THE COLOR CONNECTION BOOK SERIES Microsoft Office Advanced Tektronix Color Connection(SM) About Tektronix If You Can Dream It Up, We’Ve Got a Way to Get You There

THE COLOR CONNECTION BOOK SERIES Microsoft Office Advanced Tektronix Color Connection(SM) About Tektronix If you can dream it up, we’ve got a way to get you there. For more than 15 Tektronix Color Connection(sm) is a comprehensive program designed to usher years, Tektronix has built the future of color printing, helping businesses move Tektronix color printer owners into the world of color. from black-and-white to cutting-edge color. Our successes were earned early, amidst the exacting needs of the graphic design and engineering communities. The Color Connection(sm) program provides valuable tools to make your doc- Our next-generation printers have expanded on those achievements, making uments more powerful. Whether you’re a color expert or just beginning, you’ll color printing easier and more affordable than ever before. And making find useful information customized for your own individual needs, including: Tektronix the standard for network color printing around the world.

Exciting interactive tutorials — based on the Color Connection Book Series — Whether it’s solid ink or color laser, Tektronix color printers boast record-set- that teach you how to use Microsoft® Office™ software you’re already familiar ting speeds, reliable customer support, and award-winning color quality — with to design powerful, polished business reports, creative projects, and year after year. Simply put, color communicates. And Tektronix color makes everyday documents. sure people communicate more effectively, the world over.

E-mail subscription — featuring helpful document design tips, templates, and To learn more about Tektronix color printer products, visit our website at support information to maximize your color printer's full potential. These e- www.tektronix.com/Color_Printers/. Or, in the U.S. and Canada, call us toll- mails will be tailored to your specific needs. free: 1-800-835-6100, Monday – Friday, 6:00 a.m. to 5:00 p.m. (PST).

On-line — a searchable database of information on using color in popular soft- Tektronix Up Close ware applications. Important links to customer support pages and other Founded in 1946 important web sites. Headquartered in Oregon 8,630 employees worldwide How Do I Participate? Sales and support in more than 75 countries Visit www.colorconnection.tektronix.com and establish your personal link to $2.1 billion in sales the world of Tektronix color today! THE COLOR CONNECTION BOOK SERIES Microsoft Office Advanced 2 Color Connection Micr desktop c From T gently andef T This bookwillshowyouhowtouseyour fr just won’ impact. Butaddinganycolorinmanner ments, andtheyinstantlygainevenmor ideas. AddcolortoyourOf allows youtowrite,analyzeandpr ektr om yourmessageratherthanenhancingit. osoft onix colorprintertoaddintelli ® t work:Y ektronix, theleaderin Of fectively fice ol or printing ™ ou’ll endupdistracting is apower . fice 97or98docu ful toolthat esent your e - - Table of Contents Word Excel

Add new colors to Word’s color palette...... 6 Print sample charts for reference ...... 22–27 Get your type in shape ...... 7 Use gradations in a bar chart ...... 28 Make your own preprinted sheets ...... 8 Conceptual charts ...... 29 Print your own stationery system...... 8 Three-dimensional charts ...... 30 Interleave two different faces and colors ...... 9 Design a title page for your report ...... 31 Keep a file of pieces with color breakdowns...... 9 Design a series of binder covers ...... 31 Working with fills ...... 10 Apply an image to the “walls” of a 3-D chart ...... 32 Create shadows for art or type ...... 11 Create a great-looking page with charts ...... 32 Add to AutoShapes to create your own art ...... 12 Preset color preferences ...... 33 Adjusting photos ...... 13 Create more graphically appealing charts ...... 33 Adding photos ...... 14 Adding scanned elements...... 14 Using fills to add dimension ...... 15 Resize or crop art...... 16 Create art with letters and simple shapes ...... 17 Create a pattern using Align and Distribute ...... 18 Create an identity manual...... 18 Create a simple calendar using Tables ...... 19 Laying out a tri-fold brochure ...... 20 Use a belly-band to customize an existing piece...... 21 PowerPoint

Create a binder cover sheet...... 34 Change the look of a presentation quickly...... 35 Include photos in a presentation ...... 36 Apply global formatting ...... 37 Use the drawing tools to customize ...... 38 Use Callouts to quickly communicate ...... 38 Use Connectors to tie key points together ...... 39

3 4 Getting Started br dur T customized studiesandpr layout, andpublicationsdesign.Marketr Marketing Communications pr es, logos.Quotes,pr looked. They’r gr natural pr Follow therainbow soft yelloworlightblueasa backdr all yourwork. basic guidelines.Thengetr T Sales immediately r If you’r Use subtlercolorsaswell. document. Lar But thatwon’ as r Attract attention Oppor Guidelines raining andHumanResour o getstar een, blue,indigo, violet. ochur oduct. Color ge ar ed orr es manuals,documentation,policieshandbooks,infor – Pr e usedtobeinglimitedjustblackandwhite,youmightnot es andfor eas ofbrightcolorcantakeattentionawayfr oduct literatur oyal blue.Keepinmind,though,thatalittlegoeslongway ogr ted usingcolorinyourbusinessdocuments,considerthese ession isthesame astherainbow—r t lastlong.Considerthesewaystousecolor: ecognize allthecolor ful handoutsandcollateral. e bestforbackgr to themostimpor ms. . If you’r oposals, andpr e, datasheets,dir esentations. eady toincr e color T ces oo-tiny ar – Br tunities ounds orlar – Pr ochur -coding asequence ofelements,the op ortextandchar tant ideaswithbrightcolors,such ful oppor esentations customizedforeach esentations fornewhir ease thepowerandpr eas oflightcolorcanbeover es, collateral,addesignand esear ect mail,newbusinesspitch ge ar ch r tunities younowhave. eas. Forexample,use epor ed, orange,yellow om ther ts onover ts andgraphics, est ofyour es, pr esence of mational heads. oce - - - , . Pr Be consistent. blur togetherandconfusethe infor pie char Use contrast. “war and orangear conventions. Forexample,r Use colorassociations. covers, pr Accounting ing signs,nametags,andagendas. letter graphs andchar Executive Of color forastr Complex statisticsandchar colors thesame allthewaythr colors. Ifyou have asetofr oduction m.” Becar head that’ t, ar oposals, labels,pr – Originalsormultiplecopiesofr e distinct.Colorsthatar – Spr fices onger call-to-action. Make sur e “Halloween.”Blueis“cool.”Redandorangear s alwaysinstock. eful —r Don ts incriticalr eadsheets, financialpr – Full-colortranspar ’ t getcar ed canalsomean“inther e thatadjacentcolors,such as thoseusedina People tendtoassociatecolorswithvarious ts. Invoicesandstatements,accentedwith esentations, confer ried awaywith yournewpaintboxof elated graphics orheadings,keeptheir ed andgr epor ough adocument. mation. ts. Personalizedandcustomizable e toosimilarintoneorvalue can een denote“Christmas,”black encies forpr ojections, businessgraphics. epor ence materialsinclud ed” onaspr ts, r esentations; color epor t orbinder eadsheet. e - Our customers tell us that once they start using color, one idea leads to another. Soon, you’ll have a world of new ways to use color every day, in every document. Just turn the page to get started.

