our Newsletter. We wish to set up running footers. We do not wish to have a footer on page 1, and we want different footers on even pages and odd pages. On even numbered pages, we want “Page n” at the left edge, and CCC Newsletter” at the right edge. On odd numbered pages, we want “Volume 6 #1” at the left, and “Page n” at the right edge. We want all footers to be in 9 point type, and we want a single line border above them. Let’s get started on this. 76. Do a ViewHeaders and Footers. From the Headers and Footers toolbar that appears, click the Page Setup icon. . We want “Different odd and even” and “Different first page”. Make sure both these items are checked. We want these settings to “Apply to” “Whole document” Click OK. 77. We are now viewing the header box, and we don’t want to create a header, so click on the Switch Between Header and Footer icon .We are now viewing the footer for the first . page, but we don’t want a footer on page 1. Click the Show Next icon 78. We are now viewing the Even Page footer. Type Page followed by a space, and then click the “Insert page number” icon on the header and footer toolbar. Press the TAB key once to move to the centre of the footer, and press TAB again to move to the right. Type “CCC Newsletter”. 79. We want the footer to be in 9 point type, so select all the text of the footer, and choose 9 from the point size list. 80. We want a single line border above the footer. Normally we could click on the Borders icon, but the last border we defined was a double line, and that is what we would get if we clicked on the Borders icon. Instead we must do a FormatBorders and Shading. SEW Newsletters and Brochures With Word Page 20 Select a single line under Style, and on the preview pane, click on the top. 81. Now click the Show Next icon again, and we are invited to enter the Odd page footer. Repeat the above process, only this time typing “Volume 6 #1 TAB TAB Page #”. Finishing Up Our document is now complete. Save it in your folder on the M drive (SEW4Pnn where Pnn is the number on top of your monitor). Spell check your document, and save it again. Print preview it. If you wish to print it, change some text on page 1 to add your name so you can identify it when it comes off the printer. A Newsletter With a Different Format We are now going to produce a similar Newsletter with a slightly different layout. 82. Close the existing Newsletter, and do a FileNew to start a new document. Creating a Masthead with Wordart We are going to create a masthead for this newsletter using Wordart. 83. It will be easier to see where our masthead is going if we make sure Show Paragraphs turned on. Press the Enter key several times to provide a few empty lines for maneouverability. 84. Make sure the drawing toolbar is visible. If it isn’t, do a ViewToolbarsDrawing. is SEW Newsletters and Brochures With Word Page 21 85. On the drawing toolbar, click the Wordart icon. . On the Wordart Style Gallery, select the style with the shadowed words (3 rd row, 3rd column). Click OK. 86. In the Wordart text box that appears, type “Canadian Cybernetics” in place of the “Your Text Here” text. Select Tahoma as the font, and leave the font size at 36. Click OK. 87. Our masthead appears in our document, and so does the Wordart toolbar. 88. Move your mouse over the icons on this toolbar to see all the formatting we can do on our WordArt. We will look at the shapes we could achieve by clicking on the Wordart Shapes icon. . SEW Newsletters and Brochures With Word Page 22 We could bend our text to fit into any of these shapes, but we will not do that. 89. We could rotate our text by clicking on the free rotate by a handle and rotating it, but we won’t do that either. icon, and then grapping our text 90. What we will do is make all the letters in our masthead be the same height, irrespective of whether they are lowercase letters or caps. We do this by clicking the “same height letters” icon . 91. Our masthead is now complete, but it is not in the correct position. Click on the masthead and make sure that the mouse pointer is a double headed arrow. Drag the masthead up until the arrow at the left is beside the first paragraph mark. 92. Now click the mouse beside the bottom paragraph mark and press the Enter key one or two times until you are positioned below the masthead. Our Wordart masthead is now complete. Creating Columns of Unequal Widths We wish the first page of this version of the newsletter to be in two columns, but we want the left-hand column to be wide and the right hand column to be narrower. 