Layout
a bid
Adapted from IACURH Award Resource Guide
Layout Overview
What is bid layout?
The layout of a bid is the organization of information on each page and throughout the bid.
Oftentimes, this includes different outlets for displaying text and information, graphical
depictions of thematic elements and more.
Paragraphs
Bulleted Lists
Text Boxes
Graphics
Pictures
Backgrounds
Layout Methods
Why does layout matter?
The layout of a bid can be just as important as who or what the bid is written about. The most
deserving subject could be buried by a bid with poor layout.
Information
If information is hard to find or comprehend in depth and at a glance, the bid becomes less
effective. This can be taken care of with effective layout methods (bulleted lists, text boxes,
etc.).
Theme
The layout of a bid is the easiest way to incorporate thematic elements (images, wording,
attitude, etc.). This will help you better expose the audience to the theme and, as a result, aid
them in developing a better understanding of your nominee.
Fun & Readability
It’s simple; a well laid-out bid is just easier and more fun to read and makes the bidding process
exciting.
Without being able to read the text, which of the following would you prefer to read?
Layout Basics
Once you’ve selected your layout software program, it’s time to start thinking about the layout
of your bid. The following suggestions will help you to set the foundation for your bid layout:
Select
Theme
List Topics
Layout the
Bid
Storyboard
Review
1. Select Theme
First, select the theme of your bid if you will be using one. Select a theme that will help the
audience gain a better understanding of your nominee and that will lend itself well to some
creative layout experiences.
Themes can be television shows, movies, songs, countries, hobbies, animals, colors, or anything
that relates to the nominee.







Decades (60’s, 70’s, 80’s, etc.)
Countries
Television Shows
Movies
Songs
Artists/Bands
Books







Colors
Hobbies (traveling, cooking, etc.)
Companies
Websites/Technology
Seasons/Nature/Animals
Words/Quotations
Food
RESOURCE
Check out the following website for more than 350 great theme ideas:
http://gomakesomething.com/ht/thebasics/theme-ideas/
Brainstorm
Also in this first step, brainstorm creative ways to tie the theme into the bid layout, including:
 Pictures
 Fonts
 Backgrounds
 Textboxes
EXAMPLE THEME
Theme: camping
Font: outdoorsy, camp sign font for page headings
Pictures: tents, campfires, trees, mountains, forest animals, s’mores
Background: greens, browns, trees, mountains
Layout Ideas:
 use a map to detail the table of contents or a process
 use the parts of a s’more (marshmallow, chocolate, graham cracker) to symbolize
parts of a whole
 use trails to separate content (dashed lines)
Get Your Elements
Download, photograph, or otherwise get the graphical elements associated with your theme.
TIP: Get an abundance of images—way more than you could ever use—so that you have some
options when layout becomes tricky.
Adapted from IACURH Award Resource Guide
2. List Topics
Second, list all of the information that you want to cover in your bid. This should already be taken care of
during the writing process. Having this list will aid in strategically placing information in the layout of the
bid.
Divide & Subdivide
In laying out a bid, it is more helpful to have your information comprehensively broken down. For an eight
page bid, for example, having eight broad topics for the pages will not aid much in planning a stunning
layout. Rather, for an eight page bid, you should have 8-12 broad topics, each broken down into 2-6
subdivisions based on the information you would like to cover.
Displaying Information
Next, ask yourself: what is the best way to display all of this information? There are many options,
including:
•
•
Paragraphs
Bulleted Lists
•
•
Text Boxes
Sidebars
•
•
Tables
Charts
3. Storyboard
Now that you have all of your information and thematic elements, it’s time to start putting things
on the page. The third step is storyboarding.
Storyboarding is for layout is like the outlining process for an essay. Before you write an essay, you
create an outline of your main points, what your paragraphs will focus on, topic sentences, etc.
This helps you collect your thoughts and make sure, before you start, that the essay is complete
and headed in the right direction. Similarly, before laying out a bid, you need to create the
outline for the design. This will help you make sure that your bid is complete and makes sense,
prior to starting the layout process.
1
Select your frame size. Are you just looking to get your ideas on paper in a very rough
fashion? Small frames will do. Are you looking to have a greater degree of detail? Use
slightly larger frames.
TIP: NEVER use a full size sheet of paper as a frame for storyboarding. It defeats the
purpose of storyboarding, which is to think and prepare for layout, not perform the
actual layout. It also manipulates users into adding additional details because the page
will appear emptier than a smaller frame; this leads to clutter.
