PUBLISHING SOFTWARE

DESKTOP PUBLISHING SOFTWARE

Publishing is the process of selecting, collecting, preparing and producing of printed or

electron work in the form books, newspaper, magazines, scientific papers, pictures, music,
movies, documentaries and electronic books.

DESKTOP PUBLISHING

Desktop publishing (DTP) refers to the process of designing publications of professional quality
such as newspapers, invitation cards, posters, filers, journals and books using a special DTP
software.
Desktop publishing software popularly known as DTP is a special purpose software used to
create publications of professional quality.
Some examples of DTPs include: Adobe Page Maker, Microsoft Publisher, QuarkXPress,
Adobe InDesign, Adobe Illustrator, CorelDraw, Serif Page Plus and Apple Page 2. Before
selecting a particular DTP software, it is important to identify the Operating System
environment in which the application will be run.

BENEFITS OF DESKTOP PUBLISHING

✓ Every item on the page is contained in a frame hence can be edited and formatted
independently.
✓ DTPs provide more control on how text and graphics can be arranged and formatted.
✓ Frames containing text or graphics need not flow in logical sequence. For example, a story
on page 1 may be continued on page 8.
✓ DTPs provide master pages used to set a common layout which may be repeated on several
pages.
✓ In DTPs, publications can be printed in a form suitable for commercial digital or offset
printing using color separations.
✓ Most DTPs have predefined templates such as brochures, booklets, posters and business
cards available.
✓ Multiple stories from different authors can be handled with ease.
✓ DTP enhances visual communication to different audiences.
✓ DTP ensures files print properly in their true colors, fonts and measurements.

TYPES OF DTP SOFTWARE

Generally, DTP software can be classified into two broad categories namely; graphic-based and
layout-based DTPs.

Graphic-based DTPs: These DTPs are specifically used to edit and format graphic objects such
as pictures and vector drawings. Vector drawings are freehand drawings such as those drawn by
fine artists. Examples of graphic-based DTP software include Adobe Photoshop, Adobe
Illustrator and CorelDraw. These softwares have superior graphics handling capabilities such

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as setting resolution, brightness, contrast cropping and filling images with colors. It is important
to note that CorelDraw and Adobe Illustrator may be also used for page layout.

Layout-based DTPs: These types of DTPs are specifically used to design page layout for text
and graphics. Examples include Adobe PageMaker Microsoft Publisher and Adobe InDesign.

PURPOSE OF DESKTOP PUBLISHING

They give the person designing publications a lot of control on:

✓ Graphic design: Using a desktop publishing software such as CorelDraw or Illustrator, one
can design vector images using the drawing tools. Image editing such as Adobe Photoshop
lets the user manipulate graphics such as pictures.

✓ Page layout design: The reason why we prefer DTPs to word processors is because of page
design. DTPs are used to design a page layout by setting consistent picture and object
locations, dividing a page in a number of newspaper columns and adding layers. A layer can
be viewed as the arrangement of objects on top of each other with each on its own layer.

✓ Printing: Printing is the main goal of publication. Desktop publishing software therefore
offer more flexibility in printing, like an image color separation.

EXAMPLES OF PUBLICATIONS

1. Newspapers: These are daily publications bearing news, sports etc. for readers.
2. Magazines: A magazine is a publication containing news, features, specialist knowledge etc.
that has many pictures and illustrations targeting a particular audience.
3. Book: A book is a publication in a particular subject area or featuring a particular story.
4. Calendar: This is a publication showing the dates and days of a week, month and year.

FEATURES OF DTP SOFTWARE

➢ Select tool: Used to select, move and resize images and text.
➢ Text tool: Used to draw text frames, insert and manipulate text.
➢ Shapes tool: For drawing basic shapes like rectangles and for importing objects
➢ Zoo tool: This tool is used for magnifying publication view.
➢ Rotate tool: This tool is used for rotating text or graphics.

USING MICROSOFT PUBLISHER

Microsoft Publisher simply known as Publisher is one of the most common DTP software that
is installed together with other Microsoft Office applications.

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To launch Publisher from the Start menu, proceed as follows:

i. On the Start menu, click Microsoft Office, then Publisher.
ii. When open, choose a template, or click Blank to design from a blank page. The Publisher
application window is displayed.

Figure 1: Microsoft Publisher application window

The following are main features of Publisher application Window.

Menu Tabs
The menu tabs are the main components of the user interface that contains ribbon of commands
used to manipulate publication. These include; File tab, Insert, Page Design, Mailings, Review,
Add-ins, and View tabs.

Printable area
The printable area resembles a typical piece of paper surrounded by margins. Objects to be
printed must appear in the printable area.

Rulers
Measurement is important in publishing. A good DTP must have both horizontal and vertical
rulers. They are used to perform exact measurements on text and objects.

