Document Publishing Introduction
One of the most important productivity tools that we use as educators is document publishing. This includes technologies like word processing, desktop publishing, and tools that help us to share documents online that can be edited by multiple individuals.
Word processing is a friendly tool for most of us. The most significant and useful feature of word processors is that they allow us to revise documents without needing to re-type them. Specifically, we can add paragraphs, delete words, move paragraphs and sentences, correct errors, spell-check, and even use an electronic thesaurus. These all take place within one document, at multiple times and for multiple purposes.
Desktop publishing is a process of producing print materials that closely resemble those produced by a professional print shop. Most flyers, newspapers, and newsletters are produced using desktop publishing applications. By integrating text, graphics, and multiple columns into your document, you can produce high-quality, professional looking documents.
Problems to Consider
- How can I generate class materials or handouts for easy revision?
- How can I create professional materials for class that include lines, boxes, graphics, and columns?
- How can I create professional flyers or newsletters to send home to parents, without spending a lot of time for production and money for software?
- How could I get my class involved in creating a class newsletter together?
- How can I more easily share documents among a group of people?
Software Options
Most word processing programs are now packaged within what are called "integrated software packages." For instance, you might be using Microsoft Word as a word processor, yet it is only one software program integrated within a package called "Microsoft Office" or "AppleWorks." These integrated packages typically include spreadsheet programs, databases, graphics software, and/or presentation software along with a word processing program. Integrated software packages have many advantages, one of which is that they facilitate the integration of text, graphics, charts, databases, and spreadsheets into one document. Desktop publishing can also be supported through the ability to integrate text and graphics and to handle multi-page and multi-column documents. Specialized software programs are also available to help you create desktop publishing applications. Finally, Web-based word processing programs allow multiple users to create and edit documents (and spreadsheets) together online and provide real-time input into a document.
Possible programs that you might want to use include:
- AppleWorks
- Microsoft Office Suite
- Microsoft Publisher
- GoogleDocs and Spreadsheets (online program for document sharing)
Software Features
Document publishing software has specific capabilities and features that include the following:
- Page layout – This involves the arrangement of text, graphics, columns, and margins on your page.
- Typography Control –Typography options include the font type (or type face) and typically consist of either serif fonts (typefaces with small curves at the ends of each character such as Times Roman) or sans-serif fonts (typefaces with straight lines at the ends, such as Helvetica). The general rule for type considerations are to use serif fonts for the body of the text, since they are easy to read, and to use sans-serif fonts for headings, since they create emphasis.
- Placement of Graphics – Graphics can be used to attract attention, illustrate points, or provide a visual form to support learning. Examples of graphics that can be embedded into a desktop publishing document include charts, graphs, tables, illustrations, and photographs. Most software packages now include galleries of clip art that can also be easily incorporated into the document.
Online word processing or document sharing program like GoogleDocs share similar features to standard word processors, except that they can be shared and edited through your Web browser’s interface. Wikipedia provides the following information about the software features of GoogleDocs and Spreadsheets (http://en.wikipedia.org/wiki/Google_Docs_&_Spreadsheets):
"Documents and spreadsheets can be created within the application itself, imported through the web interface or sent via email. They can also be saved in a variety of formats to the user's computer. By default, they are saved to Google's servers. The open document is automatically saved to prevent data loss. Documents and spreadsheets can also be tagged and archived for organizational purposes.
Collaboration between users is also a feature of Docs & Spreadsheets. Documents can be shared, and can be opened and edited by multiple users at the same time."
More information about the features of GoogleDocs and Spreadsheets is available from their Web site for educators: http://www.google.com/educators/p_docs_spreadsheets.html