Cavuoto_Inside_Xerox_Ventura_Publisher_1.1_1987 Cavuoto Inside Xerox Ventura Publisher 1.1 1987

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INSIDE
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XEROX VENTURA
PUBLISHER
A Guide to Professional-Qualify
Desktop Publishing on the IBM PC

By James Cavuoto and Jesse Berst

Micro Publishing. Torrance. California
and

New Riders Publishing. Thousand Oaks. California

Inside Xerox Ventura Publisher
A Guide to Professional-Quality Desktop Publishing on the IBM PC
by James Cavuoto and Jesse Berst
Published by:
Micro Publishing
21150 Hawthorne Blvd., Suite 104
Torrance, CA 90503
and
New Riders Publishing
P.O. Box 4846-V
Thousand Oaks, CA 91360
All rights reserved. No part of this book may be reproduced or transmitted in any form or by
any means. electronic or mechanical. including photocopying. recording. or by any infonnation storage and retrieval system without written permission from Micro Publishing. except
for the inclusion of brief quotations in a review.
Copyright © 1987 by Micro Publishing
First Printing. April 1987
Printed in the United States of America
Librruy of Congress Card Catalog Number: 87-090425
ISBN 0-934035-13-X
This book is designed to provide information about the Xerox Ventura Publisher program.
Every effort has been made to make this book complete and as accurate as possible. But no
warranty of suitability. purpose. or fitness is implied. The information is provided on an -asis" basis. The authors. Micro Publishing. and New Riders Publishing shall have neither
liability nor responsibility to any person or entity with respect to any loss or damages in connection with or arising from the information contained in this book. If you do not agree to the
above. you may return this book for a full refund.
Many of the designations used by manufacturers and sellers to distinguish their products are
claimed as trademarks. Where these designations appear in the book and the authors were
aware of a trademark claim. the designations have been printed with initial capita11ettersfor example. LaserWriter Plus or WordStar.
Ventura Publisher is a trademark of Ventura Software. Inc.
Xerox and Interpress are registered trademarks of Xerox Corp.
IBM is a registered trademark of International Business Machines Corp.
PostScript and Illustrator are trademarks of Adobe Systems. Inc.
AutoCAD is a registered trademark of Autodesk. Inc.
WordStar is a registered trademark of MicroPro International Corp.
LaserWrtter and Macintosh are trademarks of Apple Computer. Inc.
Lotus 1-2-3 is a registered trademark of Lotus Development Corp.
PC Paintbrush is a trademark of Z-Soft, Inc.
MS-DOS and Word are trademarks of Microsoft Corp.

Acknowledgments

We would like to thank the individuals and organizations
who helped make this book possible. Representatives of Xerox
Corporation were instrumental in encouraging us to write this
book and in helping to get it published. These include Larry
Spelhaug, Terry Dillman, Ravi Sahay, Randi Doeker, James
Brown, Carolyn Grossman, Doug Heineman, Jan Powell,
Barry Nickerson, Carol Clement, and Barry Sulpor.
John Meyer of Ventura Software, Inc. devoted considerable
effort to examining the manuscript for technical accuracydespite the enormous demands on his time. Marcela Murman
proofread the pages and made editorial suggestions. And our
thanks to the entire staff of New Riders Publishing, who
pitched in with editorial and design help.
The following companies loaned us hardware or software
that we used to produce the book:
Xerox Corp.
AST Research
Conographic Corp
Sigma Designs Inc.

Full Page Display
Premium Publisher computer
ConoVision 2800 display
Laserview Display System

Z-Soft, Inc.
PC Paintbrush Plus
WordPerfect Corp.
WordPerfect
Microsoft Corp.
Word 3.0
MicroPro International Corp. WordStar 4.0
SymSoft Inc.
HotShot
Digital Research, Inc.
GEM Draw Plus
Dest Corp.
PC Scan Plus
Perspective
Three D Corp.
Desktop Publisher's Graphics
IMSI
Conographic Corp.
Conofonts
Autodesk Inc.
Auto CAD
Finally, we would like to express our thanks and admiration
to the programmers at Ventura Software, Inc. who wrote Ventura Publisher: Don Heiskell, Lee Lorenzen, and John Grant.

Preface

Mankind has known about the power of the printed word for
centuries. Until recently, however, achieving a professional
look required special training and special equipment, equipment costing as much as $100,000 or more.
Now Ventura Publisher puts that power right on your desk
- and makes it easy enough for anyone to use. The same personal computer you already own for word processing or accounting is now your personal design studio/typesetter/print
shop. That means you'll save money. Lots of money.
Xerox Ventura Publisher lets you use the tools of publishing- tools like typography, artwork and graphic design- to
give your words more power, more weight, more impact. Ventura Publisher can make your documents seem professional
and important. That can make you and your company seem
more important.
We have been fortunate to use Xerox Ventura Publisher
since its first incarnation. Since November 1985, when we
first saw the product, we have watched it progress in a very
short time to become the most powerful desktop publishing
program available for personal computers. We have used it to

produce a variety of publications, including newsletters,
brochures, proposals, reports, press releases- and this book,
as explained in Appendix B.
And now we are passing along what we've discovered- the
tips, the tricks, the shortcuts, and the advanced techniques
that turn Xerox Ventura Publisher into a desktop publishing
powerhouse. Just by spending a few hours with this book you
will see how easily you can adapt Xerox Ventura Publisher to
your own business. When you understand how powerful it is,
how simple it is to operate, how inexpensively it produces topquality documents, we think you'll share our enthusiasm for
this remarkable product.
The power to publish lies waiting for you. All you need is this
book, a personal computer with printer, and an amazing piece
of software called Xerox Ventura Publisher.

Jesse Berst
James Cavuoto
April, 1987

Table of Contents

Acknowledgments

iii

Preface

Chapter One: Introduction to Desktop Publishing

Desktop Publishing Defined .................................................................... 3
How To Benefit From Desktop Publishing ............................................... 4
The Shortcomings of Desktop Publishing ................................................ 7
Ventura Publisher vs. Other Programs .................................................... 7

Chapter Two: Introduction to Ventura Publisher

Before You Start ................................................................................... 14
Ten Minutes to Ventura Publisher ........................................................ 15
Understanding Ventura Publisher......................................................... 24
The Ventura Formula ...........................................................................43

Chapter Three: Creating Text

The Ventura Publisher Approach to Text ............................................... 50
General Rules for Creating Text ............................................................ 50
Formatting ASCII Files .......................................................................... 58
Using Word Processor Files ................................................................... 60
Creating Text with Other Programs ....................................................... 62
Creating Text With Ventura Publisher ................................................... 67
Editing Text After Using Ventura Publisher ........................................... 68
PreformattingVentura Publisher Files .................................................. 69

viii

Chapter Four: Creating Pictures

The Ventura Approach to Pictures ........................................................ 90
'!Wo Kinds of Pictures ........................................................................... 91
Creating Line-Art .................................................................................. 94
Creating Images ................................................................................ 100
Creating Images with Scanners........................................................... 104
Screen Capture Utilities ..................................................................... 110
Converting File FOnIlats ................... ~ ................................................. 113
Ventura Conversion Utilities ............................................................... 116

Chapter Five: Working with Style Sheets

119

J:A>ading a Style Sheet ......................................................................... 119
Applying a Style Sheet ........................................................................ 121
Changing a Style Sheet ...................................................................... 128
Worldng with the Menus .................................................................... 130
Style Sheet Maintenance .................................................................... 155

Chapter Six: Document Design and Layout

159

A Game Plan for Laying Out Pages ............... ;..................................... 159
J:A>ading the Style Sheet ...................................................................... 161
Worldng with Text .............................................................................. 162
Worldng with Pictures ........................................................................ 184
Saving the Chapter............................................................................. 205

Chapter Seven: Producing Output

207

Printing Options ................................................................................. 208
Printing a Single Chapter ................................................................... 212
Multi-Chapter Operations ................................................................... 213
Using More Than One Printer ............................................................. 221
Fonts ................................................................................................. 226
Printing to a Disk File ........................................................................ 229
Binding Pages .................................................................................... 230
Guidelines for Offset Printing ............................................................. 231

Chapter Eight: Advanced Functions

239

'lYPographic Functions ....................................................................... 239
Unusual or DifIlcult FOnIlats .............................................................. 255
Numbering Functions ....................................................... ~ ................. 271
File Management Functions ............................................................... 282

Chapter Nine: Special Tips & Techniques

287

Frame Techniques .............................................................................. 288
Graphic Techniques ........................................................................... 295
Memory Management Techniques ....................................................... 302
Notes on Different Document Types .................................................... 307

Appendix A: Manufacturers and Products
Appendix B: Colophon

317
321

Index

324

Chapter One

Introduction to Desktop
Publishing
lcome to the revolution. A movement is underway
,,
that is revolutionizing the way businesspeople
produce printed pages. This book will show you how
to profit from that trend using a remarkable software
program called Xerox Ventura Publisher.
To gain perspective, let's harken back to an earlier revolution and an event that dramatically illustrates the power of
the printed word. In January, 1776, Thomas Paine published
Common Sense, a vivid call for the formation of a republic. His
50-page pamphlet led directly to the Declaration of Independence a few months later.
Common Sense was an immediate bestseller (120,000 copies
in three months- equivalent to 10 million today). Paine's
problems lay not with writing or selling, but with the
publisher /printer, who delayed him, overcharged him and
generally disregarded his wishes.
Sound familiar?
Two hundred years after Paine's manifesto, the printing
process is more sophisticated, but it certainly isn't any
simpler. Two hundred years later, we're still complaining that

Inside Xerox Ventura Publisher

COMMON SENSE:
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Figure 1-1
Thomas Paine's Common Sense as it appeared originally (left), and how it might
have appeared if Ventura Publisher had been available (right).

the people who produce our pages are delaying us, overcharging us, and generally disregarding our Wishes.
It doesn't have to be that way.
Which brings us back to our modern-day revolution.
Desktop publishing is transforming the process of producing
pages. If Thomas Paine were alive today, we think he would
have been one of the first to use it. That cantankerous rebel
could not have resisted the freedom it provides and the control it allows. Using a product like Xerox Ventura Publisher,
Paine could have saved time. He could have experimented
until he got things right (see Figure 1-1). And he could have
saved money- something the penniless writer certainly would
have appreciated.
It's too late for Thomas Paine. But those of us who are
around today can cash in on desktop publishing, thanks to

Introduction to Desktop Publishing

Xerox Ventura Publisher, a product that gives an inexpensive
personal computer the power of a print shop.

Desktop Publishing Defined
We're anxious to show you how Ventura Publisher can pay
off. First you need to understand where this exceptional
product fits into the scheme of things.
Let's begin by defining the term desktop publishing. Quite
simply, it's the use of a personal computer for most or all of
the stages of publishing. Both desktop and traditional
publishing have the same basic steps: creation (of text and
pictures), assembly (into pages), and printing. But the traditional method is a tedious, detail-oriented process involving
expensive equipment and highly-trained personnel (see the
Box at the end of this chapter for a comparison).
Desktop publishing had its beginnings in the 1970s, when
Xerox Corporation introduced the Star workstation. This computer was the first to offer a high-resolution display that could
integrate text and pictures on screen. It also incorporated a
revolutionary device called a mouse, which let users move
around the screen by sliding a hand-held controller. This user
interface was subsequently borrowed by other manufacturers. It's evident in products such as the Apple MaCintosh,
Microsoft Windows, Digital Research Inc.'s GEM environment,
and the Documenter system from Xerox itself.
The second major component of desktop publishing was the
laser printer, first put to use by Xerox in the 1970s. Just as
the Star workstation offered the ability to merge text and
graphics on screen, laser printers offered the capability to
merge text and graphics on the printed page.
Prices have fallen in the years since Xerox's pioneering efforts. As a result, many of the capabilities present in the early
Star /laser printer system are now available for less than
$10,000.

Inside Xerox Ventura Publisher

How To Benefit From Desktop Publishing
Desktop publishing offers a host of benefits to the savvy
businessperson. We've listed a few examples below.

Save Money
Desktop publishing saves·on equipment and on labor. Even
low-end typesetters cost $25,000 to $50,000. Many cost more
than $100,000. And labor costs continue to climb for the
skilled personnel required to manually layout, illustrate,
code, paste-up, and print. It takes significantly fewer manhours to produce a page on a personal computer than it would
using traditional methods. Desktop publishing also cuts
paper costs when compared to typewritten pages. Typesetting
fits up to 300k more on a page. Merging graphics with text also
saves space (a picture's worth a thousand words, remember?).
When you add it all up, desktop publishing can cut a printing bill almost in half. Now consider that American corporations spend an estimated $200 billion to produce 2.5 trillion
Task

Before Desktop
Publishing

After Desktop Publish·
Ing

Savings

Writing

$126

$110 .

$16

Editing

Keyboard

Proofread

Typesetting

Revisions

Illustrations

150

Halftones

Paste-Up

Correct

Total

$514

$149

$365

Figure 7-2
The cost justification for a desktop publishing system for each issue of a 24-page
in-house magazine at a typical corporation.

Introduction to Desktop Publishing

pages each year. QUite simply, desktop publishing is an easy
computer application to cost-justify (see Figure 1-2).

Save Time
Many desktop publishing installations can pay for themselves in less than a year through reduced labor costs alone.
But there's another side to saving time that's difficult to quantify.
In many cases, getting a document out sooner provides a
competitive advantage. A newsletter publisher, for instance,
can wait right up to deadline before assembling the final
pages. News is fresher and more timely. Result: satisfied customers and more subscriptions. Likewise, contractors might
gain an edge by being the first to submit a professional-looking bid; SCientists by getting a monograph out ahead of time;
managers by getting a report to top brass before their rivals;
consultants by beating the competition to the punch with a
top-notch proposal.

More Control
Now, for the first time, you govern when your work gets
done and how it will look. That translates to freedom.
Freedom fro~ high-priced type shops that charge a lot for
. simple jobs. Freedom from artists and layout people who don't
understand what you want. Freedom from outside companies
who have no motivation to get it done right and on time. It also
translates to fewer mistakes. Traditional publishing can involve as many as ten people:
• Writer

• Editor

• Designer / art director

• Typographer

• Illustrator

• Paste-up artist

• Proofreader

• Camera operator

• Negative stripper

• Printer

With a personal computer, a laser printer, and Xerox Ventura Publisher, one person can take the place of all these ex-

Inside Xerox Ventura Publisher

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The typewritten document on the right lacks the power to persuade that the
published page on the left enjoys.

perts. Okay- one ambitious, hard-working person. But you
get the point: The fewer the middlemen, the fewer the errors.

More Power to Persuade
There's a big difference between a typewritten document
and one thafs been professionally produced (see Figure 1-3).
This difference means you'll have more power to persuade.
Power to grab the reader's attention and keep it. Power to influence through words, graphics, and design. Power to create
documents that look important, professional, expensive.
People judge you by what you produce. The old way of doing
things discouraged experimentati0l1:. With desktop publishing
you see the final result immediately, right on the screen. You
preview multiple options in seconds. You have the time to try
things out until everything looks right. If you put words on
paper- resumes, reports, proposals, memos, viewgraphs,

Introduction to Desktop Publishing

presentations, whatever- desktop publishing can help you
create a better image.

A Competitive Edge
Millions will be using desktop publishing within a few years.
Those who start early will have an advantage. Their proposals
will look better. Their reports will appear more polished. Their
brochures and advertisements will have a sophisticated
veneer. Put simply, they'll have ajump on the competition.

The Shortcomings of Desktop Publishing
We wouldn't be doing our job if we didn't warn you that current desktop technology has several limitations. It doesn't
provide as full a range of typestyles as professional typesetters. It doesn't yet do a good job with halftones (photos), which
usually need to be stripped in the old-fashioned way. And it
usually relies on laser printing, which is not adequate for certain jobs. (However, you can always send the final result to a
phototypesetter) .
Not all problems arise from the technology. Some of them
come from human limitations. Desktop publishing software
has a learning curve. Then there's the "temptation curve."
You'll probably be less productive for a brief period because
you'll be tempted to fiddle with every document until it is 'Just
right" (we know about this problem first-hand). And finally, be
aware that desktop publishing can't turn you into a graphic
designer. Beginners will be wise to study and imitate professionally-prepared pages. Otherwise, they may find that
desktop publishing does nothing more than make them a lot
faster at producing very ugly documents.

Ventura Publisher vs. Other Programs
Given that desktop publishing provides the benefits outlined above, why pick Xerox Ventura Publisher? Several features distinguish this product from the rest of the pack:

Inside Xerox Ventura Publisher

• A true "What You See Is What You Get" display
• More than 5,000 pages per document, as many as
36,000 pages by linking at print time (if your disk is big
enough)
• Compatibility with the inexpensive IBM PC/Xf (other
brands require the more costly AT-style or Macintosh
computers)
• Compatibility with leading software. Ventura works
seamlessly with your favorite programs. It even uses the
same files, avoiding space-wasting duplication.
• Batch processing for long documents. Format and print
hundreds of pages in one pass. Xerox Ventura Publisher
is ideally suited for long documents such as books,
catalogs, reports, and technical manuals.
• Style sheets, reusable formats for different documents.
Style sheets are important enough to deserve additional
comment. A style sheet is a separate file containing format
rules. A different style sheet creates a different look. It's a
simple idea, but one that's extremely powerful.
If you know how- and we'll show you- you can reformat a
document in seconds by loading a new style sheet. You can
even build a library of styles, then try out dozens of design alternatives with a few clicks of the mouse (see Figure 1-4).
But perhaps the single greatest selling point of Xerox Ventura Publisher is its amazing combination of simplicity and
power. Make no mistake- Ventura is a feature-packed
program that takes many hours to master completely. Yet almost anyone can learn to format simple documents in 10
minutes. We'll prove it to you in Chapter Two.
Despite this ease of use, Ventura can create almost any kind
of document. Today, many corporations produce pages in a
dozen different ways depending on time, complexity, and cost,
from hand -lettering to typewriters to press-on lettering all the
way to phototypesetting. Ventura Publisher is so flexible and
cost-efficient that most corporations can abandon this mish-

Introduction to Desktop Publishing

-~.:...-.

1~~mfi:;:rffi=~"H::Ju:n:b

:........................................... J

!!.

E"~

I. ......................................... .

Two different style sheets applied to the same Ventura Publisher document.

mash of approaches. This one program can accomplish virtually all publishing tasks:
• Advertisements

• Books

• Brochures

• Catalogs

• Directories

• Documentation

• Financial Reports

• Forms

• Instruction Manuals

• Labels

• Memos

• Newsletters

• Overhead Transparencies

• Parts Lists

• Press Releases

• Proposals

• Reports

• Technical Manuals

By now it's obvious we're big fans of Xerox Ventura
Publisher. We could continue for many more pages on the
advantages it offers. Instead, we'd prefer to start showing
you the ins and outs of putting Ventura to work.
The first step is to gain an overall understanding of Ventura
Publisher and the way it approaches page makeup. That's
precisely what we'll do in the next chapter. But first, you may
want to read over the Box on the following two pages, which
examines the traditional methods of publishing documents.

Inside Xerox Ventura Publisher

The Stages of Traditional Publishing
Throughout this book, we refer to traditional publishing methods. For
those who do not have wide experience In manual page makeup, the
following rundown explains the fundamentals.
Traditional publishing involves nine steps. The exact order differs from
publication to publication,· but the list below Is typical of a monthly
magazine. It closely parallels the process for other complex documents.

1. Writing
Authors create text on typewriters or word processors and give
printed copies to editors.

2. Editing/Revision
Editors make pen and Ink changes on the typewritten pages. If
changes are extensive, the manuscript Is retyped. If minor, the markedup copy goes straight to the typesetter.
The editing process may go through several rounds of revisions until
both writer and editor agree that the manuscript is finished.

3. TypeseHing
The operator rekeys the manuscript into the typesetter, following the
editor's marginal instructions about size and selection of type faces.
The text is typeset into galleys. Galleys are the correct column width,
but not the right length.

4. Illustration
An artist creates charts, graphs, drawings, or other illustrations for the
article.

5. Page Design
Most publications have standard layouts or grids they reuse for most
pages. Sometimes the designer creates special, unique layouts for certain articles.
The page design is represented on a layout sheet. The designer
draws vertical and horizontal lines to show where the columns should
be. He uses a blue pencil. These lines guide the paste-up artist, but the
special color does not show up when the final page Is photographed.
Along with the lines, layout boards usually include repeating elements
like logos and page numbers that appear on every page.

6. Paste-up
The paste-up artist cuts the galleys lengthwise into strips one column
wide. He applies hot wax to the back. Some publications use rubber
cement, but hot wax is easier to move-and there's almost always lots

Introduction to Desktop Publishing

of moving to do when pages are created manually, The paste-up artist sticks the text into column one. When he reaches the bottom, he
cuts the galley off and moves the remainder to another column or
page.
Sometimes artwork is pasted onto the page like text. But often the
paste-up artist leaves a space, or "window" for the illustration instead.
Photos require a window because they are added to the page in a
separate stage called "stripping."
Either way, the paste-up artist must decide how much space to
leave for the illustration. Then he takes the original art and resizes it to
fit the window. He may crop it (eliminate a portion of the picture),
scale it (enlarge or reduce in, or a combination. The artist places rules,
boxes or grids by hand using a pen or special tape. Finally he pastes
down the captions.
Revisions are the worst thing that can happen to the paste-up artist.
A small change of only a few words may have a "ripple effect" changing not only that page but the next, which changes the next and so
on. To change a page, he must physically lift the waxed text off the
page, recut it an~ reposition it.

Negativ~s

When everything has been pasted up into camera ready art (often
referred to as mechanicals or boards) a camera operator shoots a
negative of each page. Blank spaces appear on the negative where
photos are to appear. The camera operator makes separate negatives of photos (and sometimes of drawings, too). These negatives are
shot at the exact size and scale specified. This is one area where it is
particularly easy to make mistakes.

8. Stripping
In a laborious process called stripping, negatives of artwork are
overlaid onto the negatives of the page and matched to fit the blank
windows that were left.

9. Printing
The combined negative from the preceding step is used to make a
plate for a printing press, and the document is printed.
Contrast the stages of traditional publishing to desktop publishing.
It's easy to see why desktop publishing with Ventura Publisher offers
such dramatic time and cost savings.

Chapter Two

Introduction to Ventura
Publisher
hapter One explained the concept of desktop PU.bliShing. Now we're going to give you an overall understanding of Xerox Ventura Publisher. Don't worry
about details yet. Later chapters will provide in-depth particulars, but first you need to get the big picture. Here are
some of the things you'll understand by the time you fmish
this chapter:

• How to get a simple application up and running.
• The terminology used by Ventura Publisher and this
book.
• The user interface and where to find basic functions.
• The Ventura Formula and how it applies to every
document you create.
.
We'll begin with a brief, lO-minute test-drive. Although easy
to operate, Ventura is very sophisticated. You might be overwhelmed if we plunged right into explanations of that sophistication. So we're going to start out with a quick, hands-on

Inside Xerox Ventura Publisher

tryout. Mter you've experienced the what of Ventura, the
second half of this chapter will explain the how and why.

Before You Start
Ventura Publisher runs on a wide range of MS-DOS computer systems. You can get full details from any authorized
dealer. A hard disk drive is essential. You can get by with as
little as two to three available megabytes, but we re~ommend
20 or more megabytes if you intend to do large-scale technical
documentation or long documents combining many different
graphics and text files.
For the moment, it doesn't matter which hardware configuration you own, or what additional software you may plan
to use with Ventura. We will conduct the test-drive using
sample files found on the original Ventura disks.
We have assumed that you have already installed Ventura
Publisher. If not, do so now using the built-in, step-by-step
program called VPPREP, which configures Ventura for your
particular setup. Boot the system using MS-DOS 2.1 or
higher. At the A prompt, put the #1 Ventura disk into drive A:
(the disk labeled Ventura Publisher Application Disk). Type
VPPREP and press Enter.
The installation program will take over from here. First it
will ask questions. Your answers determine which specific
files Ventura needs to transfer from the floppies onto your
hard disk. Next VPPREP will tell you when to insert other disks.
It will automatically create two new subdirectories on your
hard disk. Then it will copy all the necessary programs and
fIles into these subdirectories. It should take you less than 20
minutes from start to finish. If you make an error or change
your hardware configuration, simply start from scratch and
redo the installation.
Ventura 1.1 supports incremental installation. If you later
want to change one portion of the program (to add a different
printer or monitor, for instance) answer "No" when VPPREP
asks if this is your first time. Then you can add only the files
you need without bothering with the whole installation.

Introduction to Ventura Publisher

We have also assumed that you understand the basic terminology of page design. If you're a newcomer to this topiC,
refer to· the Box at the end of. this chapter. This Box
demonstrates the specialized publishing and printing terms
you need to know to operate Ventura.

Ten Minutes to Ventura Publisher
Once you've installed Ventura Publisher, you're ready for
our 10-minute test drive. The purpose of this brief tutorial is
to experience the features and concepts explained in the
second half of this chapter. Don't concern yourself if you fail
to understand the details. Nor should you be disturbed if you
make a wrong choice and the tutorial doesn't go quite as
planned. Your goal is simply to get a feel for Ventura and the
way it operates.
And don't worry about meeting our 10-minute deadline. Although you can easily accomplish the test-drive in 10 minutes
or less, feel free to explore on your own. When you're ready,
come back to the second half of the chapter for a clarification
of what you've been seeing.

Starting the Program
To load Ventura, go to the root directory of your hard disk.
For most users, this will be accomplished by getting to the C
prompt, then typing CD\. Now type VP (for Ventura
Publisher). The built-in batch program will take over,
automatically loading the files you need. Watch what happens-we'll be explaining later. When the program is finished
loading, you will have a blank document with no text, no piCtures, and the default style (whatever style was used last). In
our tutorial, you'll do four things with this document:
• Load a text file
• Load a picture
• Load a new style sheet (a new format)
. • Apply the new style sheet to the text

Inside Xerox Ventura Publisher

Loading Text
Adding text to a document takes place in two stages: (1)
loading it and (2) placing it on the page. Let's bring in a text
file called SAMPLE.TXI':

Touch the mouse cursor to the file menu at the
top left of the screen. The menu will drop down.
Move the cursor down the list until LOAD
highlighted.

TEXT /PICTURE is

Press the mouse button once.
The dialog box shown in Figure 2-1 will appear. Notice the
three darkened boxes, TEXT, ASCII, and ONE. If your dialog box
does not look like this, change it by starting from the top of
the box and moving the mouse cursor over the correct boxes
and pressing once. Once the dialog box looks like Figure 2-1,
move the cursor over the OK box and click once.
The dialog box will be replaced by the item selector shown in
Figure 2-2. You should see the text cursor (a thin vertical cursor) on the line labeled selection. (If you do not, move the
mouse cursor anywhere on the line and press once.)

Type of File:
Text Format:

Line-Art ForMat:

I Line-Art I I

~
III'Iag8 FOrlll8t:
I:t of Files:

bUlge

I Gi dl • ...."Wo""'---'rd~Star-"""'us=-"1 I MultiMate I
'tiS-Word I I Writer I ,WordPerfect I
I WordStar UK I I XyWrita I ~
~ I AutoG1.'1tl .SLD I I Lot\lW' .P1C I I thmto1' G,' I
, VideoShoH' 'Mr-lC P1CT I I CGM I 'PostScript I
'Generated

I GEM

I HALO ])PE

Iim!I I Several I

The load text/picture dialog box.

