Formatting tips in MS Publisher 2010

Here is a link to a proposal I have written as an independent book formatting contractor. This document contains useful formatting tips. If you already have MS Publisher, or if you are willing to purchase it, I can set up your document for you for a fee, and send you the file. Set up is the most important part of formatting your book. If you are interested in a set-up plan, please e-mail dbdkho@aol.com.

Illuminated Manuscripts

Illuminated Manuscripts: "K is for King Lir" (not Shakespeare's King Lear), taken from Fairy Tale ABC's by the McLoughlin Brothers in the 1870's. This graphic is in the public domain because the copyright has expired. It is an 18th century variation of an "illumnated manuscript". Illuminated manuscripts were handwritten manuscripts with hand-painted or drawn illustrations. They were expensive to produce and prior to the development of the printing press, only the wealthy and the priests could afford these books. This graphic is an example of how the illiterate, adults and children alike, were taught to read. With the development of the internet, the publishing industry no longer has a monopoly on books and everyone with a story to tell can produce it on their own. Here is a link to one artist that creates illuminated letters. There are many other sites where they are in the public domain.

The infamous Art of War by Niccollo Machiavelli, author of The Prince, written for the ruling banking family, The Medici's in Florence, Italy. If anyone believed in the logic that the pen is mightier than the sword, Machiavelli did. His belief that deception is a legitimate war tactic has earned him a bad reputation amongst modern day readers. However, his books were never intended for publication amongst the masses but for the Medici's. Insofar as war strategy is concerned, he must be viewed as a realist, rather than an idealist. He was a political scientist of his day, and also a historian. On that note, an interesting bit of trivia is that his historical books do not contain footnotes as modern scholarly works require. His works were part of the Medici library, which later became the first Public Library in Italy. I'm sure researching the internet would yeild pleny of information on the topic of illuminated manuscripts, but one good site I found on the topic is here: http://freechristimages.org/illuminated_manuscripts.htm And on a lighter note for authors who know the history of the class wars and religious conflicts of the time period:

Formatting books, video.

Video, Deborah Khora: These two videos are the first videos I ever created. Some of the information in them overlaps, but combined they provide some foresight to help get you started on creating your own children's book.

Minimizing trial and error in self-publishing.

Production- minimizing trial & error: Although I do intend to supplement this blog with some education on art history, for now we'll assume you do not need assistance with story ideas or artistic inspiration, and get right down to production tips and things to avoid. I won't be identifying every single step you must take, but will emphasize certain areas to focus on to minimize the trial and error experience you might have in this process. The first version I created of my book is at Blurb.com. They provide a very nice finished product from an exterior point of view. But I felt the interior, meaning the text managing and layout features, to be very difficult to work with. The overall end appearance of the interior seemed very "square," literally. When I used the program, there were no options for round or oval graphics. Since the time I published in Blurb, they have incorporated a MS Word feature that might make it easier to manage and edit text. But I've moved on to using Microsoft Publisher 2010 and Publishing a PDF file with Lulu.com. In the long run, I will simply bring my PDF file to a local or on-line short run printer and have them printed myself. The cost of printing my book with Blurb and Lulu ranges between $30-45 per book, depending on whether or not it is hardcover or softcover. But a short run print can cost $13.41 per book for 25 books, and even less to print per copy depending on how many books you print. Some on-line printers have minimum amounts, frequently 50 books minimum. I found one that will print a 25 book minimum- at www.book1one.com. Many of the on-line printers have calculators on their web-site so you can get a price quote on the spot. Just remember to distinguish between the amount of pages that will be printed in color, and the amount that will be printed in black only. Books without color are by far the least expensive to produce. Of course, you also have to factor in the cost of shipping- and it may be more cost effective to use a local printer if the shipping costs are going to raise the price per book too high. But let's not jump to the end before we begin. The least expensive on-line printer I have found so far is Createspace. I was also happy with the weight of the paper at Createspace. As Goldilocks would say, it was "just right." I found the paper weights with Blurb and Lulu to be too heavy for my style. Although I used MS Publisher 2010, technically you can use MS Word to create your manuscript. Both of these programs allow you to save your document in PDF format that you can upload to Lulu, or bring to a printer on your own. But at least one prolific self-publisher has commented that there can be some difficulty anchoring graphics in MS Word. I seem to recall there is a feature to "anchor" graphics in MS Word, and when the graphic is anchored there is a little ship anchor symbol. Try searching the help feature to learn how to anchor graphics. The main thing to remember if you use MS Word is that you must view your document in a two page spread. If you use Blurb, this strategy should be utilized also. As I have mentioned in my videos, every chapter or a new story begins on a right-hand page approximately 4.5 inches down from the top of the page. You'll be able to compare right and left pages in a two page spread. Sometimes, at the end of a chapter or a new story, the left hand page will be blank. It is not a bad idea to imitate a simple book layout and format from a book on your book shelf! The front matter- title page, copyright page, and dedication pages usually do not have page numbers, although it may have Roman numerals. A Preface or Introduction generally has Roman numerals. The main body of text has regular numbers. Set your margins in the beginning, and don't forget to add a little extra to the gutter margin- the crease in the middle between pages. Here is a screen shot of the gutter margin menu in MS Word.