2
Position items. Determine the positions for information on
your page. If you have ideas for body text, text boxes,
sidebars, graphics, tables, this is where you will construct
your basic outline. You should already have a list of all of
your pieces of information and how you would like to
display them, so start placing them on the page.
TIP: Use big boxes for rough areas; don’t try to be precise.
TIP: Use pencil so you can erase.
3
side· bar / ˈsīdˌbär / Noun
A short article in a newspaper or
magazine (or bid!), typically boxed,
placed alongside a main article, and
containing additional material.
Hint: This is a sidebar!
Label. Label each item on the page; make it clear what you are portraying (e.g.
Milestone Articles (bullets)). Also, write a brief description of the topic you are illustrating
for the entire page—what you’re trying to get across.
4
Keep it simple. Keep your layout easy at this stage. Storyboards are only a mid-process
guide to help you as you develop your bid. As you start placing information into the
software program, many things will change; this is just to serve as a starting guideline.
5
6
Create one frame for each page of your bid. The goal of storyboarding is to be able to
see the fundamental appearance of your bid long before you spend hours in a software
program. It also serves as a great platform for organizing thoughts prior to writing.
Review. Review the entire storyboard of frames once you finish. Ask yourself whether the
story of the bid would make sense to someone else.
TIP: Go ask someone else. If the storyboard makes sense to someone who doesn’t
understand RHA or NRHH, then you should be good to go.
Credit: The above list is an IACURH modification of the original article below:
http://www.ehow.com/how_2052418_draw-storyboards.html
Adapted from IACURH Award Resource Guide
Nominee:
Cover
1
2
3
4
5
6
7
8
Traditional
8-Page Bid Storyboard
4. Layout the Bid
It’s finally time to start laying out the bid. Before you start, you should try to have as many of the
following as possible; it’ll make things much easier and you can avoid hours of small adjustments
later.
Pre-Layout Checklist
 All textual information for the bid written, edited, and finalized, including:
 Body Text
 Bulleted Lists
 Sidebars
 Charts & Tables
 Photo Captions
 All photos for the bid (you can always insert a placeholder in the layout if you don’t have
them)
 Thematic Elements:
 Graphics
 Borders
 Fonts
Stress-Saving Steps to a Successful Layout
1. Select Your Layout
Software
(information on layout
software is in the pages to
come)
Bid Category:
4. Add Page
Headings/
Section Titles
Though you will
have your
storyboard to
guide you, this
will help with
organization.
2. Set Up Your Document
Number of pages,
margins, etc.
5. Insert Graphical Elements
While the textual information
of your bid is the most
important, if you insert the
graphical elements (images,
photos, etc.) prior to the text,
you will be better able to see
how the two interact. This
way, you can adjust the
graphical elements to work
with the text instead of the
other way.
3. Set Your Background
Color, image, thematic
element, etc.
6. Insert Bulleted Lists, Sidebars,
Charts, & Tables
These non-paragraph pieces of
textual information pack the
most information for the least
space. They are truly what
separates good bids from great
bids. Insert these before the
body text to ensure that you
have space and don't cut any
of these vital displays of
information.
7. Insert Body Text
Insert all of your general body text: the kind in paragraph form. This is the most flexible form of
textual information in that you can easily add, subtract, or rewrite to work within a given space
without sacrificing information.
5. Review
Oftentimes bid writers fail to thoroughly review the layout after its completion, which leads to
complications that may detrimentally affect the bids performance. If, for example, your layout
caused a portion of your body text to be cut off, then readers may not receive a piece of vital
information.
Things To Look For
 Text
 Headings – All the same font (typeface, size, and style)
 Body Text – All the same font
 Page Numbers – All in the same location; all the same font
 Tables – All the same style
 Cut off – Make sure that text wasn’t cut off by textboxes, wrapping, etc.
 Photos
 Borders – All the same
 Captions – All photos have captions
 Captions – All the same font
 Graphical Elements (all apply to photos as well)
 Clean – make sure that any manipulated graphics are clean (no white or choppy
clipping paths)
 Distortion – all elements maintain original aspect ratio
 Pixelation – elements are not so large that the individual pixels become visible
and the image blurry (if this happens, it’s because the image is larger than its
original dimensions)
Questions To Ask

Did all of the information make it into the layout?
*Go check your topic list (step #2) to make sure.