I ,. . "PC~··P-ai""-n"""'tb-M.--'~-h"""""1
,

'"HC p.,l"irlt.

Introduction to Ventura Publisher

ITEH SELECTOR
Directory:
.mm~m~mr:~[~!
~

C:\ TYPESET\-. TXT_ _ _ _ _ _ _ __

-. TXT

~!~ffi~!!m~m~

ABOOJ(
• TXT
BOOK
• TXT
BROCHURE. TXT
COLUMN • TXT
INVOICE • TXT
LETTERHD • TXT
MAGAZIHE.TXT
MAGLIFT .TXT
MAHUAL • TXT

Selection:

II-- - -

IT:?::

I•

I Cancel I

Figure 2-2
An item selector is used to choose among several files.

K···::::····-~·····························l
i
l

H dl
an es

Small black handles on the edges of the frame let you know it is currently selected.

Click on the downward arrow at the lower right
side of the item selector. The list of files will
scroll down one line.
Continue clicking and scrolling until the
filename SAMPLE.TXT appears.

Inside Xerox Ventura Publisher

f'D~ki~p"'P~bii~hb-;g"'P:;;i;;~
riour PC!"
i Enable the Para~raph T
:function (second function from th
lQft). Iag thQ paragraph aboVQ as
:t£ndlinQ 1. ..IhQn tag is as
iinQ 2, and HQadlinQ a."
i I ag the next paragraph as a
iHQad 1. ..IhQn tag it as a Sub HQ
~, and Sub HQad a."
: Iagging MakQS Publishing Easy"
i Each Tai you assign chang~
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attdbutQs for th"
paragraph ~or instancQ,
~ake the following list of. fe
:and
each one with the

~~Y··~·ih~··p;~~··th·~·<~t·~~:;:·k·;Y·l

:I'his crQatQS thQ following "fff"ct:" :
i Ihisisaline.-l
!
~ut this is another line,.-l
:
1andYQtallfourlin~.-l
i
iarQ put of thQ samQ paragraph. "
:
: This is nry USQful for tablQs
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! You can dso SQIQct tQxt and

h horizontally

to thQ lQfl
3cnown as kQrnini. ..Io SQQ thQ
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lPangraph Iaggl1li function
thQ following puagraph as
adllne 1."
ether with Ken Jones"

Figure

The text file SAMPLE.TXT has flowed onto the page.

Click once on SAMPLE.TXT to select it.
Click once on the

OK button.

Ventura Publisher will respond with a screen message telling you it is loading the file.

Placing Text
You've loaded the text file SAMPLE.TXT. To place it on the
page, first make sure you are in the correct mode. Ventura's
four modes are represented by the four icons in the function
selector at the top of the sidebar (see Figure 2-3). We need the
frame setting mode at the moment.

Click once on the left-most icon in the function
selector.
Now that you're in frame setting mode, tell Ventura where to
put the text file.

Move the mouse cursor anywhere onto the
Workspace and click once.
When you've finished, the screen will look like Figure 2-3.
Look at the function selector. The frame setting icon is dark to

Introduction to Ventura Publisher

In reduced view. the entire page is visible in reduced form.

confirm which mode you are in. And notice the small black
"handles" at the top of the workspace. They tell you that this
area has been selected and is ready to accept text or graphics.
Now look at the assignment list, which shows -the file
SAl\1PLE.TXT. To pour this file onto the page:

Move the mouse cursor until It touches the
name SAMPLE.TXT and cHck once.
The fue will flow onto the page (Figure 2-4). If you like, take
a few moments to explore this page. You can move around
using the scroll bars at the right and bottom of the screen. To
move down the page, for example, move the mouse cursor to
the gray area below the scroll bar and click once. The display
will move down the page one screen. You can move up and
sideways in the same fashion.
• Note: If you had the underlying page selected before you
loaded thefile, Ventura will automatically place SAMPLE.TXTon
the page without any intervening steps. .

Loading and Placing a Picture
Let's move to reduced view so we can see the entire page.

Inside Xerox Ventura Publisher

To add a new frame, click on Add New Frame and then drag the mouse where
you want the frame to be placed.

~yp~··th~··~~;~i~~·;q;d-';~~~;··~f:
~hQ
charactQr on 1hQ kQyboardl
~umeric keypad. For instance tal
~ype a. copyri~ht symbol (~), hold!
~hQ ALI by. typQ 189 and. rlll"as~
~hQALI by.!f
:
i SQIQct 1hQ T Qxt Editini functiorl,
rWrd function from 1he rl~ht), and!
I.
copyright
symbol:
!nsllrt
ianywhQrll in 1hls paragraph!f
i
: You can forcQ lin~ to Qnd prllma-:
~urllly. without crllating :a nllW:
3laravaph. ..PrQSS and hold th" Ctr~
and thll prQ$S thQ kG,'y.l
creates the followini: efffect:ff l

"~illIlIlIlL-1____Li~~~~~~~~~~~~~~a~u~ne;~~

~
~~J!J

Figure 2-7
When a new frame is placed on the page, text previously there flows around the
new frame.

Pull down the view menu.

Move down the Hst until REDUCED VIEW is
highHghted and cHck once.

Introduction to Ventura Publisher

The display will change to look like Figure 2-5. Before we
can load a graphics file, we need a place to put it. To create a
frame:
Move to the addition button and click once.
(This button reads "Add New Frame.")
Move the cursor to the upper left of the page.
Press the mouse button down and without
releasing the button drag the mouse diagonally
downwards as illustrated in Figure 2-6.
Release the button when you've created a new
frame about the size of the one shown.
You have just created a new frame. As you can see in the
reduced view, the text has automatically flowed around this
picture. Now go to the view menu and change back to NORMAL
VIEW. You should be able to see the upper left corner of the
new frame as shown in Figure 2-7.
Let's place a picture into this blank space. Check to make
sure that the new frame has "handles" around the edges. If it
does not, place the cursor anywhere inside the blank frame
and click once to select it.
Return to the file menu and choose the LOAD TEXT/PICTURE
option again. When the dialog box appears, click on the buttons for LINE ART, GEM, and ONE, in that order. This tells Ventura that you want to load one line art image in the GEM Draw
file format. When you finish the changes, click on the OK Button.
An item selector will appear. As -we have done previously,
select the name of the file you wish to load:
Scroll in the item selector until the filename
COLUMBIA.GEM appears.
Click once on
Click on

OK.

COLUMBIA.GEM.

Inside Xerox Ventura Publisher

A reduced view of the page with the graphic image in place.

Ventura will load the picture file and place it into the
previously blank frame. A reduced view of the page will look
something like Figure 2-8. Notice that the file name of the picture file now appears on the assignment list along with the
text file.

Loading a New Style Sheet
Now that we have text and a picture in the document, let's
add a new format (a new style sheet):
Return to the file menu and select LOAD DIFF.
STYLE. Ventura will display an item selector.
Scroll until you see SAMPLEl.STY.
Click on SAMPLEl.STY.
Click on OK.

Applying a Style Sheet
By loading a new style sheet, you immediately change page
attributes such as margins, columns, headers, and so on. But
to see the full result of this new style sheet, you must apply it
t~ the text. This process is called "tagging."

Introduction to Ventura Publisher

To tag a document, switch to paragraph tagging mode by
clicking on the second icon at the top of the' sidebar. You'll
know you're in the proper mode· if the icon turns dark, the addition button changes to read "add new tag" and the assignment list changes to show tags names like headline and Subhead. Once you're in the proper mode, tagging is a simple
two-step process.
This is a good place to defme the word paragraph as used by
Ventura. In common usage, a paragraph is a collection of sentences in a longer document, usually set off by indenting the
first line. As used by Ventura and this book, a paragraph is
any separate text element. It can be a single word, or
hundreds of words. A Ventura paragraph, no matter how
short or how long, is ended by placing a Return after the fmal
character. Anytime you place a Return, you are telling Ventura to start a new paragraph.
Applying the style sheet to the text involves telling Ventura
which paragraphs should use which tags. For instance, here's
how to tell the program to apply the Headline tag to the first
paragraph of the document.

The headline style has been applied to the first paragraph.

Inside Xerox Ventura Publisher

Move the cursor until It touches any part of the
first line and cUck once.
Move to the .asslgnment Ust and cUck once on
the word HeadUne 1.
The headline style will immediately be applied to the fIrst
line (Figure 2-9). The sample document we loaded for this
tutorial contains instructions for tagging different sections of
the text. If you wish, take a few moments to follow the instructions and tag some more of the document. Experiment to see
the results of different chOices and combinations.
You've finished the test-drive. To stop using the program,
choose QUIT from the fue menu. To save the document under
a new name and continue your experiments later, choose SAVE
AS ... from the file menu. If you use SAVE AS... , Ventura will ask
you for the name of the new document. Choose something like
LEARN or PRACTICE so you'll remember to delete the file after
you've finished. If you want to start over with a blank page,
select NEW from the file menu.

Understanding Ventura Publisher
Now you've seen Ventura Publisher for yourself. In a few
short minutes you've accomplished publishing tasks that require hours manually. (And you've only experienced a fraction
ofVentura's power and versatility!). Let's spend some time exploring and "explaining what you saw on the screen.

The Ventura User Interface
The user interface is the means by which the operator and
the program" communicate~ If you understand the rules by
which Ventura operates, you'll have an easier time putting its
power to work.
The Role of GEM

Many of Ventura's interface features are actually provided
by a software system from Digital Research, Inc., known as

Introduction to Ventura Publisher

.~~~ex1~
+~

X ~

Figure 1-70
The four functions used in Ventura Publisher, with the corresponding mouse
shapes beneath each.

the Graphics Environment Manager (GEM for short). GEM
belongs in a software category called "windows managers" or
"graphics environments." When you frrst set Ventura up, the
installation program put GEM on the disk for you. The core
GEM modules reSide on the subdirectory called \VENTURA,
which was automatically created during the installation
process.
• Warning: Do nnt delete this directory or the fl1.es on them or
you wUl have to reinstall Ventura.

When you start, a batch program automatically loads GEM,
and then loads Ventura as an application under GEM. This is
transparent to the user. When you type VP, the rest is done
automatically. Basically, GEM controls the mouse, display
adapter, and the dialog boxes from which the user makes
selections. Every application program running under GEM,
including Ventura Publisher, GEM Paint, and GEM Draw,
uses this same basic interface.
Digital Research also sells a separate GEM Desktop, which
serves as a shell for the disk operating system. However, you
need not have the GEM Desktop to run Ventura Publisher.
You can continue to start the program by typing VP from the
DOS prompt.

Ventura Publisher and the Mouse
Each time you move the mouse, the cursor moves correspondingly on the screen. The shape of the cursor changes

Inside Xerox Ventura Publisher

.26

according to the part of the screen you're on and the function
you're using. Figure 2-10 shows the different shapes. You'll be
seeing these cursors over and over again, and you'll soon
learn them without realizing it.
Selecting with the Mouse

The main function of the mouse is to select. This is always
done in the same fashion: by touching the item with the cursor and pressing the mouse button once. (If the mouse has
more than one button, Ventura Publisher uses the left one.)
When selecting from menus, the item is highUghted (turns
dark) the moment the cursor touches it. The mouse works the
same in item selectors and dialog boxes (described below) with
one slight difference: Choices are highlighted qfter you press
the mouse button to indicate the selection was made successfully.
Dragging with the Mouse

Dragging is used to move something around or change its
size, as when we added a frame in our tutorial. Whenever we
use the term drag, we are referring to the process of moving
the mouse while holding the button down. After you fmish the
movement, release the button.
Moving Around the Page with the Mouse

The mouse is also used to move around the page, with the
help of the scroll bars at the right edge and bottom edge of the
screen. To move one line at a time, move the cursor to the
arrow box and click. To move a screen at a time, put the cursor anywhere in the gray area and click. To move a distance of
your own choosing, place the cursor on the white scroll bar
and drag it to the new position. Figure 2-11 shows how to use
these three movement options.
In addition to the scroll bars on the side of the screen, you'll
also see scroll bars in the sidebar, and in the item selectors.
These smaller scroll bars operate in precisely the same manner, except that they move you up and down a 11st of files or
other items.

Introduction to Ventura Publisher

........................................-_..............................

_................................

Scroll Bars

GraY,Area !-~- -_ _ _..

I
Figure2-77
The three scroll options in Ventura Publisher.

i
~

While we're talking about moving around, let's discuss two
ways to move to another page. You can (1) press the Page Up
and Page Down keys on the numeric keypad which moves one
page at a time or (2) use the GO TO PAGE function in the
paragraph menu, which allows you to move to a page number
of your choice.

Menus
Ventura has an abundance of features scattered amongst its
nine menus. Learning these menus and what they control is
one of the biggest challenges to mastering the program. Although the name of a Ventura menu is not always a good
guide to what it's used for, Table 2-1 will give you a general
idea of where to find things. Later chapters will go into greater
depth about menus and their functions.
As you move through the menus, you'll notice some items
listed in gray rather than black. This means they're not currently available for use. If, for example, you are not in the
graphic drawing mode and you pull down the graphics menu,
you'll find all the items shown in gray. You will be unable to
highlight and select any of them. But change to graphics

Inside Xerox Ventura Publisher

Table 2·1
Ventura Publisher's Menus
Menu

Purpose

Desk

Used only if you add the GEM Desktop

File

To open and close certain kinds of files

Edit

Cutting, copying, and pasting text and graphics. Also contains certain footnote, indexing, and file functions
Selecting different ways of viewing the document and different modes of operation

View
Page

Paragraph

Functions that apply to every page in the document (page numbers, headers and
footers, etc.)
Functions that apply to a Frame as awhole (margins, columns, background colors,
etc.)
Functions that apply to the text within the Frame (fonts, line spacing, etc.)

Graphic

Drawing functions

Options

Functions that aHer Ventura to suit you, or that expand its utility

Frame

drawing mode and you'll find the menu items in black. They
are now be available for use.

Keys
Although you can accomplish most functions with the
mouse and the menus, Ventura does assign special functions
to certain keys. In addition, Ventura provides keyboard
shortcuts for some functions. These shortcuts are listed to the
right of the name when the menu drops down. Figure 2-12
lists :Ventura's key aSSignments for general functions and its
keyboard shortcuts.

Dialog Boxes
Ventura is a rich, full-featured program with many options.
Dialog boxes choose and control those options. Dialog boxes
appear after you make a selection from a menu (see Figure 213).

In our brief tutorial, we saw the dialog box for loading text
and pictures. You may have noticed that some of its buttons
were shown in gray type. As with Ventura's menus, gray type

Introduction to Ventura Publisher

Key

Purpose

Arrow keys on keypad

In text editing function. controls the movement of the text cursor (blinking vertical
line). The arrow keys move the text cursor any direction without erasing the
characters it passes over.
Used in conjunction with other keys. In the frame setting function. press and hold
Alt while pressing and holding the mouse button to move images behind a
frame. In Text editing function. press and hold the Alt key to type the numeric
equivalent of a character that does not appear on the keyboard.
Deletes the character to the left of the text cursor-a "destructive backspace."

All

8ackspac~

Gtrl

Used in conjunction with other keys. See below for a list of control key combinations for keyboard shortcuts. in text editing. press and hold while pressing the
space bar to insert a non- breaking space. Press and hold while pressing the
hyphen to insert a discretionary hyphen. in graphic drawing. press and hold while
pressing the mouse button to select graphics that are hidden behind others.
In the frame setting function. deletes the frame that is currenlly selected. In the
text editing function and in dialog boxes and item selectors. deletes the character to the right of the text cursor. in the graphic drawing function. deletes the
selected graphic from the page.
Goes to the last page of the document.

Del

End
Esc

In dialog boxes. deletes all characters on the line. Also used to halt printing and
Go To Page operations. At all other times. pressing the Escape key redraws the
screen.
.

Home

Goes to the first page of the document. If a mouse is not present. then pressing
Home becomes the equivalent of clicking the mouse button once.
Pastes the item that is currently on the clipboard. In the frame setting function.
pastes a frame to the current page. In the text editing function. pastes text. In the
graphic drawing function. pastes agraphic.
In all four functions. used in conjunction with the mouse to select more than one
item at a time. In frame setting and graphic drawing functions. pressing Shift
keeps the tool enabled so you can draw several in a row.
In the frame setting. text editing and graphic drawing functions. copies the
selected item.
Each of the 10 function keys can be assigned to one of the tags from the
paragraph menu. These function key equivalents can be used to tag paragraphs
while in the text editing function. (Normally. you must return to the paragraph tagging function and use the mouse to tag aparagraph).
In the text editing function. inserts tab characters. In dialog boxes and item selectors. moves the text cursor to the next line or the next place where text could be
inserted.

Ins

Shift

Shift Del
Function Keys

Tab

Figure2-72

The key assignments within Ventura Publisher.

Inside XeroK Ventura Publisher

Keyboard Shortcuts
Modes
1\1

Paragraph Tagging
Text Editing
Graphic Drawing
Frame Setting

1\0

I\p
I\U
General
I\B
I\S

Renumberchapter
Save
Cut
Paste
Del Copy
Addition button

Del
Ins
Shift
1\2

Graphics
I\A
I\F
I\L
I\Q

Bring to front
Fill attributes
Line attributes
Select all
Send to back

I\Z
Movement
I\G
Pg Up
PgDn
End
Home
Viewing
I\E
I\N

Go to page
Go to previous page
Go to next page
Go to last page of document
Go to first page of document
Enlarged view
Normal view
Reduced view
Show/Hide Tabs & Returns
Show/Hide Side-Bar

I\R
I\T
I\W

Figure 2- 72 (continued)

Introduction to Ventura Publisher

m m m m m [[]

" of Colu/Uls:

OJ EI

Settings For:

Imi,:;;t,.

ColuMn 1:

2:
3:
4:
5:
6:
7:

Widths
19,B6
19,B6

OOt OO
OOt OO
OOt()()
OOt OO
OOt OO
OOt OO

Inserts:

I Make

I Right

Page

Gutters

B3 J Ba
BB,BB
BB,EtB
BB,BB
BB,BB
EtB,EtB
BB,BB

Top:
BOttON:
Left:
Right:

Equal Widths

I
Margi~rs
B1,B~

picas

& points
~

B3,BB
B4,B6
94,B6

"'\

Calculated Width = 51,BB
Actual FraNe Width - 51,BB

I I Copy

To Facing Page

I I Cancel I

Figure2-13
Clicking on the measurement units in a dialog box (e.g. "Picas & PointsH) changes
to another unit of measure.

means the item is not currently available for selection. To
choose a grayed item, you must fIrst enable that feature. Occasionally you must go to another menu or to the sidebar to
turn on a feature, but usually you'll fInd a button in the same
dialog box.

Tips for Working with Dialog Boxes
Dialog boxes are prepared to accept information as soon as
the box appears on the screen. Normally the text cursor is
already blinking on the fIrst line in the dialog box.
You can move the text cursor in three ways. First, simply
point to the new space and click once with the mouse.
Second, use the arrow keys on the numerical keypad-just
press the direction you want to move. Or third, move with
the tab key. Each time you press Tab, the text cursor jumps
to the next space.
However you move the text cursor, it usually jumps to the
end of the space. If the space is empty, you can start typing
and Ventura will fill in from the front. You can erase characters simply by backspacing over them. You can also clear the
entire line by pressing Escape.

Inside Xerox Ventura Publisher

• Note: Do not mistake the backspace key Oocated at the upper
right oj the keyboard) with the left arrow key aocated on the
numeric keypad). The Jormer deletes characters as it moves
left; the latter merely passes over them

Ventura uses Enter as a shortcut for clicking on the OK Button. If you press Enter, the program will assume you are
finished using the dialog box.

If you change your mind, click on the cancel button to
return to where you were. Don't worry about clearing the settings- if you select Cancel, Ventura will ignore any changes
made in the dialog box.
To change the units of measurement touch the name of
the units with the mouse cursor and click once (see Figure
2-13). Click again, and the units will change again. At any
time, you can toggle between these four choices:
• Inches
• Centimeters
• Picas & Points
• Fractional Points
When you reach the end, the cycle starts over. As you
change, the program automatically recalculates the values.
Inches are converted to centimeters; centimeters to picas &
pOints, etc. Once in a while you may see - (the tilde character). The measurement has not been lost. It is simply too big,
or too small, to display in the space. Convert to different units
to see it reappear.

Be careful when entering picas & points. ConSider, for example, the measurement 4 1/2 picas. You might be tempted
to enter 4,5. In actuality, Ventura will interpret this as 4
picas and 50 pOints. Since 1 pica equals 12 paints, the correct way to enter 4 1/2 picas is as 4 picas and 6 paints. This
is written as 4,06.

Introduction to Ventura Publisher

• Warning: Don't forget the all-important zero when entering
picas & pOints. If you enter 4,6 in the example above, Ventura
will interpret it as 4 picas and 60 points. You must precede
the pOints with a zero: 4,06.

Refer to the Box at the end of this chapter for more information on picas, points, and other basics of printing terminology.

Item Selectors
Dialog Boxes are used to choose options and enter measurements. To choose .files, Ventura uses a special type of dialog
box called an item selector. When you see the phrase item
selector, think file selector and you'll be on the right track.
An item selector shows up anytime Ventura needs to know
which file you want to use. To use item selectors, you must
understand four concepts: (1) how to choose files with the
mouse, (2) how to choose files directly by typing their names,
(3) how to filter files, and (4) how to change subdirectories and
disk drives.
Choosing A file with the Mouse

Make sure the fue name appears on the item selector list. If
you don't see it, use the scroll bar or scroll buttons until it
shows. Select it by clicking on the name. Notice how the file
name appears in the previously blank selection line as soon as
you click. This is your confrrmation that you've chosen the
correct file. Once you've got the right file, click OK.
Choosing Files Directly

To bypass the mouse, simply type in the fue name directly.
When the item selector appears, you'll see that the blinking
text cursor is already on the selection line. To enter a file
name, just start typing. Click OK when you're done. If you type
the wrong name, press Backspace to erase the characters, or
press Escape to clear the entire line and start over. If you
change your inind, click on Cancel and Ventura will return
you to the document.

Inside Xerox Ventura Publisher

Use the selection line to bypass the mouse, to name a fIle
that does not yet exist, or to create a new name for an existing
file.
File Filtering

Filtering excludes files that would otherwise clutter up the
item selector. Look again at Figure 2-2. This item selector appeared when we loaded text during our tutorial. Notice the
three-word file extension .TXT on the directorY line. Ventura
knows that ASCII graphics files should carry this extension.
When you tell it to load a TXT file, it automatically filters out
all others.
Although you can enter your own filters, Ventura has a list
of file extensions it prefers to use. When you tell Ventura that
you want to load, for example, a MultiMate text file, it remembers the subdirectory and the file extension you used last
time. If you change either of these, Ventura will remember the
changes the next time you load MultiMate files.
How do you change the file filter? Simply by placing the text
cursor on the directory line, typing in the new extension and
clicking OK. Ventura will immediately filter out all files except
those that match the new extension.
So far we've been talking about filtering with file extensions.
Those familiar with MS-DOS have probably guessed that you
can also use the standard MS-DOS conventions to make further filters. For example, when writing this book, we started
all our files with the two-letter code VP. Anytime we wanted to
see only the chapters for our book, we had only to type in
VP*.CHP to eliminate any files that did not start with VP and
end with .CHP.
Changing Subdirectories and Disk Drives

Ventura Publisher is an intelligent program. When it places
an item selector on the screen, it guesses which type of file
you want and where it is likely to be found. You can see the
result of its guess on the directory line. If you now choose a
different subdirectory, Ventura will remember. The next time

Introduction to Ventura Publisher

it opens this item selector, Ventura will start off with the last
subdirectory you used.
It's easy to change subdirectories and disk drives. One
simple method is identical to the way we changed file filters:
Place the text cursor on the directory line and type in the
name of the new subdirectory (and/or the new disk drive). As
soon as you click OK, Ventura will switch to the new subdirectory.
Another method uses the backup·button (see Figure 2-14).
Clicking the backup button takes you to the next highest level
directory. Suppose the directory line now shows
C:\TIPESET\ARTICLES. Pressing the backup button will move
up one level and the directory line will now read C:\1YPESET.
Pressing it again will move up to the fmal, root level, and the
directory line will read C:\.
When you click the backup button, the list of files will
change to show what is available in the new subdirectory. As
you browse through the list, you may see names preceded
with a diamond character (see Figure 2-14). These are subdirectories. To move to a new subdirectory, click once on the
name, as if selecting a file. The directory line will change, and
you will fmd yourself in the new subdirectory.

ITEM SELECTOR
Directory:

C:\ TYPESET\*. THT_ _ _ _ _ _ __
Selection:

ABOOK
• TXT
BOOI(
.THT
BROCHURE. TXT
COLUMrt • TXT

r--

~~i~~~~D:~~ ~:; ~:. ~l.· ~.i: ~

·AWCl~"Ji'e
. MANUAL

• TXT

MAGAZlrtE. TXTI

£]
"

I Cancel I

Figure2-14
Clicking on the backup button in an item selector causes Ventura Publisher to
move up one level from the current directory.

Inside Xerox Ventura Publisher

If you backup enough times, you will eventually see only the
disk drive letters in the list. To move to a new drive, click on
the one you want.
You can also type in the letter of the new drive on the directory line and click OK. If your disk drive does not appear, this
is the only way to reach it. Type the drive and the subdirectory
name on the directory line and ~en select OK.
Tips for Using Item Selectors

To make files appear at the top of the item selector list for
quick and easy reference, simply precede the file name with
a symbol. The file list is displayed alphabetically, and symboIs are placed before the letters of the alphabet.

Dialog boxes will sometimes refuse to accept a filename
without a three-letter extension. To select a file without an
extension, type a period followed by three spaces.
You can also activate the

OK Button by pressing the Enter
key. You'll see the OK button turn dark just as if you'd
selected it with the mouse. This shortcut works in dialog
boxes, too. Anytime you see an OK button, you can select it
by pressing Enter.

To make file selection faster, move the cursor over the file
name and click twice rapidly instead of once. If you press
twice in a row without a pause, the second click will activate
the OK button. This method is faster, but it does have one
slight disadvantage. If you've slipped and selected the wrong
file by mistake, you won't have any opportunity to check
.your choice by looking at the selection line.
You can vary the speed of the double click option using SET
PREFERENCES from the options menu. If you choose fast, you
must click very rapidly to invoke the double click shortcut. If
you choose slow you can wait longer between clicks and Ventura will still recognize it as a double click shortcut.

Introduction to Ventura Publisher

The Sidebar
We've learned a good deal about Ventura's user interface already. We've seen how it uses the mouse, the keys, and dialog
boxes. These elements were pioneered by the research done at
Xerox Palo Alto Research Center. They have become more or
less standard in "graphic environments."

Figure2-75
The elements of the sidebar.

But there's one portion of the Ventura interface that's not
like anything else- the sidebar. This unique feature gives Ventura much of its power, flexibility, and speed.
The Function Selector
Figure 2-15 shows the sidebar with its parts labeled. At the
top is the function selector, whose four icons control Ventura's
four modes of operation:
Mode

Purpose

Frame setting

Create or select a frame to place text or pictures.