Every design and document you create for your organization can benefit from the snap and eye-catching appeal of color.

5 W 6 ord Microsoft Office 97 & 98 T Add newc W Fill ColorP swatches inaW Custom bottom) allowsyoutocr lighter ordarkershadesofW palette atright.)The fr ors fr to usethecolorsinanewdocument,justopenfile,accesscol and nameitColorPal-{fillinyourbusinessname}.Wheneveryouwant When you’vecr a box,fillitwiththenewcolor then t T future use. with anewname. the colorsasneeded,thendeleteswatchesandsavedocument o createacolor“library”inW o gobeyondW om the However ype thenamebeneatheachcolor-filledb ord tip1 black om the colors youcr alette withnewcolors Fill Color , youcankeepyour Fill Color eated andnamedallofyourcolors,savethedocument ol or or d document. BGA orange d’ ors toW palette onthe s basiccolorof eate inthe Standar ord, drawb palette eate yourowncolors.W or sally available. document. Thenewcolorswillnotbe univer appear onlyinthe Custom Colors After youcreatenewcolorsusingW d (see thebuttonandpalettebelow). d’ Once you’vecr , andassignaname,asshownbelow Fill Color oxes, fillwiththecolorsofyourpalette, ord’s c s basiccolors.The Drawing tab (right,middle)letsyouchoose Custom BGA lt.green ox, asshownhere.Savethefilefor ferings, choose option, thosecolorswill palette. toolbar colors bysavingthemas ol Fill Color eated anewcolor or p or . (Seethebuttonand d willnotsavethe BGA dk.green palette ofthat Custom Mor alet ord’s e FillColors te tab (right, - , draw Use - . Fill ColorButtonandP alette Fill Color More FillColors you wishtocreateyourowncolors,clickthe W ord offersavariet palette. and makeotheradjustments. choose thepercentagesofRG the mix yourowncolorsbyclicking tab inthe colors byclickingthe Choose oneofW Custom option attheb y ofcolorsforyouruse.If Colors tab. Here,youcan ord’s dialog b ottom ofthe Standard Standard ox. Or B , Word tip 2 Get your type in shape

Use the WordArt feature to shape up your text. Click the Insert WordArt button in the Drawing toolbar. Click the special effect you want, then click OK. In the Edit WordArt Text dialog box, type the words you want to format, select any other options, then click OK. Double-click the WordArt if you want to add or change effects.

WordArt Button and Gallery

A WordArt effect was applied to just one word in the headline featured above. Use WordArt’s effects with caution — a longer word or entire headline set like this might be difficult to read.

WordArt offers a variety of special effects that you can apply to any typeface. Start by applying an effect to one word of your headline for emphasis. Make sure the word is still legible after the effect has been applied.

7 W 8 ord Microsoft Office 97 & 98 for newsletters,br Ther Make y W shown her unique designsforafractionofthecost.Somesamplear what youwant. their documents.Inaddition,thecatalogsneverseemtoof sive andever W ord tip3 e ar ith acolorprinter e plentyoffour our ownpreprintedsheets e. ybody seemstopickthesamever ochur , though,youcancr es, flyers,andmor -color pr eprinted sheetsonthemarkettoday e. T eate yourownabsolutely r ouble is,they’r to obscureanycopy the designssimplesoasnot colored spacefortex leave plent ones shownhere,besureto preprinted sheetslikethe If you’recreatingyourown y populardesignsfor y ofwhiteorlightly fer exactly e expen . t. K eep e - Solid inkjetprinterspr letters: Laserprintersgenerallyof printer ratherthananinkjettoprintthetextoftheirbusiness tity youneed,andyou’r paper onanon-demandbasis.Justcr your owncolorstationer able thr A numberofqualitypapermanufactur Print y W ord tip4 ough of our ownst fice supplystor ovide vividcolorandsharpimages. y e r , businesscar a eady tionery system es today . Somepeoplepr fer sharper eate yourdesign,printthequan , soit’ ers maketheirpr ds, andenvelopesonquality s possibleforyoutoprint , cleaner efer tousealaser -looking text. oducts avail - - Word tip 5 Word tip 6 Interleave two different faces and colors Keep a file of pieces with color breakdowns

This classy type treatment is simple to achieve. Just type your message, Sometimes your designs are output on the color printer (perhaps for center it, then call out key lines in color and set them in a larger size proofing) in addition to being printed on an offset press. With these than the remaining type. Adjust the line spacing if necessary. pieces, you can start a color reference library that you can use to improve offset print jobs in the future. When you interleave two different Here’s how: Get a copy of the offset-printed piece and of the same typefaces in two different colors, as design output on your color printer. Open the document on your com- shown here, be sure the faces and col- puter as well. Writing directly on the offset-printed piece, note all of ors complement each other. Choose your color breakdowns from the electronic file. Place the marked-up colors with an eye to readability. The piece and the color printer piece in a folder for future reference. Over example below uses incompatible time and with additional jobs, you’ll get a better understanding of the typefaces and colors. relationship between these two types of color printing. Note: Most service bureaus are not equipped to handle the RGB images that are produced in Microsoft Word. You can, however, specify PANTONEß colors for your Word or other MS Office projects. If you want to use a “match” color, PANTONE, Inc. offers a product called PANTONE OfficeColor Assistant, which is a Microsoft Office add-in available for Windows and Macintosh. Once installed, you can choose PANTONE Colors from the Word color menu. PANTONE OfficeColor Assistant provides access to over a thousand PANTONE Colors. Simply select the Color by number or name in Word or any MS Office application.