Master pages
These are the main pages used to design a common layout for a large publication. You insert
page numbers, headers and footers on the master pages. For a large document such as a book or
project, you need to set up a common layout using master pages. To view master pages in

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Publisher, on the View menu, click Master Page or simply press CTRL+M. you will see Edit
Master Pages tool bar appear among the task panes.

Design tools
Publisher has a set of tools used to design and manipulate text and graphical objects. Table
below gives a summary of important tools available in the Home, Page Design and insert
ribbons used to create and manipulate a publication.

Tool Purpose Ribbon

Draw Text Box Tool for inserting text within a textbox. In Publisher each Home and Insert
text box is a frame that can be manipulated as an object.
Pictures Tool used for inserting graphical objects such as pictures Home and Insert
and clip arts from local drive or internet.
Table This tool is used for inserting tables into a publication. Home and Insert
Shapes Contains tools for drawing different types of shapes such Hone and Insert
as lines, squares, rectangles and circles.
Select Tool purposely used for selecting graphical object to be Home and Insert
manipulated.
Page This is the first button on the insert ribbon used to add Insert
pages into a publication.
Picture Used to draw a picture frame that reserves space for a Insert
Placeholder picture to be inserted later.
Page Parts Tool used to insert preformatted content such as headings Insert
and quotes.
Word Art Tol used for inserting artistic letters or words in a Insert
publication
Insert File This tool is used for importing content from existing Insert
document file saved on your computer.
Object Used for inserting content from an external source and Insert
placing it in your publication as an embedded or liked
object
Page Number This is the tool to use if you wish to insert page numbers Insert
on multi-paged publications such as newsletters and
books.
Change This tool is used for changing or applying predefined Page Design
Template templates on a publication.
Orientation Tool used to change orientation of a publication into Page Design
portrait or landscape.
Master Pages Tool used for designing master pages that contains Page Design
common layout to be applied on other pages of the
publication.

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CREATING PUBLICATIONS

Once Publisher starts, the Startup screen is displayed. It is on this startup window that you can
select the type of the publication you wish to create.

To set up a publication in publisher using master pages:

1. On View ribbon, click Master Page button.
2. Use Master Page tools or menu tabs to edit or define Master Page.
3. Click the Close Master Page button to switch back to other pages of the publication.

Figure 2: Master Page view

SAVING A PUBLICATION

To save a publication, proceed as follows:

I. From File tab, click Save As.
II. In the Save As dialog box, select the drive or folder to save in, enter file name and select the
file type.
III. Click the OK button.

CLOSING A PUBLICATION
Click close window button at the top-right corner of the window.
Alternatively, click the Office button, then select the Close command.

OPENING A PUBLICATION
To open a saved publication, proceed as follows:
1) From the File tab, click Open.
2) In the Open dialog box, select the drive or folder where the publication was saved.
3) Click the OK button.

INSERTING TEXT, GRAPHICS AND TABLES

In most DTPs, you add text into a publication using the text tool or text frame tool. In
PageMaker, use either the text tool (T) or any of the text frame tool (rectangle, ellipse or
polygon tools).

INSERTING TEXT INTO PUBLICATION

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To add text using text or frame tool in PageMaker or Publisher, proceed as follows:

1. Click the Text tool from the tool box.

2. On an empty area on the pasteboard or printable area, drag to define the text block.
3. Type the text.

Resizing and moving text

Text may not fit in the defined text frame. Publisher displays … on one end of the edges of the
text frame when you select it.

To resize the text block, proceed as follows:

1. Click the text block using the pointer tool.
2. Position the pointer on the selection handle and drag to resize.

To move the text block, proceed as follows:

 Click the text block using the pointer tool.
 Position the pointer on the object and hold down the left mouse button.
 Drag the text object to a new location.

Importing text from a word document

➢ On the Insert ribbon, click Insert File.

➢ In the dialog box that appears, select the file then click OK.
➢ The text is pasted onto the printable area.

Linking Text Frames

In Publisher, when text in frame spills over to another page or column, a plus sign appearing at
the top or bottom of the frame means that it is connected to a previous or next page or column
means. This is referred to as threading.
If you add or delete text in a frame, the rest of the story is pushed or moved to occupy the empty
space. Once text frames are threaded, you can easily redirect the flow of the text in them than
you can with unthreaded textboxes.

To thread text frames, proceed as follows:

✓ Click the first textbox to achieve the Text Box Tools tab.
✓ On the Textbox Tools ribbon, click Create Link button located in the Linking Group.
✓ Click the text box you want to connect to the first one. Text box that are connected will
display the link.

Use connected text boxes to continue a story or move overflow text into the next box. Notice
that text that could not fit in the first text frame flows to the second.