Paragraph tagging

Change a style sheet and apply it to text

Text editing

Create or modify text

Graphicdrawing

Create or modify pictures

Inside Xerox Ventura Publisher

You can change modes in three ways. You can select the
proper icon from the function selector. You can choose the
mode from the view menu. Or you can use the keyboard
shortcuts. These shortcuts are shown on the view menu next
to the names of the modes.
The four icons at the top of the sidebar do not change.
Likewise, the page number box at the bottom always shows
which page you are on. But the rest of the sidebar changes according to the mode you are in. Spend some time familiarizing
yourself with the information found in the sidebar. Often it's
the key to figuring out what's going on in the workspace.

Frame setting is the mode in which you select and operate
on frames, the containers into which we pour text and pictures. In this mode you can choose which frame you want,
load text and pictures into it, change its size, add a new
frame, or change frame attributes such as margins and
columns.
In the frame setting mode:
• The addition button reads "add new frame." Select this
button to draw a new frame on a page (as we
demonstrated in the test drive).

f"""v'oU"cM""dj;"o"";eiect"
~he left. MThis is
~ect3 01 kerning.

select
rion and tag the follOWing
1ilgether with ~n Jon

1
1

Simple tables can be q :
key. and selecting a
tab stops. wTag each

~ab
~he

Tag you
aSSign• .For
changes
the text
rEach
the entire
paragraph
Instance.
you attrl
can
following list 01 features. and tag each one
Bullet Tag . ..(It you want to tag them all at
ress and hold the shift key. then select e
aragraph. Release the shift key and then select