Does the layout make sense? Is there a logical progression of the covered topics from
beginning to end?

Is it well organized and free of clutter?

Is the body text simple and easy to read?

Is it pleasing to the eye?

Is there an adequate balance of text and graphics?
Tips for Reviewing Your Bid
1. Print a Copy – It makes it easier to see the full page at a glance.
2. Leave It – Working on a project for long periods of time dilutes our sensitivity to
poor visual aestheticism. If you have the time, leave the layout alone for a few
days. When you come back to the bid, you’ll be able to have a fresh
perspective.
3. Find an Editor – Have someone else critically review the layout for a different
perspective.
Layout Tools
Fonts
Typeface vs. Font
A typeface is a particular design of type. A font is a specific size and style of type within a type
family. The two are often used interchangeably.
Example:
Typeface: Century Gothic
Font: Century Gothic, 10 pt.
Typeface Tips:
1. Rule of Thumb: 1 type face for headings and 1 type face for content
2. Don’t use more than 3-4 fonts in an entire bid.
3. Don’t change the font in mid sentence unless you have a very good reason.
4. Sans serif fonts (like this) are easier to read on a computer screen (where most bids are read).
~http://webdesign.about.com/od/fonts/a/aa080204.htm
Finding & Installing Fonts
There are many free font websites through which you can download some creative fonts for
your bids, such as:
 http://www.fontriver.com
 http://www.dafont.com
 http://www.1001freefonts.com
 http://www.fontspace.com
 http://www.urbanfonts.com
 http://www.searchfreefonts.com
Once you have found the font you would like, install it through the following steps:
1. Download the font (most come in a .zip file)
2. Extract the files; the font file is usually a TrueType Font (.ttf) or OpenType Font (.otf) file
Based on operating system, follow steps 3-4 below:
Microsoft Windows
Video for Windows: http://www.youtube.com/watch?v=T6AC42TBjnE
Vista
3. Open the Fonts folder on your computer - Search "Fonts" from the Start
Menu OR Start  Control Panel  Appearance and Personalization 
Fonts
4. Copy/Paste or Drag/Drop the font file into the Fonts folder.
Windows 7
3. Right Click on the font file.
4. Select "Install."
Mac OS
Video for Mac: http://www.youtube.com/watch?v=3AIR7_ch9No
3. Double click the font file to open it.
4. Click "Install Font"
Images
Locating Images
Finding the best images for your bid’s layout is easy with the endless supply of images available
online. The following websites are great for locating the images necessary for your bid:
Google Images
URL: http://google.com/imghp
TIP: Use the options at the left to hone your search. For
example, select ―Large‖ to find background quality images.
Flickr
URL: http://www.flickr.com
Photobucket
URL: http://www.photobucket.com
Vecteezy
URL: http://www.vecteezy.com
Large library of vector images (avoid nasty pixelation); great
resource for background images.
Working with Images
Oftentimes, you will need to be able to work with an image beyond the capabilities of particular
layout software. You may need to crop, change colors, work with transparency, save as a
different file type, or otherwise edit images before placing them in your bid layout. The following
tools are all great options for working with images.
Paint.net
URL: http://www.getpaint.net
Paint.net is a freeware (free software) graphics editor
program that is capable and user friendly, making it ideal for
use in award bids. Also, it is downloadable software (not
online), so you can access it anywhere with your computer.
Picnik
URL: http://www.picnik.com
Picnik is an online photo editing service that offers some basic
tools and options in an easy-to-use interface.
Photoshop Express Editor
URL: http://www.photoshop.com/tools/expresseditor
Photoshop Express Editor is a free online image editor from
Adobe, the makers of Photoshop. It takes the power of
Photoshop and puts it in an interface suitable for all skill levels.
Color Scheme Designer
URL: http://www.colorschemedesigner.com
Color Scheme Designer is an online application for producing
harmonious color schemes. The site is very intuitive and will
help to create color schemes that will work with your theme,
images, and other elements.
Common Layout Mistakes
Layout is a learning process, but you should definitely not jump in blindly; review these common
layout mistakes to avoid making some of your own:
Text
Overformatting
Keep your text simple. 98% of your body text should be plain text with no added formatting
changes (bold, underline, etc.). The rule with formatting is moderation: if you overuse it, it
becomes a distraction and difficult to read; if you underuse it, you have a monotonous bid.
Make the formatting work for you to emphasize key points: bold numbers and statistics, underline
program names, etc.