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CREATING BASIC SHAPE

To display shape drawing tools, click Insert tab, then click the Shapes button in the illustrations
group.

Once you insert a drawing you can right click it then select Format Autoshape. On the Format
Autoshape dialog box, you can apply the following formats:
1. Set the style and thickness of the shape outline.
2. Set the background color or pattern.
3. Set the transparency of the autoshape.
4. Set the size and scaling of the drawing.
5. Layout, position and wrapping options.

Inserting pictures
➢ On the Insert tab, click Picture button to display Insert picture dialog box.
➢ In the dialog box, select the drive or folder where the picture file is located.
➢ Double click the file or click the File then Insert.

Object Linking and Embedding (OLE)

This refers to importing an object or existing file into a publication. An OLE can be
manipulated as part of the publication or as a shared image between the source and current
document.

If an object is linked to the source application, any changes applied to the source object are
reflected in linked images within a publication. This is because the destination file stores an
image or copy of the source file.

On the other hand, if an object is embedded, no direct link exists. The embedded object
becomes part of the publication and updates on the source file do not affect the embedded
object.

To embed or link an object, proceed as follows:

 On the Insert tab, click Insert File in the Text group
 In the Inert Object dialog that appears, click Create from file option.
 Click the Browse button to select the file you want to link or embed.
 To create a link, make sure the checkbox labelled Link is checked. For embedding leave the
box unchecked.
 Click ok to insert the object.

INSERTING TABLES

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A table is used to organize text into rows and columns. When dealing with tables, the following
terms are important:

✓ Row: a horizontal arrangement of cells.

✓ Column: vertical arrangement of cells.
✓ Cell: the intersection between a row and a column.

Rows and columns belonging to a single table behave like one object even when the table
overflows to other pages.

To insert a table in the publication:

➢ On the Insert tab, click the Table button in the Tables group.
➢ On the drop down menu that appears, drag the mouse pointer to select the number of rows
and columns.
➢ To draw a table large than 10 x 8, click Insert Table in the Create Table dialog box, make the
necessary selections like number of rows, columns, format etc. then click OK and the table
will be inserted in the publication.

EDITING A PUBLICATION
Editing a publication involves making changes to text and graphical objects. The procedure for
editing a publication is similar to that was discussed in word processing.

EDITING TEXT

Deleting text and text objects

You may want to delete some text or an entire text frame.

To delete text, proceed as follows:

 Click the text tool and highlight the text
 Press the Delete or Backspace key.

To delete a text frame, proceed as follows:

❖ Click the Pointer tool then click the text frame.
❖ Press the Delete or Backspace key.

Copying and moving a block of text

To copy or move a block of text, proceed as follows:

✓ Select the block of text.
✓ On the edit menu, click Copy to create a duplicate or Cut to move the text.
✓ Click where you want to paste the text.

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✓ On the Home ribbon, click the Paste button

Spell checking a publication

To check for spelling mistakes in a publication, proceed as follows:

➢ Click the Review tab to display its ribbon.
➢ On the ribbon, click the spelling button labelled ABC in the Proofing group.
➢ In the Check spelling dialog box, make sure Check All stories checkbox is selected.
➢ Replace or ignore the misspelt words

➢ Click OK to close the ‘dialog box’.

Find and replace

To search for a word or phrase in Publisher, proceed as follows:

 On the Home ribbon, click Find or Replace to display Find and Replace pane
 In the search for box, type the word or phrase to be searched.
 Click the Replace Option button. In the Replace with box, type the replacement word or
phrase.
 Click Find Next or Replace/Replace All button.

Editing publication layout

Sometimes, you may be required to overhaul the design of your page layout. This may
significantly affect the content such as text flow and graphics position. To redesign the page
layout, use Master pages as follows:

❖ Switch to the master pages.

❖ Make necessary changes then switch back to foreground pages.

EDITING GRAPHICAL OBJECTS

In editing graphical objects, properties such as size, position, color and brightness are enhanced
or modified.

Moving and resizing objects

To resize an object, proceed as follows:

✓ Select the object using the select tool.
✓ To resize, place the mouse pointer on the sizing handles then drag.
✓ To move, place the mouse pointer on the shape then drag to the required place.

Changing picture attributes

A picture or a clip art properties that could be edited include content, color and brightness.

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To edit an object’s properties in Publisher, proceed as follows:

➢ Select the object to activate the Picture Tools under which is the Format ribbon.
➢ Using tools on the Format ribbon adjust the required picture properties such as brightness,
color etc.
➢ Edit the object using other tools in the picture style, Arrange, Crop and Size.

FORMATTING A PUBLICATION
Formatting refers to enhancing the appearance of a publication by applying special effects or
attributes to the layout, text and graphical objects.