ab::~~:83.23.287

I:::::::::

~~~~~~~:::::::u=lIe:t:Ta:g:)'~::::::::::::::::::::~~EimEai ~mm![~~
Rgure2-76
The sidebar in paragraph tagging mode. The assignment list shows the tags
available for use.

Introduction to Ventura Publisher

• The aSSignment list changes to display all the files
currently available to be placed onto the page, whether
text or pictures. If you don't see any names in the
aSSignment list, you have not yet loaded a file.
• The current selection box shows the name of the file in
the active frame. If the frame contains no files yet, it
shows the word Empty. If you have not selected a frame,
it is blank.

Paragraph tagging is the mode in which you apply tags from
the style sheet to text.
• The addition button reads "add new tag." Select it to
create an entirely new tag that is not already listed.
• The aSSignment list displays all the tags for the current
style sheet.
• The current selection box remains blank until you select
a paragraph from the document. Then it shows the tag
assigned to that paragraph, as shown in Figure 2-16.
Text editing mode is used to alter text fues that have been
loaded into the documen~ (See Figure 2-17).

Desktop Publlshl

ArriVeS on Your

Enable the Paragraph Tagging function (secondi
nction from the left). Tag the paragraph above as
1. wThen tag Is as Headline 2, and Headline:

a:
I

Tag the hext paragraph as a Sub Head 1. wThen:
It as oS Sub Head 2, and Sub Head 3.'
;:
Tagging Makes Publishing

EasYI

Each Tag you assign changes the text attributes!
the entire paragraph. Jor Instance, you can take:
following list o11eatures, and tag each one with!
Bullet Tag • .,(11 you want to tag them all at once,:
55 and hold the shift
then select each:

1
i

This Is very useful10r

You can also select text
wThls Is known
kerning, select
rion and tag the following
~he len.
~ects 01

'lOg ether with

~n Jane

Simple tables can be
key, and selecting a
tab stops. wTag each
fable Tag.'
~ab
~he

'·283.23·287

Figure2-77
The sidebar in text editing mode. The assignment list shows the attributes available
to be applied to text.

Inside Xerox Ventura Publisher

Desktop Publlshl

ArriVeS on Your

the Paragraph Tagging function (5econdl
the left). Tag the paragraph above a5
1...Then tag 15 as Hea.dllne 2, and Headline!

next paragraph a5 a Sub Hea.d 1. "The •
h as a Sub Head 2, and Sub Head 3.1

!
i

Thl5 15 very u5eful for
You can also select text
..This Is known
kerning. 5elect

~he len.
~ect5 01

~:.':ion and tag the following p
"ibgether with ~n Jone

Rgure2-78

The sidebar in graphics drawing mode.

• The addition button shows "set font." Use it to change
the font attributes of a few words within a paragraph (to
change the entire paragraph, use the paragraph menu
while in paragraph tagging mode).
• The assignment list displays the attributes (normal,
bold, italic, etc.) available to apply to the text.
• The current selection box is empty when the cursor is
over normal text. But text files also include marks that
are usually not visible, such as the signals to turn
italics on or off, to end a paragraph, to create a tab, and
so on. When you move the cursor over one of these
"invisible" marks, the term "attr. setting" appears in the
current selection box.
Graphics drawing mode is used to create and modify drawings (see Figure 2-18).

• The addition button and the' assignment list disappear
to be replaced by six buttons. These buttons represent
Ventura's six drawing tools.

Introduction to Ventura Publisher

• The current selection box shows the name of the tool
now in use.

Frames and Pages
Think of frames as containers for text and graphics. In addition, frames specify attributes like margins and columns.
Ventura's frame menu lists these attributes and lets you
change them as you want.
Ventura makes things even easier by automatically drawing
the first frame in a special frame is called the underlying page.
Its boundaries are the edges of the paper and it automatically
repeats itself for every page of the document. Most of the rules
of ordinary frames apply to the underlying page, which differs
only in these ways:
• It is created automatically.
• Its bouridaries are the edges nf the paper.
• It repeats on each page.
• Text flows automatically from page to page.
• It cannot be moved or copied.
If every page of your document has the same format, you
won't need anything more than the underlying page frame.
Usually, however, you'll want to modify certain pages. For example, you might want to place a picture onto a page, as we
did in the tutorial. Or you might want to create a newsletter or
magazine where virtually evexy page has a different layout.
Chapter Six, Document Design and Layout, explains the
layout process and the use of frames.

Chapter Files
The chapter file is the blueprint for the document. It lists all
the elements and where they belong:
• Which text fues to use and where to put them.
• Which graphics files to include.

Inside Xerox Ventura Publisher

• Which style sheet to apply.
In short, the chapter fue stores a description of the document' the "addresses" of the files on the disk, and the order
and manner in which they appear. Here is a list of the information stored in chapter files:
• File information
- File names and locations
- File placement
• Frame information
-

Frame margins
Frame columns
Frame ruling lines
Frame size
Frame background

• Numbering information
- Starting page number
- Starting chapter number
- Starting table/figure number
• Other information
- Headers and footers
- Footnote settings
The first time you save a document, Ventura automatically
builds a chapter file with this information. This fue always
has the extension CHP. When you load an existing document, do so by selecting OPEN CHAPrER from the file menu.
Although you could achieve the same effect by loading the
text, pictures and style sheet separately, there's no need to
go to the trouble. Simply load the chapter file, and Ventura
will use it to reload all the files and rebuild the document in
its entirety.

Introduction to Ventura Publisher

Text + Pictures + Style Sheet =Document
Figure2-79

The Ventura Formula.

The Ventura Formula
We've now concluded our look at Ventura's basic concepts
and terminology.· You need only one more fundamental principle before you're ready to tackle the rest of this book: The
Ventura Formula.
As Figure 2-19 shows, the formula is a simple one: Text plus
pictures plus style sheet equals a document. No matter what
kind of documents you produce, the Ventura formula always
holds true. The next few chapters explain each part of the formula in depth. Here's a preview:

Text
Ventura Publisher works directly with text files from leading
word processors (it can also produce text files on its own).
Ventura uses text files for two purposes. The first is to store
text and its attributes (boldface, italicized, underlined, etc.).
The second is to store tags, the special codes that tell Ventura
what part of the document each text element representswhether it's a headline, body text, a subheading, and so on.

Pictures
. Most Ventura pictures come from outside files (it can also
produce simple pictures on its own). Those files may.be
created by graphics programs, or by scanners (devices which
scan pictures on paper to create an electronic description
suitable for use by a computer). As with text, Ventura deals

Inside Xerox Ventura Publisher

with the original file. But it does not change or modify that
file, no matter what changes you make to the image after you
bring it into Ventura. Rather, Ventura uses its own separate
chapter file to store a pointer to the original picture, along with
instructions on how to display it.

Style Sheets
Style sheets are the key to unlocking Ventura's advanced
functions. As mentioned above, Ventura places tags into the
original text files. These tags are notes that tell Ventura things
like "Make these three words a headline" or "make the next
five items into a list," and so on.
How does Ventura know how to format these tags? Simpleit creates a separate file known as the style sheet. This style
sheet contains the format rules for the tags. For example: "Set
all headlines in 36 point Helvetica Bold type with a 1 point
rule underneath" or "Indent list items 1/2 inch and precede
them with a bullet character."
This chapter has outlined the basic structure of Ventura
Publisher. Now it's time to learn how to become productive.
We'll start that process in the next chapter, which explores
the first part of the Ventura formula: Text.

Introduction to Ventura Publisher

The Language of Pages and Typography
For those who are new to publishing, we are concluding this chapter with a special section on the terminology of page design. Even
those with experience in printing and publishing may want to glance
through this brief section, because it defines key words and terms as
used by Ventura Publisher and this book. In a few cases, there may be
differences between the traditional meanings and the definitions used
by Ventura.

Measuring a Page
Ventura is outstanding in its ability to measure in different ways. You
can choose from three methods: (1) inches, (2) centimeters, or (3)
picas and pOints.
You're probably more familiar with inches or centimeters, but we
suggest you learn to use picas and pOints, which are part of a system
called printer's measure. Since type sizes are always specified this way,
it makes sense to use printer's measure for everything on the page.
Otherwise you spend too much time converting back and forth.

Points and Picas
Points are very small units, about 1/72 of an inch, but they are very
important. They are used to measure the size of type, the size of rules
and the spacing between lines. You'll use them constantly as you work
with Ventura Publisher.
The point size of a typeface is determined by its lowercase letters. It
is roughly the measurement from the highest ascender (the top of a
M
"b for instance) to the lowest descender (the bottom of a "gM).
The best way to get comfortable with pOints is simply to start using
. them in practice. As we move through this book, we'll constantly be
mentioning the sizes of type we use for our various examples. And as
you use Ventura, you'll constantly be specifying sizes on your own.
Since Ventura lets you see the results of your changes instantly, it only
takes a few weeks before you can spot type sizes at a glance.
Picas are larger units, equal to 12 points or about 1/6 of an inch.
(Don't confuse picas with the typewriter style of the same name.)
Printers use picas to measure lines, margins and columns. Once again,
the best way to get comfortable with picas is simply to start using them.
Soon they'll become second nature. If you get confused, you can always switch Ventura's rulers or dialog boxes back to inches or centimeters.
One of the advantages of using picas to measure distances in Ventura Publisher is that the number 6 (as in picas per inch) is divisible by 3.
Thus, if you are working with a three-column layout, you will end up

Inside Xerox Ventura Publisher

with even values on your ruler and in your dialog boxes. For example,
if you wish to divide a live area of 7 Inches (42 picas) Into three equal
columns, you would end up with three columns of 13 picas with 1 1/2
picas space between each column. Using inches or centimeters, it
would be impossible to express 13 picas exactly; you would need to
approximate it with decimals.

Ems and Ens
Ems and ens are two other units of traditional printer's measure. They
are used to measure blank space, and they vary according to the size
of the type. The em space is always equal to the point size. In 12-point
type, the em space is 12 pOints. In 18 point type it is 18, and so on. An
en is 1/2 the em. In 12-point type, then, the en Is 6 points; in 18-point
type it is 9 points, and so on.

Typographical Terminology
Although ems and ens are not very Important when it comes to
measuring the page, they are used to describe to describe indents
and dashes. They are two of the half dozen or so typographical terms
you should know to work efficiently with Ventura.
Em dashes are equal to the em size-12 pOints In 12-point type, 18
pOints in l8-point type, and so on. Em dashes are used to separate two
words in a sentence, as in the first sentence of this paragraph. The standard computer keyboard does not Include a character for the em
dash. Chapter Three explains how to insert em dashes and other special characters into your text files so they will be properly printed in Ventura.
En dashes are half the size of the em. They are used to separate
numbers in a range, such as 1967-1969.
There are several other typographical characters you should learn
to recognize if you want your pages to look truly professional.
Open and close quotes are among the most Important new
characters you should learn. A typewriter uses a single set of marks for
quotations, whether those marks come at the beginning (open) or the
end (close) of the quote. But true typeset materials have two separate
symbols, one for opening quotes and one for closing quotes. Take a
good look at this next phrase: "sample typeset quotation. • Notice how
the marks slant in a different direction at the beginning and the end?
Now look at this typewritten version: "sample typewritten quotation."
The marks are upright and identical.
Unfortunately, computer keyboards have only the one quote mark
key left over from typewriter days. Chapter Three explains how to overcome this limitation and Insert true open and close quotes into your

Introduction to Ventura Publisher

text. It also explains how to insert other special symbols, even if they do
not show up on your computer keyboard.
Thin and figure spaces are two additional space characters. The thin
space is half the size of the en space. The figure space is equal to the
width of a numeral. It is useful when typesetting tabular or financial
material.
Font Is another important typographical term you will see constantly
when using Ventura. It refers to the size and style of type.
Printers use several different terms to describe different kinds of type:
typestyles, typefaces, type families, type fonts. Ventura Publisher uses
the word font. When you choose the set font option, Ventura allows
you to change the size, the style, and the attributes of the type.
The size of the type is measured in points, as explained above. The
style of the type is determined in part by the printer you use. Ventura
will let you select from any of the typestyles supported by your printer.
Different type designs are called typefaces or typestyles. There are
upwards of 3,000 typefaces, each of which has a name, such as Century, Helvetica, Times Roman, Souvenir and so on. One particular
variety of a typeface is called a font. Helvetica is a typeface. Twelve
point Helvetica Bold is a font.
Typefaces fall into several categories. The two most important are
Serif and sans serif. Serifs are the curlicues that decorate the ends of
letters. A serif typestyle is one that contains these curlicues~ "Sans· is
the French word for without, so a sans serif typeface is one that does
not have them.
You will also encounter pi and symbol fonts. These are typefaces
composed of pi characters, which are special symbols such as stars,
bullets, ampersands, dingbats, math symbols and so on.
A single typeface can have many attributes. Attributes refer to the
weight and slope of the type. Think of the weight of type as the thickness of the letterstrokes, or the amount of ink.
Another way to modify type is to change its slope. Normal type is
straight up and down. If we slant the type, we refer to the new version
as italics. Italics are often used to call attention to words within a sentence.
Ventura lets you combine attributes. You can, for example, choose
to make a typestyle both bold and italics. Remember that Ventura
"knows· which printer you are using. If that printer cannot support certain attributes or combinations of attributes, they will be shown in gray
in the Dialog Box and you will be unable to select them.
Spacing is one final typographical definition you should understand
before working with Ventura Publisher. In the old days, space between
lines was called leading (pronounced ledding). The term came from

Inside Xerox Ventura Publisher

the practice of putting strips of lead between lines to create extra
space.
Ventura very logically refers to this as line spacing. You specify line
spacing by selecting SPACING from the paragraph menu. If you do not
specify anything, Ventura will automatically space the lines according
to an internal formula.
With the definitions and explanations of this special section, you
have the basic nomenclature you need to start work with Ventura. To
simplify matters, we are ending this section with a short list of Ventura
terms that might be confusing to a first time user.
Term

How Ventura Uses this Term

Attribute

The weight and slope of a typestyle, as in bold,light, normal, !talics.

Chapter

Item Selector

Any single document that is edited at one time. Chapters can be printed in sa- .
quence to form longer documents.
The Ventura manual uses this word to refer to a chapter. This book uses the
word to mean a publication in the everyday sense.
Aparticular variety of type, including the size, style, weight and slope, e.g. 12
point Times Roman Bold Italics.
Abox or container which provides boundaries for text and graphics. Aframe can
be any size up to the size of the entire page.
Aspecial kind of dialog box used to select files.

Paragraph

Any unique element of the document that can be described with a tag.

Tag

An element of a Ventura Publisher style sheet containing a consistent set of type
and format specifications.
A special frame automatically created whenever you start a new document in
Ventura. Its boundaries are the edge of the page.

Document
Font
Frame

Underlying Page

Chapter Three

Creating Text

Publisher possesses a rich set of features for
creating impressive documents. But the most important element of any document is the text. Mter all, it is
the written word that conveys the message.
A desktop publishing program, even one as powerful as Ventura Publisher, cannot produce well-written text. What it can
do is make text creation as simple as possible. That way, you
can concentrate on perfecting your writing rather than on
mastering a new and confusing tool. Ventura Publisher was
created with this philosophy in mind.
Sounds good. I just use my word processor like alwaysright? Not quite. There are several tricks you should know,
simple techniques that smooth the process. This chapter includes general instructions, plus comments on specific word
processing, spreadsheet, and database programs. At the end
of the chapter, we've added a section that offers a quick, painless way to "preformat" word processing files so layout is even
simpler.
This chapter focuses on creating text before you bring it into
Ventura . Publisher. Chapter Six, Document Design and

ntura

Inside Xerox Ventura Publisher

Layout, discusses how to bring text in, lay it out on the page,
and make changes to this text using Ventura's built-in editing
functions.

The Ventura Publisher Approach to Text
Most writers are comfortable with a particular word
processing program. They have mastered its features and can
create text files quickly, painlessly, and reliably. With Ventura
Publisher, there's no need to throwaway this investment of
time and effort. Ventura Publisher works directly with most
leading word processing programs. It can even work with
database software, spreadsheet software, and programming
languages.
There's another important benefit to Ventura Publisher's
approach. Few documents are created, formatted, and printed
in one pass. Revisions are almost always required. Fortunately, Ventura Publisher preserves all changes in the original text
file. So go ahead and make corrections during page layoutthose corrections will automatically be saved to the text file.
And feel free to edit word processing files after they've been
formatted with Ventura Publisher. Your edits will be incorporated the next time you bring that document into Ventura.

General Rules for Creating Text
As we've already seen, Ventura Publisher views writing, illustration and layout as three separate tasks:
Text + Pictures + Style Sheet = Document.
Consequently, when creating text for Ventura Publisher,
you should concentrate on writing, not on formatting. Do not
consider final attributes such as fonts, margins, columns, indents, foote'rs, and so on. These factors will be taken care of
later, when you bring the text into Ventura.
What's that mean while writing? Just this: Although your
word processor has commands for margins, headers, indents,
and other formatting options, don't use them. Formatting

Creating Text

decisions made with the word processor will only be overridden by Ventura Publisher anyway.
Ventura Publisher also ignores extra spaces between words,
if those spaces were inserted by the word processor to justify
the margins. (These spaces are called "soft" or "discretionary"
spaces to distinguish them from the "hard" spaces you insert
when you touch the space bar.) It is thus of little use to justify
text with the word processor. Ventura Publisher adjusts lines
according to the fonts and column widths of the actual
printed page, not those of the word processor. In fact, justifying text in the word processor can throw off certain Ventura
tab functions.
It is also important to remember not to insert spaces or tabs
at the beginning of a paragraph- even if you want the fIrst line
of each paragraph indented in the printed document. Let Ventura Publisher create the indent. That way you'll have the
luxury of changing your mind. With a single Ventura command, you will be able to change the amount of the indent or
turn it off entirely throughout the document.
Since Ventura Publisher handles spacing, there is one adjustment you should make in your typing style. Touch typists
are trained to insert two spaces after a period or a colon. Instead, you should type only one space. Otherwise, the extra
space causes rivers, unsightly gaps of white space that spoil
the look of a page.

Tab Stops
We do not recommend using tab stops in the text files you
create for Ventura. Chapter Nine, Special Tips '& Techniques,
gives suggestions on how to format tables using separate tags
instead of tab stops.
Nevertheless, there are certain occasions that demand the
use of tab stops. You must take two steps to make them work
successfully with Ventura: (1) insert true tab characters and
(2) insert only one tab stop between columns.
Ventura Publisher recognizes tabs as long as they are "real"
tabs. When you press the tab key, some word processors insert the actual ASCII tab character, J\I (control I). Others simp-

Inside Xerox Ventura Publisher

D:EXAMPLE

PAGE 1 LINE 19 COL 91
INSERT ON
< < <
M A I N MEN U
> > )
--Cursor MoveMBnt-I -Delete- I -Miscellaneous- I -Other MenusAS char left AD char right lAG char I AI Tab
AB ReforM I (froM Main only)
AA word left AF word right IDEL chr Ifl AU INSERT ON/OFF
IAJ Help AK Block
AE line up AX line down IAT word rtlAL Find/Replce againlAQ Quick Ap Print
--Scroillng-IA~ line
IRETURN End paragraphlAO On screen
AZ line down AU line up
I
I AN Insert a RETURN I
AC screen up AR screen down \
\ AU stop a cOMMand \
L--!--!-!--!--!--!--!--!--!--!--!---R

L-t
Row 1
Row Z
Third rol.l

1st entry
1st entry
First entry

Tab Stops

Znd entry
2nd entry
Second entry

<
<
<
<

<
<

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7UW1!l51

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Figure3-1
Formatting a table within your word processor often requires you to hit the tab key
several times. Tables in Ventura Publisher should have only one tab befween
columns.

ly insert a string of spaces. Still others-like WordStar 3.3-let
you choose. Ventura Publisher will not recognize a string of
spaces as a tab, even if those spaces were inserted by pressing the tab key. If your word processor cannot insert the true
tab character, you must insert AI manually into the file .
• In WordStar 4 document mode, you must press APAI or AP-Tab
to insert a true tab character.

Inserting true tab characters is the first hurdle. The second
problem is inserting one and only one tab stop between
columns. Here's what often goes wrong: Many word processors have predefined tab settings at regular intervals. When
typing a simple two-column list, as in Figure 3-1, you press
the tab key several times to get the cursor over to the right
column. Each time you press the key, you are inserting
another tab stop. When you later use Ventura Publisher to
format that two-column list, Ventura expects to find only one

Creating Text

tab stop between the left column and the right. Instead, the
file may contain as many as five or six.
So the second rule for tabular material is to insert one and
only one tab stop between each column.
If you want to go to the trouble, you can set the tab stops on
the screen so they approximate the fmal appearance on the
page. Do so if this makes it easier for you or your typists. But
the screen appearance doesn't matter to Ventura Publisher.
All that matters is that you (1) insert a true tab character instead of spaces and (2) insert only one tab between columns.

Underlining, Italics, and Other Text Attributes
Ventura Publisher supports certain text attributes entered
directly in the word processor. If you enter the word processing command to make a word boldface, for example, the word
will also appear bold when the file is 'loaded into Ventura.
Feel free to use these attributes, but only to create an effect
for one or two words within a paragraph. If you want an entire
paragraph to be bold, type it normally. After bringing the file
into Ventura, you will tag this entire paragraph with a bold
font. When creating a large, bold headline, for example, don't
bother to use the bold command from the word processor. Instead, choose a large, bold font in Ventura.
On the other hand, if you want a single bold word or phrase
within an otherwise normal paragraph, use the word processor command. You can also wait and use Ventura's text editing mode to create the same effect, but it's generally best for
authors to specify special text effects as they are typing.
Otherwise it is easy to overlook or forget which words are intended for special emphasis.
This brings up the subject of italics, one of the most widely
used text attributes. Although Ventura supports italics, many
word processors, including WordStar 3.3, do not have an
italics function. Nearly all word processors support underlining. But be aware that words are generally not underlined in
typeset text. Instead, underlined words from typewritten
manuscripts are converted to italics.

InsIde Xerox Ventura Publisher

How should authors handle italics while creating text? One
method is to continue the standard practice of using underlines to represent italics. Ventura supports underlining, so
the words and phrases will still be underlined on the Ventura
screen. The editor can then find and convert them to italics. A
second method is to insert Ventura's italics command directly
into the word processing file as it is typed. This method is explained in the advanced section at the end of the chapter.

Non-Breaking Spaces
Ventura Publisher will recognize non-breaking spaces from
most word processors. Nonbreaking spaces are useful when
you don't want words separated. Examples include brand
names, like Lotus 1-2-3 and measurements, such as 43.8 cm.
The unit of measurement (em) should always be on the same
line with the numerical value. An ordinary space inserted
would allow the two to become separated if 43.8 came at the
end of the line- the "cm" would be dropped to the beginning
of the next line. To prevent this, enter a non-breaking space.
This appears on the printed page as a normal space, but it forces the two words to remain on the same line.
The word processors supported by Ventura have commands
for non-breaking spaces. Enter the command in the text file to
create a non-breaking space in Ventura. You can also create
non-breaking spaces while in Ventura Publisher's built-in text
editing mode.
Discretionary Hyphens
Ventura Publisher will recognize "soft" or discretionary
hyphens from most word processors. It will use these
hyphenation pOints if necessary to justify a line. However;
Ventura automatically hyphenates files as it loads them,
making the use of discretionary hyphens somewhat redundant. It is true, however, that the Ventura hyphenation
routine will occasionally miss opportunities for hyphenation.
It sometimes inserts fewer discretionary hyphens than possible (but it will rarely insert too many). Some people may
wish to add extra hyphenation pOints to certain words to im-

Creating Text

prove the appearance of justified lines. However, we recommend that these hyphenation points be permanently added to
the hyphenation dictionary as explained in Chapter E.ight, Advanced Functions. For this reason, it is unlikely you will have
much use for discretionary hyphens while creating text with a
word processor.

• Note: You can suppress aUtomatic hyphenation for an individual word by placing a discretionary hyphen after the
word.
Spell Checking
We recommend using a spelling checker before loading word
processing files into Ventura. Ventura inserts special codes
into the word processing document to indicate tags, text attributes, fonts and so on. If you check the file after it has been
loaded and saved by Ventura, the spell checking software will
report these codes as misspelled words.
If you do heavy editing while in Ventura, however, you may
feel you need to spell check afterwards. Since Ventura uses
the original word processing files, you won't have any compatibility problems with the spell checker. You will, however,
need to add the tag names and codes to the user dictionary so
the spell checker will realize they are not misspellings.
Naming Files
Ventura Publisher uses default file extensions for different
word processing programs. This does have some value for
those who routinely use files from different word processing
programs. A glance at the extension will show which format
the file is in. We suggest you develop naming conventions to
help manage large batches of files. For example, the extension
TXT could be used to indicate ASCII text files while WP could
indicate a WordPerfect file.
Converting File Formats
Ventura can be used to convert text files from one word
processor format to another. Editors might, for example, cob

Inside Xerox Ventura Publisher

lect material from several different authors using several different word processors. To facilitate copy editing or spell
checking, they might want to convert them all to a common
format.
To convert a file, bring it into Ventura using the procedures
spelled out in Chapter Six. With frame setting still enabled,
choose FILE 1YPE/RENAME from the edit menu. When the dialog
box appears, pick out the new file format (if you choose a new
name as well you will preserve the old file in the old format).
That's all there is to it. The file will be saved to the new format the next time you save the chapter.
Tips for Creating Text

Let's summarize what we've learned so far about creating
text for Ventura Publisher. Remember, these are general rules
that apply to any text file, regardless of the word processing
program:

Don't worry about formatting commands. You will create
margins, columns, headers and do all the other formatting in
Ventura Publisher. Just type the text flush left with any
margins you like .
• Note: The authors of this book often create word processing
files for books and newsletters that will later be formatted
with Ventura Publisher. We like to set our word processing
margins to apprOximate the amount of text in thefmal column.
For instance, when producing this book, we discovered that a
word processing column 52 characters wide was roughly
equivalent to one line on the printed page. Although only an
approximation, this technique helps writers gauge the proper
lengthfor sentences and paragraphs.

Don't indent the first line of a paragraph, even if you want
an indent on the printed page. You'll do the indenting in
Ventura Publisher.
I

Do not justify the text. Ventura Publisher will handle the
justification. At best you are wasting your time to justify

Creating Text

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Hard Returns

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COMMAND: Alpha Copy Delete ForMat Gallery Help Insert JUMp Library
Options Print Quit Replace Search Transfer Undo Windo~
Edit docUMent or press Esc to use Menu
Page 1 {}
7
Microsoft Word: INPLANT.DOC
figure 3-2
In Microsoft Word, soft retums are placed at the end of each screen line.

while using the word processor. At worst, you could cause
. problems with certain tabular functions.
Do not center text. You are only creating extra work for
yourself. You'll have to remove the extra spaces before using
Ventura Publisher's built-in centering command to place it
accurately in the middle of the printed page, or centered
across a column.
Insert only one space after periods and colons. Doublespacing will detract from the appearance of the final document.
Don't insert spaces after the last sentence in a paragraph.
It is possible that these spaces could create an unwanted
empty line in your document.
Insert only one tab stop between columns in a table. Make
sure your word processor inserts the actual 1\1 tab character,
not just spaces.

Inside Xerox Ventura Publisher

The tips listed above apply to all word processing programs.
Some techniques, however, vary slightly from program to
program. Let's explore some of the different word processing,
database, and spreadsheet programs you can use to create
text for Ventura Publisher.

Formatting ASCII Files
ASCII is the most widely accepted text standard for personal
computers. Think of ASCII as a generic brand- the plain
vanilla version of text. ASCII does not support sophisticated
text or document formatting, but this is only a minor
shortcoming since Ventura Publisher ignores most word
processor commands anyway.
We're starting with ASCII because it's the lowest common
denominator. Even if your word processor isn't directly supported by Ventura Publisher, you can translate files into ASCII
format.
ASCII files reqUire one special condition not necessary in
any of the other word processing formats. To understand this
requirement, we must introduce the concept of hard and soft
returns.
A hard return starts a new line. Your word processor inserts
a hard return whenever you press the key marked Enter,
Return, or .J. Hard returns show up as special symbols in the
margin or the end of a line (see Figure 3-2). They are very important to Ventura Publisher, because they differentiate
paragraphs.
Soft returns start a new line only if there's no more room on
the screen. Think of them as "temporary display returns."
Take a look at Figure 3-2. In the Microsoft Word example, the
first line of the first paragraph ends with the word "PC." The
second line ends with the word "is." You'll notice that there is
nothing in the margin to the right of these words. That's because Word has inserted a soft. return at the end of the lines.
If we were to add some words to these sentences and reformat
the paragraph, Word would ignore its original soft returns and
create new ones as needed.

Creating Text

D:POPE2

PAGE 2 LINE 4 COL Bl
INSERT ON
«<
MAIN MENU
»>
--Cursor MoveMent-I -Delete-Miscellaneous- I -Other MenusAS char left AD char right lAG char I AI Tab· AD ReforM I (froM Main only>
AA word left AF word right IDEL chr lfl AU INSERT ON/OFF
IAJ Help AK Dlock
AE line up AX line down IAT word rtlAL Find/Replce againlAQ Quick Ap Print
--Scrolling-IA~
line IRETURN End paragraph lAO Onscreen
AZ line down AU line up
I
I AN Insert a RETURN I
AC screen up AR screen down I
I AU stop a cOMMand I
L---!--!--!--!--!--!--!--!--!--!--!---R
using the alt key-alt p produces 9, for exaMple. At any
tiMe, the user can call up a picture of the alternate
keyboard.
Pop-up MenUs and consistently applied function keys
contribute to T3's relative ease of use. At each cOMMand
proMpt a Menu of available options waits at the touch of a
key. Although the prograM uses arrow keys, and not a Mouse,
for cursor positioning. we found Most operations easy to
iMpleMent.

Hard
Returns

<
L..-_ _- I

This user interface extends beyond the editor itself to SOMe
extensive file ManageMent and utility routines. The prograM
buffers the user frOM the cruelties of DOS: file naMes can

<
lWD!mil Z~ 3E!mj 4~ SI!li1!Lml G~ 1U1Iit1IW
9Ul!DD Ht1imIlD
Figure 3-3
In an ASCII text file, two consecutive returns should separate each paragraph.

sam

But ASCII doesn't support soft returns. Every time it sees
the edge of the screen, it creates a hard return. If you were to
bring a straight ASCII file into your word processor, you'd see
a hard return symbol at the end of every line. Ventura.
Publisher knows about this quirk of ASCII. When you tell Ventura Publisher to load an ASCII file, it translates a single hard
return into a soft return. How does it know when to end a
paragraph? Simple~ Ventura Publisher interprets two consecutive hard returns as the command for a new paragraph.
This explanation is leading up to an important rule: Always
hit the Enter key twice between paragraphs in an ASCII file
(see Figure 3-3). If you fail to use double returns to end
paragraphs, Ventura Publisher will run them toge~er.
• Caution: This rule applies to ASCII textfz1es only.

Creating ASCII Text with Other Programs
ASCII is a very important and versatile text standard. It is
the key to working with word processors, database managers

Inside Xerox Ventura Publisher

and spreadsheet software that are not directly supported by
Ventura Publisher. By converting their file formats to ASCII,
you can use them to create text for Ventura.
Many programs have a special conversion utility. If that's
the case, simply use it to change from the original file format
to an ASCII file usable by Ventura.
Even if the program doesn't have a conversion utility, you
can still create ASCII files. Just use the print function, but
print to disk instead of to a printer. When a program sends
text to a printer, it strips out special commands and converts
the text to standard ASCII. Once again, many programs have
special commands to allow printing to disk. Consult your
user's manual .
• Warning: If you print to disk, be sure to set all margins to zero
in the word processor. This will prevent the appearance of unwanted space characters at the beginning of lines and between lines.

One final note about ASCII files. Some word processors have
an option that creates ASCII files directly. WordStar, for ex. .
ample, has a Document mode (D from the main menu) and a
Nondocument mode (N from the main menu). WordStar's nondocument text files are straight ASCII files. Some users might
choose to use ASCII files as a common denominator in companies that have not standardized on one word processing
program.
• Caution: you cannot convert an existing WordStar document to
ASCII simply by opening it in nondocument mode. The exact
method of converting to ASCII varies between WordStar 3.3
and WordStar 4.0 but perhaps the simplest way is to print to
a diskfile.

Using Word Processor Files
Having finished with our discussion of ASCII files, let's turn
our attention to the word processing programs supported by
Ventura Publisher. All of them have one thing in common:

Creating Text

Table 3-1
Word Processing Codes Supported by Ventura Publisher
Bold
Microsoft Word Altb
Multi Mate
AltZ
WordPerfect
F6
Word Star
"8
Xerox Writer
Alt9
XyWrite
Ctrl2

Superscript
Alt+
Alta
Shift F11

Subscript
Alt A1tW
Shift F1 2

A1t4
Ctrl7

A1t 5
Ctrt8

Strikethrough
A1t s
NA
Alt F54
"X
NA
NA

Underline
A1t u
Shift F8
"S
Alt7
Ctrl3

Disc Hyphen
CtrlShift F7
Ctrl-

"CEHyph Fcn
Shift ~

They support soft returns. It is thus not necessary to place
two returns between paragraphs. A single return is all that is
necessary to identify and separate paragraphs for Ventura's
use. (If you prefer two returns between paragraphs, use the
@PARAFIL1R ON technique explained at the end of the chapter.)

• Key note: There is one major difference between ASCII files
and word processing ftles. ASCII ftles require two returns between paragraphs. Word processing ftles require only one.
Ventura Publisher works with word processor files much the
same way it works with ASCII files, with a few exceptions explained below.
As we mentioned above, Ventura reqUires true tab characters between columns. Some programs, such as WordStar,
can insert either spaces or true tab characters. If you use
WordStar to create text for Ventura Publisher, turn off the
Vari-Tab feature by hitting I\OV (Control O-Control V). This
ensures that actual tab characters, and not strings of spaces,
will be inserted when you press the tab key.
Ventura Publisher ignores the dot commands and other
codes a word processor uses to specify print formats. Don't
bother with them in files created for Ventura Publisher.
Likewise, justification has no positive effect, so make sure
that justification is off before you start typing.
Word processors normally insert soft, or discretionary,
hyphens to accomplish justification. Since Ventura Publisher
disregards these soft hyphens, it makes sense to disable
hyphenation if you can.

Inside Xerpx Ventura Publisher

Ventura Publisher recognizes several word processor commands for text attributes. Text given one of these attributes
within the word processor will automatically retain these attributes in Ventura Publisher. Table 3-1 offers a list of the
word processing commands from each program that are
recognized by Ventura.
In addition to the word processor commands supported
directly by Ventura, you can also insert other effects using the
techniques in the fmal section of this chapter.

Tips for Working with Word Processors
Put a single hard return between paragraphs. If you prefer
two returns, use the @PARAFILTR ON technique explained at
the end of the chapter.
Don't use dot commands or formatting codes since they will
only be ignored by Ventura.
In WordStar, turn soft hyphens off at the beginning of every
editing session. Also, turn hyphen-help off at the beginning
of every editing seSSion, or reinstall WordStar so that
hyphen-help is off by default.
In WordStar 3.3, turn vari-tabs off at the beginning of every
editing session.
Turn justificatio,n off at the beginning of every editing session.

Creating Text with Other Programs
Up to this point, we have talked about word processors. But
you can also create text for Ventura Publisher with other
programs.

USing a Database Program
Database management programs are powerful text-generating tools for Ventura Publisher. Database softWare is much
more practical than word processing software for storing cer-

Creating Text

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Figure 3-4
Database software is useful for creating directories such as this one.

tain kinds of information. It is particularly useful for directOries, catalogs, price lists, phone books, and specification
sheets (see Figure 3-4). Virtually all database programs, including best-sellers like dBase III, Rbase 5000, and DataFlex,
can create ASCII files. When you combine the informationhandling of a database with the batch proceSsing of Ventura
Publisher, you have a powerful team for creating large directories.
To achieve a simple coordination between the two, program
the database as normal to accept and store the data you need.
Then print a "report" to disk. This will create an ASCII file that
can be loaded into Ventura and formatted.

Inside Xerox Ventura Publisher

64
A1:

ImSem!

Range Copy Move File Print Graph Data Quit
Global. Insert. Delete. ColuMn-Width. Erase. Titles. Window. status

'fears
PaYMent
'fear

Begin Bal.

End Bal.

Total Paid

Interest

1
2
3
4
5

5B.BBB.B9
42.4B6.26
33.764.33
23.929.53
12.737.22

4Z.496.26
33.764.33
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13,651. 84
13.651. 84
13.651. 84

6.958.1B
5.BB9.92
3.817.'15
2,459.53
914.63

Figure 3-5
A spreadsheet program can be used to create financial tables for Ventura
Publisher.

For the ultimate in automated database publishing, read
the final section in this chapter. It desCribes how to insert
tags, text attributes, and other formatting information directly into text files before they are brought into Ventura. Using
this technique, you can program a database to produce
reports that automatically insert formatting codes into the
text file. The result will be a "preformatted" text file. Using this
method, you can cut days or even weeks from the process of
publishing large directories. (See Chapter Nine, Special Tips &
Techniques, for information on live headers and other sophisticated formatting techniques for directories and catalogs.)

Spreadsheet Programs
Spreadsheet programs like Lotus 1-2-3 and SuperCalc 4
can also create text for Ventura Publisher. Spreadsheet
software is most useful for financial tables, comparison
charts, and other tabular material (see Figure 3-5). For certain applications, you may prefer a spreadsheet. If the balance
sheets already exist in Lotus 1-2-3, why bother to retype them

Creating Text

for the annual report? And why use a word processor to create
a complex finanCial table when a spreadsheet will do it faster
while doing the math for you?
The precise steps to convert a spreadsheet file into a Ventura Publisher text file depend on the particular spreadsheet
program. Some have a built-in ASCII option. If not, use the
technique we learned above: print the worksheet, but send it
to a disk file instead of the printer.
Conversion to ASCII presents few problems. A hurdle arises,
however, when importing these ASCII files into Ventura
Publisher. Spreadsheet programs use spaces to separate
columns. .As we saw earljer, Ventura Publisher reqUires the
actual 1\1 tab character, not spaces.
The solution is to strip out those spaces and replace them
with the tab character. One way to "clean up" the spreadsheet
file is to transfer it into your word processor. Then you can
use the search and replace function to remove multiple
spaces and substitute tab characters. Or you can embed a
special code symbol within each spreadsheet cell when you
first create the table. (Use any symbol that will not be encountered in the text. Possibilities include #, &, or *). Then
you search for this symbol with your word processor and
replace it with the tab character.
Another method makes use of a utility program called CONVERTD. This utility is provided free with the IBM PC version of
Microsoft Word. It can solve the space character problem for
any spreadsheet-generated ASCII file.
To use CONVERTD, set up the rows and columns in the
spreadsheet. Disregard formatting options such as right
alignment or centering. The spreadsheet is just a temporary
format. The final alignment and formatting will occur inside
Ventura. Second, write down the column widths in order. You'll
need that information later. For example: 10, 6, 5, 5, 10.
When you've entered all the information, print the spreadsheet to disk to create an ASCII file. (In Lotus 1-2-3, you do
this with the IPF command).
Now exit the spreadsheet and load CONVERTD from DOS. The
utility will ask you for the type of input file you wish to con-

Inside Xerox Ventura Publisher

vert. Respond with option 1, columnar text file. Next it asks
for the column widths. Here's where you type in the numbers
you wrote down earlier (10, 6, 5, 5, 10). Proceed with the
utility until it asks you for the type of output file. Respond
with option 2, delimited file.
A delimiter is any symbol or character used to separate different fields. Some mail merge programs, for instance, use
commas or semicolons to separate name, address, city, and
so on. Others use the return- they ask you to type each entry
on a separate line. In our case, when the utility asks for the
field delimiter, we will respond by hitting the Tab key.
CONVERID will proceed to scan the spreadsheet, strip out
the spaces, and insert the field delimiter- in our case, the tab
character. You will be left with a straight ASCII file where each
column is separated by a single tab character. And that is
what Ventura requires to create impeccably formatted tabular
material. ---- ---To take the use of the spreadsheet program one step further,
program the left-most column to contain the tag name along
with the labels. Instead of Sales, for example, you might type
in:
@TABLE=Sales

Since you use the same tag name for every line of the table,
use the spreadsheet's copy or macro function to automate
this insertion. See the final section of this chapter for more information on inserting formatting codes directly into text files.
Lotus 1-2-3 users can consider yet another way out. Ventura Publisher can directly import Lotus graphic files stored in
the PIC format. You may want to consider converting the
spreadsheet file into a chart or graph if a visual aid would
make your point more effectively than a table.
Still another option is to use a monospaced font such as
Courier after bringing the table into Ventura·Publisher. Since
all characters- and spaces- in this font have the same width,
you can be certain that the columns and rows will align in
Ventura Publisher just as they did in the spreadsheet
program.

Creating Text

• Note: If you use this technique, be sure to set the desired
space width for the tag to the same as the width of each
character in the font. For example, with a 12-pitch
monospacedfont, the space width should be set to .0833 inch
(1/12 inch). Use the 1YPOGRAPHIC CONTROLS option from the
paragraph menufor this setting.

Using a Programming Language
The'section at end of the chapter explains how to insert tags
and Attributes directly into a file. Once you understand how
the process works, you'll realize that programming languages
like BASIC and Pascal can do the work of inserting the tags.
This presents some novel opportunities for creating Ventura
Publisher documents. There are as many possibilities here as
there are programmers to create them. One example might be
a program that prompts the user for certain variable information such as the price of gold or the names of the department
managers and then outputs a customized Ventura Publisher
document. You need only program the computer to insert the
proper Ventura Publisher tags before each piece of variable
data.

Creating Text With Ventura Publisher
To this point, we've discussed how to create separate files to
be brought into Ventura Publisher. But you can also create
and edit text during page layout. Although Ventura
Publisher's text editing function was not designed to take the
place of a full-function word processor, you may find it convenient for making minor edits to existing files. In addition,
you can also create separate files. This saves you from the
need to exit the program, call up your word processor, create
the file, and then re-enter Ventura Publisher. We do not,
however, recommend the use of Ventura to generate more
than a page or so of text.

Inside Xerox Ventura Publisher

Since you would normally use Ventura's text editing tools
during the page layout process, we have covered the topic in
Chapter Six, Document Design and Layout.

Editing Text After Using Ventura Publisher
As we noted earlier, the text editing process does not end

once you have created a document layout. In all probability,
there will be revisions or additions to the text. This is where
Ventura Publisher's approach to handling text will be appreCiated .
. It is totally acceptable, indeed often desirable, to edit a text
file after it has been brought into a Ventura Publisher document. You need only apply the same techniques you used to
create the text fue in the fIrst place. Add text or make corrections to any portion.
The next time you call up the text file in Ventura Publisher,
all the changes made with the word processor will show up in
the Ventura document. As we've said, Ventura Publisher does
not store text in separate files of its own. Rather, each Ventura
Publisher document (each CHP file) contains the name of the
word processor fuels). As a result, your Ventura Publisher
documents are never cast in stone. Any change made to a text
