Setting Up the Workspace

In MS Pub, the workspace is where one lays out the text, graphics or pictures. It is important to set up the workspace first before designing the publication.

The moment one gets an idea fir a publication; there are things to decide on before this is expressed as a design.

FIRST, decide whether to highlight or give emphasis to the text or to the picture or graphics. If the focus is on the text, the publication has to be designed in such a way that the pictures or graphics only serve as a support or added “glitters” to the publication. But if the focus is on the pictures, then the text should be smaller. Likewise, the pictures should be located where they were noticed first.

SECOND, decide on the tone of the publication. Will it be very formal and attractive or just simple and informal? Keep in mind who will read and view the publication. One needs to consider their levels as well as their background. In designing a publication, there is always a target group. One has to have in mind the kind of group of people who will read the articles.

THIRD, in designing, making sketches of the target design on a piece of paper will be a great help to visualize the idea. Drawing boxes as placeholders of the pictures and text proves to be a good guide.

With the pictures and text on the sketchpad, the next step is to put them on the page (layout) to make them ‘eye – catching’ and attractive to the would – be readers. One considers the size of the pictures and the text depending on which is to be emphasized.

The number of columns also have to be planned while lay outing. Another thing to keep in mind is the orientation of the page. Orientation can be either a landscape (horizontal position paper) or a portrait (vertical position of paper)

It is also important to set the size of the paper you will be using in your publication. If it is a letter size (short bond paper) or a legal size (long bond paper).

In MS publisher, there are several helpful tools for laying out the publication. These are the layout and ruler guides, the unit of measurement of which can be changed.

Guides are used to organize text, pictures and other objects into columns and rows so that the publication will have an orderly and consistent look. These are nonprinting lines that are use to position objects precisely.

Types of Guides

Baseline Guides – guides to which lines of text can be aligned to provide a uniform appearance between columns of text. These are represented by gold dotted guides.
Ruler Guides – are represented by green dotted lines.
To create ruler guides for a single page – you can create ruler guides on any page in your publication. Ruler guides that are created on a publication page are only visible on that page. Ruler guides that are created on a master page are visible on every page to which that master page is applied.
To remove all ruler guides – on the Arrange menu, point to the Ruler Guides, and then click Clear All Ruler Guides.
Row Guides – horizontal guides that are used to divide a page into two or more sections to help structure the layout of the page. These guides are represented by blue dotted lines.
Column Guides – vertical guides that are used to divide a publication page into tow or more columns. These guides are represented by blue dotted lines.
Margin Guides – guides in the top, bottom, left and right sides of a page that are used to define the margins. Most of the content of a page are within the margin guides.
Snap objects to guides, ruler marks or other objects
Another way of making the layout easier is to snap the objects to guides. Snap means aligning the text or object frame into the created ruler marks.

Changing the ruler unit of measurement
To change the ruler unit of measurement:
1. Click on the Tools, then Options.
2. From the Option dialog box, click down in the Measurement units drop – down list Box.
3. Choose the desired unit of measurement
4. Click on the OK button.
The zero points (ruler origin) of the ruler can also be changed to measure the objects on the page.

To move the ruler origin
1. Hold down CTRL + SHIFT, and then position the mouse pointer on any of the following until pointer change to a double – headed arrow.
Over the vertical ruler
• Over the horizontal ruler
• Over the junction of the horizontal and vertical ruler

2. Drag the ruler to the desired location.

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