After you install the PANTONE OfficeColor Assistant, you’ll see a new button in the Fill Color palette (left). Click the PANTONE button to access the PAN- TONE Color selection dialog box, as shown below.

9 W 10 ord Microsoft Office 97 & 98 Fill ColorButtonandP W W W of thegradient,andsoon.Saveprint-outforfutur jot downthenameofef ef work wellfortypeorbackgr many fillchoicesthatitcanbedif to therightof dients, pr Ef fects, andwhenyoufindonethatworkswellforyou,printitout fects, or orking withfills d of ord tip7 select theobjecttobefilled,thenclickandholddownar fers alar e-set gradients,patter ge selectionofcolorfills,suchasone-ortwo-colorgra Fill Color alette fect, thecolororcolorsused,dir tool andselect ounds. Playar ns, andtextur ficult tor well asthepattern’sdirection,shownbelow and backgroundcolorsofthepatternfills,as shown atleft.Y T Effects o accessW button onthe emember cer Fill Ef ord’s ou canadjusttheforeground ound withthevarious es. T Fill Effects, fects. Fill Color o accessthe e r tain ef W efer click the or palette, as ence. d of fects that fers so Fill ection r Fill ow - . reference. found par W ord offerssomanyfillsthatitcanbedifficulttorememberyourfavoritesor onethatyou ticularly effective.Printoutsamplesofyourfavoritesandkeeptheminafile for Word tip 8 Create shadows for art or type

Give boxes, type, art, or other shapes a three-dimensional look with shadows. There are several ways to create shadows in Word. If you want to add a simple shadow to a shape or an object, select it, then click the Shadow tool on the Drawing toolbar. If you want to add a shadow to type, the simplest way to do it is to set your type, select it, then choose Format, Font. In the Format Font box that appears, click the Font tab, then click Emboss. Your selected text will be white with a slight gray shadow. Without deselecting the A quick way to add a realistic shadow to a text, use the Font Color button to re-color the type. headline is to use the Emboss option in the Another option, with a slightly more pronounced shadow, can be Font dialog box. Choose Format, Font, click found in the WordArt gallery. Insert WordArt (choose the option the Font tab, then click Emboss. shown at right, bottom), then use the Format button on the WordArt toolbar to change the color of the text.

The three-dimensional art at right is even more realistic looking with an added drop shadow. To add a shadow to a shape or an image, select it, click the Shadow tool on the Drawing toolbar, then select a setting.

Shadow Button and Palette

To add a more pronounced shadow to a headline, use the shadowed WordArt style from the gallery, then change the color of the type using Format WordArt.

11 W 12 ord Microsoft Office 97 & 98 AutoShape’ not of you mightneed.Forinstance,sayneedaflower line toser freeform greenline,triangle“leaves,”andcircle“flowers. T AutoShapes Add toAutoShapesc W Select alltheelementswithpointer as thecenter color inthecenterof“flower o fur ther accentthe“flower”shownonpieceab ord tip9 fer one,butyoucancr ve asastem,selectthesunandfillwithcolor s , fillwithcolor is agr sun shape.Inser eat featur e inW , thenpositionitovertheoriginalcenter t thesunshape,drawafr ,” drawacir eate yourownbystar or rea d, butitdoesn’ , thengr o te y ve, weaddeda“vine” ” cle exactlythesamesize our ownart oup. . t of AutoShapes fer ever . T eefor o changethe comprised ofa ting with m gr y shape does een . T align fromthecenter andthemiddle. all theelementswith thepointerand smaller circle,andfillwithblack.Select first, andfillwithwhite.Drawanother Draw anothercircle,smallerthanthe cle tool,drawacircle,andfillwithblack. AutoShapes shown herewereallcreatedwith The dice,clo o createabull’seye,star ver and alittleimagination. , andsnowmanar t withthecir t - Word tip 10 Adjusting photos

Both color and black-and-white photos can be adjusted in Word with the Picture toolbar or with Image Control. (See the toolbar below.) The Mode button changes an image to grayscale, black-and-white, or a watermark. The Contrast buttons adjust the intensity of colors in a selected image; the higher the contrast, the less gray the color, and the lower the contrast, the more gray the color. The Brightness buttons Grayscale Mode Black and White Mode make the image brighter (with more whites) or darker (with more blacks). The Set Transparent Color button is available for bitmap images that don’t already contain transparency information. You can make only one color in an image transparent. When printed, the transparent areas will show the color of the paper they’re printed on.

Adjust your color or black-and-white photos with the Picture toolbar or with Image Grayscale/Watermark Mode Color/Watermark Mode Control.

Start with a color photo, then change the mode using the Picture toolbar or Image Control. Some of the effects you can achieve are shown at right.