Unreadable Font
Upon discovering the art of downloading and installing fonts outlined earlier, many are quick to
jump to the wide array of strange and over complicated typefaces. There is a reason why
Helvetica (Helvetica) is the most widely used typeface in the world. Don’t select fonts with big
curls, avoid brush strokes and ―handwriting‖ fonts, and look for those with a substantial
difference in styles (bold, narrow, etc.) to provide formatting options.
Color
Colored Body Text
Black text is your friend. Never use colored text for your primary body content unless you have a
very good reason and it is the only way it will work with your theme, graphics, etc. (though you
may just want to change your theme if that is the case). Any non-black text adds strain to the
eyes to read. Colored text should be saved for cover pages, headings, and tables/charts. Also,
use darker colors wherever possible.
Poor Color Pairings
Avoid placing orange text on a red background, or blue text on a black background. Always
make sure that the color pairing doesn’t lead to poor visibility and readability. Use Color Scheme
Designer from the previous page if you need assistance.
Graphics
HUGE Graphics
It’s a common mistake made by first time bidders as they try to embrace the thematic element
of bids but end up overdoing it. A graphic should never take up more than one-eighth of the
page and in most cases should be much smaller.
Poor Quality Graphics
Commonly found in background images for bids, don’t use low quality images. You should never
stretch any graphic larger than its original size. You are better off using a plain single color
background than using a pixelated blown-up image.
Photoshop Botching
If you don’t have skills in photo editing, don’t do it. A Photoshop botch is an eyesore that
distracts from the content.
layout
software
guide
Layout Software
The first thing to think about when it comes to bid layout is which layout software you
will be using. There are many programs available for layout and design purposes, but
this guide will focus on the three that are the most common and accessible to many
college students: Microsoft Word, Microsoft Publisher, and Adobe InDesign.
The following pages outline the pros and cons of each program in detail to help you to
select the most appropriate layout software program for your bid. In most cases,
however, the program you select will be based on the understanding of individuals
laying out the bid and the software they are most familiar with. For example, while
Adobe InDesign might be the more capable software, if you have no one in your
RHA/NRHH with the required skill set and understanding of the program, it’s not always
an option.
Focused Software Programs
Microsoft Word
Microsoft Word is the most popular Word Processing software in the world,
used by more than 500 million users around the globe. It is the flagship
program in the Microsoft Office productivity suite, so it’s accessibility to
computer users is second to none. As a result, it is also easily the word
processer with the greatest number of familiar users.
Pros: Excellent text editing, best spell check, user friendly/easy to learn
Cons: Poor graphics ability, difficult alignment and text box options
Microsoft Publisher
Microsoft Publisher is a desktop publishing application that differs from
Microsoft Word in its emphasis on page design and layout. Originally designed
as an entry-level layout application, the program has received many
upgrades in recent years that have enhanced its place amongst the
competition.
Pros: Easier to access and understand options,
Cons: Lacks some capability of higher end programs
Adobe InDesign
Adobe InDesign is a layout software program produced by Adobe Systems.
Pros: Extremely capable, excellent graphics and alignment options
Cons: Steep learning curve, expensive
Other Software Programs
There are many design software programs available for use; some are freeware where as some
require purchased licenses or subscriptions. Some work well for specific operating systems and
platforms, while others are universal. Below you will find some information on some design
software programs on which this guide will not focus in detail.
Apple iWork Pages
URL: http://www.apple.com/iwork/pages/
Pages is a word processing and layout application. Developed by
Apple, the program has many templates and one of the easiest
and most intuitive user interfaces of any design program. Overall,
Pages is a great option for Mac users.
iStudio Publisher
URL: http://www.fatpaint.com/
iStudio Publisher is a desktop publishing application developed by
c:four specifically for the Mac operating system. It is a more
powerful tool for layout and page manipulation than Pages.
Fatpaint
URL: http://www.photoshop.com/tools/expresseditor
Fatpaint is a free dekstop publishing and image editing
application that is available online. The site include a number of
helpful tutorial videos, though the application is more suited to
graphic design than layout.
PageStream
URL: http://www.pagestream.org/
PageStream is a desktop publishing software designed by
Grasshopper LLC that runs on most operating systems. PageStream
is very similar to an Adobe InDesign user interface
and is a great alternative design program.