TEXT FORMATTING

To format text in a publication, proceed as follows:

 Highlight the text you wish to format.
 On the Home ribbon, choose font style, size and other properties in Font group.

Superscript and Subscript

To format text to superscript or subscript in Publisher:

❖ Highlight the text to be formatted as subscript or superscript.
❖ On the Home ribbon, click the Font launcher icon to display Font dialog box.
❖ In Font dialog box, check superscript or subscript.
❖ Click OK button.

Paragraph and page formatting

This involves aligning text, indenting, adding column guides, inserting headers and footers.

Text alignment
Text can be aligned to the left, right, center, or justified along the left and right margins.

To align text in Publisher, proceed as follows:

✓ Highlight the text.
✓ On the Home ribbon, click left, center, right or justify button in the paragraph group.

To set tabs and indents in Publisher, proceed as follows:

➢ On the Home ribbon, click the Paragraph Launcher icon to display paragraph dialog box.
➢ In the dialog box, click Tabs and then set the required tab stop.
➢ To indent, click Indents and spacing tab to specify required indentation.

Inserting column guides

By default, a page is made up of one column. To divide the page into more than one column,
proceed as follows:

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 On the Home ribbon, click the column button in the paragraph group.
 Select the number of columns from the drop down list that appears.
 In case you want to divide the page into more than 3 columns, click More Columns… at the
bottom list. In the dialog box displayed, specify the number of columns.

Inserting Headers and Footers

Headers are lines of text, page numbers or date that appear at the top of every page. Footers on
the other hand appear at the bottom of every page.

To insert headers and footers in Publisher, proceed as follows:

❖ Click view tab and then Master Page button to switch to master pages view.

❖ On the Master Page ribbon, click Show Header/Footer button.

❖ To insert page numbers, click Insert Page Number button.
❖ To insert text, type the content in the header or footer text frame.

FORMATTING SHAPES AND GRAPHICS

Once you add drawing or picture into your publication, you may want to format it to make it
more appealing.

Fill and stroke

Filling refers to applying a solid color or pattern to a drawn shape while stroke refers to outline
or line style.

To fill background and change stroke in Publisher, proceed as follows:

✓ Select the object to activate the Format ribbon, under Drawing Tools.
✓ On the Format ribbon specify the shape style, effects and other properties.
✓ To apply more formatting options, click Format Auto Shape Launcher in the Shape Styles
group.
✓ In the dialog box that appears, use the tabs to specify more format options.
Note: To make the fill transparent, slide the transparency button or press CTRL+T.

Rotating objects

To rotate an object in Publisher, proceed as follows:

➢ Select the object.
➢ Hold down CTRL key and drag the rotation handle that appears above the object.
Alternatively, Format ribbon, click Rotate. On the dropdown list that appears, select rotation
or flip options.
➢ Rotate the handle in clock wise or anti clockwise direction

To arrange objects in Publisher, proceed as follows:

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 Select the object while pressing Shift + Tab.
 On the Format ribbon, click Bring Forward, or Send Backward to select arrange options
from the list.

Cropping graphical objects

Cropping is hiding unwanted parts of a graphical object particularly a picture.

To crop an object in Publisher, proceed as follows:

❖ Select the object to activate Format ribbon under Picture Tools.
❖ From the Format ribbon, click the crop button under group.
❖ Position the cropping pointer over a placeholder on the object and drag inwards to crop.

Grouping objects
If you have several object in a publication, you may want to group them together.

To group objects in Publisher, proceed as follows:

✓ Hold down the Shift key s you click each object.
✓ Right click the selections then click Group on the context menu.

Note: you can ungroup using the same procedures only that you select Ungroup command.

Wrapping text around an object

Text may be wrapped around an object as shown in the figure below;

Figure 3: wrap text around an object.

To wrap text around a graphical object, proceed as follows:

➢ Double click the object to activate the Format ribbon.
➢ On the Format ribbon, click the Wrap Text button to display dropdown list.
➢ Select wrapping option such as the square, Tight or Through from the list.

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Figure 4: Wrapping text in Publisher

PRINTING A PUBLICATION
Unlike in other application programs discussed so far, printing in DTPs is more technical. This
is because you may prefer to print a picture in separate colors referred to as color separation.
You can also insert crop marks and other details required for commercial printing.

To print a Publication in Publisher, proceed as follows:

 On the file tab, click Print.
 Under Printer options, click Printer Properties hyperlink to det print options in the dialog
box.
 To specify advanced print properties such as inserting crop marks, click the arrow on the
tight of Printer button, then click Advanced Output Settings from the dropdown list.
 In the dialog box that appears, use tabs such as Marks and Bleeds to specify advance print
options.
 Click the Print button to start printing.

Figure 5: practical activity

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