Contrast Up Contrast Down

Brightness Up Brightness Down

13 W 14 ord Microsoft Office 97 & 98 3. Ifyou’r tion itoverdarkar the imagesothattypewillber white frame(right). from thepagewith awider tight. Helpthephoto jump wrap shownab set theoptionsyouwant.The Picture. OntheW the picture,thenclickF rounding tex photo toseparateitfromsur Apply arunaroundtoyour inch mar 4. T include ashor 2. Ifyou’r 1. Somephotoscontainunnecessar following inmindwhenworkingwithphotosyourdesigns: A four Adding pho W o makephotosr ord tip11 -color photoaddsalotofsparktoanyprintedpiece.Keepthe gin ar t. Control-click e r e includingaphotoinnewsletterorbr o unning typeoveraphoto,besur ve istoo rapping tab, t captionexplainingthevisual,ifnecessar ound eachimageandprintonabrightwhitestock. tos ormat ea ofthephoto. eally popoutofyourlayout,leaveatleastahalf- - eadable. Or y elementsthatcanbecr , colortypewhiteandposi e tochoosealightar illegible (left). Otherwise, itmaybecome of theimage,asshownbelow print itinanentirelylightarea If yourunt ype o ochur y . ver aphoto, opped out. e layout, ea of - . you canmo as a allows youtotreattheimage log b option ischeckedinthedia the Inser T A scannercantransfor Adding sc W flavor youwish.W pensively Inser on thelist,youcaninstallitwithMicr T er filtersinstalled,choose EPS images,TIFFs,GIFs,andWMFimages.T separate graphicsfilters.Y o inser ypes W Float OverT Drawing Object, ox thatappears.This t, Picture. ord tip12 or t, Pictur t agraphic,choose box, click d allowsyoutoinser ve andresizeit. . T o inser Make sure e e, Fr xt Bo anned elements All Pictur so that om File, x ith it,youcanaddscannedobjectsquicklyandinex t ascanintoyourW - m yourdesignsfr ou doneedagraphicsfilterinstalledtoinser Inser and specifytheimage. e Files. t JPEGs,PICT t, Pictur If thefilteryouwantdoesn’ osoft Of e, Fr om plainvanillatoalmostany or s, PNGs,andBMPswithout d document,simplychoose om File. o seeifyouhavethepr fice Installer ate depth. capture theshadowsandcre images onthescannerbedto white posterb your layouts.Placeapieceof of itemsyouwanttoadd instant cameratotakeshots Use yourscannerasan In the oard o . List Filesof t appear ver the op - - - t Word tip 13 Using fills to add dimension

Filling an object or even type with a color is a quick way to jazz up any printed piece. But you can do more with Word’s Fill feature than just add color. Gradient or patterned fills can add dimension to type and other graphic elements.

Choose one of Word’s textures to reinforce the message of your headline. Although you # can’t fill type with a texture in Word, you can 2 trick the program by turning the type into WordArt, then changing the fill of the art to #1 #3 a texture. Click the Format button on the WordArt toolbar, and fill with the texture.

Use light and dark shading to suggest lighting. Consider your “light source” when choosing a gradient direction. Experiment with settings until you get the look you want.

Use one of Word’s metallic gradients to suggest shine. To fill type with a gradient or other pattern in Word, first click the Insert WordArt button on the Drawing toolbar. Choose the first option in the WordArt Gallery, then set your type. Then, click the Format button on the WordArt toolbar, and fill with the gradient.

Gold Silver Brass Chrome

15 W 16 ord Microsoft Office 97 & 98 appear atthecor Y Resize orc W on the Size by aspecificper want inthe image, ab There areseveralwaystoresizeorcropar ou caneasilysizear T o cr ord tip14 tab inthe Pictur op aphoto,bitmap,orclipar o ve, thensizedandcroppedasdemonstratedatright. Height andW e toolbar For rop art centage bydouble-clickingontheobject,clicking ners andedgesofaselectedobject.Or mat , positionthetooloverasizinghandle,thendrag. t inW dialog box,thenenteringtheper idth or sections. d bydraggingthesizinghandlesthat t inW t imageinW ord. W e beganwiththeoriginalclipar or d, selectit,click , youcansizeit centages you Cr t op the or double-clickit,thenclick and dragthesizinghandles, T Picture ble-click theimage,click sions inthe dialog b handle, thendrag.Or tion thetoolo on the T dimensions required. dialog b o sizeanimage,selectit o cropanimage,click Size Picture ox, thenenterdimen ox andenterthenew tab inthe tab inthe Crop From ver asizing toolbar Format Format , dou , posi Crop fields. - - - Word tip 15 Create art with letters and simple shapes

Word comes with plenty of art — and you may have even more disks and CDs filled with graphics — but you can create your own original art in Word with a bit of imagination.

Draw a simple shape to accent your message. The heart on the thank you card at left was drawn with Word’s Freeform Line tool from the AutoShapes menu on the Drawing toolbar, then filled with color and accented with a second, loosely drawn heart shape.

Use Word’s Header and Footer feature to add a large, screened letter to a document. Choose View, Header and Footer, then create a large, light-colored letter. On the Drawing toolbar, click Draw, Order, Send Behind Text. Note: Keep the letter light in color or it may make the text difficult to read. Experiment with different colors or different shades of color to see what works best. Output proofs on your color printer before you finalize your design.