Scribus
URL: http://www.scribus.net/canvas/Scribus
Scribus is a free desktop publishing application and excels in
textual layout specific to magazine, newspaper, and brochure
structures. The substantial text editing and control features make
Scribus it a great choice for award bids.
Though this guide only specifically details layout in Microsoft Word, Microsoft Publisher, and
Adobe InDesign, you are encouraged to check out the above programs and any other design
software to determine what will best suit the needs of your award bidding style. You can find a
list of design software programs at the link below:
http://en.wikipedia.org/wiki/List_of_desktop_publishing_software
Software Breakdown
Below you will find a comprehensive breakdown of these common layout programs:
Key
Best
By far the superior software.
Good
Effective and sufficient for most bids.
Poor
Slightly ineffective or lacking for most bids.
Worst
Inferior software; would not recommend for bids requiring this feature.
NA
Feature not available.
General Items
Learning Curve (Layout)
Cost*
Text
Text Editing
Spell check
Textboxes
Text Control
Text Color Control
Graphics Ability
Image Cropping
Clipping Paths
Transparency (Ease)
Transparency (Flexibility)
Text Wrap
Layout
Object Movement
Object Manipulation
Alignment
Detailed Layout Control
Color
Color Options
Color Use
Alignment
File Options
File Compatibility
Export to PDF
Exporting Options
Overall
Microsoft
Word
Good
Best
Good
Good
Best
Good
Poor
Good
Good
Poor
Good
NA
Good
Poor
Good
Worst
Worst
Poor
Poor
Worst
Good
Good
Good
Poor
Poor
Poor
Good
Good
Poor
Microsoft
Publisher
Good
Good
Good
Good
Good
Good
Good
Poor
Good
Good
Good
NA
Good
Poor
Good
Good
Good
Good
Good
Good
Good
Good
Good
Good
Good
Good
Good
Good
Good
Adobe
InDesign
Poor
Worst
Poor
Good
Good
Poor
Best
Best
Best
Best
Best
Best
Poor
Good
Best
Best
Good
Best
Best
Best
Good
Good
Poor
Best
Best
Best
Good
Best
Best
Note: These ratings are the opinion of the IACURH AD-NRHH. Please research and experiment to find the best
software program for your school’s bidding needs.
*Cost ratings are based on average cost to individual consumers. Most educational institutions, however, have
licenses to all programs, so this will most likely not be a deciding factor.
Step-by-Step Software Guide
Does that pesky hyphen at the end of every line have you frustrated? Forgot how to set the
background color in Microsoft Publisher? This portion of the Award Bidding Guide is intended to
take you step by step through some common bidding procedures and how to complete them
using Microsoft Word, Microsoft Publisher, and Adobe InDesign.
Contents
Page Setup



Page Background Color
Page Border
Page Numbers



Hyphenation
Text Boxes
Text Wrap




Insert Images
Crop Images
Images Borders
Image Transparency
Text
Images
Tutorials
This section is intended to serve as a simple set of instructions for completing some common
layout processes using common layout software. However, it is impossible to cover everything.
The following are great tutorials and resources for assisting with software-specific layout
questions:
Microsoft Word
Microsoft Office Support
URL: http://office.microsoft.com/enus/support/?CTT=97
Select Word from the right.
Baycon Group
URL: http://www.baycongroup.com/
wlesson0.htm
This site has very thorough step-bystep tutorials.
Microsoft Publisher
Microsoft Office Support
URL: http://office.microsoft.com/en-us/support/?CTT=97
Select Publisher from the right. Beyond the Microsoft Office website, there is a general
lack of quality tutorials for Microsoft Publisher. However, you can still use a search engine
to search for answers to specific publisher questions.
Adobe InDesign
Adobe InDesign Support
URL: http://www.adobe.com/
support/indesign/
The direct support site from Adobe; it
has everything.
Adobe TV – Learn InDesign
URL: http://tv.adobe.com/show/
learn-indesign-cs5
This is a great video library for learning
InDesign. You can also search Adobe
TV for other tutorial videos.
Page Setup
Page Background Color
Definition: A background color is the color that exists behind the text on a page. The
default background color for most software programs is white, as is the background of
this page. Background colors can be solid colors, or have gradients or other effects.
Backgrounds can be used to spice up a bid with color and other effects; they also
allow you to experiment with different font colors and more.
Microsoft Word
1. Select Page Layout.
2. In the Page Background section, select Page Color. From here, you
can select a color background and add effects (gradients, etc.).
