COMP100 Week 3 Professional Looking Documents Lecture Notes

17. April 2016 School 0

Professional Looking Documents

Desktop Publishing Elements

You can produce commercial-quality printed material in your home or office using desktop publishing software. In fact, many personal computers come with desktop publishing software already installed. Some of the desktop publishing tasks that can be performed with the programs are page layout, text editing, graphics creation, and final document printing.

What are a few of the common elements in desktop publishing, web pages, and Microsoft Word?


Elements of desktop publishing include:
• superior print quality;
• multiple font types and sizes, graphics, leading, and spacing;
• columns, borders, and banners; and
• specialized features for formatting.

Microsoft Word has limited desktop publishing capabilities. For example, you can create WordArt and modify the text font, size, shape, and color; insert graphics like clip art; create an interesting look by using drop caps; and insert symbols and typographic characters. You can create a brochure by adding columns and using the other features to design the images, text, and layout.

Tab Stop Alignment

Change the appearance of your document by modifying the alignment of a paragraph using tab stops. The effect highlights or draws attention to a block of text. There are several types of tabs that you can use to align the text in your document. A left tab left aligns the text displaying text to the right of it as you type. The right tab right aligns the text displaying the text to the left of it as you type and the center tab center aligns the text displaying text to the right and left of it as you type. There is also a decimal tab which in a sense is like the center tab but it instead aligns the decimal point of a number to the tab.

There are two ways to apply tabs. You can use the tab selector above the vertical ruler. Click the selector to select the type of tab you wish to apply to your document. Then click on the desired position on the horizontal ruler to set the tab there. You can move the tab to a new position on the ruler by pointing to it with your mouse, holding down the left mouse button and then dragging the tab to a new position on the ruler. You can remove the tab by doing the same thing but dragging it off the document. You can also manipulate tabs by using the Tabs Dialog Box. Click on the Paragraph group dialog box launcher and then click on the Tabs button at the bottom of the dialog box. You will then get the Tabs dialog box. You then can control the type of tabs you want to use and where you want to set them with the text box, radio buttons, and button controls in the dialog box. You can, for instance, eliminate all the tabs in your document by pressing the Clear All button!


A header is specially formatted text that appears at the top of the page above the preset margins. A footer is similar, but it is displayed at the bottom of the page. To add a header or footer to a page, click Insert, and then choose Header and Footer. A header will appear on your document. You can customize both headers and footers in many ways. For example, if you want the header or footer to only appear on the first page of the document, you can specify that. You can also put a header or footer on each section (if your document contains sections). You may also choose to show only the header or footer on either odd or even pages, with or without sections. You might wonder why you would want to put a header or footer on every other page. Good question! One reason to do so is to make room for page numbers on the outside margin. It also allows you to include section titles or chapter names or numbers. You can even choose to create some pages with headers and some without. You might want to do this if you have a title or works cited pages. There are many other ways to format headers and footers. If you bring up the ribbon, you can scroll over each icon to find out what you can do.


To create a different “look and feel” for your document, you may want to use the columns feature in Microsoft Word. This feature can give your document a desktop publishing newspaper or magazine look. The presentation of a document can be very important from a marketing standpoint. You want your document to look as professional as possible and this feature is one of many features that Word has that can be used to achieve that objective.

When formatting a document in columns, click the spot at which you want the columns to begin. On the Page Layout tab in the Page Setup group, select Columns. More options are offered here. You can select the number of columns, the column width, and even the spacing between the columns. Use the Columns command to insert a vertical line between columns and select which part of the document will be formatted.


WordArt is a fun Microsoft Word feature that can be used to create special text effects. Do you want to change the color or shape, apply shading or embossing, or add a gradient to the text? With WordArt, you can do that and more. When you use WordArt, I recommend you use Print Layout view when you are working with a desktop publishing program or feature. This will make it easier to view the combined effects of the text and graphics on the page.

Document Views available are:
• Print Layout – the document as it appears when printed;
• Full Screen Reading – read the document in full screen;
• Web Layout – the document as it appears on the Web;
• Outline – the document in outline; and
• Draft – for quick editing of the document.
WordArt can be used to create a more decorative style in your document. Rotate the text, apply a three-dimensional effect, or create a vertical heading to add visual interest.


The Internet and the World Wide Web: gather information on just about any topic on the World Wide Web. The real challenge is sifting through the mountains of information.

You can connect to the Internet by:
• Dial-up – the slowest access using a phone line and a modem;
• Cable modem – broadband Internet access usually offered by cable TV providers;
• Digital subscriber line (DSL) – telephone company offers similar level of service to a cable modem; and
• Satellite – satellite broadband service.

Web Browsers

A Web browser is an application that allows users to quickly access information with ease. When using a Web browser, a person can interact with the content on the page, such as text, images, and other information provided on websites, the World Wide Web (www), or a local area network (LAN). If you’ve ever been on a website before, I’m sure you’ve seen links and hyperlinks to other web pages within the text or images on the page. If you click on the links, they will take you to another page on the same site or to a completely different website.

Another important thing for you to remember is that web pages may appear differently on various browsers that are used to view the pages. Designers have to take this into consideration when designing pages because they want to make sure all users have a similar experience when visiting their website. Some of the more popular Web browsers available are Internet Explorer, Mozilla Firefox, and Netscape Navigator. Opera is a browser currently used for hand-held devices like a Blackberry, Trio, or Palm-Pilot. If you use the various browsers, you will likely find the capabilities of each are slightly different.

The standard format for adding structural elements to information on the Web is HyperText Markup Language (HTML).

URL Structure

Web browsers rely on Uniform Resource Locators (URLs). The URL consists of a transfer protocol, domain name, pathname, and filename. This addressing scheme provides Web browsers with the necessary information to identify where a page is stored.

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