In general, printers, including Lulu print the book in batches of four pages. So, in the end the number of pages in the book must be divisible by four, and a good rule to follow is that the last page should be blank. Also, depending on the age of your audience, font size can make a difference in appearance. I'd recommend 11 pt. 12 pt might be better for very young readers. One of the benefits of printing with Lulu is that if you have a lot of illustrations, the cost of printing a trial copy (or two, or three) is the same price as the canisters of ink you might use on your home printer. At least that's the case with my ink. It costs me the same to print it at home or with Lulu, but by printing it with Lulu instead, I can see the entire finished product with front and back covers, bound, and make improvements with a better view of the end. It's also not a bad idea to search around for other publishing options with bookemon.com or flutterby.com. I have not used these programs but from what I've seen of them, they do bear some resemblance to Blurb, and on that note I can only offer an opinion that these type of template programs may be sufficient for small blocks of text, such as poetry, and more pictures or photographs to fill the book. But when it comes to large blocks of text, I can hardly recommend templates. With Microsoft Publisher you can design your document more according to your own vision, rather than one preset for you. One book that may be helpful in learning Microsoft Publisher 2010 is Using Microsoft Publisher 2010, which when purchased new includes online tutorial videos. The author is Brian Posey, and it can be purchased at Amazon.

The screen capture to the left is setting custom margins in MS Publisher 2010. Margins are set under the Page Design tab on the ribbon, then click margins, and custom if it is a 6x9 custom document. Notice the margins on the inside between pages are larger than the outside margins. The inside margin is the gutter. The gutter margin set to slightly higher (.8) than the top, bottom and outside margins (.5). It's pretty important that the margins, including the gutter are set from the beginning. In a custom document, a margin has to be set for every single page.

Page numbering, MS Publisher 2010.

Page Numbering: The first basic step you must take in MS Publisher is to create a text box. There is a tab on the "ribbon" (formerly called a tool bar) that says "draw text box." This will give you a special cursor to create any sized text box anywhere on the page in a custom document. But what I am demonstrating here are page numbers, not text boxes. Notice to the far left in this screen shot you can see page numbers. However, these page numbers are not inserted into the document unless and until you 1) Hit the insert key at the top left in the ribbon. 2) Go to the page numbers tab at the far right upper corner of the ribbon and insert page numbers. In the example below you can see the page numbers to the far right that are not inserted into the document. The circles indicate where the insert tab & page number tabs are on the ribbon. Click on the screen shot to enlarge for better viewing. You will need to arrange your document in sections for front matter such as the Table of Contents (seen below) usually without page numbers, middle material, such as Introductions which generally contain Roman numerals, and the main body of text, which contains regular numbers. Creating sections is done by right clicking the mouse on the page you want to begin or end a section and you will be given a drop down menu.