93. With tour mouse clicked under the masthead, do a FormatColumns. SEW Newsletters and Brochures With Word Page 23 There are two ways we could do this. We could select “Two columns”, unclick “Equal column width” and then set a width for column 1 and a width for column 2. Alternatively we could pick the rightmost icon under “Presets” which shows a wider left column and a narrower right column. If we were to click on the little “What’s this icon on the dialog box title bar, and then click on the “Right” preset icon, it will would tell us that it creates 2 columns, with the left one twice as wide as the right one. That sounds about right, and it means we don’t have to do the arithmetic ourselves. Click that icon. 94. We want to “Apply to” “This point forward. Now click OK. Re-Defining Column Widths for Subsequent Pages Before we place any information on page 1, we want to redefine the layout for subsequent pages. 95. This next part will be a little easier if you have Show/Hide Paragraphs click this icon now. turned on. If not, 96. With your mouse clicked under the masthead, do an InsertBreak and select Page Break. The page break will be created, and your insertion point will now be at the top of page 2. 97. We want to re-define the column widths, so do FormatColumns. This time click “Two” under the presets, and make sure “Equal column width is checked, and under “apply to” select “This point forward”. We want to have a vertical line drawn between these columns, so click “Line between”. Click OK. 98. You will see that a new section break was created, as it must be if we are entering a section of the document with a different layout. 99. Now return to page 1, and carefully click your mouse at the left hand edge of the “Page Break” dotted line, and press Enter, to open up space above the page break. 100. The material for the left hand column is in a file on your X drive called left_column.doc. Do an IndertFile to insert this file into the left hand column. 101. The next task will be easier if we can see the complete page, so select “Whole Page” from the Zoom icon on the toolbar: SEW Newsletters and Brochures With Word Page 24 102. Now click the Text Box icon on the Drawing Toolbar. Carefully draw a text box to fill the narrow right hand column of page 1. 103. Now click the insertion point in the box and InsertFile and select the file conference.doc from the X drive. (You might want to restore the Zoom to 100% or so before proceeding). The text of that file will appear in the box, but you will notice that the box was not big enough to hold all the text of the article. We want the rest of the article to be continued on page 2, and we will accomplish that in a minute. First, we want to insert the text for the rest of our newsletter. 104. Move to page 2 and select the text box icon, and drag to make a text box about 4 inches deep at the top of the right hand column of page 2. Right click the text box and choose “Format Text Box” and select Wrapping Top and Bottom to make the rest of the text flow around the text box. 105. Now click the mouse at the top of the left hand column of page 2, and insert the newsletter articles from the files on the X drive by InsertFile and choosing first member.doc then world.doc, book.doc, hotline.doc. Linking Text Boxes We will now “Link: the text box on page 1 to the text box on page 2. 106. Right click on the text box on page 1, and select “Create Text Box Link”. You will see the mouse pointer turn into a pitcher. (The rest of the text from the page 1 text box is in that pitcher and we will “Pour” it into the second text box). SEW Newsletters and Brochures With Word Page 25 107. Press the Page Down key repeatedly until you are on page 2. Unfortunately, it seems there are only certain ways you can move around in the document while a text box link is underway. Perhaps an easier way to do this would be to choose “Two Pages” from the Zoom box. 108. When you reach page 2 and move your mouse over the text box there, the pointer will change into a pouring pitcher. . Click the mouse, and the remainder of the text from this article will “pour” into this frame. Adjust the size of the text box so that all the text fits. Creating a “Continued on Page…” Item We can’t leave people who are reading the article on page 1 dangling when they reach the end. We need to inform them that the article is continued on page 2. We will do that by placing a small text box inside the bigger text box. However, there is a slight problem. If we put a text box inside a text box, we can’t force the words already in the outer text box to wrap away from our small inserted text box. We will instead use a different strategy. We will tell the text in the text box to stay a specified distance away from the bottom (or top) of the text box. 109. Go back to page 1, and right click on the text box to select “Format Text Box”. Select the “Text Box” tab. In the “Internal Margin” “Bottom” box, select .3. or .35. This will cause .3 inches of white space to be left at the bottom of that text box. 110. Click the text box tool, and draw a small text box at the bottom of, but inside the larger text box. Now select italics, 9 point text, and right aligning, and type “…continued on page 2”. 