file automatically forces a change in the Ventura Publisher
document .

• Warning: If you want to edit a textfile after it has been loaded
into Ventura Publisher, and you do not want to change the
Ventura Publisher document, make a copy of the text file
.under a new name. Edit the new copy only.
If you reopen a word processing fue, you'll discover codes
that were not present when you created the file (see Figure 36). These are Ventura Publisher's codes for tag names, special
characters, text attributes, and other commands. Be careful
not to edit or delete these codes- they control the format and
appearance of the Ventura Publisher document.

Creating Text

C:IUPXRPT

PAGE 1 LINE 19 COL 25

INSERT ON

L--!--!--t--t--!--!--!--!--!--!--t---R

= Two Kinds of Pictures
tura works with two kinds of pictures: Line-Art and IMages. ~ou
Mix and Match both kinds in one docuMent. Later in the chapter
11 look at both kinds in depth and exaMine their pros and cons.
11 also look at specific prograMS in both categories. But first
·s clearly distinguish between the two, sincP.r---=Te-xt----,
to know the difference. Before you can load
IU
t specify in the LOAD TEXT/PICTURE DiaL-....-A_tt_ri_bu_te_s_---'Line-Art or IMage (see Figure 4-1).

~HEADZ

Ue
ca
we
We
Ie
yo
MU
is

Wh n Uentura Publisher uses the terM <169>Line-Art<17B> it is referring
to what the rest of the world calls <169>object-oriented graphics.<17B>
Si
I
tOg raMS contain the word Draw in their naMe.
th
TagscknaMe of <169>draw prograMs.<17B> Uentura Publisher
cu rent.
.lr object-oriented prograMS directly: GEM Draw.
Lo USAO~_~_~. HU~OLHU and Mentor Graphics (and other forMats if they
ar converted first).

= Object Graphics
An object-oriented prograM creates a MatheMatical description of an
iMage. To draw a circle. for instance. it sends a MatheMatical expression
that translates into a circle on the screen (and later on the page).

~HEAD3

lWIim1iJ ZmmB 3gnmJ 4~ 5~ 6~
Figure 3-6

7l!IW1l1ID

B~ 9UWl11! IBl!mIiI!

Ventura Publisher's tags and codes as they appear in your word processor.

These codes are one of the keys to Ventura's power and formatting abilities. And they are also the key to ~ powerful advanced technique for "preformatting" text files.

Preformatting Ventura

P~blisher

Files

The following section outlines an advanced technique. To
understand it you must understand how Ventura uses style
sheets and tags. If you're new to Ventura Publisher, just skim
over this section. Or skip it altogether and come back to it
after you've finished Chapter Five, Working with Style Sheets,
and Chapter Six, Document Design and Layout .
• Note: You do not need to understand thefollowing techniques
to create sophisticated documents with Ventura Publisher.

,Even though there is no requirement to use this advanced
technique, it does provide a powerful tool for preformatting
files. It may seem cumbersome at first. In truth, when COffi-

Inside Xer'ox Ventura Publisher

D:REPORT.TXT PAGE 1 LINE 8 COL 91
INSERT ON
L--!--!--!--!--!--!--I--!--!--!--!---R
PROPOSAL TO ACME INSURANCE CORPORATION

Corporate Training

The Corporate Training departMBnt has identified an objective to redesign
and reforMat over 9999 pages of textual and graphic inforMation ~hich
constitutes the cOMpany's training dOCuMentation eleMents. In addition
to redesigning this·substantial aMount of inforMation. the departMent
will also add ne~ sections to the current training curriculuM. The
training docuMentation is currently available in a variety of Media.
Mostly on Much copied papers. The docuMentation is sOMe~hat out of
date since the collection of Materials dates back ten years. According
to the Corporate Director of Training. there is nO orderly fashion
or design for this inforMation. The corporation has hired a consultant.
Ms. Joan Belden ~ho has designed a specific forMat and process for
the training docuMBntation. Ms. Belden ~ill hecoMB a MeMber of the
ACMe Insurance staff to coordinate the processes of rewriting the
docuMentation.

Currently. there is an in-house printing and type-setting shop. Because
of delays and priorities. the training departMBnt does not have ready
access to this facility. Due to the size and nature of this project.
<
llilD!mi1 z. . ~ 4~ S~ G!iI!!IWJ 7l!IWII!IW 8LimmD
19B11!

gem

Figure 3-7
A raw text file contains no formatting information.

:•••••••••• I'•.••••••••• I'~ ••••• , , , , , I',', , , , , , , , , ,12,4,

, , , , , , , , ,

•

13,", , , • ,

, , , , ,

Tnle of Repon+
~"-"--'-'--'-"-'-"-'-.""""""''''''''''''''''''

.................................................................. .

PROPOSAL TO ACME INSU
CORPORATION.
r:ljlnjn,n,

e Corporate Truning department has identified an obj
:Over 9000 pages of textual and graphic information which
~aining documentation elements. uIn addition to redesigning this
:ormation, the department will also add new sections to the
[he training documentation is
~vailable in a variety of media, mostly
much copied papers. uIhe documentati
js somewhat out of date since the c
~ion of materials dates back ten years.

The document from Figure 3-7 affer being formatted using Ventura Publisher's
paragraph tagging function.

Creating Text

bined with a keyboard macro program like SmartKey or
SuperKey, it is often the fastest way to create documents.
Preformatting can save many hours of layout time. (This is
especially true if you use a database manager or spreadsheet
program to preformat large documents.) At the end of the section, we've given hints on when (and whether) to consider
preformatting.
Let's start by quickly reviewing the standard method Ventura Publisher uses to work with text files. The process starts
with "raw text." This text file contains no formatting information (see Figure 3-7). Next the file is brought into Ventura
Publisher. The style sheet is applied to the file using the
paragraph tagging mode. The result is a formatted document
(see Figure 3-8).
When the Ventura chapter is saved, the original text file is
saved as well. If we now go back to this file, we see that Ventura has inserted its tags and formatting codes into the file
(see Figure 3-9).
Given this approach, it is easy to grasp how preformatting
works: The author Simply types the tags and codes into the
text file before bringing it into Ventura Publisher. You can insert several types of information: (1) tag names, (2) text attributes like italics and boldface, (3) special non-keyboard
characters and symbols, (4) formatting information, and (5)
footnotes and indexes. We will explore all these in turn, but
remember that the baSic concept is always the same. You
preformat a text file by typing in codes in a form Ventura can
understand.

Entering Tags in Advance
Since Ventura Publisher inserts tags into the text file during
layout, it makes sense that you can do the same thing before
layout. If you know (1) the proper Ventura format and (2) the
exact names of the tags, you can insert tags as you type the
text file. When you load that file into Ventura Publisher, it will
be automatically formatted according to the style sheet. There
will be no need to use paragraph tagging mode, since the tags
will already be in the file.

Inside Xerox Ventura Publisher

72
D:REPORT.TXT

PAGE 1 LINE 1 COL 91

INSERT ON

L--f--f--!--!--!--!--!--!--!--r--!---R
~TITLE
~HEAD

= PROPOSAL TO ACME
LEUEL 1 = Corporate

INSURANCE CORPORATION
Training

The Corporate Training departMent has identified an objective to redesign
and reforMat over geee pages of textual and graphic inforMation ~hich
constitutes the cOMpany's training dOCUMentation eleMents. In addition
to redesigning this substantial aMount of inforMation. the departMent
~ill also add neu sections to the current training curriculuM.
The
training docuMentation is currently available in a variety of Media,
Mostly on Much copied papers. The dOCUMentation is sOMe~hat out of
date since the collection of Materials dates back ten years. According
to the Corporate Director of Training. there is no orderly fashion
or design for this inforMation. The corporation has hired a consultant,
Ms. Joan Belden ~ho has designed a specific forMat and process for
the training docuMentation. Ms. Belden ~ill becoMe a MeMber of the
ACMe Insurance staff to coordinate the processes of re~riting the
dOCUMentation.
Currently, there is an in-house printing and type-setting shop. Because
of delays and priorities. the training departMent does not have ready
access to this facility. Due to the size and nature of this project.

lWBimil Z!il!III

3~ 4~

SWil!l1l!lGl

rtiIWiIlIID B!!mI!ID 9m11!

<
<

<
le~

Figure 3-9
The same text file after formatting it in Ventura Publisher.

Ventura Publisher's tagging code is simple to learn: Type the
at-Sign (@) at the left margin. (The @ sign is found above the
number 2 on most keyboards.) Then type the name of the tag,
followed by a space, an equal sign, and a second space.:
To use this tag name in a text file, type it immediately in
front of the paragraph you want to tag. Put it on the same line.
Don't forget the spaces before and after the equal sign. Here's
how a headline might look in the text file:
@HEADLINE

=This is the Headline

When you insert a tag into a text file, Ventura Publisher follows the format instructions for that tag until it sees a hard
return. (Two hard returns in an ASCII file). Then it reverts to
body text. It will format the following paragraphs as body text
until it sees another tag. So don't insert tags for body textVentura Publisher already assumes anything without a tag is
body text. But if, for example, you have three paragraphs in a
row with the same tag name, you must type that tag name at

Creating Text

the beginning of each one. Tag names will not carry over to
another paragraph.
When you type a tag into a text file, it's crucial to match the
style sheet tag letter-jor-letter. You and I might realize that
@HEADLINE and @HEADLINES mean the same thing, but to Ventura Publisher they are entirely different. What happens if you
misspell a tag? No harm done- if Ventura Publisher doesn't
recognize a tag, it formats body text. You can format it correctly later in Ventura Publisher's paragraph tagging mode.
Obviously, you can't preformat files until you have settled
on the names you plan to use for tags.

Rules for Entering Tags
Put the @ sign in the left margin. If you put it any other
column, Ventura will not recognize it as a tag name.
The tag name must precede the rest of the paragraph.
Spell the tag name exactly as it appears- or will appearthe style sheet or Ventura will not recognize it.

Capitalization does not matter. Ventura makes no distinction between upper and lower case. However, you may want
to use upper/lower case for your own tags to readily distinguish them from the ones Ventura creates on its own, which
appear in upper case only.
The tag will apply to the entire paragraph. When Ventura
encounters a hard return (two hard returns in an ASCII file)
it will reset to body text. It will continue to format as body
text until it encounters another tag name.

USing the Special PARAFILTR Tag
Normally the user must enter tag names from an existing
style sheet to preformat a text file. .Otherwise, Ventura
Publisher will not recognize the names and will not know how
to format the paragraphs. But there is one tag name that Ventura automatically recognizes. It can be used in any text file.
This special tag strips out double returns.

Inside Xerox Ventura Publisher

Table 3·2
Text attributes can be
inserted into text files
using these codes:

Bold
Italics

Small caps
Strikethrough

Superscript

<">

Subscript

Underline

Double underline

<=>

Ught

Normal (medium)

Turn off effects

Strikethrough

Overseore

<0>

We explained above that word processing files require only
one hard return betweert paragraphs. But as you can see in
Figure 3-10, text files are difficult to read without double
spacing to set paragraphs apart. This is particularly true
since we do not want to use any indentation.
If Ventura encounters a second hard return, it will insert an
extra blank line, thereby throwing off the spacing of the document. Theoretically, you could double space between
paragraphs for readability, and then use the search and
replace function of the word processor to strip out the extra
return. However, you will find it more convenient to use Ventura Publisher's built-in PARAFILTR function.
To activate Ventura's built-in filter, which will strip out
double returns, simply place this special tag name at the top
left of a document:
@PARAFILTR ON =
Be sure to make it the first thing in the text file and follow
the other rules for tag names. Spell it exactly as shown here.
Don't forget the spaces before and after the word ON.

Creating Text

C:SCANZ

PAGE 1 LINE Z4 COL 91

INSERT ON

L--!--r--!--!--!--!--!--!--!--r--!---R

= CaMera-based scanners
= Flatbed Scanners
~HILITE = AO The Most versatile
~LIST
~HEADZ

<
<

type for office use is the flatbed
scanner (Figure 11-1>. The operation is siMilar to that of an office
photocopier<197>the user siMply places the page to be scanned face
down on a glass windou or platen. A Major advantage of the flatbed
scanner is that a large book or even a solid object can be scanned.
The detector and light source are underneath the glass window. The
detector Moves along the length of the page. sensing one horizontal
line on the page at a tiMBo
SOMe flatbed scanners have an autoMatic sheet feeder as an option.
This allows the user to scan a stack of pages sequentially. without
having to place each page on the platen individually.
~HEADZ = Sheetfed Scanners
With sheet fed scanners (Figure 11-2>. the process is just the opposite
to that in the flatbeds. A single page is fed into the scanner either
by hand or by an autoMatic sheet feeder. The detector and light source
are stationaty and the page Moves over theM. This is very siMilar
to the wayan office facsiMile Machine works<197>in fact. SOMe Manufacturers
use the saMe MBchanisMS.
~HILITE = AO Sheetfed scanners usually cost less than flatbed scanners.
since the optics are often less cOMplex and the sensing eleMent can
lri!!i!mi1 Z~ 3WI!mj 4~ SlmI!lm G~
Figure3-70

7liIW1l1I!3

8!m!DID 9!!lEil! 1BlmDiI!

A text file without extra space beiv/een paragraphs can be difficult to read.

• Note: When Ventura Publisher saves the text file again, the
double returns will be gone. You must reinsert them if you
wish to double space again.

Entering Text Attributes
The basic principle used to enter tags also works for text attributes like boldface and italics. tag names use the @ sign in
the left margin to signal Ventura to accept the code. Text attributes are turned on using a single letter code stored between· two angle brackets. For instance, turns on italics,
turns on bold, and so on. (On most keyboards, the angle
brackets are located immediately above the comma and the
period.) When Ventura Publisher see~ brackets in a text file, it
does not print the brackets or put them on screen. Instead, it
treats the information inside as a formatting code. These formatting codes do not need to appear in the left margin. They
can be anywhere in the text, as long as they are enclosed in
brackets.

Inside Xerox Ventura Publisher

Ventura uses one code to turn on an effect and a second
code to turn it off. Table 3-2 shows a list of the code letters
and the effects they achieve .

• Some of the effects in Table 3-2 may not be supported by your
laser printer. if you specify an effect not available from your
printer, Ventura will ignore it.
The code turns off any and all text attributes. No matter how many attributes you are using together, apply the
code only once at the end to turn them all off. Even if you do
not type in the code, Ventura automatically turns off all
text attributes when it encounters a hard return. You will
recall that Ventura also cancels tag names when it sees a hard
return (two hard returns in an ASCII file). You can think of a
hard return as a reset device that returns everything to normal.
Place the bracketed code letter next to the word(s) you wish
to affect. We recommend that you not place any space between the code and the word. Thus, to italicize the phrase
Xerox Ventura Publisher, you would type this:
<1>Xerox Ventura Publisher

What if you want to apply more than one effect at a time?
You must put all the attributes inside one set of brackets, like
this:
Bold italics.

If you fail to put them inside one bracket you will discover
that when Ventura encounters a new coded bracket it cancels
all the previous ones.
You may have noticed that some of the text attributes duplicate the ones available through word processing commands
(see preceding section). Use whichever method you prefer.
Enter attributes such as boldface and underline with the word
processor or with the technique spelled out here. Ventura interprets them equally well and they achieve identical effects.
On the other hand, some valuable effects like small caps
cannot be created with word processor commands. To insert

Creating Text

them directly into text files you must use the bracket technique described here.
Ventura's use of angle brackets can cause one slight
problem. What if you want to put brackets into the text file? If
you enter them normally, Ventura will assume they enclose a
formatting code. It will not print them on the screen or on the
page. To make angle brackets appear on the page as themselves, you must double them up:
• Single brackets (
denotes the em dash; <169> stands for open quotes.
As you are typing the text file, you'll only see the code in
brackets, but when you bring the text file into Ventura
Publisher that code will be translated into the proper character or symbol. That symbol will appear on the Ventura
Publisher screen and on the printed page.
In addition to entering non-keyboard characters, you can
also enter discretionary hyphens with <->, line breaks with
. You will have little
occasion to use these three items. Discretionary hyphens
have little value beyond adding an additional hyphenation op-

Inside Xerox Ventura Publisher

78
Table 3·3
Often-used fonts and
their number codes.

Courier
Helvetica (Swiss)

Times Roman (Dutch)

Century

Palatino

Garamond

Bookman

Lubalin

Souvenir

Zapf Chancery

Avant Garde

Optima

Symbol

128

Dingbats

129

Reset to original font

255

portunity for Ventura's algorithm. And most people will prefer
to use the direct commands of the word processor to add line
breaks and non-breaking spaces.

Entering Other FormaHing Codes
The same angle brackets used to enter attributes and special symbols can also be used to put other important formatting codes directly into text files. The most important are
typefaces and point sizes.
If you are a newcomer to Ventura, you will be wise to work
with Fonts directly in the program until you gain an understanding of typefaces and point sizes. If you are familiar with
typographical terminology, you may wish to insert formatting
codes in advance. Often an author knows that he wants a certain typographical effect- a special font, for example, or a
large type size. It may be easier to insert the code while typing
the manuscript th~ to make a note to the editor.

Creating Text

Formatting codes are contained within angle brackets. They
consist of a single capital letter followed by a number. To
change fonts, for instance, you bracket the code letter F followed by the number of the font. For example, tells Ventura to switch to the Courier font and to switch to the
symbol font. Table 3-3 gives a list of some important fonts and
their number codes.
Place the bracket code immediately preceding the fIrst word
you wish to change. Thus, to put the word typeface into the
Courier font, type typeface. Ventura will continue with a
font until it encounters a hard return, a different font code, or
the special code , which resets the font to the font
originally found in that paragraph.
Changing point sizes works in exactly the same fashion. The
code letter is P, followed by the point size you desire. To
change to 14 point, type .
Like all bracket codes, typefaces and point Sizes can be combined. Thus, will change to 24 point Avant Garde.
Other Formatting Options

Several other formatting options can be entered directly into
text fIles, including baseline jumps (shifting letters up or
down), kerning (shifting letters left), and color (specifying the
color of text for color printers). These options follow the same
rules as other angle bracket insertions. However, we do not
recommend entering these three formatting options in advance. You will get better results if you work with them on
Ventura's WYSIWYG screen where you can immediately see
the results of your changes.

Footnotes and .Indexes
We have already seen how to insert tag names, text attributes, non-keyboard characters, and formatting options.
There is another type of information some users may want to
insert directly into text fIles before they are brought into Ventura Publisher. These are codes for footnotes and index
references.

Inside Xerox Ventura Publisher

D:BOOK.TXT PAGE 1 LINE 44 COL e1
INSERT ON
L--!--!--!--!--!--!--!--!--!--!--!---R
~MAJOR HEADING = 11:31 P.M. Tuesday, March 4th
It's been a long day, but in Many ways really quite fabulous. Let's
go back to the beginning. As related above, our trip yesterday was
a good one with fine weather, accoMpanied by underlying clouds Much
of the way. Our 54ee Mile<$FNautical Miles> flight froM Los Angeles
took us north alMost to the
Islands and then down into Tokyo. Letting
down through the clouds over
Many fishing boats
proach into the Narita
and other vessels all headed
Airport involved along, slow
Footnote
er passing the shorel ine
(strangely reMiniscent of the
References
Michigan although
with SOMe sandy beaches>, gave
to see Many SMall

----------------

<
<
<

---------------P

patches of cultivated ground.
ny houses, and even sMall factories. Everythi+
seeMed Miniature. At 4:25 P.M.<$FLocal tiMe> the sun was still fairly
<
high in the sky, but due to what appeared to be SMog visibility was
probably not More than 5 Miles. Quarantine and custoMS proved no
probleM, hut iMMigration was slow with Much attention to detail. Our
5:15 P.M. liMousine<197>reallya rather large bus departed proMptly
and carried us on our hour and fifteen Minute, 66 kiloMeter trip into
the center of the city and the IMperial Hotel. Much of the super highway
into town is screened by noise abating walls, Traffic Moves steadily
l'

Z .

us an opportunity to
01 cultlvat.d ground. .Tlny
eVln small hc1orlu. ..Every thin; , ..mtd
ICIC
~dur'. .At ~:25 PM" th. sun was stili Cairly
,n 1he sky, but due to what appeared to be
~I:slbmty wa:s probably not more than 6
Quuan11ne and customs proved no problem,
~mrnlgrlUon WIS slow vnth much attention
iietan .Our 5:15 PM. .limousine-rully a
~arle bus departed promptly Ind. CUfMd us on
1'<0ur and fifteen minute. 66 kilometer trip into
~nter oC the city and the Imperial Hot.l.
~he super highway Into town Is SI:I"Hned by
jlbating walls. TrafCic moves Iteadjly It
;niles In hour Ind we observed no
;"ew Imperial Hotel is every bit IS lood
raputatlon-so:mewhd more elegant than
l;::arlton. .Our room ~n the n.tw tower looks
~ike the picture in the travel folders. U's

~~N

."Extras" abound:
bathrobes. kimonos.
equlpmtnt, .tc.•There are
,estlunlnt:s In the hotel. III-as we
{ruding the menus that
.To settle Iller discussion by
of our room is :N,OOO Yen per
Ind 10o/",t1X on the whole

Figure3-77
The word processor (top) and Ventura Publisher (bottom) versions of a footnote.

Both footnotes and index references can be created within
Ventura Publisher. The process involves making a chOice from
the edit menu and then using a dialog box to type in the
reference information. When Ventura saves back to the

Creating Text

original word processing file, it places the reference information from the dialog box into angle brackets. .
The angle bracket code for footnotes is $F followed by the
text of the footnote. <$FSee Section 5 for further discussion>
is a typical footnote code. Figure 3-11 shows the word processor version of a footnote reference in the top half and the
result on the printed page in the bottom half. Notice that the
bracket code immediately follows the word that is to receive
the footnote symbol.
Some users may prefer to continue inserting footnotes
during page layout in Ventura. However, others will prefer to
ask the authors to type in the reference as they are creating
the text. This is generally more convenient than saving the
reference information on paper to be typed in later. By preformatting footnotes as explained here, Ventura will take care of
placing the actual reference on the correct page and in the
correct format.
The angle bracket code for indexes is similar to that for footnotes, but slightly more complicated. That's because
Ventura's indexes can have two levels:
Text
creation
123, 125-129
In this example, "Text" is a first-level, or primary entry and
"creation" is a second-level or secondary entry. In a real index,
a primary entry is usually followed by several secondary
entries:
Text
creation
123, 125-239
editing
115
167-172
files
See also Word Processing
As with footnotes, indexes can be created after text files
have been brought into Ventura Publisher. Or you can enter
the Ventura codes directly into the text files in advance. The
bracket code is $1 followed by the primary reference and the
secondary reference, which are s.eparated by a semicolon.
Thus, in a text file the example above looks like this:

Inside Xerox Ventura Publisher

<$IText;creation>. Notice that there are no spaces within the
brackets.
Ventura's indexing function also accommodates "See" and
"See Also" references. The bracket code for See references is
$S; for See Also references $A. Thus, the bracket code for the
See Also reference in the example above would look like this:
<$AText;Word Processing>.
Finally, Ventura's indexing function also handles words that
must be listed out of normal alphabetical order. One possible
example is names that begin with "The." You would not, for instance, want to find "The Acme Company" listed under the letter ''T.'' Instead, it belongs under the letter "A." Ventura permits you to enter a· different sorting criteria. This
alphabetizing information is listed inside square brackets. For
example, the code <$IThe Acme Company[Acme Company]>
would create a primary entry that would be printed "The Acme
Company" but be alphabetized by "Acme Company." You can
enter alphabetizing information for the primary entry, the
secondary entry, or both.
Once it sees an index code in the text file, Ventura handles
all aspects of creating, formatting, and numbering the index.
You should be aware that an index entry made in the text file
can be modified or deleted in Ventura Publisher. Likewise, an
entry made in Ventura Publisher can be changed by returning
to the word processing file. Some authors prefer to write, edit,
and format in Ventura Publisher, and then return to the word
processing files to do the indexing as one of the last steps.

Anchoring Frames
Ventura Publisher also gives you a way to link graphics to
text within your word processor. With this technique, you can
ensure that a particular graphic image will appear immediately after the reference to it in text- even before you create the
graphic with, or import the image into, Ventura Publisher.
To accomplish this, make use of Ventura's anchor frame
capability. You merely insert the code for frame anchor where
you want it to appear in text. For example, the code <$&bar
chart[v]> will cause Ventura to place the frame named "bar

Creating Text

chart" immediately after the line of text that contains this
code. You will assign the name "bar chart" to a graphic when
you create the frame with Ventura Publisher.
Chapter Nine, Special Tips & Techniques, offers more detail
about the frame anchor capabilities of Ventura Publisher.

Hidden Text
Use the same technique to mark text in a file as a remark
that is not to be printed. Most word processors have a similar
feature that allows text to show on the screen but not be
printed. The hidden text feature works the same way. Text
marked as hidden shows and prints in the word processor but
not in Ventura. It may be useful for including editorial comments and notations that don't belong in the, printed version.
For example, authors might use hidden text to remind themselves which illustration they intended to use or where they
want to add more information once their research is more
complete.
The bracket code for hidden text is <$!>. Thus, to place the
hidden remark "Use the sales chart to illustrate this point"
into a word processing fue you would type <$!Use the sales
chart to illustrate this point>.

Macro
[S8 x]
[Alt I]
[Alt S]
[Alt D]
[Alt L]
[Alt C]
[Alt N]
[Alt 9]
[Alt 0]
[Alt -]

Expansion
<$1>

@LlST=
@COMP=
@NOTE=
<169>
<170>
<197>

Purpose
Index entry
ttalics
Small
Revert to Normal
Bullet
Company
Note

Figure 3-72
The Smac:tKey macros used by the authors to enter text attributes in WordStar.

Inside Xerox Ventura Publisher

" Shortcuts to Preformatting Files
At first glance, preformatting might seem like a tedious and
confusing process. In fact, it can be a very powerful and workable technique. What's more, there are several techniques
that make it faster and simpler.
Using Keyboard Macros

Typing out tag names and bracket codes can slow writers
down. To speed the process, use a keyboard macro program.
A keyboard macro program lets you assign a string of characters to one key on your keyboard. Just define keyboard
shortcuts to automatically type in the Ventura Publisher
codes. For example, you could define the Alt-h key to
automatically type in the string:
We used SmartKey, from Software Research Technologies,
in this fashion when we typed the text fues for this book. Any
good program will work. We happen to like SmartKey because
it's simple to use and because it lets us build windows. We
used a window to remind ourselves of the special keys.
Figure 3-12 shows our personal list of keyboard macros. To
achieve the effects listed on the left, we simply pressed the key
combinations on the right. (The symbol ss stands for the
SuperShift key, another of the reasons we like SmartKey. The
SuperShift key is like an extra Control or Alt key; it works
when pressed together with another key.)
Like most other keyboard enhancers, SmartKey also supports a pause function. We used this pause function to help
us when entering attributes. As you will recall, you must enter
one code to start an attribute and another to end it. The
danger is that you may start an attribute and forget to stop it.
You can end up italicizing an entire paragraph instead of just
one word. So we set up our SmartKey macros to enter the stop
code automatically. When we press Alt-I, for instance, SmartKey inserts the Ventura Publisher bracket code to start italics
«I». Then it waits for us to type the word or phrase.
Meanwhile, it keeps blinking at us to remind us to press enter
when we've finished "typing the phrase. When we hit enter,
SmartKey automatically enters the stop code «D». Thanks to

Creating Text

Table 3·4
Search/Replace Procedures for Special Characters
To create

Search for

Replace with

Open quotes

space"

spaceY

Close quotes

"space

space space

space

Em dash
Correct spacing

this simple system, it's virtually impossible to forget to stop an
attribute.
You'll find some type of macro program almost essential to
effectively enter footnotes and indexes directly into text files.
It is cumbersome and time-consuming to repeatedly type
brackets and dollar Signs.
Many word processors have macro faCilities built-in, or you
can buy separate programs like SmartKey, ProKey, SuperKey,
Keyworks and others. Whichever the program and whichever
the exact technique, we highly recommend the· use of macros
for preformatting files. One good side effect is standardization.
When using multiple tags it's far too easy to forget the correct
syntax. Was that supposed to be @HEAD, @HEADING, or @HEADLINE? Does the style sheet use @COLUMNI, @COLUMN ONE, or
@COLI? If you misspell the tag name by even a single letter you
nUllify the advantage of preformatting. And if you have multiple authors you will find it critical to pass out a standardized
list of tag names. Storing those names in a macro file that can
be used by all is one way of enforcing compliance while boosting productivity.
Search and Replace for Special Characters
To save the trouble of entering bracket codes for nonkeyboard characters, consider having authors enter ordinary
keyboard characters. At the end of the writing seSSion, they
can use the word processor's search and replace function to
strip out the incorrect characters and insert bracket codes in

Inside Xerdx Ventura Publisher

their place. This process can be automated using a keyboard
macro program.
Table 3-4 summarizes some substitutions you might want
to make on a routine basis to improve the appearance of your
documents. You can go further with this technique by using
special symbols while typing, then replacing the symbols with
bracket codes before bringing the file into Ventura.
Document Templates
Here's one more idea for speeding up preformatting: Create
document templates for your word processor. The first step is
to create a raw text file and bring it into Ventura Publisher.
Experiment with layout and formatting until it looks perfect.
Now save the chapter.
Saving the chapter automatically saves the word processing
files. But now the file contains the tag names, text attributes,
and formatting codes created by Ventura Publisher. To create
a document template, delete the text, but leave the tags and
codes intact. The next time you create a Similar document,
call up the blank file and type in the new text.
To make it easier for users to remember what goes where,
replace the deleted text with instructions- '''fYpe name here"
or "Place part description here" for example. Users can replace
these instructions with the actual text each time they use the
document template. Some word processors, including
Microsoft Word, have a hidden text feature that is perfect for
creating template instructions. Users make the hidden text
visible for hints on what to do, then turn it off before sending
it to Ventura Publisher.
This technique could be particularly valuable for applications where authors produce different versions of a document
following rigid specifications. Technical and military
documentation, for example, often uses a highly structured
approach. Once a Ventura document has been created, it can
form the basis for a word processor template. This template
can be given to all authors. Authors need only "fill in the
blanks" to create a completely formatted document for use by
Ventura Publisher.

Creating Text

When to Preformat Files
Start with the standard method until you've learned Ventura Publisher. Create raw text in your word processor, and do
all the special formatting in Ventura Publisher. Stick with the
basiC approach at least until you've defmed some standard
tag names that you'll be using over and over again. When you
first start using Ventura Publisher, you may call a tag a Headline in one style sheet, a Title in another. It will take you some
time before you settle on a consistent system of names.
Once you have standard formats and tag names, consider
preformatting. It offers several advantages. It saves layout
time since the editor doesn't have to tag every single
paragraph. If authors use keyboard macros and document
templates, preformatting doesn't really take any more time
while typing. And preformatting prevents mixups when one
person writes the fue and a second person edits and formats.
It's easy for an editor to misinterpret the author's intentions.
If authors insert tags and attributes themselves, there's less
room for error.
Still, it is not necessary to preformat files. You may never
use this approach. Depending on the preferences of you and
your company, you may want to leave all formatting decisions
to editors. Some editors prefer it that way. So do some writers,
who feel that it slows down the creative flow if they have to
pause to give any thought to tags, attributes, or formatting.
There's no need to decide right now. You can switch over at
any time. The more you use Ventura Publisher, the more comfortable you'll feel inserting format codes in advance. Most
people will probably end up with some kind of compromise.
They'll insert some codes while creating the file and do the
rest of formatting in Ventura Publisher.
'-.......

That's one of the great things about Xerox Ventura
Publisher- it gives you chOices. In this chapter, we learned
about the alternatives it provides for creating text files. In the
next chapter, we'll discuss Ventura Publisher's wide range of
chOices for creating pictures.

Chapter Four

Creating Pictures

we saw in the previous chapter, the Ventura
Publisher approach to text is uniquely versatile. You
an create text files with almost any word processing
program, then load those files into a document. Ventura's
approach to pictures is similar. You can create picture files
with your favorite graphics program, then place those. files
into a document.
This chapter has one major purpose: to show you how to
produce images of the highest quality for use with Ventura
Publisher. To do this we will examine a variety of ways to
generate pictures, including draw programs, paint programs,
scanners, and screen capture utilities.
Ventura Publisher also incorporates drawing tools of its
own. The built-in graphics drawing mode can create simple
drawings directly just as text editing mode can create small
amounts of text. But clearly, most people should use an external graphics program to create complex images. In fact,
graphics drawing mode is most often used during the layout
to annotate or enhance pictures brought in from other

Inside Xerox Ventura Publisher

programs. For this reason, we have covered graphics drawing
separately in Chapter Six, Document Design and Layout.

The Ventura Approach to Pictures
Ventura's manner of dealing with pictures will make your
life easier. As with text, Ventura Publisher deals with the
original file from the outside program. But there's a difference
between Ventura's approach to text and graphics. Ventura
Publisher changes text files by adding tag names and other
codes. By contrast, Ventura does not change or modify picture
jiles, no matter what changes you make to the picture after
bringing it in.
Rather, Ventura uses its chapter file to store a pOinter to the
original file, along with instructions on how to display it. This
approach presents a powerful capability. to publishers. It allows them to revise a picture file after it has been used in a
Ventura document. The next time you access or print' that
document, the updated image will automatically be included,
in the correct location and in the correct size. Since Ventura
Publisher documents point to picture files but do not store
them, those documents are automatically updated whenever
a picture file has been changed.
Consider, for example, a corporate editor responsible for
producing a quarterly financial summary. Now she can include bar charts in the first draft, even if based on preliminary
data. When the final quarterly results come in, the bar charts
will change. The nice part is that the Ventura financial document will automatically be updated, since it merely pOints to
the file containing those charts.
We'd like to emphasize that this allows tremendous
flexibility in using artwork from other programs. You can, for
example, incorporate graphs from Lotus 1-2-3 or technical
drawings from AutoCAD with complete assurance that those
important files will not be modified in anyway. This holds true
even if you use Ventura's graphics drawing mode to add to the
pictures after they are brought into the document.

Creating Pictures

Two Kinds of Pictures
Ventura works with two kinds of pictures: line-art and images. You can mix and match both kinds in one document.
Later in the chapter we'll look at both kinds in depth and examine their pros and cons. We'll also look at specific programs
in both categories. But first let's clearly distinguish between
the two, since Ventura requires you to know the difference.
Before you can load a picture file, you must specify in the
LOAD TEXT/PICTURE dialog box whether it is line-art or image
(see Figure 4-1).
When Ventura Publisher uses the term "line-art," it is referring to what the rest of the world calls "object-oriented
graphics." Since many of these programs contain the word
Draw in their name, they also go by the nickname of "draw
programs." Ventura Publisher currently supports eight objectoriented programs directly: GEM Draw, Lotus 1-2-3,
Auto CAD , Mentor Graphics, Macintosh PICT, VideoShow,
CGM, and HPGL (and other formats if they are converted
first).

: ;:

Type of File:
Text Forlllat:

Line-Rrt Forlllat:

.,.,ijot§. I

IIlIHge

!. ~. !.'

I G~ml'lr{~t;ed I I f.lBCll II.-W-·ort-IS""'""<'t:-.ar-'.,....,U~.,..-"I I t1ult:·.lJ:1ate I
I M8-Word I I Writ:IM' US I I Ww·dJlerfect I
I Wf,rdStat· UK I I W"itl'.'1'· G-1 I I HyW"itl'1 I []§I]
ED I RutoCad .SLD I I Lotus; .PIC I I Mentor Gr I
I VideoShow I I MRC Plcr I I CGM I I PostScript I
I HPGL I

llitage Fornat:
t:t of Files:

I GEM!

D,· HtKO 2.0

liD I Several I

I I PC-Paintbl"tlsh I
~

Figure4-7
The load text/picture dialog box brings graphics into Ventura Publisher.

I~·············I

I~~-:I::::::::I

Inside Xerox Ventura Publisher

An object-oriented program creates a mathematical description of an image. To draw a circle, for instance, it sends a
mathematical expression that translates into a circle on the
screen (and later on the page). To get a bit more technical,
these programs define images in geometric terms; each image
is a compilation of lines, circles, squares, and other elementary objects. Hence, "object-Oriented." In essence, the software
redraws the picture each time it is displayed or reprinted.
Contrast this with the second type of picture: Images. Images are created by "bit-map graphics programs," also known
as "pixel-Oriented programs." The words bit and pixel refer to
the individual dots on the computer screen. Since many of the
product names contain the word "Paint," they are nicknamed
"paint programs." Ventura Publisher currently supports four
bit-map programs, GEM Paint, PC Paintbrush, Macintosh
MacPaint, .and Halo DPE (and other programs and devices if
they are converted to one of these formats).
To understand bit-mapped pictures, think back to the card
sections that are often part of the halftime activities at football
games. Each person in the section holds a card. One side of
the card is dark; the other is light. These sections can make
patterns to create pictures.

•••••
•••
••••
III.
...
•••
=••••
••••
••••
••••
••••

Figure 4-2
In a pixel-oriented graphics program like PC Painibrush, images are constructed
with a collection of dots, shown here in magnified mode.

Creating Pictures

Your computer screen is like a miniature card section. To
create an image, a bit-map program simply tells some of the
dots on the screen to turn on, and others to turn off, just the
way the halftime director tells some cardholders to show the
light side and others to hold up the dark side (see Figure 4-2).
Hence the name "bit-map." The program creates a "map"
showing which bits should be on and which should be off. To
get a hard copy of this image, the program sends the same
pattern of dots to the printer.
It's at print time that we see the vital difference between the
two kinds of pictures. Bit-mapped programs (images) can
generally only send a map of the screen. If the screen has a
resolution of 72 dots per inch (dpi) then the printed image will
have an effective resolution of 72 dpi, even if the printer is
capable of better resolution (most laser printers can achieve
300 dpi). Figure 4-3 shows a circle created by a bit-map
program .
. Now look at Figure 4-4, which shows a circle created by an
object-oriented program (line-art). Notice how much smoother
it looks? Here's why: When the object-oriented program sends
a Circle to the printer, it sends the mathematical description.
That description is translated into the full resolution of the
printer (in this example, 300 dpi). If we were to send this same
circle to a phototypesetter, it would be printed at 1200 dpi (or

Figure 4-3
.
An image created with a bit-map graphics program reveals jagged curves.

Inside Xerox Ventura Publisher

higher). Consequently, object-oriented programs are not
limited by the rather poor resolution of most computer
screens.
Let's examine both kinds of pictures in turn and some of the
specific software programs in each category.

Creating Line-Art
Charts, graphs, and other illustrations are an integral part
of most corporate publications. Whether you're producing
schematics for a technical manual, organizational charts for a
departmental brochure, or blueprints for an engineering
proposal, the art is often as important as the text.
Object-oriented programs such as GEM Draw and AutoCAD
are well suited to the preparation of drawings. As noted above,
the picture prints at the full resolution of the output device.
And there's a second advantage to line-art from objectoriented programs: It can be changed in size without any
penalty in qUality.
This advantage allows you to create pictures without regard
for the size they'll be on the page. For example, many people

Figure 4-4
An image created with an object-oriented graphics program displays better
resolution than a bit-mapped image.

Creating Pictures

produce layouts by allocating text columns and leaving holes
for the pictures. Since the size of the hole depends on how
much text is on each page, you need the ability to change the
picture to fit. The ability to change size- called "scaling"makes life much easier than if you had to worry about drawing the picture to fit the available space.
Perhaps the only disadvantage of object-oriented graphics
programs is that they lack the flexibility of free-form paint
programs. Since each image must be constructed from
geometric primitives, it is more difficult to touch up a picture
by adding or erasing a small portion.

Graphics Programs for Line-Art
Ventura Publisher directly accepts line-art files from the object-oriented graphics programs discussed below. It can use
line-art from other programs provided it is converted to one of
these formats.
GEM Draw Plus

GEM Draw Plus is an easy-to-use graphics program for the
IBM PC and compatibles. Like Ventura Publisher, it is built
around the GEM environment from Digital Research Inc. GEM
Draw Plus incorporates a toolbox for selecting boxes, lines,
Circles, and freehand sketching. You point with the mouse to
the desired tool, then position the cursor where you want to
begin drawing. You drag the mouse to indicate the size of the
object, such as the length of a line, the corners of a rectangle,
or the radius of a Circle. When you release the mouse button,
the object is drawn on the page.
The program also features icons for fast and easy zooming.
to one portion of the page. With the touch of the mouse, you
can move between five levels of magnification, plus a sixth
view that reduces the full page to fit on screen. Use the panner icon to display different portions of the drawing by selecting the position of the screen window. Other features include
on-screen rulers, a grid that can be either shown or hidden,
and the ability to have multiple windows on screen at one
time, each displaying a different drawing.

Inside Xerox Ventura Publisher

GEM Draw Plus can also add several different text fonts to a
drawing. This is useful for annotating a diagram or filling
boxes in an organizational chart.
Lotus 1-2-3

The popular Lotus 1-2-3 spreadsheet program incorporates
a graphics module. This facility converts numerical data into
graphs or charts. It has long been a popular feature of the
program, since graphs are easier to comprehend than
columns of numbers. Ventura Publisher adds to these
capabilities by allowing you to integrate Lotus 1-2-3 graphs
into your documents. This option will be particularly valuable
to professionals who produce financial reports and summaries. They can continue to process their finanCial data in
the spreadsheet, and then import a graphic representation for
the final report.
To create a graph in Lotus~ access the graph menu with the
/G command. Select the desired options from the format submenu. Save the graph in a file with the .PIC extension .

• Notice: Ventura Publisher can read PIC files but not WKS
worksheetfiles.
Words & Figures, a Lotus 1-2-3 compatible spreadsheet
program from Lifetree Software Inc., offers a wider selection
and better quality fonts than does 1-2-3. You may prefer to
use this program to produce graphics from your spreadsheets. It can read Lotus WKS files directly.
A Tip for Working with Lotus Graphs

Touch up Lotus 1-2-3 graphs with PC Paintbrush's Chart
Interpreter module. First create a PIC file in Lotus. Call up
PC Paintbrush and select Merge Pic from the page menu. PC
Paintbrush will read the Lotus graph onto the screen, where
you can edit and enhance it. The advantage to this approach
is that Paintbrush offers a wider variety of fonts, patterns,
and other effects. The disadvantage is that the image will be
treated as a bit-mapped graphic rather than an object

Creating Pictures

graphic (PC Paintbrush and other bit-map programs are discussed below) .
• Warning: Normally, Lotus graphs are treated as line-art. But
once a Lotus graph has been brought into PC Paintbrush it
must be loaded into Ventura Publisher by specifying IMAGE
and PC PAINTBRUSH in the WADTEXT/PIC1URE dialog box.

AutoCAD
AutoCAD is widely regarded as the most popular computeraided design and drafting program on the market. It can
generate sophisticated product diagrams, blueprints, and
building designs. Many professional architects and designers
use the program in place of manual drafting methods.
AutoCAD images can be brought in to Ventura Publisher in
SLD format. Alternatively, CAD pictures stored in DXF format
can also be converted into GEM format using the DXFTOGEM
utility supplied with Ventura Publisher.
A functional description of AutoCAD is beyond the scope of
this book. However, most of the prinCiples discussed above for
other line-art apply equally to AutoCAD.
A Tip for Working with AutoCAD.

Get the orientation right in AutoCAD first, before bringing
line-art into Ventura. Many users will create AutoCAD drawings in landscape mode rather than portrait mode.
Landscape offers a larger view of most floorplans and other
designs. But unless you want a landscape orientation within
the Ventura document, you must rotate the drawing 90
degrees before leaving AutoCAD. Ventura Publisher does not
perform rotation of pictures.
Mentor Graphics
Mentor Graphics manufactures a sophisticated computeraided design system for engineering professionals. The
company's software runs on Apollo workstations. Ventura
Publisher supports the PicED format used by Mentor
Graphics. In order to bring a Mentor Graphics image into Ven-

Inside Xerox Ventura Publisher

tura Publisher, you must fIrst transfer .the PicED format fIle
from the Apollo workstation to an IBM PC. Since PicED consists of ASCII characters, this is relatively easy to do using
communications software.
Other Line-Ad Formats

Xerox added support for several new object-oriented
graphics programs when it announced version 1.1 of Ventura
Publisher. These include:
• Video Show
• HPGL
• Macintosh PICT
• CGM
• Encapsulated PostScript
Video Show is a general-purpose graphics program from
General Parametrics, Inc. that lets users produce a slide
presentation with PC-generated graphic images. Many other
graphic programs, including Harvard Presentation ,Graphics
and Lotus Freelance Plus, can save images in this format.
HPGL refers to Hewlett-Packard's Graphics Language for
plotters and other vector-oriented devices. (This is different
from the PCL language that reSides in the LaseIjet and Laserjet Plus.) There are several CAD-type programs that can save
images in HPGL format.
Macintosh PICT fIles are object-oriented graphics created
with programs such as Apple Computer's Mac Draw, Silicon
Beach Software's SuperPaint, and IDD's MacDraft.