Create a texture-filled slipsheet or divider page. Just repeat a single dingbat, wingding or symbol in color. Use the Align and Distribute technique described in Tip 16, on page 18. 17 W 18 ord Microsoft Office 97 & 98 W C W other —ver will ar Align, RelativetoPage, dles (horizontally).T left, right,toporbottomedges,bytheircenters(ver Horizontally and choose enough squar squar r Specials menubelow Continue untilyouhavethelookwant. ow or rea T T . Clickthegr d willautomaticallylineuptwoormor o cr o makear ord tip16 e withthecor range ordistributedrawingobjectsequaldistancesfr te ap eate apatter tically , Draw es tofilloner and ow ofobjects,suchasther a ouped objectsanddragthemintoposition. t , horizontally tern usingAlignandDistribute , Align,RelativetoPage. Align Middle. n ofr r ect dimensions.Copyandpasteuntilyouhave , followtheinstr o alignobjects,selectthemandchoose then choosethealignmentyouwant. epeating squar ow ofyourpage.Selectallthesquar , orinr Gr oup thesquar elation totheentir uctions abovetocompleteone es, forinstance,firstdrawone row ofapplesonthepiecebelow same techniquewasusedtocreatethe make itstandoutfromtheothers.The a brightcolorandslightlyrotatedto piece atright.Oneb tributed tocreatethetex Simple squareswerealignedanddis ow ofapplesontheDaily e drawingobjectsbytheir Then choose es, copy tically) ormid ox wasfilledwith e page. , thenpaste. ture onthe Distribute Distribute om each Draw . es - - , ate. Of color printers. printing, aswellspecificcolorspecificationsforyourcompany’ tising, cor should andnotbeused;whattypefacescanusedforadver or als. T But soar An or C W company documents. Consistencycreatesaprofessional look. An identit ganization, anidentitymanualorhandoutcanbeuseful. rea The documentshouldgivespecificinstr ord tip17 o keepstandar ganization’ fer specificpr te anidentit y manualorhandoutcanhelpstandardize thecolorsandt e thetypefacesandcolorschemesitusesonitsprintmateri r espondence, andsoon;whatcolorpaletteisappr s nameandlogoar ds thesameacr ocess colorandspotbr y manual e animpor oss theboar uctions onhowyourlogo tant par d, inallpar eakdowns forof ypefaces usedonall t ofitsidentity ts ofyour opri fset s - - - . Word tip 18 Create a simple calendar using Tables

There are plenty of calendar-creation programs on the market today, To create a calendar in Word, but you can create one right in Word. Choose Table, Insert Table, and choose Table, Insert Table, and select the number of columns (seven if you’re creating a regular week- select the number of columns long calendar) and rows (however many weeks you want to include). and rows. After you create the After you create the basic table, select it and choose Table, Cell Height basic table, select it and choose and Width to adjust the size of your calendar. Table, Cell Height and Width to To position the dates in the upper right corner of each calendar cell, adjust the size of your calendar. use the text alignment buttons on the Formatting toolbar and the Tables and Borders toolbar. To access the toolbar, choose View, Toolbars, Tables and Borders. To add art to the cells of your calendar, place the cursor in the cell in which you wish to position the art. Choose Insert, Picture, and specify the art. Word will attempt to size the image you choose to fit the cell. (Note: If you have trouble inserting images from Word’s Clip Art quick tip: gallery, choose Insert, Picture, From File, and use an image from the Try out Word’s clip art included with the Value Pack instead.) Occasionally, you may Calendar Wizard. Just have trouble when inserting an image into a cell. Try cutting and past- choose the Wizard ing the image elsewhere in your document, size it, then cut and paste from the New file dia- back into the calendar cell. log box, open it, and follow the instructions that appear. If the Wizard doesn’t appear in the New file dialog box, you may need to To add dates to the upper right corner of each calendar cell, install it from the CD’s use the Text Alignment buttons on the Formatting toolbar Value Pack. and the Tables and Borders toolbar.

19 W 20 ord Microsoft Office 97 & 98 an easywaytolayoutabrochure,andreadersarefamiliarwiththeformat. The tri-foldbrochureab Ther L W poster allows youtouselar is aver advantages toeachappr tion orgraphicstocr piece toseparatetheprintedinfor a The foldsser ying outatri-foldbroc ord tip19 e ar -like look. y traditional—andsometimestir e twowaystolayoutatri-foldbr ve ashandydividerstoor o ve usesthefoldlinesofpiecetoseparateinformation.Thisis oss overthefolds.Ther ge graphics.Thisgivestheinsidespr oach. mation orallowingsomeinfor hure ed —design.Cr ochur ganize infor e ar e: Usingthefoldsin e advantagesanddis mation. Butthis ossing thefold ead amor ma e - - look. Noticethattheinformationisstilldividedintosectionsdesignated byeachfold. Printing graphicsandheadingsacrossthefoldsofpiececreatesamore contemporary Word tip 20 Use a belly-band to customize an existing piece

Say you’re handing out brochures at a trade show or are offering a summer special in your catalog. A belly-band can customize either piece. A belly-band is really nothing more than a strip of printed paper that wraps around another piece or pieces.

A pre-printed brochure can also be customized for specific use. Create a band that coordinates with the existing design, wrap the brochure, and adhere the band in back with a piece of double-sided tape.

Customize your catalog for a special sale with a coupon (or just direct customers to specific pages). Three coupon bands can be cut from an 11 x 17-inch sheet. The catalog you wrap must be no more

than 81/2 inches in width for the 17-inch strip to work.

Ideas for Using Belly-bands We’ve shown some plain paper belly-bands here, but by using your imagination and some simple supplies, many possibilities emerge. Imagine a piece of twine or ribbon threaded through a color-printed paper disc or business card, then tied around a packet of material. Secure your belly-band with something unusual, such as an adhesive bandage for a medical center brochure or color staples (available from office supply stores). The possibilities are endless.

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Bubble 3-D Stock Volume/Open/High/Low/Close Stacked Column with Cylinders Column with Cones

Stock High/Low/Close Column with Cylinders Stacked Column with 100% Cylinders Bar with Cones 25 Exc 26

el Microsoft Office 97 & 98 Stack Stack Stack Column with3-DCones Exc ed BarwithCones ed Columnwith1 ed ColumnwithCones el tip1 00% Cones c ontinued Column Pyramid 3-D Bar Pyramid Column Pyramid Stack ed Barwith1 00% Cones Stack Stack Stack Stack ed BarPyramid1 ed BarPyramid ed ColumnPyramid1 ed ColumnPyramid 00% 00% Custom/ Custom/ Custom/ Custom/Area Blocks Black andW Black andW Black andW hite Pie hite Column hite Area Custom/Black and Timescale Custom/Columns with Depth Custom/Lines and Columns Custom/Pie Explosion

Custom/Blue Pie Custom/Cones Custom/Lines and Columns on Two Axes Custom/Smooth Lines

Custom/Colored Lines Custom/Floating Bars Custom/Logarithimic Custom/Stack of Colors