111. This is getting there, but this small text box has a border around it, and we don’t want that. Right click on the small text box, choose the “Colors and Lines” tab, and under Line Color, select “No Line”. SEW Newsletters and Brochures With Word Page 26 112. Now we want to repeat this procedure with the text box at the top of page 2. Go to that text box, and set a textbox top margin of .3. Draw a small text box at the top of but inside this text box. Set 8 point italics and right aligning, and type “…continued from page 1”. Then set the text box line to “No Line”. (Note: if you seem to lose some of the borders of the larger text boxes, it is because the small text box is covering up the larger text boxes borders. If that happens, simply select the smaller text box and resize it. Shading a Portion of the Page We would like to apply gray shading to column 1 of page 1. 113. Make the Tables and Borders tool bar visible by ViewToolbarsTables and borders. Drag through all the text on column 1, and then select 20% gray. Finishing up Newsletter 2 Our newsletter is complete. Balance the columns on the last page (InsertBreakSection Break Continuous). Save it, spellcheck it, save it again and print it if you like. Creating a Three Part Brochure We would like to create a three-part brochure to send out to all prospective conference attendees. Before we begin, it can be very helpful to take a piece of paper and fold it as we would our brochure. Then, with a pen or pencil, note what information we would like to appear where. As you do this you will notice that the conference logo will not go in the first column, but rather in the last column on a page SEW Newsletters and Brochures With Word Page 27 Setting up Our Page To create our three-part brochure we want half inch margins all around. 114. Do a FilePage Setup. 115. In the dialog box that appears click the Margins tab and set your margins so they are .5" top, bottom, left and right. 116. Click the Paper Size tab and set the paper size so that the Orientation is Landscape and the Page size is Letter then click OK. 117. To make this a three-part brochure we must now divide the page into 3 columns. Click on the Columns icon on the Toolbar and drag to select 3 columns. Press the Enter key a few times to leave some space. Name of Conference We will start with the inside of the brochure. The purpose of this brochure should stand out so a larger font size would be appropriate. For example, we could select a 16 point Helvetica font for the title. We may also want to center the text of the title. Instead, we could use some special effects such as WordArt (as you did in the newsletter) to create our title. 118. Place the cursor on the first line and do an InsertPictureWordArt 119. Select a WordArt style and then click OK. 120. Type the title for our brochure, which is Canadian Cybernetics press the Enter key, then type Conference and press the Enter key and type the date of April 6, 1999 then click OK. 121. We will have to move and resize the WordArt. To do this you can click on the WordArt until the handles appear (the points of the graphic will have little boxes) and then click the right mouse button or you can use the WordArt Toolbar. 122. Do a Format WordArt and then click on the Size tab. We want to Lock aspect ratio and then set the Width to 2.5” then click OK. By locking the aspect ratio we make sure that the WordArt is kept in proportion. 123. Select the WordArt and move it to the top of column 1. You may have to press the Enter key a few times to get below the graphic. Text of Brochure So we do not have to type all of the information, we will retrieve the text for our brochure from a file. 124. Do an InsertFile 125. Select the X drive and then select the file 3partflyersew.doc and click OK. Headings Headings should be consistent so decide which font and font size to use for them. To make all of our headings consistent, and this is very important, we will create a few styles. 126. Do a FormatStyle. SEW Newsletters and Brochures With Word Page 28 127. Select Heading 1 from the Styles column listing all available styles. (Note: if all of your styles are not visible in this window select All styles from the List: box below the Styles: window.) 128. Select ModifyFormatFont. SEW Newsletters and Brochures With Word Page 29 129. We will redefine the existing style for this document. Remember that the changes we make will only affect this document. Select the font Helvetica, font style Bold and the size of 16. Then click OK to exit this menu. 130. Do FormatParagraph and set the Alignment to Centered and click OK to exit this menu. 131. Click OK again to exit back to the menu where we can change the style of Heading 2. 