Word Processing & Desktop Publishing Software

1. Word Processing & Desktop Publishing Software Business Computer Technology Curriculum Guide 2003

2. Advantages of Using DTP Software • There is more control over the way text is arranged and formatted. • DTP can be used to bring lots of different files together on the same document. • You can import images into a DTP document from a scanner, graphics from a drawing package, frames from a video camera and text from a word processor.

3. Uses of DTP Software • Brochures • Business Cards • Flyers • Letterhead • Newsletters • Newspapers

4. DTP Terms Word Processing-Using the computer to create, edit, proofread, format, and print documents. Desktop Publishing (DTP)-The use of a personal computer as an inexpensive production system for creating typeset-quality text and graphics.

5. DTP Terms Alignment-The way multiple lines of text line up along the left margin, the right margin, or both margins.(see examples on subsequent slides) Justification-The alignment of multiple lines of text along the left margin, the right margin, or both margins. The term justification often is used to refer to full justification, or the alignment of text along both margins.

6. Left Align, Left Justify, or Flush Left This results in a ragged or rough right margin. All text is lined up at the left margin creating a smooth left margin.

7. Center Align or Center Justify Spacing is equal from the left and right margin. The left and right margin are both ragged or rough.

8. Right Align, Right Justify, or Flush Right All lines of text end at the same point on the right margin resulting in a smooth right margin. The left margin is ragged or rough in this alignment.

9. Justify or Full Justify o All lines, that reach the right margin, end at the same position resulting in a smooth right margin. All lines start at the same position on the left margin resulting in a smooth left margin. Spacing is adjusted by the computer to make this happen.

10. DTP Terms Font or Typeface-One complete collection of letters, punctuation marks, numbers, and special characters with a consistent and identifiable typeface, weight, posture, and type size. (examples: Times New Roman or Arial) Weight- Refers to the overall lightness or darkness of a typeface design Point-In typography, a fundamental unit of measurement. (72 points = approximately 1 inch) Type Size-The size of a font, measured in points from the top of the tallest letter to the bottom of the lowest letter.

11. DTP Terms Formatting-In a document, formatting includes margins, the font and alignment used for text, headers, footers, page numbering, and the way that numbers are displayed. (setting up the document) Editing-The process of updating a word processing/DTP document to correct spelling, layout issues, and other items to make the document visually appealing.

12. DTP Terms Orientation-The vertical or horizontal setup of the printed page. Portrait-The default printing orientation for a page of text in which the height of the page is greater than the width. (taller than wide) Landscape-A page layout in which text and/or graphics are printed across the long edge of the page. (wider than tall)

13. DTP Terms Word Wrap-A feature that causes the word processor to force all text to fit within the defined margins. When you fill one line with text, the word processor automatically jumps to the next line. You do not have to press enter at the end of each line. Copy and Paste A word processing feature that allows text to remain in the old position and also be duplicated to a new position. WYSIWYG-Acronym for what-you-see-is-what-you-get, meaning items are printed as they appear on the screen.

14. DTP Terms Header – A word processing feature that allows text to be printed above the top margin. Footer – A word processing feature that allows text to be printed below the top margin. Print Preview – A word processing feature that allows you to view a document before it is printed. Cursor – The on-screen blinking character that shows where the next character will appear. Spell Check – WP feature that compares every word in a document to an electronic dictionary. Should be used before you print. Thesaurus – used to find words with similar meanings (synonyms)

15. DTP Terms Templates-A document that includes the text needed to create standardized documents. (examples: résumé, calendars, letters)

16. Basic word processing and desktop publishing documents Use the FBLA Format Guide for setting up the basic word processing documents. The FBLA Formatting Guide is available from: www.fbla-pbl.org/docs/MLFormatGd.pdf

17. Academic Reports

18. Top Margin: 2”-2 ½” (depends on letterhead) Side Margins: 1” Bottom Margin: 1” Business Letters

19. A formal business letter is a correspondence sent from a business to another business or to an individual. The person writing the letter is speaking on behalf of the business on a business-related topic rather than as an individual. • Because letterhead stationery is used, the return address is not keyed. • The inside address begins with the most specific information on the first line and each line becomes more general in nature. Business Letters

20. The signature block appears a quadruple space (QS – to allow space for a name signature) below the complimentary close. The writer’s name should be keyed following a comma on the same line as his/her name, or it can be keyed a single space (SS) below his/her name. • Reference initials are used when someone other than writer prepares a letter or when something else is attached to the letter. Lowercase letters are used. • Enclosure, copy, and postscript notations appear a double space (DS) below the reference initials. Business Letters

21. At least two lines of the body must be carried to the second page. • The second page requires a heading that consists of the addressee’s name, the page number, and the date of the letter. (see next slide for examples) • Top margin on second page is 1”. All other margins follow first page. • Second page is never keyed on letterhead. The paper should be of the same color and quality as the letterhead. Two-Page Business Letters

22. Single-Line Heading Two-Page Business Letters Multiple-Line Heading Mr. Bud Lanning 2 Current Date Name Left justify Period Center justify Date Right justify Mr. Bud Lanning Page 2Current Date All 3 Left justify

23. Minutes: • Minutes are used to summarize information said in a meeting. • Margins are the same as a business letter • Top Margin – 2 inches • Side and bottom margins – 1 inch • Mainly formatting in bullet form • Double space between bullet.

24. Top Margin: 2” Side Margins: 1” Bottom Margin: 1” Double space between headings and information. Single space information paragraphs. Quad Space between adjournment statement and keyed signature line Minutes

25. Word Processing Documents: • Business Letters – From one business to another • Personal Business Letter – From a person to a business • Memos – Communication within a business • Academic Reports – School research papers, etc. • Minutes – Used to summarize the events of a meeting.

26. Additional Word Processing and DTP Information Hanging Indent – used for text to be indented a preset distance on the second line of a item. Shading – term used when applying a background color to text. Integration – combining charts from a spreadsheet with a word processing documents. Bullets – used as an enhancement to set a list of items apart from the rest of the document. Tabs – used for setting text at certain starting points across the page. Moves the cursor a predetermined number of spaces on a line. Indention – starting a line of text 0.5 inches from the left margin. Columns – used for putting 2 sections of text side-by-side. Double Space – puts 1 blank line for each keyed line.

27. Additional Word Processing Information Insert Mode – allows text to be added in the middle of an existing line. Type-over Mode – used to type-over existing text in a keyed line.

28. Note that formatting guidelines may change depending on business and location. For class, all documents are to be formatted according to the FBLA Formatting Guide.