Custom/Column Area Custom/Lines on Two Axes Custom/Outdoor Bars Custom/Tubes 27 Exc 28

el Microsoft Office 97 & 98 the plotar ar Ef define thear ef and soon.Setthegradienttotwocolorsforanevenmor cal gradientfillforver choose agradient.Experimentwiththegradient’ ble-click theplotareaandselect options onthe change thecolorofplotarea(thecontainedwithinaxes)your char Gradient-filled barsoragradientbackgroundcanaddtex Click the char Gradient fillsaddtextur Use gr Exc fect, andsetthe ea (thear fects Specify acolorgradientbackgr t withagradient,double-clickthebarorseriesyouwanttofill. button onthe el tip2 Patter ada ea andselecttheoptionson ea containedwithintheaxes)ofyourchar ea ofthebar tions inabarc n tab, thenclick Bor Patter der tical bars,ahorizontalfillfor e andinter . to None(inthe n tab. Note:T Fill Ef ound foryourchar est toobjects.T fects, hart Pat Patter o changethecolorofplot tern Patter click the ture andinteresttoachar tab. n tab) toletthefillitself s settings:Useaver n tab. o fillthebarsofa Gradient t usingthe t, double-click e pr onounced tab, and t, dou t. T o Fill - ti - Excel tip 3 Conceptual charts

A chart graphically represents data, but you can give it even more impact by using art to create a conceptual or metaphorical reinforce- ment for the numbers. Here are just a few ideas to get you started.

Fill a pie chart with items the chart is “counting.” If you don’t have photos of the items, use your scanner to capture the images you need.

Fill an area chart with concept-appropriate art — spring sales represented with flowers, fall sales with fall leaves, summer sales with suns, winter sales with snowflakes.

To add art to an area chart, click the bar or bar series that you want to fill, then choose Fill Effects, Picture, Select Picture. Excel will automatically wrap the art around 3-D bars.

Add clip art to the high peaks of a fever chart. Or, position the art in the valleys to emphasize the negative areas of the chart. This effect works best when the chart is very simple. 29 Exc 30

el Microsoft Office 97 & 98 of thesamechar depending onthenumbersyouwanttoemphasize.Here,wepresentthree differentviews Excel’s 3-Dchar Thr T Exc char their r char the toolbarandopen3-Dviewformor hree-dimensional c ee-dimensional char t, grabbingoneofitscor t’ s framewillappear),anddragging.Orgotothe otation, elevation,andperspectiveeitherbyclickinganexisting el tip4 ts areveryflexible.Y t. ts inExcelar ou canchangetherotation,elevation,andperspective, ners (holddownthemousebuttonand harts e extr e contr emely flexible.Y ollable alterations. Char ou change t menu in Excel tip 5 Excel tip 6 Design a title page for your report Design a series of binder covers

A professional-looking cover or title page can provide the perfect fin- For binder and report covers, it’s tempting to start from scratch — at ishing touch for your report. Design your title page in Word and keep it least from a design standpoint — and create designs that are all very simple — don’t use any charts or graphs here. You may want to pick up different from each other. This not only makes for a lot more work for the color scheme of any charts or graphs used in the report for the back- you, it also means that there is no consistency and no accumulating ground and type of your title page. Use a clear, concise title for your design equity in your reports. report so that viewers will immediately know what they’re looking at.

All three of these documents are for in-office use. But one uses art, one uses a more graphic look, and the other is all type. There is no visual equity.

Each of the re-designed report covers has the same design, but with a different color scheme on each. They are easily recognizable as parts of a series.

31 Exc 32

el Microsoft Office 97 & 98 and thebarseriescouldbeconfusingtoviewer bar seriesofthechar Images, fills,andtex the plotar applying animagetothem.Afteryou’vecr Y Appl Exc “walls,” sousethisef However ly wellher and chooseanimagetoimpor ou canmakethe3-D“walls”ofyourchar y animagetothe“w el tip7 , someimagesmaybecomedistor ea, double-click,clickthe e. Y ou canevenapplyaphotoorscantoyour“walls.” tures canbeappliedeithertothe“walls”ofa3-Dbarchar t. Chooseoneortheother—sameimagefillingb fect withcaution. t. Gradientsandtextur Patter alls” ofa3-Dc . n eated yourchar ted whenmappedontothe t evenmor tab, thenclick es workespecial e impr oth the“walls” t, justselect Fill Ef hart t, ortothe essive by fects, - Annual r C Exc ful char page oftext,unr sents datainaneasilyr them asyouwouldanyothergraphicelement. char updates thechar Excel workbook.IfyoueditthedatainExcel,W W the char that containsthedatayouwanttolinkto.SwitchExcel,thenselect Paste Link. you wanttoinser or rea Y d document,opentheW ou canlinkExcelchar ts inExcel,impor te agrea ts tosuchr el tip8 t youwantandclick epor ts, updates,andpr elieved bygraphicsorotherelements.Addingcolor t inyourW t thechar epor t-l t themintoyourW ts notonlybr ooking p ecognizable for t andchoose ts totheinfor or or d document.T Copy d documentandtheExcelworkbook ogr ess r . Switch toW age withc eaks uptext-heavypages,itpr epor Edit, PasteSpecial, or mation stor mat. Afteryoucr d document,andworkwith ts oftencontainpageafter o linkanExcelchar nal Excelworkb to theinformationinorigi format. Ifyoulinkthechar data inaneasilyrecognizable W changes inExcel. char automatically updatethe Y ou canimpor ord documentstopresent or t whenyoumake d andclickwher or ed intheoriginal harts d automatically t char ook, W then click eate your ts into ord will t toa ts e e - - - Excel tip 9 Excel tip 10 Preset color preferences Create more graphically appealing charts

If you want a standardized look for all of your charts, you can save Excel offers numerous choices to help you create appealing charts, but time with Options/Preferences. Say you always want your chart bars to don’t take advantage of all the choices at once. Consider your audience be filled with yellow and your background to be gray. Simply click the and environment when creating a chart. Generally speaking, a simple Color tab in the Options/Preferences dialog box and select your colors. approach is best. Consider the following points when you’re designing: Click the Modify button to create custom colors, or pull down the Copy 1. Choose one simple, legible typeface for legends and other text, then Colors From option to import colors used in another worksheet. Note: use the bold or italic styles of that face if you need to emphasize data. Although this tip does work, we had to repeat the procedure several 2. Choose colors with care. Bright yellow bars on a red background may times before achieving the desired result. be eye-catching, but can be visually overwhelming. 3. Use fills sparingly. If you fill a bar or bar series with a texture, pattern, or gradient, keep the background simple. Flat color or even white will help your data stand out. 4. Keep clip art to a minimum. Before you add it, be sure the art is inte- gral to the information. Don’t just add art for decoration. 5. Don’t go with your first design. If you have time, try one or two more color schemes, chart styles, and so on before you finalize your layout.