132. We will repeat these steps for Heading 2 and Heading 3 with minor changes to the font size and style. Select Heading 2 then select ModifyFormatFont. 133. Select the font Helvetica, font style Bold Italics and the size of 14 then click OK to exit this menu. 134. Do FormatParagraph and set the Alignment to Left then click OK to exit this menu. 135. Click OK again to exit to the menu where we can change the style of Heading 3. 136. Select Heading 3 then select ModifyFormatFont. 137. Select the font Helvetica, font style Bold and the size of 12 then click OK to exit this menu. 138. Do FormatParagraph and set the Alignment to Left then click OK to exit this menu. 139. Click OK again and then Close to exit the Style menu. Using the Styles To use the styles we have created we 140. Select the heading Sessions and from the Style menu on the Toolbar select Heading 1. SEW Newsletters and Brochures With Word Page 30 141. Repeat step 27 for each heading in the brochure and apply the appropriate style. The following should be Heading 2: Sessions Fee Calculator Heading 2 should be Keynote Session I Session II Lunch Banquet Heading 3 should be: Stream A Stream B Lunch Creating A New Style We also need a style for the titles of the talks and this does not currently exist. We can create our own styles in much the same way as we edited the existing styles. 142. Do a FormatStyleNew. SEW Newsletters and Brochures With Word Page 31 143. Type a name for your style, e.g. sessionname 144. This style will be based on the Normal Style and we want the Style for the following paragraph to also be Normal. Click OK 145. Select ModifyFormatFont. 146. Select the font Times New Roman, font style Italics and the size of 12 and Small Caps. Then click OK to exit this menu. 147. Do FormatParagraph and set the Alignment to Left and click OK to exit this menu. 148. So we can use this style quickly, we will set a Shortcut Key. Click Shortcut Key. We would SEW Newsletters and Brochures With Word Page 32 like to use the key combination of ALT S (that means hold down the ALT key and, while it is down, press the letter s). Click Assign and then Close. 149. Click OK and Close to exit the Style menu. 150. To use the style just select the text of the heading, The Ins and Outs of Word, and from the Style menu select the style you just created, i.e., sessionname. Since we created a shortcut key you could also select the heading and press the ALT S key (that means hold down the ALT key while you press the letter s) to apply the style. Apply the style to the title of each session. A Text Box with Rotated Text On the back of the flap, which contains the conference fee information, we want to put the conference mailing address. We would also like to rotate this address on the flap. 151. Place the cursor on the first line of the second page. Do an InsertBreakColumn Break to move the remaining text to the second column on the second page. Click OK. 152. Still on the second page, place the cursor on the first line of the first column and do an InsertText Box. 153. Notice the cursor will change to a cross. With the mouse drag and make a box to fill this column. Type the following text into the box: Canadian Cybernetics Conference University of Waterloo 200 University Avenue West Waterloo, Ontario N2L 3G1 Canada SEW Newsletters and Brochures With Word Page 33 154. Select the address and then center it. Select the box by clicking on the outline and right click on the mouse button. Select Format Text Box and click on the Colors and Lines tab. In the Line section of the window, for Color: select No Line and then click OK. 155. Click on the Rotate Text button on the Text Box Toolbar to rotate the address. (If the Toolbar is not visible do a ViewToolbarsText Box.) You may want to center the text inside the Text Box. Some Pictures? You can dress up your publication in several ways. You can leave extra space, use rules or use graphics or graphic devices. To create the first graphic, our conference logo, you: 156. Place the cursor in the third column of the second page of the document and do an InsertPictureFrom File. From the X drive select the file ccc.bmp. 157. Press the Enter key a few times then select the text “April 6, 1999… to Canada” then do a FormatFont. Select Helvetica, Bold and size 16 for the text. Center the text by clicking on the Center icon on the Toolbar. 158. Do an InsertPictureClip Art and select a picture to add to your brochure. (example uses a graphic from the Signs folder). To change the size of the graphic click on it once then right mouse click. Select Format Picture and click on the Size tab. Change the Height to 2”. SEW Newsletters and Brochures With Word Page 34