Basics of Desktop Publishing

Desktop publishing is the use of the computer and software to create visual displays of
ideas and information. Desktop publishing documents may be for desktop or commercial
printing or electronic distribution including PDF, slide shows, email newsletters, and the
Web. Desktop publishing is a term coined after the development of a specific type of
software. Before the invention of desktop publishing software the tasks involved in
desktop publishing were done manually, by a variety of people and involved both graphic
design and prepress tasks which sometimes leads to confusion about what desktop
publishing is and how it is done.

Traditional Definition

Desktop publishing is the use of the computer and specialized software to create
documents for desktop or commercial printing. Desktop publishing refers to the process
of using the computer to produce documents such as newsletters, brochures, books, and
other publications that were once created manually using a variety of non-computer
techniques along with large complex phototypesetting machines. Today desktop
publishing software does it all - almost. But before PageMaker and other desktop
publishing software there were e-scales, paste-up, and other non-desktop computer ways
of putting together a design for printing.

Properly speaking, desktop publishing is the technical assembly of digital files in the
proper format for printing. In practical use, much of the "graphic design" process is also
accomplished using desktop publishing and graphics software and is sometimes included
in the definition of desktop publishing.

Use of Desktop Publishing

Freelance and in-house graphic designers, small business owners, secretaries, teachers,
students, and individual consumers do desktop publishing. When desktop publishing
software first debuted, desktop publishing was almost the exclusive realm of graphic
designers. However, with the advent of more desktop publishing software and easier-touse, consumer-oriented software desktop publishing became accessible to a wider range
of people, including non-designers and others without graphic design experience.

Here are more detailed explanations of who does desktop publishing for profit (business
people):

* a graphic designer or other professional (often with some formal training or

background) who uses desktop publishing software (most often the high-end programs
such as Adobe PageMaker or QuarkXPress) to design documents for clients.
* a (often) small or home-based business person (often self-trained or with a background
other than design or printing) who uses their computer and desktop publishing software
to design documents for clients.
* a (often) small or home-based business person with a word processing, resume, or
office support business who uses their word processing software (usually) to design
documents for their word processing clients.
* a person who uses their computer and desktop publishing software to design
documents for their own business (not for clients). Will usually use low-end to midrange
desktop publishing software and print documents directly to their desktop printers.
* a secretary, administrative assistant, or other office support person who uses word
processing or desktop publishing software to design documents for an employer in
addition to their normal, non-design duties. Additionally, desktop publishing software is
frequently used by consumers for personal use for various desktop printed projects such
as greeting cards, family newsletters, and other creative printing projects.

History
Several events of the mid-1980s including the development of Aldus PageMaker (now
Adobe PageMaker) ushered in the era of desktop publishing. It was primarily the
introduction of both the Apple LaserWriter, a PostScript desktop printer, and PageMaker
for the Mac that kicked off the desktop publishing revolution. Aldus Corporation founder
Paul Brainerd, is generally credited for coining the phrase, "desktop publishing." 1985 was
a very good year.
In the intervening years since PageMaker's introduction and purchase by Adobe, Quark,
Inc.'s QuarkXPress took over as the sweetheart of desktop publishing applications. But
today Adobe's InDesign is firmly planted in the professional sector and wooing over many
converts on both the PC and Mac platforms.

Importance
Desktop publishing and graphic design can make documents look better, prettier. But it's
about more than just appearance. Desktop publishing, used properly, enhances visual
communication and streamlines the process of disseminating information of all kinds.
Desktop publishing is important as a tool that can enhance communication by making it
possible to quickly and efficiently produce printed and electronic (online or on-screen)
documents. Desktop publishing software allows the user to rearrange text and graphics
on screen, change typefaces as easily as changing shoes, and resize graphics on the fly,
before finally committing a design to paper.
There are drawbacks to desktop publishing in that it also makes it easier and less
expensive to produce really bad designs. So, while desktop publishing is important,
education in basic principles of graphic design and desktop publishing techniques is
equally important.

Capabilities
a) Handling of the Text:
It allows one to compose text in a manner that comes close to the requirement of
typesetting. It is possible to compose text with well-designed, proportionately
spaced characters along with justified lines. Type composition in a DTP system
allows the use of more than one type of font and size and a character set more
varied than that available on a typewriter.
b) Generation of Graphics:
Artwork and design can be created with the commands of the operator in DTP .
Business Graphics can be generated by programs that use figures from the data &
convert them into required charts or graphics.
c) Editing of Images:
The visual document created by the user can easily be viewed on the computer. It
is also convenient to edit and shift around composed matter in DTP system.

d) Outputting :
The DTP system must be able to produce output on at least one of the
devices available. Laser printers can produce acceptable outputs for many
users.

DTP Software
There is no single best desktop publishing software program. There are, however, specific
programs that are better suited for certain tasks than others. One has to find out what
software is best for accomplishing those critical tasks.
There are four general groups of software used in desktop publishing software most
designers need. These types of programs make up the core of your toolbox. Additional
utilities, add-ons, and specialty software not covered here can enhance the basic desktop
publishing software arsenal. Within some of the four general groups of software are
additional sub-categories.

1. Word Processor
A word processor is used to type and edit the text including spell and grammar checking.
Formatting of specific elements including those formatting tags when text is imported to
the page layout program also simplify some formatting tasks. Even if advanced layout
options are available in the word processor software, they are best suited to simply work
with words, not for page layout. Additionally, if commercial printing is involved, word
processing file formats are generally not suitable. A word processor should be chosen that
can import and export a variety of formats for maximum compatibility with others.

Examples: Microsoft Word, Corel WordPerfect

2. Page Layout (aka Desktop Publishing Software)

These are the programs most closely associated with doing desktop publishing. This kind
of software for desktop publishing allows for the integration of text and images on the
page, easy manipulation of page elements, creation of artistic layouts and multi-page
publications such as newsletters and books. High-end or professional level tools include
more prepress features while software for home or small business use have more
templates and clip art.

Examples: PageMaker, QuarkXpress and InDesign

3. Graphics Software

For most print publishing an illustration program and an image editor are the types of
programs needed. Some graphics software programs may incorporate a few features of
the other type, but for most professional work, each one is needed.
* Illustration
Illustration or drawing programs work with vector graphics formats and allow more
flexibility when creating artwork that is to be resized or must go through multiple edits.
Adobe Illustrator is one example.
Examples: Illustrator, CorelDraw

* Photo/Image Editing
Image editors, also called paint programs or photo editors work with bitmap images such
as photos and scans. Although illustration programs can export bitmaps, photo editors are
better for Web images and many special photo effects. Photoshop is a popular example.
Example: Photoshop, Photopaint

4. Electronic or Web Publishing

Many of today's page layout programs and other software for desktop publishing now
include a variety of electronic publishing capabilities. If the work is exclusively Web Design
or one wishes to have separate tools for Web Publishing, appropriate tools should be
chosen.

Examples: FrontPage, Dreamweaver