Use fills sparingly and choose your colors with care. Compare the chart at left with the one below. Both present the same data, but the chart below is much easier to read.

To set “preferred colors” for all of your charts, click the Color tab in the Options/Preferences dialog box and select your colors.

33 P P 34 ower oint Microsoft Office 97 & 98 such astheco The designofyourpresentationshould dictatethedesignofanyaccompanyingmaterials, divider pagescanpr tion thatisgivennumer When youcr C P File, PageSetup, as apictur as agraphic.Choose the pr of sectiontitlesisamust,butyoucanalsopickupkeygraphicsfr your pr sentation handoutsorbinders.Y 8 blank slide(choose (choose click thefor 1 / rea 2 Ther Or owerP x 11versionofyourtitle(orother)slidefr , youcansaveaslideasGIF esentation. Asimple,graphicappr te abinderc e ar esentation asacoversheet,orcr File, Inser e inotherpr ver sheetandflyershownatright. e twoeasywaystocr eate handoutsorneedabindertoaccompanypr mat youwant.AddthegraphictoaW then choose oint tip1 t, Pictur Blank ovide theper File, SaveAs, ograms. First,selecttheslideyouwanttouse ous times,apr over sheet fr e ), thenaddmor om the Por fect finishingtouch.Thepr eate amatchingcoversheetforpr ou canusethefirstortitleslideof trait Orientation , JPEG,PNG,orPICT New Slide and inthe oach generallyworksbest. eate anewpagebyusing ofessional-looking coveror e typeorotherelements. om PowerPoint,choose dialog box).T Save FileasT and print. or , theninser d document esentation o printan ype esenta box, om t it e - - sentation asaG Save aslidefromyourpre handouts. T sheet foraccompanying tation makesagreatco The titleslideofyourpresen Por choose 1 flyer announcingtheevent. W or PICT 1 versionofyourslide, ord documenttocreatea trait Orientation. , theninser File, PageSetup, o printan8 I F , J t itintoa PEG, PNG, 1 ver / 2 - x - PowerPoint tip 2 Change the look of a presentation quickly

Information presented to the staff of your human resources department may require a different look than the same information presented to a group of new clients. To change the look of your presentation, change the overall design or change the color scheme of your current design. To change the overall design of a particular presentation, simply open it and choose Apply Design from the Format menu. Select a new design and click Apply. The new design will be applied to every slide in your presentation. To change the color scheme of your current design, choose Format, Slide Color Scheme. Click the Custom tab in the Color Scheme dialog box to change the color of the background, fills, text, or other items.

To change the design of a presentation, simply open it and choose Apply Design from the Format menu. Select a new design and click Apply. The new design will be applied to every slide in your presentation. For example, the two slides at right contain exactly the same information, but the design and color schemes were changed for presentation to two different audiences.

35 P P 36 ower oint Microsoft Office 97 & 98 No onecandenythatapictur Inc P have mor why aphotocanmakeanexcellentadditiontopr be pr caption orheadline. image youwant.Thephotocanbesizedorr with r position yourheadline,sothatthebackgr position itoverthephoto.Lookforawhiteorlightar If youwanttor add acaptiontothephoto,choose Slide T owerP o addaphototoyourpr lude pho esented aloneasafull-framegraphic,orwithsmallexplanator dialog box,thenchoose eadability e impactwhenthey’r un aheadlineoverthephoto,justinser . Ormaketypealightcolorfordarkar tos inapresent oint tip3 Inser e istr esentation, choose e usedwithalighthand.Theyshould Inser t, Pictur uly wor Back New Slide ground oftheslide,choose If youwantyourpicturetobetheback Effects, Picture, button (asshownatleft),andchoose t, T ground. a e, Fr ext Box, th athousandwor ound photowon’ epositioned ifnecessar tion dialog b om File, Click the Blank then selectanimage. then addyourtype. ox, thenchoose esentation. Photos Back t a and specifythe ea inwhichto ea. fr T Blank om the ground Fill ext Box t inter ds. That’ from the Format, Fill y - New and fer . T y o e s the tex ments willalwaysappear infront—there’snoneedto send theimagetobackorbring ab When youassignan imagetothebackgroundofaslide, asdetailedinthecaptionat o ve left,theimagestays inthebackground.Thatmeans that tex t tothefront. t, graphics,orother ele - PowerPoint tip 4 Apply global formatting

Use the Master command, in the View menu, to set the default appearance for slides, notes pages, and audience handouts. Text and graphics added to Master slides will appear on every slide or page of your presentation, so you can add your logo, slogan, or other information on each piece of your presentation. Choose View, Master, Slide Master, then click Insert, New Title to create the master page. Change the typefaces if desired, and use drawing tools or insert your own graphics to accent the slides. To change the color scheme of a Slide Master, choose Format, Slide Color Scheme. Click the Custom tab in the Color Scheme dialog box to change the color of the background, fills, text, or other items.

To set the default appearance for slides, notes pages, and handouts, use the Master command in the View menu. Although each of these three slides bears a different message, each carries the same heading, graphics, and colors.

