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PUBLISHER 2007

Madeleine Wright. Peter Wentworth. PUBLISHER 2007. Publisher Mail Merge. Aim: to personalize information that is sent to a whole group of people

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PUBLISHER 2007

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  1. Madeleine Wright Peter Wentworth PUBLISHER 2007

  2. Publisher Mail Merge • Aim: to personalize information that is sent to a whole group of people • It combines the static information in a publication with the variable information in a data source (a mailing list or any other type of database) to create one copy of the merged publication for every record in the data source • Your data source can be: a Word Table, an Excel datasheet, an Access database or a contact list in e.g. Outlook

  3. Data Fields • To tell Publisher what information to pull from the data source and where to put it, you insert data fields into the publication. • These fields correspond to the field names (usually column headings) in the data source. • For example, the address area of a postcard usually contains an address block consisting of fields for the name and address of each recipient. • After you enter the data fields in the publication, each field is enclosed in chevrons—for example, «FirstName».

  4. Checking the data • After you specify the data source you want to use and insert the appropriate data fields into the publication, you can either • (a) send the merged publications directly to the printer or you can • (b) merge them one after the other into a new publication, as separate pages. • If you merge to a new publication, you have another chance to review and, if necessary, edit the merged copies before sending them to the printer.

  5. Mail-Merge Wizard • How Publisher makes it easy to do this  • You can also do a Catalog Merge, if you want to send out details of products you are offering • If you frequently use catalogs as a marketing tool, it is worth taking the time to set up your product or service information in a workbook or database so that you can maintain it in one location and avoid having to retype it every time you need it. • You might even consider storing information such as team or membership lists this way so that you can use Publisher and catalog merge to produce professional looking rosters.

  6. An example • We will: create a postcard (We've Moved: Compass Point) and personalize it (Sapphire; side 2 = Promotional Text) • insert data fields based on an existing data source (Tools Mailings and Catalog  Mail Merge) • and then perform a mail merge operation to create copies with preprinted names and addresses, ready for mailing. • We're looking at side 2 at this point…

  7. Using an Existing List • Select the source of the data • Select the table • Look at the way the data is displayed

  8. Adjust names etc • Delete all the text in the address text box • Under More items in the task pane, click Address block

  9. Side 1 of the card • Insert a text box below "We've Moved" • Insert a Greeting Line (more items) • Publisher has already guessed! • Remove Greeting line for invalid recipient name

  10. Create Merged Publication • And it's done!

  11. Calendars • You can use Publisher to create a calendar for a single month, for a range of months, or for an entire year. • If you include artwork, remember to acknowledge the source • In Publisher, you can customize the background of any page by adding a solid color, a color gradient, a texture, or even a picture. This type of formatting is particularly effective in full-page publications such as calendars, because the background holds the objects on the page together with a cohesive design element. • A color gradient is a visual effect in which a solid color gradually changes from light to dark or dark to light. Publisher offers several gradient patterns, each with several variations. You can also choose a preset arrangement of colors from professionally designed backgrounds in which different colors gradually merge.

  12. Adding Calendars • Note that you can add a calendar to any of the other template types

  13. Using the Master Page • When you are working with a multi-page document, such as a calendar, it's much easier to create a uniform look, with the Master Page, than to try to do it with every single page individually • Anything that appears on the master page appears on every page • View Master Page • Clicking the Close Master View button on the toolbar returns you to the publication. • You can temporarily display the publication’s pages to check the effects of a change by clicking ViewPublication Pages at the bottom of the Edit Master Pages task pane.

  14. The Calendar • Full Page  Photo Album • Colour Scheme = Aqua • Page Size = Portrait • Time Frame = 1 year per page • You can change the picture to one of your own • You can put a text box under the photograph with details of who owns the photo • You may need to change the text font to make it all fit

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