The CGM format refers to the Computer Graphics MetafIle
standard devised by Graphic Software Systems and others.
This format is used by engineering-oriented programs such as
the Concept Designer and the Concept Equation Setter from
QMS.
The Encapsulated PostScript format provides a very useful
method of incorporating detailed graphic images into Ventura
Publisher. Images stored in this format can only be printed on

Creating Pictures

a PostScript printer such as the Apple LaserWriter. Moreover,
EPS fonnat graphics cannot be displayed on screen; when you
load an EPS picture into Ventura Publisher, a large X is placed
on screen where the final image will appear (Figure 4-5).
Since Ventura Publisher flies produced on a PostScript
printer can be output on a disk file rather than the printer itself, this gives users of Ventura Publisher the opportunity to
incorporate reduced-size versions of Ventura documents with
the program itself. We will discuss this capability in greater
detail in Chapter Nine, Special Tips & Techniques.

Tips for Working with Object-Oriented Programs
Annotate pictures in Ventura Publisher. When
possible,
create text such as callouts, captions, and labels with Ventura, not in the graphics program. You will get better, more
unifonn-quality fonts in Ventura Publisher. If you create text
in the graphics program, the size may be inappropriate when
you bring the picture into Ventura Publisher. For example,
8-point type in your diagram becomes I6-point type in Ventura Publisher if the picture is enlarged by a factor of two. By

~~.a.!*!'!~~!;t!I•• __ •••••• _••••••••••••••••••••••• j

Figure 4-5
When you load a Postscript Image into Ventura Publisher, the screen displays a
large X to indicate the boundary of the image.

Inside Xerox Ventura Publisher

100

creating the text in Ventura Publisher, you can enforce a
consistent font and point size from picture to picture .
• Note: One exceptiDn is rotated text, which can be usejUl to annotate certain graphs, vertical boxes, or extremely tight
spaces. Since Ventura Publisher cannot rotate text, you must
create it in the graphics program.

rude the labels if they are generated automatically by the
graphics program and there is no way to eliminate them
before bringing in the image (e.g. Lotus 1-2-3 graphs). Cover
them with box text in graphics mode. Use an opaque white
fill pattern so the box masks out the old label,. then type in
the new label using Ventura's superior fonts.
Make the image as large as practical in the graphics program so fine detail can be added. Then reduce the image to
the correct size when it is brought into Ventura Publisher.
Bring in files from object-oriented programs by using the
LOAD TEXT/PICTURE dialog box. Specify line-art as the type of
file and then click on the name of the program to specify the
line-art format (see Figure 4-1). Chapter Six, Document
Design and Layout, gives complete instructions on bringing
pictures into Ventura documents.

Creating Images
Line-art is created from the object-oriented programs discussed above. Images, on the other hand, are made by using
bit-map programs (also called pixel-oriented programs or
paint programs). This type of software offers a bit more
flexibility and spontaneity. One important feature is the
ability to edit the individual pixels that make up the picture.
This is usually accomplished by zooming in on a portion of the
image. Such detail work is important to many creative designers, who spend a great deal of time touching up a picture
before it is finished.
The major disadvantage of paint programs concerns resolution. Images produced by a bit-map program are limited by

101

Creating Pictures

the resolution of the computer display. Thus, an image
created on a 72-dpi screen display will print ·at an effective
resolution of 72 dpi, even if the printer is capable of much
higher resolution.

Graphics Programs for Creating Bit-Map Images
Ventura Publisher directly accepts image files in several formats. It can use images from other sources provided they are
converted.
GEM Paint

GEM Paint is a simple-to-use, pixel-oriented graphics
program for the IBM PC. Like GEM Draw, it runs under the
GEM environment. Also like GEM Draw, it incorporates a toolbox of graphic functions. GEM Paint has two important tools
not found in GEM Draw: the eraser and the microscope. The
former lets you erase parts of your picture by dragging the
eraser icon over it. The microscope magnifies an area of the
picture, letting you fme-tune the image by turning individual
pixels on or off.
Other useful GEM Paint features include the ability to invert
a picture- change white to black like a photographic negative.
You can also select from a number of patterns to fill regions of
the picture.
Perspective

Perspective, from Three D Graphics, allows Ventura users to
incorporate very good quality, three-dimensional charts and
graphs into their publication. The program can read Lotus 12-3 WKS files and can choose from a near unlimited variety of
graph types and orientations. The program can save graphics
in GEM's IMG format. Thus, to bring them into Ventura
Publisher, select the GEM option under image in the LOAD
TEXT /PICTURE dialog box.
1

PC Paintbrush

PC Paintbrush, from Z-Soft Inc., is one of the most popular
graphics programs for the IBM PC. It offers a number of

InsIde Xerox Ventura Publisher

102

powerful tools and functions for creating detailed paintings.
In addition to the ability to draw and fill rectangles, circles,
and free-form lines, the program has several unique tools.
One such tool is very useful for drawing curved lines. It lets
you establish two paints on the curve as well as the direction
of the curve approaching either point.
In addition to supporting the original PC Paintbrush, Ventura Publisher can import images created with two enhanced
versions, PC Paintbrush Plus and Publishers' Paintbrush. All
three programs share the same user interface and many of the
same commands. PC Paintbrush Plus offers the ability to scan
an image directly from a scanner (described below).
Publishers' Paintbrush offers the unique ability to edit an
image at the 300 dpi resolution of a laser printer, which is
much higher than a computer's display resolution. To accomplish this, you zoom in to a magnified view of a portion of
the picture, essentially editing individual pixels on the laser
printer.
Ha/oDPE

Halo DPE from Media Cybernetics, Inc., which is also
marketed by IMSI as the Desktop Publishers' Graphics
program, is a full-featured pixel-oriented graphics program
for the IBM PC and AT. Like PC Paintbrush, it offers tools for
creating lines, circles, rectangles, and shaded regions. It also
has a Fat Bit Edit mode that displays an area of the screen in
detail for pixel editing. Halo DPE can also control a scanner
directly from within the program. Scanners supported include
the Canon IX-12, the CompuScan PCS 240, the Ricoh IS-30,
the Microtek MS~300A, and the IBM 311 7.
Macintosh Paint Images

Ventura Publisher can import paint-type graphics created
on the Apple Macintosh. computer. These include images
created with MacPaint, FullPaint, and several other programs.
In order to incorporate a Macintosh image into Ventura
Publisher, you must first convert the Macintosh file into IBM
PC format. There are several methods you can use to do this.

Creating Pictures

103

First, a program such as MacLink from DataViz can transfer
files between a Macintosh and PC using a serial cable, or "null
modem." Networks such as Centram Systems' TOPS and
Apple's AppleShare allow PCs and Macintoshes to share files
and disk space on a network, so that transferring files is as
easy as a standard operating system copy command. Finally,
several companies manufacture disk drives for the Macintosh
that can read and write IBM PC format. This allows you to
transfer files via a media conversion process.

Tips for Bit-Map Programs
Produce bit-map pictures larger than they will appear in
Ventura Publisher. You can then scale the image within Ventura Publisher using the scale picture command (see Chapter Six). Reducing the size of the image increases its apparent resolution. For example, if the screen has a resolution
of 72 dots per inch the original picture will have a resolution
of 72 dpi. But if you reduce that image in Ventura Publisher
to 500/0 of its original size, it will print with an effective
resolution of 144 dpi.
Annotate images in Ventura Publisher rather than in the
paint program. The font quality of paint-type programs is
even worse than from draw programs. If you must use the
paint fonts, look for a "stroke" font such as Roman in PC
Paintbrush. These fonts scale better than bit-mapped fonts.
Stroke fonts can be readily identified by examining the name
of the file holding the font. Stroke fonts do not contain the
word "bit," which is used to identify bit-mapped fonts.
Use the screen patterns from Ventura Publisher rather
than from the bit-map program if possible. Ventura
Publisher's patterns are better matched to laser printer output than those from most graphics programs. Ventura
Publisher's patterns will also print at the maximum resolution of your output device, unlike the bit-mapped patterns of
paint programs.

Inside Xerox Ventura Publisher

104

Bring in files from bit-map programs by using the WAD
box. Specify IMAGE as the type of file and
then click on the name of the program to specify the image
fonnat (see Figure 4-1). Chapter Six, Document Design and
Layout, gives complete instructions on bringing pictures into
Ventura documents.
TEXT/PICTURE dialog

Creating Images with Scanners
Scanners are devices that examine pictures on paper to
create an electronic description suitable for use by' a computer. In essence, they look at a picture and create a bit-map
image of it. This image can be brought into Ventura Publisher
just like the ones created by bit-map graphics programs- but
with certain advantages, as we will see.
To import a picture from a scanner, you must first convert it
to one of Ventura's two bit-map formats: GEM Paint or PC
Paintbrush. This conversion is accomplished by the software
that accompanies the scanner. Then you bring the image into
Ventura Publisher just as you would bring any other GEM
Paint or PC Paintbrush picture file.
Two scanners can currently convert files to the proper formats: the Microtek MS-300A and the Dest PC Scan. In addition, by using the scanning function built into PC Paintbrush
Plus or Halo DPE, you can also import images from any scanner supported by those programs, including the Canon IX-12.
Finally, other scanners, such as the Datacopy model 700, can
save scanned images in PC Paintbrush fonnat, and thus are
indirectly supported by Ventura Publisher.

Background on Scanners
There are two general types of scanners av8ilable today:
flatbed and sheetfed. In a flatbed scanner, the paper rests
'face-down against a glass window, much like an office
photocopier. With sheetfed scanners, pages are fed into the
scanner and pass by the sensing element. In either type, the
method of imaging is essentially the same. A sensing element

Creating Pictures

105

called a charge-coupled device (CCD) creates a bit-map
description of the dark and white areas on the page.
Certain scanning characteristics affect the quality of the
image:
• Resolution
• Gray scale
• Brightness
• Contrast
Resolution refers to the number of dots per inch. In general,
the higher the resolution, the better the qUality. However,
high-resolution images take up more space on the disk and
usually require more time to print on a laser printer. In practice, line drawings are less sensitive to resolution than
photographs. You can achieve acceptable quality for drawings by scanning with resolution as low as 100 dpi.
Gray scale is a measure of the different levels of gray (darkness) that make up an image. Line drawings require only two
levels of gray- black and white. Each pixel is either on or off.
Photographs, however, require somewhere between 16 and
256 levels of gray to look acceptable.
You can verify this by examining a newspaper photograph
with a magnifying glass. The photo is made up of rows of dots.
Although equally spaced within each row, some dots are bigger than others. In dark regions the dots are large; in light
regions they're small. The number of different sizes is a
measure of the photo's different gray scales.
Interestingly, a typical newspaper or magazine photo is between 85 dpi and 133 dpi. Since both scanners and laser
printers are capable of resolving 300 dpi, you might think that
this is enough to produce magazine-quality photos. Unfortunately, this is not the case. Today's laser printers cannot
vary the size of the dots they print. Thus there is no intrinsic
gray scale capability.
Today's scanners don't have intrinsic gray scale capability
either. To get around this problem, manufacturers simulate

Inside Xerox Ventura Publisher

106

the appearance of gray scale by grouping a square array of
laser printer pixels into larger halftone "dots." For example,
each halftone dot might consist of 16 printer pixels; four on a
side (see Figure 4-6). This process, known as dithering, allows
scanned photographs with 16 levels of gray. But if you use
four pixels in each direction to represent one dot, then you cut
the effective resolution by four- from 300 dpi to 75 dpi in the
case of a laser printer.
There is always a tradeoff between effective resolution and
number of gray levels. You cannot have both.

Brightness refers to the overall lightness or darkness of the
scanned image. Increasing the scanner's brightness setting
is like turning on a brighter light when taking a photograph.
If you set the brightness too high, you may wash out some of
the detail in the image. If you set it too low, you will get unrecognizable black spots.
Contrast indicates the variation in intensity- the range of
difference between the darkest dark and the lightest light.
Increasing or decreasing the scanner's contrast setting has
Printer Pixel

Halftone Cell
Figure 4-6
The dithering process simulates the appearance of gray levels by constructing
halftone cells out of an array of printer pixels. By darkening more or fewer pixels in
the array, the printer simulates bigger or smaller halftone dots.

Creating Pictures

107

the same effect as decreasing the contrast setting on a
television set.

Scanner Products
Microtek MS-300A

The Microtek MS-300A was one of the fIrst scanners available for desktop publishing. It is a sheetfed unit with a resolution of 300 dpi and can simulate up to 52 levels of gray. The
MS-300A offers three scanning modes: line art, halftone, and
mixed mode. The latter mode is very useful when you want to
scan a document such as an advertisement that has both line
art and photographs on it.
The Eye-Star software that accompanies the MS-300A allows you to specify a region on the page to be scanned. Thus,
you need not scan an entire 8 1/2 by 11 page just to get a linch square photo. You can also specify multiple windows for
both line art and halftone portions of the image. Eye-Star also
lets you control the brightness, contrast, and number of gray
levels. A conversion module within the program lets you convert an image into either PC Paintbrush or GEM Paint format,
which you must do in order to bring the image into Ventura
Publisher.
PC Scan Plus

The PC Scan Plus sheetfed scanner from Dest Corp. offers a
number of worthwhile features. It offers a 700 Kbyte internal
memory buffer, which speeds up the image capture process. It
also uses an SCSI interface to transfer image data from the
scanner to the computer; this is faster than the serial communication used by some other scanners.
The PC Scan Plus comes with Dest's Publish Pac software.
This program allows you to establish settings such as halftone
vs.line art and brightness. It also allows you to save an image
in PC Paintbrush format. Alternatively, you can drive the PC
Scan Plus directly from PC Paintbrush Plus (see below), thus
eliminating the need for the Publish Pac software.

Inside Xerox Ventura Publisher

108

Other Scanners
As we mentioned earlier, the PC Paintbrush Plus program

can drive some scanners directly, thereby placing their images in a file format usable by Ventura Publisher.
PC Paintbrush Plus currently supports the Dest PC Scan
Plus, the Canon IX-12, and the Panasonic scanners. As noted
above, the Dest machine has its own conversion facility for
putting images into the right file format, or you can use it
directly through PC Paintbrush.
To bring in an image directly from PC Paintbrush Plus,
select the scan option from the PC Paintbrush's Page menu
(Figure 4-7). You will be presented with a menu of scanner
settings (which will vary according to the available features of
your scanner). You will also be able to specify a region on the
page to be scanned.
PC Paintbrush Plus will then scan the image and bring it
onto the screen. Once there, you can edit it with the program's
graphics tools. Although you can only see the scanned image
at the resolution of your display screen, it will print at the full
resolution of the scanner and printer. If you scan the image at
300 dpi and you have a 300 dpi laser printer, you will get a
300 dpi image on the printed page. By contrast, bit-map im-

IMage:

!rn:meul

Br ight:

IReverse I

Units::

[!R @]
,I! [tuti,

Contrast:
Scan Mode:

lim [Q!]

I':'~'~.I

Dither:

IILilliI1iI

Resolution:

IpmnllmJI

I Dither I
I- I- I
ICANCELI

Figure 4-7
PC Paintbrush Plus can control a scanner directly.

IPelsl

Creating Pictures

109

ages from most paint programs are limited by the resolution
of the computer screen, typically 72 dpi.
PC Paintbrush provides two different drivers for the Canon
IX-12 scanner. One version is for the interface board supplied
by Canon itself. The other version is for the JLaser Plus board.
The JLaser Plus is an add -on board that installs inside a personal computer. It offers an additional two megabytes of RAM
memory plus several capabilities of value to desktop
publishers, including the ability to drive any laser printer
based on a Canon CX engine at a full 300-dpi resolution.
If you use the JLaser Plus to drive a laser printer for Ventura
Publisher, you will certainly want to use it to drive your scanner as well. In addition to saving the expense of buying
another interface card, it also speeds up the imaging process
conSiderably, since its two megabytes of memory serve as an
image buffer.

Tips for Scanners
Keep these factors in mind when scanning artwork intended
for Ventura Publisher.
Bringing in photographs requires experimentation. The only
way you will arrive at the best parameters is to try different
values for brightness, contrast, and gray scale and compare
the results.
To find the best brightness and contrast settings, start with
the contrast at its highest value. Leave it there while you find
the appropriate level of brightness. Start at a low brightness
level and gradually increase until the unwanted black areas
disappear. Then, maintain this level of brightness and
gradually reduce the contrast level until different regions of
the image begin to blend in with one another.
Select only the portion of the page you absolutely need.
While it is possible to crop an image within Ventura
Publisher, you will save both scanning time and disk storage
space by keeping the image data to a minimum.

Inside Xerox Ventura Publisher

110

To scan a small photograph into a sheetfed scanner, tape it
to a piece of paper. This makes it less likely to jam and allows more precision in selecting the region to be scanned.
Print scanned images at full size if possible. Although both
your graphics program and Ventura Publisher can scale an
image up or down, the quality will be decreased. The
halftone cell pattern created by the dithering process is optimized for the current size. If you must go up or down in
size, use an integer multiple, such as 200% or 50%.
Scan line drawings at 150 dpi. Since line drawings use only
two shades of gray, little is gained by increasing the scan
resolution to 300 dpi. A resolution of 150 dpi provides acceptable quality and cuts down on disk space by a factor of four.
Bring in scanned images by using the LOAD TEXT/PICTURE
dialog box. Specify IMAGE as the type of file and then click on
the image format you are using (GEM Paint, PC Paintbrush,
or Macintosh Paint format). Figure 4-8 shows a scanned
image brought into Ventura Publisher from a Capon IX-12
scanner.

Screen Capture Utilities
It is often useful to incorporate a picture from a computer
screen into a Ventura document:
• In software documentation to show the reader a sample
screen from the program.
• To include a graphic image from a program not directly
supported by Ventura Publisher.
• To annotate an existing document or graphic with
deSCriptive labels.
• To produce reduced-scale replicas of existing documents.
Several utility programs can help you incorporate screen
images into documents. We will examine three such programs

Creating Pictures

111

here. All three create a bit-map image of the screen that can
be loaded into Ventura Publisher like any other image file.

Frieze
Frieze is a support module for the PC Paintbrush graphics
program. It is a memory-resident program, which means that
it is accessible while you are running other programs. It can
select a portion of the screen to be saved, save either portrait
or landscape screen images, and reduce or enlarge the screen.
Once installed, Frieze is invoked by typing the Shift-PrtSc
key on the PC keyboard. A two-line menu pops up at the top
of the screen, including options for specifying the region to be
saved, the size, the orientation, and the file name for the captured screen. This new file can be edited directly by PC
Paintbrush, or incorporated into Ventura Publisher using
LOAD TEXT/PICTURE and the PC Paintbrush image format .
• Note: Frieze is installed automatically whenever you run PC
Paintbrush.

Figure 4-8
This image was captured from a Canon IX-12 scanner using PC Paintbrush Plus.

Inside Xerox Ventura Publisher

112

Snapshot

Snapshot is a desk accessory that accompanies the GEM
Paint program from Digital Research Inc. You can use the
program with any application that runs in the GEM environment. It cannot be accessed from programs that do not run
under GEM .
• Snapshot cannot capture images from Ventura Publisher,
since it consumes too much memory. Snapshot images can be
loaded into Ventura Publisher, however.
.

To install Snapshot, copy the files SNAPSHOT.ACC and SNAPfrom the GEM Paint diskette to the GEMBOOT
directory of your hard disk. Thereafter, it will be present as an
option in the Desk menu.
To invoke Snapshot, select it from the Desk menu. You will
see a dialog box with a camera icon in it. Click on the camera
icon and an item selector box will appear that prompts you for
the name of the image file you wish to create. Enter a
filename, using the extension IMG so you can later find the
image with Ventura Publisher's LOAD TEXT/PICTIJRE item selector. A cross hair will appear that lets you select the region of
the screen you want to capture by dragging the mouse across
the screen. When you release the mouse button, your image
will be saved to disk.
The image will be saved in GEM Paint format. You can call
up the captured screen with GEM Paint to edit or enhance it.
You can also incorporate the image directly into Ventura
Publisher using LOAD TEXT/PICTIJRE and the GEM image format.
SHOT.RSC

HotShot
HotShot is an extremely useful program for capturing
screen images from IBM PC programs. Like Frieze, it is
memory-resident, and appears when you invoke its activation
key. HotShot incorporates two different modules: one for capturing text-based screens and another for capturing graphic
screens.

Creating Pictures

113

Among the unique features of this program are the ability to
modify a captured text screen, edit text that is on the screen,
draw lines and arrows, and add shading. The drawing tools
are useful for creating organizational charts and other draw: ings from word processor files.
Once you have captured and saved a text screen image, convert it into PC Paintbrush format using the conversion module
supplied with HotShot (or the Ventura conversion utili1:'J
described below). The PC Paintbrush format file can then be
brought into Ventura Publisher like any other image.
Graphics screens are automatically stored in PC Paintbrush
format; they can be loaded into Ventura Publisher directly.

SideKick
The popular SideKick background utility has a screen capture utility that can be used to bring text screens into Ventura. It is especially useful when combined with the Ventura
TXTfOPCX conversion utility deSCribed below. Normally SideKick captures text only, but the Ventura utility permits you to
bring in certain screen effects as well.
To capture a screen or a portion of a screen with SideKick
active, use the import command. This function allows you to
define a rectangular region on the screen by using the block
begin and block end markers-just as you would with a word
processing program. Once you have done this, hit the escape
key to return to the SideKick window and then issue the block
copy command to paste the screen contents into a new file.
This file can then be saved as an ASCII fue· and converted to
PC Paintbrush format.

Converting File Formats
Many of the programs and scanners mentioned above contain utilities that convert fues to different formats. We've tried
to mention them as we went along. But there are also other
ways to convert pictures to formats usable by Ventura
Publisher.

Inside Xerox Ventura Publisher

114

If you own a graphics program not directly compatible with
Ventura, you may still be able to use it by converting its files
to one of the formats supported by Ventura:
• Line-Art
-

GEM Draw (.GEM)
AutoCAD (.SLD)
Lotus (.PIC)
Mentor Graphics (.P**)
Video Show (.PIC)
Macintosh PICT (PCT)
Encapsulated PostScript (.EPS)
HPGL (.HPG)
CGM (.CGM)

• Image
- GEM Paint (.IMG)
- PC Paintbrush (.PCX)
- Macintosh Paint (.PNT)
Many graphics programs with other file formats can convert
toone of these listed above. To name just one example, Media
Cybernetics Inc., makers of Halo DPE, offers a conversion
program called CUTTOIMG that allows both graphics and text
to be transferred to Ventura Publisher.
When converting files, consider using the file extensions
noted above. Although there is nothing to prevent you from
loading a file with a different extension, these are the ones
Ventura Publisher looks for when you tell it which format the
file is in.
Figure 4-9 offers a diagram that details how to go about converting several different· graphics file formats into Ventura
Publisher format.

115

Creating Pictures

Freelance Plus
Graphwriter
Diagram Master
Microsoft Chart
ChartMaster

Ricoh
CompuScan 245
IBM3117
Canon IX-12
Microtek MS300

MacDraw
SuperPaint
Glue
MacDraft
Draw Art

s 1-2-3
Symphony
Words &Figures

FullPaint
Click Art
Excel
Chart
Easy 3D

Concept Designer
Equation Setter
ISSCO Displa
IBM Cadwrite
Harvard Presentation
MathPlan 3.0
FrontPage

PC Paintbrush
PC Paintbrush Plus
Publishers Paintbrush
HotShot
Frieze

2
DestPe Scan
ShapeScan
Datacopy 730
HP ScanJet

Figure 4-9
Some of the popular graphics programs that Ventura Publisher supports.

Inside Xerox Ventura Publisher

116

Ventura Conversion Utilities
The Ventura Utilities disk (# 11) contains three conversion
programs that may be of use. These programs should be invoked from the DOS prompt.
Text screen to PC Paintbrush. A text screen of 25 lines or
less can be captured using a separate utility (such as SideKick), then converted to PC Paintbrush format using
Ventura's TXITOPCX utility. By converting to Paintbrush, you
can capture reverse video, lines, and other screen effects not
available if you bring the text in normally.
First capture the screen with a separate utility like SideKick
or Hotshot (described above) and save it to a text file. Next, at
the DOS prompt type the name of the utility followed by (1) the
name of the file you wish to convert and (2) the type of display
you are using. The formula is 'TXTTOpcx filename / display
code." The four display codes are:
• A: AT&T or Xerox 6065
• C: Enhanced Monitor (EGA)
• M: Monochrome MOnitor (EGA)
• 0: Color Monitor (EGA or CGA)

Thus, a user with a monochrome monitor and an EGA card
would convert a text file called EXAMPLE.TXT, by typing:
TXTTOPCX EXAMPLE.TXT 1M

Notice that there is a space after the file name and that the
slash is ajront slash (found below the question mark on most
keyboards) .
• This conversion program does not work with the Hercules
Graphics Card.

AutoCAD to GEM. The DXFTOGEM utility changes AutoCAD
(DXF) files to GEM Draw format (GEM). This is not strictly'
required, since Ventura Publisher supports AutoCAD directly. How:ever, there may be occasions when you prefer the
simplicity and ease-of-operation of GEM Draw Plus to the

117

Creating Pictures

power and sophistication of AutoCAD. This utility permits
you to bring an existing AutoCAD picture into GEM for
modification. At the DOS prompt, type the name of the conversion utility followed by the name of the AutoCAD DXF fue
you wish to convert. The utility will create a new file with the
same name but the GEM extension. Thus, to convert
SAMPLE.DXF, type:
DXFTOGEM SAMPLE.DXF

The utility will create a new fue called

SAMPLE.GEM.

This chapter has examined several approaches to creating
graphics for Ventura Publisher. There are also some powerful graphics tools within Ventura Publisher, which we explore in Chapter Six.
We have now examined text and pictures, two of the three
critical building blocks that form a Ventura Publisher document. The third piece of the puzzle, style sheets, will be discussed in the following chapter.

Chapter Five

Working with Style Sheets

~ird part of
our formula and the key to Ventura's sophistication
and flexibility. Accordingly, it is one of the most important parts of this book. Once you master style sheets you'll
be able to unleash the full power of the program.
By the time you fInish this chapter, you'll know how to load
a style sheet, how to apply it to a document, and how to
change it to create a new style. Along the way, we'll become
acquainted with portions of three key menus: the page menu,
the frame menu and the paragraph menu.

hiS chapter is devoted to style sheets, the

Loading a Style Sheet
Loading a style sheet is a simple process:
Open the file menu.
Select LOAD DIFF. STYLE.
Select the style sheet you want from the list. .

Inside Xerox Ventura Publisher

120

Click OK.

Notice in Figure 5-1 that all the style sheets shown in the
item selector use the same file .extension: SlY. Ventura
automatically assigns this extension to all style sheets. If you
copy or rename using DOS, be sure to stick with the SlY extension- Ventura can't apply a style sheet without it. If the
item selector becomes too crowded, use the selection line to
filter some of them out. Better yet, move the style sheets you
don't use very often to a separate subdirectory. Treat style
sheets as you would any computer file- that is, be sure to
back them up. Every time you create a new one, make a copy
on floppy disk for safekeeping.
• As a general rule, you should always save your style sheet
under a new name immediately after calling it in to your document. If you forget and then later save your chapter file, you
will permanently modify the previous style sheet.

To work with a style sheet, you must be able to see the
results of your changes. Always load some kind of text onto
the page before working with a style sheet. Even if you are
only changing margins and columns, having text present
makes it much easier to see the effects.

Directory:

C:\TypESET\-.STY·_ _ _ _ _ _ __

.Iigmm:!~tiiliimmiii

-. STY j timmm!!!H!:m
t
&BRO-L3 .STY
&BRO-P3 .STY
&INV-P1 .STY
&LSTG-P2.STY

Selection

:11 - - -

S·

:~~:~~~1 :~~~ I~
&NEWS-P2.STY
8NEWS-P3.STY
&PHON-P2.STY

Figure 5-7

J1~
,

The item selector for loading a style sheet.

I Cancel I

Working with Style Sheets

Applying

121

a Style Sheet

Returning to our definition of style sheets will help us understand how to apply them. A style sheet is a collection of formatting rules. Some of the rules apply to the overall page- the
margins, columns, vertical rules, etc. Others apply to the
text- for instance: all Headlines will be set in 18 point Helvetica Bold; all subheads in 12 point Helvetica Bold with a 1
point rule below; and so on. These individual text formats are
called tags.
When you load a style sheet, Ventura automatically applies
the margins, columns, and other general format rules. To
apply the rest of the format rules to the text, you must tell
Ventura which tags refer to which paragraphs on the page.
The only exception is body text. Ventura automatically assumes that anything not otherwise specified should be treated
as body text.
You can tag text in three ways: with the mouse, with the
function keys, or with the word processor.

Tagging with the Mouse
The mouse provides the simplest method of tagging. To
begin, enter paragraph tagging mode by clicking on its icon in
the function selector. You can also enable this function from
the View menu or with the keyboard shortcut "I.
The aSSignment list will change to show the tags in the current style sheet. To apply a tag, click once on the paragraph.
When you click the mouse, Ventura looks for two Returns. It
looks first for the the preceding Return, then for the following
Return, and highlights everything in between (see Figure 5-2).
This makes tagging quick and efficient. There's no need to
delineate the boundaries with the mouse. Just touch any part
of the paragraph and click once.
Next, click once on the name of the tag in the aSSignment
list. The formatting rules of that tag will be applied to the
highlighted paragraph, which will immediately change on
screen to show the results.

Inside Xerox Ventura Publisher

122

To highlight more than one paragraph at a time, select the
first paragraph normally. Move the mouse to the second
paragraph and hold down the shift key while clicking. Repeat
this for as many items as you wish to select at the same
time. If you accidentally select an item, des,elect it by clicking
on it a second time while still holding down the shift key.
Figure 5-3 shows how you might use this function to tag all
the items in a list at one time.

Tagging with the Function Keys
Ventura permits you to assign tags to the 10 function keys
on the left side of the standard IBM keyboard. You only need
to assign the keys once- from then on, they are available
whenever you use that style sheet. Once assigned, you can
select a tag by pressing a function key (in place of clicking on
the tag name in the aSSignment list). More importantly, with
the function keys you can tag items while in text editing mode
as well as in paragraph tagging mode.
Tagging with the function keys presents several possible advantages. First, it can eliminate the back and forth motion of
the mouse, from text to aSSignment list and back again.
Second, it permits you to edit and tag at the same time while

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a consultant, Ms. Joan BQldC1n who
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priorities, the training department does not have ready access to this facility. ..Due to the
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work-group desk-top publishing solutions specifically for the training facility . ..Having an
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Figure 5-2

Ventura Publisher defines a paragraph as everything between two carriage
returns (black area).

Working with style Sheets

123

in text editing mode. Using this method, you can correct typos
and mistakes at the same time you are tagging. Third, it permits you to compose documents directly in Ventura and tag
them as you go along, without switching back and forth from
text editing to paragraph tagging. And fourth, it allows you to
work on a page with the sidebar hidden, since you won't need
to access the assignment list. This lets you see more of the
page on screen.
Assigning the Function Keys

It's up to you which tags are assigned to which function
keys. Here's how it works:
Open the paragraph menu.,
Select ASSIGN FUNCTION KEYS. The dialog box
shown in Figure 5-4 will appear.
Type the names of the tags into the blank spaces
and click OK.
Figure 5-5 shows one way to assign the function keys.
Notice that the tags are in alphabetical order- the same order
found on the assignment list. If you use this convention, it's

Furance staff to coordinate the processes of r

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~ize and. nature of this project, a decision has been made to evaluate departmental
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Figure 5-3
The shift-click function makes it easy to tag multiple paragraphs simultaneously.

Inside Xerox Ventura Publisher

124

easier to remember which tags are under which function
keys- if you are in paragraph tagging mode, you can simply
glance at the assignment list. The only other ways to refresh
your memory are to select ASSIGN FUNCTION KEYS from the
paragraph menu and review the dialog box or write your assignments down on a piece of paper.

F2:

F1 :

Head le"e1 Z
T~t.la

F3:

F4:
F6:

F5:
F7:

Fa:

F9:

F1B:

Figure 5-4
The assign function keys dialog box.

F1 :
Head 1 .. OIe1 Z

T:1t.le

F3:

F5:
F7:

F9:

Bodvl Text

F2:

Bullet._ __

Title._ __

F4:

Head level 2_

F6:

Head level 1_

Fa:
F1B:

Figure 5-5
One strategy for assigning tags to function keys is to place them in alphabetical
order, which is the order they appear in the assignment list.

Working with style Sheets

125

We suggest you choose a standard way of assigning function
keys and stick with it for all your style sheets. The alphabetical system is probably the most practical for most applications. But you may fmd certain style sheets lend themselves
to different mnemonic devices. When tagging this book, for example, we used the tag names Headl, Head2, etc. for first
level subheads, second level subheads, etc. It was an obvious
and easy-to-remember choice to assign Headl to Fl, Head2 to
F2 and so on.
Using the Function Keys

Once you've assigned tags to the function keys, you can use
them when in paragraph tagging mode or in text editing mode.
In paragraph tagging mode, proceed as 'normal to select a
paragraph. But instead of using the mouse to select a tag from
the assignment list, simply press the appropriate function
key.
In text editing mode, simply move the text cursor anywhere
in the paragraph you want to tag. There is no need to mark off
the boundaries of the paragraph as you would if you were
going to cut, paste, or copy it. Simply make sure the cursor is
somewhere in the paragraph, then press the appropriate
function key.
To tag more than one paragraph at a time, highlight
everything with the mouse, then press the appropriate function key.

Tagging Paragraphs from the Word Processor
When you tag with either of the first two methods explained
above, Ventura inserts the tagging information into the text
files. If you prefer, you can insert these callouts in advance,
thereby saving the time of paging through the document to tag
each paragraph. Refer to the end of Chapter Three for detailed
instructions on how to "preformat" by placing tags directly
into word processing files.

Tips for Faster Tagging
These techniques can speed up the tagging process:

Inside Xerox Ventura Publisher

126

Use shift-cHck to highlight as many similar paragraphs at
one time as possible, then apply the tag to all of them at
. once .
• You can only select paragraphs on one page at a time. You
cannot go to the next page and continue selecting.

Use both hands. With the right hand, use the mouse to
highlight paragraphs. With the left, press function keys to
assign tags.
Page up and down through the document using the pathway illustrated in Figure 5-6. Ventura's Page Down and Page
Up functions make it difficult to read a document in normal
order. When you reach the bottom of the page and press
Page Down, Ventura takes you to the bottom of the next
page. To continue your reading, you must pause to use the
scroll bar to get to the top of the page. Instead, consider
making a quick pass through the document just to place
tags. This tip applies only if you are tagging and editing in
separate stages. If you are editing too, you must go through
in normal order to make sense of the words.

Normal view of portion of page

I
2

Figure 5-6
It is often easier to tag a document by paging first through the top half of each
page and then through the bottom portions of the pages.

Working with style Sheets

127

Plan carefully when naming tags. We'll have more on creating and naming tags later in the Chapter. For now, remember that the assignment list shows tags in alphabetical
order. Using names like Subheadl, Subhead2, and Subhead3 would cause these tags to be listed together where
they would be easy to fmd. Naming them Firstsub,
Secondsub, and Thirdsub would scatter them around and
make location difficult.
Plan carefully when assigning function keys. Some style
sheets have ten or fewer tags; they present no problems. But
if you have more tags than function keys, leave off the ·ones
you'll only use once or twice, like chapter headings, titles,
and headlines. Include those you will encounter frequently,
like lists, tables, and subheads. Body text can also be
dropped if you're short on room. Since Ventura automatically
assumes that everything is body text unless you tell it otherwise, you will seldom use this tag. In fact, its only real application is to correct something you tagged by mistake.
However, if there's space to include body text, we suggest
you place it on FlO. This is the convention followed in the
style sheets included with Ventura Publisher.
Plan carefully when choosing the order of function keys. To
make it easier to remember which tags belong to which function keys, use the same alphabetical order used in the asSignment list. Alternatively, choose an order that makes it
simple to remember.
Edit and tag in one pass if you are responsible for both
tasks. You'll have to experiment to see if this method works
for you. Some people prefer tagging first, then going back to
edit. But you'll save time if you can manage to combine the
two jobs. Use the function key aSSignments so you can tag
paragraphs while staying in text editing mode.
Make changes to tags in the first few pages of a lengthy
chapter if possible. You will find that Ventura implements
the changes faster than it would on the last page of the
chapter.

Inside Xerox Ventura Publisher

128

Changing a Style Sheet
Now we come to the crux of the matter, the techniques that
will enable you to tailor Ventura Publisher to your own unique
requirements.
When you create style sheets of your own- even style sheets
for odd, unusual documents- you will always start with an
existing style sheet. You will modify it until it matches your
new specifications, and then you will save it under a new
name. Consequently changing an existing style sheet and
creating a new one are really the same process. If you save
your changes under the same name, you permanently alter
the original style sheet. If you save under a new name, you
have created a new style sheet.
A Plan of AHack
Style sheets are versatile, powerful tools. If you approach
them haphazardly, you are almost certain to get confused as
you negotiate Ventura's multitude of options. As a result, you
need a plan of attack.
A frequent complaint from beginning Ventura users is that
they lose track of which features are found under which menu
options. This is particularly vexing when working with a style
sheet. It's not unusual to complete the job only to find you forgot to change an essential element. Fortunately, there are five
steps you can take to make the process more manageable (see
Figure 5-7).

Thumbnail
Sketch

-i

Load an
Existing Style
Sheet

1--4

Load Text

Figure 5-7
The five steps to changing a style sheet.

-i

Make
Proceed
Changes to - i Systematically
Body Text First
Through the
Menus

Working with Style Sheets

129

Step One: Make a Thumbnail Sketch

Before you start working with Ventura, it's often helpful to
make a simple drawing of the new page style you want to
create (or of the changes you want to make to an existing page
design). Graph paper is the easiest to work with, but any
blank paper will do.
Step Two: Load a Similar Existing Style Sheet
Obviously, if you are just making changes to an existing
style sheet, you will load that sheet first. But even if you are

setting out to create an entirely new style, start by loading the
existing sheet that is closest in format. If you fail to load a
sheet, you'll end up working with the last style sheet used by
Ventura. It makes sense to save yourself as much work as
possible by starting off with a style sheet that resembles what
you want to do. The sample style sheets included with Ventura Publisher provide an excellent "launching pad." Don't
worry about damaging the existing sheet. As long as you save
your changes under a new name the original style sheet will
remain unchanged.
Step Three: Load Text

Load a text fue to see the results of changes as you make
them.
Step Four: Make All Changes to the Body Text Tag First

When you create a new tag for a style sheet, the program
bases this new tag on an existing tag, most often, body text. If
you first make the changes you deSire to body text, you will
not have to repeat those changes for new tags that are later
derived from body text.
Step Five: Proceed Systematically Through the Menus

To avoid overlooking key paints, we suggest you go step-bystep through the three menus that contain most of the options stored in style sheets: the page menu, the frame menu,
and the paragraph menu.

Inside Xerox Ventura Publisher

130

We suggest you start with the page menu, which you should
normally need to go through only once. Next, proceed to the
frame menu, which you must use once for the underlying
page and once for each additional frame in the document.
Finally, move on to the paragraph menu, which you must use
once for each tag you add or change. In the beginning, you
may have to look at each and every menu choice to discover
which ones you need to change. As you improve, you'll quickly learn which ones you can skip and when.

Working with the Menus
In this section, we're going to step through the three menus
you'll use when building style sheets: the page menu, the
frame menu, and the paragraph menu. Not every option in
these menus is recorded in a style sheet; we will ignore the
ones that are not. We will spotlight key features, with special
attention to trouble spots and difficult functions.
If you're familiar with Ventura Publisher, you may want to
skim through this section looking for commands and options
that have given you trouble. If you're new to Ventura, you may
want to go step-by-step on your computer through all the features as we discuss them below. Hands-on practice is the best
way to learn your way around Ventura.

The Page Menu
The page menu contains formatting options that apply to
the entire document. At first glance, you might think that it
would include all the options for the underlying page. But the
underlying page is actually a special kind of frame and· many
of its options are controlled in the frame menu. Perhaps the
best way to understand the page menu is to think of it as the
chapter or overall menu. It controls features that apply
throughout the document regardless of what else is on the
pages.

131

Working with Style Sheets

Page Layoul
See Figure 5-8. This menu choice does not apply to the
layout of the page, as the name implies, but to the way pages
are printed.

Orientation refers to whether the text will appear vertically
(Portrait) or horizontally (Landscape).
Paper Type refers not to the type of paper, but to the size.
The buttons B5 and A4 refer to paper sizes popular in
Europe.
Although Ventura contains a half-size option, you are often
better off to use larger paper sizes for small pages. Small
pages are difficult to handle when being marked up and
photographed for offset printing. Instead, increase the margins of the underlying page until the live area matches the
dimensions of the smaller page. Or you can use the REPEATING
FRAME option to place a frame the exact size of the smaller
page.
If you select either the Double or Broadsheet options, Ventura will, at print time, present you with several options,
depending on the capabilities of your printer. If your printer is
capable of outputting only letter-sized paper, you can choose

IM3W". I Landscape I
Paper Type:

[Sill

I Broad
Dil1lensions:
Sides:
Start On:

ICaMY
Sheet

I Legal I I Double I [][] [E]

d"lays anc:ti
.,Du to thel
al or:

8.5 x 11 in.

I Single I 'mmOM
I Left Side I limn ¥."..
Globally On
I Globally Off I

!!!

d""1

proceSSiYlg~

I
I
-----~;i~jI::I~~~~~~::::::~::::::::::::::::::~~

an: .

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Cancel

OPfirations,l::::

Figure 5-8
The page layout dialog box controls the physical attributes of each page in the
chapter.
.

132

Inside Xerox Ventura Publisher

to shrink the page area to fit on one sheet, an option that
makes proofing somewhat easier. Alternatively, Ventura will
overlap several output sheets that can be pieced together to
form your large page for camera-ready output. Of course, if
your printer is capable of outputting 11 x 17 inch pages, you
need select neither of these options; pages will come out exactly as you see them on screen.·
Dimensions changes according to the paper size you choose
on the line above. It allows you to confirm that you have
selected the right size. If, for instance, you are interested to
know the exact size of the B5 and A4, click on those chOices
to see the dimensions.
Sides determines whether the document is single-sided, like
most business letters and memos, or double-sided like books
and magazines. This is an important option, Since it controls
other Ventura features. For instance, if you choose single,
you cannot choose FACING PAGES VIEW from the view menu
(since there are no facing pages in a single-sided document).
Likewise, you cannot create different headers and footers for
left and right pages.
If you choose double, Ventura will automatically make "mir- .
ror" copies of such things as headers, footers, repeating
frames, and margins. Suppose you place the page number on
the upper left of the left-hand page and then copy this to the
facing page. Ventura will automatically mirror the command.
It will place the page number on the upper right of the righthand page.
It is important to understand that this option refers to the
flllished form of the document. When assembling cameraready pages for the printer, you will usually output on only
one side of the paper- even though the final result will have
type on both sides. The one-sided pages are printed and assembled into a double-sided document.

Start On sets the first page of the document. It is traditional
in publishing to make page one a right-hand page. We suggest you stick with this convention- it is convenient to know
that right-hand pages always have odd numbers.

133

Working with style Sheets

Kerning is provided as a global override to the individual
kerning options for each tag in a style sheet. Kerning will be
discussed in more detail in Chapter Eight, Advanced Functions. For now, you need only realize that it is possible to
suppress Ventura's kerning feature.
Widows & Orphans

See Figure 5-9. This menu chOice controls the number of
isolated lines that can appear at the top and bottom of a page
or column.
At Top (Widow) and At Bottom (Orphan) work in precisely

the same fashion. The number you select represents the
minimum number of lines that must appear together. The
default setting is two. If only one line appears alone at the
top or bottom, Ventura will move that line to another page or
column so it can remain with the rest of the paragraph. If
two lines appear alone, Ventura will allow them to remain on
the page. If we were to increase the setting to five, Ventura
would not allow four (or less) lines to appear alone.
Eliminating isolated lines makes text easier to read.
However, it also creates a problem by leaving a blank space