37 P P 38 ower oint Microsoft Office 97 & 98 drawn accentsstandout. gr Scribble Style Choose customize thelayout.Thecheckmarkswerecoloredtomatchlogo. Hand-written checkmarkswereaddedtothispresentationslidewiththe marks, starsorotherhand-writtenelementsusingthe infor Adding customtouchestoyourslidepr Use thedr P ound andaheavylineweight(atleast3point)tomakeyourhand- owerP mation toviewers’attention.Y buttons onthe AutoShapes, Lines,Scribble tool. T r a y usingacolorthatcontrastswithyourslideback wing toolstoc oint tip5 Drawing toolbar tochangetheattributesof ments inP tool tocreateyourowncustom-drawn ele Choose ou cancir tool. Clickthe esentation canhelpcallcer AutoShapes, Lines, ustomize owerP cle keypoints,addcheck oint. Line Color Scribble then the Scribble tool to or Scribble Line tool. - tain - the typetool. Y quick accesstoavarietyofbanners,bursts,wor Sometimes textonaslidejustdoesn’ Use C P sion, asmallerburstfilledwithlightercolorwasaddedtothecenterof largerburst. An infor Callouts ou canaddtypetoany AutoShape owerP mation standout.PowerPoint’ all and burst accentsakeypointonthepresentationslideab outs toquic AutoShapes oint tip6 AutoShape to integrategraphicsandtextmakeyour kl y c s selectionof menus. the appropriateshapefromoneof sentation, choose T o addaburstorothershapetoyourpre by clickingonit,thenselecting ommunic t getyourpointacr d balloons,andmor AutoShapes AutoShapes, a o ve. F te or addeddimen oss. Use give you then select e. - - PowerPoint tip 7 Use Connectors to tie key points together

You can use three types of Connectors — straight, angled, and curved Choose a Connector. Draw two boxes where — to tie specific points on a slide together. When you rearrange you want the Connector to start and finish, as objects, the Connectors stay attached. To add a Connector, choose shown below. Double-click the boxes, then AutoShapes, Connectors, choose the type of line you want, then draw change the fill and the stroke to None so that the connecting line in your layout. To move the Connector line, drag the boxes will be invisible and the Connectors one of its ends and connect it to another site or object. To detach the will connect the text. entire line, drag its middle. Connectors must be attached to objects, so if you want to add Connectors to text, draw a box with no line and no fill, then position it over the text. Add another box with no line and no fill over the por- tion of text to which you wish to connect. Then draw your Connectors.

You can choose line styles and endpoint styles for Connec- tors. Double-click the Connector and choose the settings you want from the Format Auto- Shape dialog box. Connectors help tie specific points together. Connectors have to be attached to objects, so if you want to add them to text, you’ll have to trick the program, as explained at right.

39 (blank) Copyrights and Trademarks Copyright© Tektronix, Inc. Unpublished rights reserved under the copyright laws Thanks to all our content partners in creating this ambitious series of books. of the United States. Contents of this publication may not be reproduced in any It has been a long and fruitful journey. form without permission of Tektronix, Inc. Created by Catharine & Sons, Morton, Illinois (309-266-9299) Tektronix®, Phaser®, PhaserShare®, ColorStix®, and Made for Each Other®, are regis- Creative director: Cathy Fishel tered trademarks of Tektronix, Inc. PhaserPrint™, PhaserLink™, and PhaserPort™ and Art director: Tracey Warner the TekColor name are trademarks of Tektronix, Inc. Word, Excel, and PowerPoint Copywriting: Renée Phillips, Cathy Fishel are trademarks of Microsoft® Corporation. Design and production: Jennifer Hammontree-Jones, Juliet Eaton Art and photos courtesy of Dynamic Graphics, Inc. and Digital Vision PANTONE Colors generated by Phaser color printers are four- and/or three-color (800-255-8800) process simulations and may not match PANTONE-identified solid color stan- dards. Use current PANTONE Color Reference Manuals for accurate colors. PAN- TONE Color simulations are only obtainable on these products when driven by qualified PANTONE-licensed software packages. Contact PANTONE, Inc. for a current list of qualified licensees. © PANTONE, Inc., 1988.

All trademarks noted herein are either the property of Tektronix, Inc., PANTONE, Inc., or their respective companies. Microsoft Office Basics The Color Connection(SM) Many of the most helpful design instructions are Book Series buried deep inside traditional manuals. This tutorial brings them to the forefront with a practical spin! At Tektronix, we want to help you use color Learn how to use color with confidence in Word, Excel effectively. But, let’s face it, you don’t have and PowerPoint. time to sit in class. So, we’ve developed four hands-on books. The Color Connection Series teaches you how to use the software you’re already familiar with to design powerful, polished business reports, creative projects, and everyday documents. The Color Connection Microsoft Office Advanced Series is just one part of a comprehensive pro- Most business professionals aren’t taking advantage of gram developed by Tektronix to make sure all that Microsoft Office has to offer. Rise above the our customers get the most out of their color rest! Using this tutorial, discover new tricks—like how printers. to add scanned images or create three-dimensional charts—that add life to your business documents. The Color Connection Series includes important, useful tips from graphic design experts. You’ll want the entire series available as you create your business documents. To order the complete series, call Tektronix in the U.S. at 1-800-835-6100. Monday – Friday, 6 am to 5 Making the Most of Your pm (PST). Color Printer Don’t limit your Tektronix color printer to For more information on Color Connection™ presentations. It can do so much more! visit: www.colorconnection.tektronix.com We’ll show you how to use your printer’s advanced features and how to design innovative The projects in this book were created using projects that will save you a bundle and give Microsoft Office 98 for Mac and Microsoft your business the competitive edge. Office 97 for Windows. Although the instructions provided here have been tested thor- oughly, your program may behave differently and results may vary.

International Color Guide www.tektronix.com/Color_Printers/ The International Color Guide delves into 18 cultures and provides an overview of the symbolism of color within them. Based on the ambitious research of Surya Vanka, associate professor of art and design at the University of Illinois, this color usage guide is a must-have for any business with international interests.

NE/1998 TCPBK-18UA/071-0523-00 $15 (U.S.)