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Desktop publishing,or DTP, is the term applied to the process of creating and publishing professional-looking documents using microcomputers. DTP systems can produce many types of documents, from simple to sophisticated, including business cards, letterhead stationery, brochures, newsletters, flyers, maps, coupons, posters, invitations, business graphics, annual reports, proposals, and magazines. For such projects, a company would need photography equipment, photo-editing software, illustration software, and page-layout software.

For example, creating a brochure would require photographs of people or products. Photo-editing software would be used to edit, combine, and give special treatment to the photographs. Illustration software would be needed to create line drawings or other special effects. And page-layout software would be needed to arrange all the text and graphic elements. The following sections review the history, system components, design process and guidelines, features, and management guidelines pertaining to DTP.

HISTORY

Historically, the creation and publication of professionally designed documents involved a variety of separate processes and people. To create a brochure, for example, a designer would develop the overall idea and create a drawing of the finished document. A writer would create the text, a typesetter would type the text in the desired fonts, an illustrator would draw needed line art, a photographer would shoot photos, and a service bureau would develop the film and create color separations from the photos for color work. The designer would then create the final comprehensive, pasting text, illustrations, and other elements on a board for filming. The comprehensive would be photographed, after which photo negatives would be cut out and placed on a sheet from which printing plates would be made. The plates would then be mounted on a printer, and the final document would be printed, cropped, folded, and bound as necessary.

Today's DTP technology automates many of these steps and enables just one person with a computer and DTP software to become a standalone publishing business. Photos can be taken with digital cameras, bypassing the film-development stage required of traditional film-type photography. Photo-editing software enables photos to be cropped, scaled, and edited. Word-processing software is used to capture and process text, and illustration software is used to create drawings. Finally, page-layout software is used to assemble all the components and print output from which printing plates are made. The final document is then printed on a computer printer or on a large commercial press. Alternately, electronic documents can be published on the Internet, making them available to a worldwide audience.

SYSTEM COMPONENTS

DTP system hardware requires a fast computer with a high-capacity hard disk, scanner, high-resolution printer, modem or other connection to the Internet, large amount of random-access memory (RAM), and digital camera. In addition, the system must have word-processing software, illustration software, photo-editing software, page-layout software, Internet-publishing software, clip art, and multiple type fonts. DTP periodicals can be helpful in selecting appropriate hardware and software.

DESIGN PROCESS AND GUIDELINES

Being successful at desktop publishing requires more than just learning howto operate all the DTP hardware and software. One must first develop a design, which requires creativity and knowledge of design principles, and then use the hardware and software to make the design a reality. The first phase of document creation involves planning. This phase focuses on identifying the goals of the publication. For example, to design a business card, the designer will want to give the customer the information needed to contact the business and to make a good impression on the customer.

The second step is to analyze the audience, the people who will be using and reading the document. If a newsletter focuses on mountain biking, for example, the audience might be primarily younger outdoor enthusiasts. Additional audience research would provide additional information about mountain biker characteristics.

The third step is to develop a strategy, or theme. A total communication line for a mountain biking retail business might include an Internet Web site, brochures, business cards, letterhead and envelopes, forms, and information sheets. To achieve unity, a carefully selected concept or theme should be carried throughout all these items. For example, all the documents might carry a common theme of a knobby bicycle wheel as the company logo, the same typeface for text and headings, and the same color scheme. Repetition of document characteristics and elements is a key characteristic of effective documents.

The final step in the planning phase is to develop a prototype of documents to be developed. Designers usually create numerous sketches and then gradually refine the more preferred sketches until a final selection is made. The final design must include appropriate empty space, called white space, so the document does not look too crowded. Obviously, the greatest requirement of the final design is that it will appeal to and persuade the intended audience.

After the planning phase, the document is created. Creation requires writing appropriate text, called copy, and choosing the appropriate fonts (typefaces, type styles, and type sizes) for the various parts of the text. To achieve a harmonious appearance, the fonts must complement the graphic styles. The text must be skillfully organized for easy reading, and the wording must be understandable and meaningful to the intended audience.