~~~~~:o!E::5!~~~~~~~~~~~~causil of d..,1ays
Miniaal..
At Top (Widow):

At Botton (Orphan):

lsol~ted

Lines

OJElmmm
OJDmmm
I

01<

I I Cancel I

a.ndl

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facility. ..'Having a.nl
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1===================:!r",nt.1J
l
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of thQ dQpartmQnt.1f
i.

l :.

Figure 5-9
The widows & orphans dialog box lets you control the number of isolated lines at
the top and bottom of a column.

Inside Xerox Ventura Publisher

134

where the lines would otherwise have appeared. For most purposes, select the smallest number that will make the text easy
to follow, usually two. But for books, manuals, and other
documents with only one column and long paragraphs, you
might want to increase the settings to three.
Headers & Footers

This feature places text at the top (header) or bottom (footer)
of every page, regardless of what frames mayor may not be on
those pages. Strictly speaking, the HEADER & FOOlERS option
is not recorded in the style sheet- the settings you provide in
this dialog box apply only to the Chapter you are currently
working on. However, this function creates two different tags,
called Z_HEADER and Z_FOOTER. The attributes that you apply
to these tags are recorded in your style sheet, even though the
content of the header and footer are not.
Formatting headers is a two-stage process in Ventura. Text
and placement are defined in this menu choice. But the
headers and footers created here have the attributes of body
text. To change these attributes- for example to change the
type size or style- you must go to the page and make the
changes with the paragraph menu while in paragraph tagging
mode. The paragraph menu is explained in detail later in the
chapter.
Define tells Ventura precisely what you want: header, footer,
left, right, etc.
Usage turns this feature on for the entire document. Another
menu chOice from the page menu turns headers and footers
off for an individual page while leaving them on for the rest
of the document.
Left is where you enter the text for the left side of the footer.

Ventura lets you separately enter text for the left, the right,
and the center of the header or footer. You can make these
entries alone or in combination. Each one can be up to two
lines.
Ordinarily, you will want to copy the instructions to the
facing page, so left- and right-hand pages of the document will

Working with style Sheets

135

look the same. To do so, simply select COPY TO FACING PAGE.
When you click on this option, you will see it turn dark briefly before becoming light again. Don't worry- your options
have been properly copied.
If you do not want a mirror copy, do not choose COPY TO
FACING PAGE. Instead, click on LEFf PAGE FOOTER and type in
the different text.
• Remember, you can't have different headers or Jooters on left
and right pages unless you've chosen double-sided printing
Jrom the page layout dialog box.