Note: By default, the background color will apply to all pages in
the document. If you would like to have a different color for a
specific page, set up section breaks before and after the page:
Page Layout  Page Setup  Breaks  Section Breaks
Microsoft Publisher
1. Format  Background
2. Select the background you would like to apply.
Note: The background is only applied to the current page.
Adobe InDesign
1. Select the Rectangle Tool.
2. Drag to create a rectangle across the entire page.
3. Use the Color Panel or Swatches Panel to change the color.
Keyboard Shortcut: F6 (Color Panel)
Keyboard Shortcut: F5 (Swatches Panel)
4. Set the rectangle behind your text using one of the following:
Send to Back
i. Right Click  Arrange  Send to Back
Keyboard Shortcut: Ctrl + Shift + [
ii. Right Click  Lock
Keyboard Shortcut: Ctrl + L
New Layer
i. Create a new Layer that is behind the primary layer. Lock this
layer to make content editing easier.
Keyboard Shortcut: F7 (Layers)
Page Border
Definition: A border is an element that surrounds the text and content on a given page,
such as a box outlining the page. Page borders can be graphical or simple lines. By
default, documents in any layout software will not have a page border.
Page borders help add uniformity and consistency to a bid, provide another outlet for
theme usage, and serve the aesthetic purpose of framing your content to make it
jump off the page. “
The following instructions detail the insertion of line borders that are a formatting option
in each program. You may also use an image as a border; to do this, please view the
section on image insertion.
Microsoft Word
1. Select Page Layout.
2. In the Page Background section, select Page Borders. From here,
you can select a border and modify style, color, width and more.
Note: By default, the page border will apply to all pages in the
document. If you would like to have a different color for a specific
page, set up section breaks before and after the page:
Page Layout  Page Setup  Breaks  Section Breaks
Microsoft Publisher
1. Select the Rectangle Tool.
2. Drag to create a rectangle across the page.
Note: By default the rectangle will be a single line at 0.75 pt.
3. Right Click  Format AutoShape
4. In the Colors and Lines section, you can select a border and modify
style, color, width, and more.
Note: The page border will only apply to the select page. To apply
to all pages in a document, you can add it the Master Page:
View  Master Page  Follow steps above
Use Format  Apply Master Page to apply the border to pages.
Adobe InDesign
1. Select the Rectangle Tool.
2. Drag to create a rectangle across the page.
3. Use the Color Panel or Swatches Panel to change the color.
Keyboard Shortcut: F6 (Color Panel)
Keyboard Shortcut: F5 (Swatches Panel)
4. Use the Stroke Panel to change border thickness and style.
Keyboard Shortcut: F10 (Stroke Panel)
Page Numbers
Definition: Page numbers are numbers that outline which page you are on in a given
document. For example, if you’re told to turn to page 75 in your textbook, you can easily
do so, because page 75 is marked with the number.
Page numbers are typically in the header or footer section of a page, but this is not
always required; schools have, in the past, been creative with borders and images to
add the page numbers.
Page numbers are required for all award bids to aid in review, discussion, and help
ensure that bids are meeting policy requirements. The cover page for your bid does not
need to be numbers, but all other pages must.
If you do not have page numbers, your bid will be disqualified.
Microsoft Word
1. Select Insert.
2. In the Header & Footer section, select Page Number.
3. Use the options to place page numbers in the appropriate location,
format the numbers, and more.
Microsoft Publisher
1. In the Insert menu, select Page Numbers…
2. Select the options for page number location.
3. After the numbers are inserted, you can format them (color, font,
bold, italic, etc.) by double clicking on the page number on any
page.
Adobe InDesign
Adding page numbers in InDesign is tricky. You can follow the steps
below, but it is suggested that you view this tutorial:
http://tv.adobe.com/watch/learn-indesign-cs5/gs03-adding-pagenumbering/
1. Select the Pages panel and double click on A-Master (or another
master page).
2. On the master page/spread, use the Type Tool to drag a textbox in
the location for your page numbers.
3. Select Type  Insert Special Character  Markers  Current Page
Number.
Keyboard Shortcut: Alt + Ctrl + Shift + N
Text
Hyphenation
Definition: Hyphenation refers to the splitting of words in a bid at the end of lines. This
typically occurs when using a Justify alignment, but can occur in any bid.
Hyphenation can detrimentally affect the readability of the final product, so it is
important to remove excessive hyphenation.