Graphics also have to be obtained, either illustrations or photographs. Professional artists can be hired to create needed illustrations, and photographers can be hired to shoot the desired photographs. Alternately, a person can take a photograph with a digital camera or with a regular camera, and afterward use a scanner to insert the image into the DTP software. Illustrations of many types can be created using illustration software, or commercially prepared clip art and clip photos can be purchased for use in business documents. As allowed by software-licensing agreements, graphic software can be used to manipulate or combine these graphics to produce the final desired graphic.

The graphics and text must then be assembled on the page, using page-layout software, so that all elements contribute to a pleasing and effective product. Principles of color, size, position, shape, pattern, and other contrast techniques must be applied so that documents will attract readers' attention. Documents should also be attractively balanced on the left and right sides of a page. Symmetrical balance means that the left and right sides of the page are visually similar. Asymmetrical balance means that the left and right sides are visually different. Asymmetrical balance is less formal and usually attracts readers' attention better; symmetrically balanced documents convey a message of formality and stability.

Elements of the document should be appropriately aligned with other parts of the document, rather than being randomly positioned. For example, a block of text and its related graphic could be aligned by the top, bottom, left, or right sides. Using a page grid (guidelines dividing a page into rectangular rows and columns) will help to achieve a good layout. In addition to alignment, related items should be grouped and placed more closely together, while unrelated items should be separated. Extra white space or borders can be used to divide or frame elements.

After the document is designed and created, it can then be published. Publishing can include desktop printers, photocopy machines, or large commercial presses. If commercial printers are used, document designers should confer with the press personnel regarding special procedures and file formats required in creating the document. In addition to being published as paper documents, documents can also be electronically published on the Internet for viewing by a worldwide audience.

FEATURES

The features typically found in page-layout software include the following:

Alignment guidelines: places nonprinting alignment lines on the computer screen for easy alignment of graphics and text

Automatic threading: links various parts of related text segments throughout multipage publications, such as magazines, and connects them with appropriate text, such as "continued on page x" and "continued from page x"

Color separation printing: enables the printing of different printing plates required in color offset printing

Frames: creates rectangular or circular boxes to contain graphics or text

Graphic cropping: provides the ability to cut, or crop, unwanted portions of photographs

Grid lines: displays multiple borders on the screen for consistent positioning of text and graphics

Imposition: arranges long publications, like booklets, books, and magazines, for printing and subsequent folding into the proper page sequence

Independent text and graphic placement: enables the placement of text and graphic objects anywhere on the page without having nearby text and graphics affect them

Indexing: provides automatic generation of indexes and tables of contents

Layers: provides the ability to stack text or graphics on top of one another

Master pages: provides automatic layout, pagination, headers and footers, and graphic elements for multiple pages

Object grouping: enables various graphic and text objects to be combined so they can be moved as a single object

Page-size flexibility: gives the ability to create documents in a wide variety of page sizes

Printer's marks: prints crop marks and registration marks needed by commercial printers when running color jobs

Spacing: manipulates the amount of white space on a page, including leading, kerning, tracking, margins, indentations, and column and paragraph borders

Spell checking: provides automatic spell checking for text

Styles: automatically adds appropriate typographical and layout attributes to text and graphics

Text curving and rotation: enables text to be angled or curved

Typography: manipulates all aspects of type, such as typeface, height, width, color, and dropped capitals

MANAGEMENT GUIDELINES

Not every organization needs to have a fully equipped DTP system. The decision regarding what elements to purchase should be based on a realistic needs analysis. Several questions should be answered in making this decision, such as (1) what documents are being planned for the organization? (2) can existing word-processing software be used to create most of the documents the company needs? (3) does the organization have trained personnel to design and create professional documents? and (4) howmuch will an outside agency charge to produce the documents the firm is wants to publish?

After a careful needs and resource analysis, a firm might decide to develop in-house DTP design and software expertise. If such a decision is made, the firm can hire someone who is already trained in DTP, or the organization can send current employees to DTP seminars or enroll them in formal classes at a local college. Also, high-quality periodicals provide useful design guidelines as well as information on cutting-edge technology and product comparisons. In addition, helpful Web sites give useful learning tips, and numerous DTP books offer additional assistance in document design.