Microsoft Word
1. Select Page Layout.
2. In the Page Setup section, select Hyphenation
3. Select None to remove hyphenation.
Note: None is the default setting. This means that words will never
be hyphenated in your document. This is the preferred setting.
Note: The hyphenation setting for Word applies to the entire
document.
Microsoft Publisher
1. Select the text from which you would like to remove hyphenation.
2. Tools  Language  Hyphenation
Keyboard Shortcut: Ctrl + Shift + H
3. Uncheck ―Automatically hyphenate this story.‖
Note: Automatic hyphenation is the default setting.
4. Click OK.
Note: The hyphenation setting for Publisher only applies to
individual text boxes. You must remove hyphenation from each text
box individually.
Adobe InDesign
1. Select the text from which you would like to remove hyphenation.
2. Select the Type Tool.
3. In Paragraph Formatting Controls, uncheck Hyphenate.
Keyboard Shortcut: Ctrl + Alt + T (uncheck Hyphenate)
Note: Automatic hyphenation is the default setting.
Note: If you uncheck Hyphenate before including any content in
your document, then none of the content will be hyphenated. If
you have already included content, then you must remove
hyphenation from each text box individually.
Text Boxes
Definition: A text box is a field or entry box in a graphical user interface designed to
allow the user to input text information for the program. In terms of layout, textboxes are
the method through which you may add textual content to a page.
Some layout software, such as Microsoft word, doesn’t require the use of textboxes. In
Word, you can just open and start typing. However, you will find that adding textboxes
allows for greater control and a more diverse layout.
Most layout software, on the other hand, such as Microsoft Publisher and Adobe
InDesign, require text boxes in order to insert text. You can just open the program and
start typing; you first need to create a place for the type to go.
Microsoft Word
1. Select Insert.
2. In the Text section, select Text Box.
3. Select your desired text box style.
Note: Word offers a number of text box styles based on your theme
colors. These are helpful if you are new to layout and design.
However, the Simple Text Box (first option) is often easier to
customize to your desired look.
Microsoft Publisher
1. Select the Text Box tool on the left-hand menu.
2. Drag to create a text box in the appropriate location on your page.
OR
1. In the Insert menu, select Text Box.
2. Drag to create a text box in the appropriate location on your page.
Adobe InDesign
1. Select the Type Tool.
2. Drag to create a text box in the appropriate location on your page.
Text Wrap
Definition: Text wrap is when text wraps around an object on your page,
such as an image.
Text wrap is particularly useful in creating eye-catching layouts; any
textual layout that is not the typical left margin-to-right margin style
draws the eye’s attention. Text wrap also makes layout much easier
as you don’t have to worry about placing text boxes just so, our
manually adding extra lines and spaces.
This circle
demonstrates
how text can
wrap around
the edges of
an object.
Microsoft Word
1. Select the object around which you would like to wrap text.
2. Select Format under the Tools section (Picture Tools/Text Box Tools).
3. In the Arrange section, select Text Wrapping.
4. Select the appropriate text wrapping option (explained below).
Note: By default, images are inserted with the In Line with Text
wrapping option and text boxes are inserted with the In Front of
Text wrapping option.
Microsoft Publisher
1. Select the object around which you would like to wrap text.
2. The Picture toolbar should appear.
3. Select Text Wrapping.
Note: You may also select Text Wrapping from the Arrange menu.
4. Select the appropriate text wrapping option.
Adobe InDesign
1. Select he object around which you would like to wrap text.
2. Open the Text Wrap panel by selecting Window  Text Wrap.
Keyboard Shortcut: Alt + Ctrl + W
3. Select the appropriate text wrapping options.
Though there are other options, below are some descriptions of the most commonly
used text wrapping options:
Word/Publisher
InDesign
Square
Wrap Around
Bounding Box
Tight
Wrap Around
Object Shape
Top & Bottom
Jump object
Description
Creates a rectangular text wrap
boundary around the bounding box of
the selected object.
Also known as contour wrapping,
creates a text wrap boundary around
the shape of an object.
Keeps text from appearing in any
available space to the right or left of
the object frame.
Images
Definition: Images, for this guide, are any graphical element that is not native to the
software application (so clipart is not addressed here). Images can come from many
sources, such as the internet, personal cameras, and design programs. Images can
come in many file formats including, but not limited to, JPG, PNG, GIF, TIFF, and BMP.
Images (like the Word, Publisher, and InDesign logos below) are intended to
complement text, but not replace it. They can help organize thoughts and ideas (as
below), give a visual representation of the content (as in a program), or simply help the
audience better understand the nominee.
Insert Images
Microsoft Word
1. Select Insert.
2. In the Illustrations section, select Picture.
3. Locate and select your desired image to insert.
Note: None is the default setting. This means that words will never
be hyphenated in your document. This is the preferred setting.
Note: The hyphenation setting for Word applies to the entire
document.
Microsoft Publisher
1. Insert  Picture  From File…
2. Locate and select your desired image to insert.
OR
1. Select the Picture Frame tool, then Picture from File.
2. Draw the frame for your image in the location on the page.
3. Locate and select your desired image to insert.
Note: Right Click  Format Picture… for formatting options.
Adobe InDesign
1. File  Place
Keyboard Shortcut: Ctrl + D
2. Locate and select your desired image to insert.
3. Click to place the image in its full size or drag a frame to determine
image size.
Crop Images
Definition: Cropping an image is cutting out section of the image. For example, if you
have a picture of a group of people, you could crop out all except for one person.
Cropping can help focus on the main intent of the picture or help ease the layout by
removing unnecessary items or giving a shape that is easier to work with.
Microsoft Word
1. Select the image.
2. Select Format under Picture Tools.
3. In the Size section, select Crop.
4. Adjust the black handles to crop the image.
Microsoft Publisher
1. Select the image.
2. The Picture toolbar should appear.
3. Select the Crop tool.
4. Adjust the black handles to crop the image.
OR
Adobe InDesign
1. With the Selection Tool (black arrow), select the image.
2. Drag any of the image points (do not press any keys) to crop the
image.
Image Borders
Definition: Hyphenation refers to the splitting of words in a bid at the end of lines. This
typically occurs when using a Justify alignment, but can occur in any bid.
Hyphenation can detrimentally affect the readability of the final product, so it is
important to remove excessive hyphenation.
Microsoft Word
1. Select Page Layout.
2. In the Page Setup section, select Hyphenation
3. Select None to remove hyphenation.
Note: None is the default setting. This means that words will never
be hyphenated in your document. This is the preferred setting.
Note: The hyphenation setting for Word applies to the entire
document.
Microsoft Publisher
1. Select the text from which you would like to remove hyphenation.
2. Tools  Language  Hyphenation
Keyboard Shortcut: Ctrl + Shift + H
3. Uncheck ―Automatically hyphenate this story.‖
Note: Automatic hyphenation is the default setting.
4. Click OK.
Note: The hyphenation setting for Publisher only applies to
individual text boxes. You must remove hyphenation from each text
box individually.
Adobe InDesign
1. Select the text from which you would like to remove hyphenation.
2. Select the Type Tool.
3. In Paragraph Formatting Controls, uncheck Hyphenate.
Keyboard Shortcut: Ctrl + Alt + T (uncheck Hyphenate)
Note: Automatic hyphenation is the default setting.
Note: If you uncheck Hyphenate before including any content in
your document, then none of the content will be hyphenated. If
you have already included content, then you must remove
hyphenation from each text box individually.
Image Transparency
Definition: A transparent image is any image that has inherent transparent properties or
is manipulated to have them.
For example, the image at the right has transparency surrounding
the InDesign logo and in the ID. As a result, the black background
is shown through the image. Typically, transparency isn’t very
important in documents with white (default) backgrounds.
However, as you explore different background options,
transparency can help avoid unappealing white boxes that can
quickly become major eyesores.
Image file formats that support transparency: GIF, PNG, BMP, and TIFF.
Note: JPG images, the most common, do not support transparency. Any items made
transparent in a photo editing software become white during the saving process.
Microsoft Word, Microsoft Publisher, Adobe InDesign
For the most part, all three work very similarly with images with inherent
transparency. Speaking generally and with the skill set of the average
award bid creator, GIF files with transparency are the only images that
will maintain transparency in any of the layout software programs.
PNG and TIFF files will maintain transparency in Word or Publisher.
Set Transparent Color
Microsoft Word
1. Insert the desired image. Select the image.
2. Select Format under Picture Tools.
3. In the Adjust section, select Recolor.
4. Select Set Transparent Color.
5. Click in the image on the color you would like to make transparent
(usually white).
Microsoft Publisher
1. Insert the desired image. Select the image.
2. The Picture toolbar should appear.
3. Select the Set Transparent Color tool from the toolbar.
4. Click in the image on the color you would like to make transparent.