Frame Menu
The frame menu controls the size, appearance, and position
of frames. The underlying page is a frame: so are any separate
containers placed on top of it. If you remember that these
frames can hold either text or pictures, you'll understand why
the frame menu includes choices that relate to text (such as
margins & columns) as well as those that concern pictures
(such as caption setting). This menu contains the features associated with a frame as a whole. Formatting options for the
individual text elements within a frame are contained in the
paragraph menu.
• Note: Only the attributes oj the underlying page are recorded
in a style sheet. Attributes ojJrames placed on top oj the underlying page apply only to the current chapterfile.

Margins &Columns
See Figure 5-10. This chOice allows the creation of up to
eight columns of text. They can be of equal or varying widths.
# of columns is self-explanatory. Click on the number you

want on the page.
Settings For tells Ventura which page is being deSCribed,· in
case you wish to have different left and right pages.
Margins sets the frame margins. We recommend you experiment with different values here. We explain below how Ventura calculates the width of the columns as you go along and

Inside Xerox Ventura Publisher

136

displays the results at the bottom of the page. If you enter
the correct margins first, you can use these calculations to
check the accuracy of your results.
Frames can contain either text or pictures. In the case of
text, the margins you set here will usually represent where
you want the text to appear. However, Ventura also provides
the capability to create additional usupplementary~' margins
for text using the SPACING choice from the paragraph menu.
In the case of pictures, you may often choose to do without
margins so that the picture will extend to the edge of the'
frame. By entering margin values here, you can create a band
of white space around the picture.

Widths/Gutters sets the widths of the columns and the
spaces between them (the gutters). The columns are numbered from the left. When you enter values for Column 1 you
are describing the left-most column on the page.
Also, observe that it is not necessary to enter the values for
all the columns. All you need do is type in the measurements
for the first column and the first gutter. Then tell Ventura to
make all the others equal by clicking on MAKE EQUAL WIDTHS.

of ColullIns:

Settings For:

d"lays

, Left Page ,

'j31rtj;y¥

liutters
ColUMn 1:
2:
3:

4:
5:
6:

Inserts:

BB,BB
BB,BB
BB,BB
BB,BB
BB,BS
BB,BB
BB,BB

Top:
BottOllll:
Left:
Right:
~

.,DUQto

ental
Ilvin~

Margins

B6,BB picas G points
B6,BB
B9.BB
B6,oo

Calculated Width = 51,99
Actual Frane Width - 51,9B

'Make Equal Widths' 'Copy To Facing Page

[Cancel

fOllOWin1

ede'' 1
processinl

ti
...,.

Figure5-10
The margins & columns dialog box controls the number and width of columns in
the current frame or underlying page.

Working with Style Sheets

137

Inserts contains two important functions. We have already
demonstrated how to make columns equal by entering the
fIrst two values, then clicking on MAKE EQUAL WIDTHS. You
can also transfer all your values to the opposite page by
clicking on COPY TO FACING PAGE. Ventura will automatically
make a mirror copy of the margins.
Calculated Width and Actual Frame Width enable you to
see in advance if your measurements will fIt into the frame.
As you enter values for columns, gutters, and margins, Ventura adds them up (calculates them) and displays the results
next to calculated width. Next to actual frame. width Ventura
shows the size of the frame you have selected.
• A reminder: Calculated width = left margin + all the columns +
right margin. To make use oj this Jeature, enter the correct
margin settings first. Then you can check the accuracy oj the
column settings.

Vertical Rules

This chOice permits the user to place rules between
columns, or anywhere on the page.
Settings For tells Ventura which page you are working on.
Inter-Col. Rules creates vertical rules between columns. You
specify the width of the rule. Ventura will automatically
make the rule the proper length and center it in the gutter .
• Warning: All the measurements in this dialog box are
controlled by the units shownJor rule 1 width. If it shows inches, every measurement in the dialog box will be set to inches. In almost all cases you will want to use fractional points
to specify rules. If the rule 1 width shows something else,
move the mouse cursor on top oj the word and click until it
changes to Jractional pOints. Now every measurement in the
dialog box will be in terms ojJractional pOints.

Ventura can create rules as small as a fraction of a point
and as large as 36 pOints. Figure 5-11 shows a range of sizes
for comparison.

Inside Xerox Ventura Publisher

138

Rule 1 ~osition and Rule 2 Position are used only if you
wish to place vertical rules on the page other than between
columns. One possible application would be to place vertical
rules on the outsides of columns. However, Ventura provides
no way to automatically control the length of these· rules.
This feature, therefore, should be used only if you want vertical rules which extend all the way from the top margin to the
bottom margin.
For more precise placement, or to create rules that are not
vertical, use Ventura's graphics drawing mode instead. If
graphics lines are placed on a blank underlying page, they will
be reproduced in the same position on every page of the document Oust like the vertical rules explained here). If they are
drawn onto a page that already contains text, graphics lines
will show for that page only.
Although Ventura does not allow control of the length of the
vertical rules, it does permit their placement from left to right.
To place a vertical rule, specify its distance from the left edge
oj the page (see Figure 5-12). Do not measure from the margin
or the edge of the frame (unless the edge of the frame is the
same as the edge of the page). Even when placing a vertical
rule into a small frame, you must always measure from the

1/2 point

1 point

3 points

FigureS-77
Various weights of rules.

5 points

10 points

20 points

Working with style Sheets

139

left edge of the page that frame is on. If you have trouble
deciding where to place the rule, use the Options menu to
turn on the rulers.
Rule 1 Width and Rule 2 Width control separately placed
rules. The values you place here have no affect on the width
of inter-column rules, which are specified in the space to the
right of the On and Off buttons.

Inserts permits .you to copy your specifications to the oppOSite page. This feature works exactly as it has elsewhere.
Ruling Lines and Boxes
Ruling functions work almost identically in both the frame
and paragraph menus. The techniques you learn later in the
chapter for working with rules in the paragraph menu will
apply equally to using rules with frames.

Paragraph Menu
The paragraph menu controls the typographic attributes of
tags. Using this menu, you can create an amazing assortment
of formats and effects. Each new "look" can be assigned to a

Figure 5-72
The location of a vertical rule is determined by the distance from the left-hand
margin of the frame or underlying page (see arrow).

Inside Xerox Ventura Publisher

140

tag. (You can have up to128 separate tags in a single style
sheet.)
A tremendous amount of typographical sophistication lurks
in the paragraph menu. Plan to spend considerable time
learning its intricacies and mastering its options. It will be
time well spent. Ventura Publisher is so powerful that many
tasks can be accomplished in several ways. As a general rule,
it is usually best to do thejob with a tag even if you have other
options. Once you create a properly formatted tag, you can
easily and consistently reproduce your results. And tags tend
to introduce fewer surprises and unexpected results.
Font

See Figure 5-13. A typeface is a particular design. A type
font is one specific variety of that typeface. Helvetica medium
is a typeface. Helvetica 14-point bold italic is a font, one
specific variety of the Helvetica typeface. The FONT option permits you to select the variety of type you wish to associate
with a tag.
When you select the FONT option, a dialog box with four item
selectors appears (see Figure 5-14). Available options within
each of these item selectors depends on which printer is currently installed.
Face is where you specify which typeface you wish to use for
this particular tag. The chOices shown here will vary according to which printer you have selected. Figure 5-14 shows
the typefaces available for a PostScript laser printer. Your
display will differ if you are using a different printer.
Likewise, if you install new fonts on your existing printer, the
names of those new fonts will appear in this item selector.
(See Chapter Seven, Producing Output, for tips on how to
add typefaces, sizes, and styles to your printer.)
Size controls the point size of the type. As with typeface, the
numbers shown here vary according to the capabilities of
your printer. If you are using a PostScript, Interpress, or
DDL printer, the word "Custom" will appear in this item
selector. You will then be able to enter any point size desired

141

Working with style Sheets

Typeface Family

Typefaces

Fonts

Helvetica Bold

a-point
Helvetica Bold

Helvetica
10-point
Helvetica Bold
Helvetica Oblique
18-point
Helvetica Bold
FigureS-73
Examples of a typeface family, typeface, and font.

Face
Hel~etica

;~;H;~llllili~~ii;mHi~mn:

t
1

H"ael le","1 Z

T1tlO

;!iw~m:

t
~

!Jullet
H"ael 1.",,1

f1:m;;;:i!im:mmH~i

Cour-ier:ff~ SYlllbol

;:;:;:;:;: I TC Avant liar-de

11 nc
,

Size i:iHii

.tllj..... III~.

i~i1i~

Style
li{lht.

~iiiii

Red

lireen

H- Italic

Blue
Cyan
Yellow
Magenta

Palatino
CustOI1l Size:

Shi.ft:

Ker'n :

.: .

l") tn],ic

Helvetica Nar-ow

White

Bold
B- Italic

Boolman

:iii Co lor-

B12\ points
~

))01..,1

Processin1

'inches

..,,,U1

0 .000

I Cancel I

Figure 5-74
The item selector for choosing font (installed for a PostScript printer).

on. the CUSTOM SIZE line below. If you are using any other
printer, this item selector will show the available point sizes
you can choose from.
Style enables you to control the weight (light, medium, bold)
and the slope (normal or italic) of the typeface. Only the

142

Inside Xerox Ventura Publisher

styles available for your printer will be darkened in this item
selector.
Color, Shift, and Kern are advanced features covered in
Chapter Eight, Advanced Functions.
• SPecial Note: It is also possible to change the font while in text
editing mode. Changing in the paragraph tagging mode results
in a new font for every tag throughout the document. Changing in text editing mode changes only the words you have
selected, and only at that one place in the document.

Alignment
This menu chOice governs the manner in which text lines
up- whether it is centered, flush left, indented, and so on.

Alignment controls the four basic methods of setting type in
a column. Figure 5-15 shows the effects of the four chOices.
Hyphenation governs whether or not text for this tag will be
hyphenated, and if so, with which dictionary. :Ventura
Publisher automatically inserts soft hyphens into text files
when they are loaded. By choosing On, you are telling Ventura that it has permission to use these hyphens if needed.
By choosing Off, you force Ventura to keep words undivided.
In general, you will want most text hyphenated, since this
improves the appearance of most documents. The exception:
headlines and other large display type, which should not be
hyphenated. We will discuss the use of different hyphenation
dictionaries in Chapter Eight, Advanced Functions.
Overall Width determines whether the tagged text will be
confined to the column or will be spaced across the entire
frame. Choosing frame-wide causes a headline to be spread
across the entire page, even though the rest of the text is
restricted to narrow columns.
First Line affects only the first line (or lines) of a paragraph.
The rest of the paragraph is unchanged. Thanks to this option, there is no need to insert tabs or spaces to indent the
first line of a paragraph. Type the paragraph flush left in

143

Working with style Sheets
Desk

File

Edit

View

Page

Frane

Para9raph

Graphic

Options

r-~hi~·t·~~i·i~··~iiV;~·i~it:
..... !N otic~ that thQ right
• ~ariin is UiiQd whilll
illQ lll'ft margin Is QVQnit.

•

~y allin~

r······ihi;·i;~t·i;·illi;;~ i····ihi;·i~~t·i;·~·~~i~·;····l rrhi~···i;;;t···i~···j~;t·iii~i

right. Notic~ that th~ i alignro. NoticQ that 1 !Notic" that both th~ l~ftl
lQft mariin is UiiQdl : both thll' l~ft and riiht : land thll' riiht mUiinsl
margins arQ raggQd. 1 :arQ I1VQnly alignQd.

whU" thQ right marginl
is QVQnly aliinro.:

III
I

1£

1--

...

Figure5-75
The four different choices for paragraph alignment.

your word processor, then use this option to instruct Ventura how much of an indent you want.
Choosing indent causes the first llne(s) to be spaced to the
right of the original margin. Choosing outdent causes it to be
pushed to the left (see Figure 5-16). Neither indent nor outdent will take effect unless you enter an amount in the last
line of this dialog box.

In/Outdent Width controls the amount of fIXed space you
will add. This amount applies to whichever choice you made
in the FIRST LINE option above, whether indents or outdents.
If you do not want an indent, simply make sure this amount
is zero.
In/Outdent Height specifies the number of lines for which
the. indent or outdent will take effect. Under most circumstances, this would be 1. However, you may want to
carry the indent or outdent over to two or more lines in order
to produce a special typographic effect.
Relative Indent is an advanced feature covered in Chapter
Eight. For most purposes it should be turned off by choosing
None.

Inside Xerox Ventura Publisher

144

··A;;·t;d·~~i·~~~~~·ih~·

linll to bll mond
o thll right..

outdllnt ·~~;':~~;·;h~
first linll to bll movlld
to thllillft.

r······B·~th·i;.d~;;t~·~····!

outdllnts can apply 1
to morll tha.n thll i
~irst Hnll. In this
1
;paragraph. Thll first
i
~hr"" UnllS havll b",," in-:
iiented by 2 picas.
:

Figure5-76

The effect of different settings for first line indentloutdent.

Spacing

See Figure 5-17. It is easy to confuse SPACING with ALIGNMENT, the menu choice that precedes it. In general, ALIGNMENT
controls the way in which text is placed hOrizontally on the
page. SPACING controls the amount. And SPACING applies to
vertical placement as well as to horizontal. In fact, the top half
of the SPACING dialog box refers exclusively to vertical spacing;
the bottom half exclusively to horizontal spacing.
We recommend using fractional pOints to measure vertical
spacing. Vertical spacing has a direct relationship to type
sizes, which are always specified in points. Using the same
units makes it easier to create consistent, pleasing designs.
Above and Below refer to extra vertical space allotted above
and/ or below the entire paragraph. It does not affect the
space between lines of a paragraph. In general, this amount
should have an integer relationship with the inter-line spacing shown on the line below. If, for example, the inter-line
spacing were 10 points, then 5, 10, 20, and 30 would be
among the appropriate chOices for above and below space.
Inter-Line refers to the spacing between lines of a
paragraph. Typographers refer to it as leading. Whenever you

145

Working with style Sheets

"Body Text" SPACING
Above:
Below:
Inter-Line:
Inter-Paragraph:
conte"
C"cCl:ltl:1ne
Deckllead
':1"stpa"
HcaCll:1ne
ju.t
LOfl't

BB, B~
BB,BB
B1,B1
BB,BB

picas lie points

Add in AboYe:

liliiMU I When

Settings For:

I Left

In FrOlll Left:
In Fro. Right:

BB, BB
BB,BB

Inserts:

I Copy

L:1f1't

·~d~~t;·~~····!

picall lie points

Pege

Not at ColUllln Top

I 'jffilft'W t, .

can apply!
orll than thll !
In this
:
Ihll first
!
havll bOlm in-:
2 picas.
:

pices lie points ...
'\
To Fecing Page

I
I Cancel I

Figure 5-17
The spacing dialog box controls the amount of space allowed on all four sides of
a paragraph.

choose a type size from the font menu choice, Ventura
Publisher automatically selects an inter-line spacing. It
automatically adds an extra 20 percent to increase
readability. If you choose 10-point type, for instance, and
then check the inter-line spacing, you will see that Ventura
has automatically entered a spacing of about 12 pOints (in
many cases the actual amounts will be fractionally more or
less).
If you don't like the spacing chosen by Ventura, enter a new
value here. Remember: inter-line spacing refers to lines within
a paragraph.
Add in Above. Text elements like subheads need extra space
above them when they are in the middle of the page. This
space helps set them apart from the body text. But these
same subheads don't need the space when they are the first
line at the top of a column. In that case the additional white
area would throw off the balance of the page. The ADD IN
ABOVE option allows you to control this problem by selecting
WHEN NOT AT COLUMN TOP.

Settings For applies only to the bottom half of the dialog
box, which concerns itself with horizontal spacing. As with

Inside Xerox Ventura Publisher

146

other Ventura options, facing pages can be identical or different. Different pages are created by entering separate
values for the left and right pages.
In From Left and In From Right are supplementary margin
settings that can be used in addition to the original. margins
of the frame. They have several applications. The most common is fot temporary indents. Long quotations, for instance,
are often set apart from the rest of the text by temporary indents on the left and the right (see Figure 5-18).
There are other cases when you want supplementary margins different from those of the frame or column. Complementary left and right pages are one example (see Figure 5-19). In
this case, the frame margin is identical for each page, but the
text is spaced in from left on one page and in from right on the
other.
It is important to distinguish the IN FROM option from
IN/OUTDENT WIDTH, which appears in the ALIGNMENT dialog
box. IN/OUTDENT WIDTH affects only the frrst line (or first few
lines). IN FROM LEFf and IN FROM RIGHT affect every line in the
tag. The two options can be used together. First line indent is
measured relative to the left text margin, not the frame margin. So-called hanging indents, for instance, can be created by
choosing an IN FROM LEFf setting, then choosing an equal

The following quotation demonstrates the use of the in from
left and in ·from right settings. This is an excerpt from the
Declaration of Independence:
When in the course of human events, it becomes necessary for
one people to dissolve the political bands that have connected
them to another and to assume among the powers of the earth
the separate and equal station to which the laws of nature and of
nature's God entitle them, a decent respect to the opinions of
mankind requires that they should declare the causes that have
impelled them to the separation.

This paragraph returns to the regular format for the document. It is tagged as body text.
Figure5-78

The in from right and in from left settings are useful for handling quotations within
text.

147

Working with Style Sheets

amount for the first line Outdent. The result is that the first
line stays even with the rest of the text (since the IN FROM LEFr
and the Outdent cancel each other) and the rest of the
paragraph is indented.

Inserts applies only to the

IN FROM LEFr and IN FROM RIGHT
settings. Use it if you wish to create a mirror copy of your
settings onto the facing page.

Breaks

See Figure 5-20. The BREAKS dialog box determines what
happens before and after the selected paragraph. You can instruct Ventura to start a tag on a new line, a new column, or
a new page, or to leave it on the same line as the previous tag.
Breaks is an extremely versatile and useful menu choice with
many advanced applications. It provides a high degree of controlover the placement of text elements. We will cover advanced uses such as tables and autonumbered section headings in Chapter Eight.
Page Break sends tags to a new page. Selecting BEFORE
means that the tag will always start on a new page. This
might· be appropriate, for example, for chapter or section

0-.10

I::::

1IIIIIIIil~~~i~i~i~
~;~i::~::~:=========i
:~~~~~~~~~.nau

,.............................................,
I

,.:,....u;i::::::~
; .......................................... -:.

.a.

Figure 5-19
In complementary pages the margins for the left and right pages are mirror
images.

Inside Xerox Ventura Publisher

148

headings in a book or manual. Selecting AFTER means that
the next tag, whatever it might be, will be forced onto the
next.page. Selecting BEFORE &AFfER will isolate the tag on a
page by itself. BEFORE/UNTIL LEFT and BEFORE/UNTIL RIGHT
refer to page spreads in a double-sided document. If you
select BREAK ON BEFORE/UNTIL LEFT, Ventura will force a page
break, and if necessary, a blank page in order to get to the
next left-hand (even-numbered) page. BREAK/UNTIL RIGHT ensures that text will break until the next right-hand page is
encountered. These options are useful in certain technical
manuals or books that require the first page of each section
to begin on either the right or the left.
Column operates in the same fashion. Most tags will use the
No option here. Selecting BEFORE will cause a tag to start at
the top of a new column. Selecting AFTER will send the next
tag to the top of a new column, no matter how much space is
left below. And selecting BEFORE & AFfER will cause the tag to
stand alone in a column.
Line Break: works in the same fashion as the previous two

options. Most tags will include some kind of line break.
causes the tag to start on a new line, no matter what

BEFORE

Page Break:

ColUMn Break:
Line Break:
Next Y Position:

ImII I Before I I After I I Before

R After I
I Before/Until Left I I Before/Until Right I
1m! I Before I I After I I Before R After I
[]2J Ilrth.IOM I After I I Before R After I
1;[.!Qyfii' I Beside Last Une of Prev. Para I

Allow Within:

O§]

Keep' With Next:

O§]

01<

I Cancel I

Figure 5-20
The breaks dialog box determines how a paragraph may be broken from one
line, column, and page to the next.

149

Working with style Sheets

preceded it. Choosing AFfER means that a tag can start on
the same line as the previous one, but that the next item
must begin on a new line. This choice is useful for the last
column in a table format, as shown in Figure 5-21. Choosing
BEFORE & AFTER means that a tag must always be separated
by a line above and below. And choosing No means that the
tag can reside on the same line with other tags. This option
is useful for the middle columns in a table.
The line break option does not affect lines within a
paragraph. It concerns itself only with line breaks that occur
between paragraphs (before and after paragraphs). If you
choose the no line break option, words within the paragraph
will still wrap to the next line when they reach the right margin. There will not, however, be any line break between this
tag and those before and after.
You should also be aware that the line break choice of one
tag can override that of another. If you choose no line break,
but your tag still resides on a separate line, check the tag that
precedes it. It is quite likely that this tag contains an After or
a Before & After line break.
Next Y Position refers to the vertical position of the tag. It
applies only if you have not specified a line break before the

f' ................................"'fieOiiilSialiIC······ .............................i
:.r:~i!W!jr-T~gmnr:!!fWmu~mul"l!!!F\'!m\'!!!!t!ttmuF!!!"¥I"I!mp=nw!!mI"lUWl"lmF'!mumur-~~;r-tlr-~t'I;r:nr-~~ili'

::=====

::=============

ii~i~!~~~!~!~!

i
Co~

~.IIIR.wa ••

Co~

Co~ "
I\u~ ..

~.-.,

Cffi:::m:=m:::~gmg=::=:

==============
5irm;;;;~;;rn;m;!!!!;

i
i

._...........:a.,

.........................................................................._...........1
Figure 5-27
In this table, the middle columns use Une Break: No to permit other text to be
vertically aligned, while the rightmost column uses Line Break: After.

150

Inside Xerox Ventura Publisher

tag. If you choose a line break before, then the vertical pOSition is automatically determined- the tag will start on the
next line down. But if you do not specify a line break before,
you have two options. NORMAL will place the beginning of the
tag at the same spot vertically as the first line of the previous
tag. BESIDE lAST LINE OF PREVo PARAGRAPH will place it next to
the last line. Figure 5-22 shows the difference this would
mean in a tabular application.
Allow Within allows you to force all of a paragraph to stay
on the same page. Choosing YES allows a break to appear
within the paragraph. If it occurs near the bottom of the
page, part of the paragraph may be sent to the next page.
Choosing NO does not permit any breaks within the
paragraph and forces the entire paragraph to stay on the
same page. If there is not enough room, it will be sent to the
next page.
Keep With Next is useful to prevent headings and subhead-

ings from becoming separated from the text they refer to. If a
subhead occurs at the bottom of a page, it is possible that it
could be isolated, while the following paragraph is sent to
the next column or page. This reduces readability. To avoid
this possibility, choose Yes for headings. Most other tags
should use NO, since forcing tags to stay on the same page
greatly reduces Ventura's ability to produce balanced, pleasing pages.
Tabs, Special Effects, and Typographic Controls

These three advanced features are covered in Chapter Eight.
Ruling Lines Above, Below, and Around

See Figure 5-23. The three ruling lines menu choices are
identical in function except for the position of the linewhether it is above, below, or around the tag.
There are several limitations to the use of these ruling lines.
Lines above and below can appear either separately or
together. You cannot, however, combine lines around with
lines above or below. You can have up to three lines of varying

151

Working with style Sheets

Co~

CO~

Co~

lI.u~ ..

!:t:

I?S
:.........................................................................................:
Figure 5-22
In this table, next V position has been set to beside last line of previous paragraph
for the third column.

widths, up to a total of 36 pOints. (You can also add lines
anywhere on the page with graphics drawing mode). Although
you can vary the widths, all the rules must be the same pattern and color. Lines around will not extend past page boundaries.
It is important to distinguish between the lines created here
and those created with graphics drawing. Ruling lines from
the paragraph menu are associated with a tag. If the tag is
moved or changed, the ruling lines change with it. Every tag
with the same name will have identical ruling lines. If, for example, you alter the ruling line to make it thicker, that one
single change will affect every instance of that tag throughout
the document, whether it is one page or one hundred.
Graphics lines, on the other hand, remain in their original
position in the frame when you move other elements around.
If you place them on a blank underlying page, they will show
up in the same position on every page. If you place them on a
page that contains text or pictures, they will appear only at
that one place in the document.
Width determines where the line appears in relation to the
tag. Choosing none turns off the ruling line feature, even if
there are specifications entered into the rest of the dialog

Inside Xerox Ventura Publisher

152

box. Choosing text will cause the line to appear only below
the text, even if the text does not extend all the way across
the column or page. Choosing margin will create lines that
stop at the edges of the text margin. Choosing column
creates lines that extend to the column boundaries. Choosing frame creates lines to the margins of the frame. And
choosing custom lets you select a special position for the
line. Figure 5-24 illustrates the effect produced by each of
the width options .

• Note: The ruling linesfunction in theframe menu works identically to those found here in the paragraph menu, except that
you can only choose None or frame for the width. The other
choices are grayed out to indicate that they are not available.
Color controls the color of the line. The same color is assigned to any and all lines you create in this dialog box.
Black will be the normal chOice for rules. The other colors
refer to color printing options as covered in Chapter Seven,
Producing Output. White will create an invisible line under
normal circumstances. However, if you create a white line
within a frame that has been fIlled with black, the white lines
will appear.

Width:

~ ~

Color:

I White I 1:ItMW I Red II

Pattern:

OJ W

Space Above
Height of
Space Below
Height of
Space Below
Height of

Rule
Rule
Rule
Rule
Rule
Rule

1:
1:
1:
2:
2:
3:

I M8rgin I

'Ri1""'"

I Fr8111e I I CustOIll I

I ~ I Yellow II

Green

Blue

rn rn [[] w m .mml
B9.B~
B7.2B
BB.BB
BB.BB
BB.BB
BB.BB
BB.BB
B7.2B

~
.

D8sh Width:
Dash Spacing:
CustOIll Indent:
Custo ... Width:
36.0B

Magenta

I Dashes
00.00
OO.()O
0 t .44
00 • ;~

Off

[!] c::::::J

frm:tion81 pts
01<

I Cancel I

Figure 5-23
The ruling line dialog box is essentially the same for lines above, below, or around
a paragraph or frame.

Working with Style Sheets
Desk

File

Edit

View

.1~lmHimr.m:mi!mr.m::::i:mmliiiimIHmlllm:::hm~m:m:!:~:

Ita

153
Page

Frane

Paragraph

c: \ TYPESET\&HOOK - P2. CHP
In !
124

.................................................................
Frame-Wide Rulet
Column-Wide Rulet
Margin-Wide Rule'
Text-Wide Rulet
Custom Rulet

.•

Graphic

Options

(&HOOK· P2 .STY) ::lghlm:l~m:mhmr.hlu.::::lglr.!ir.::l!:m:l~~l:lilHl!illl:lml:m

liD

Ii'

J42

•

,................................................................

t.!.,

1---

Figure 5-24
The four possible placements for a ruling line below a paragraph.

Pattern permits you to vary the appearance and shading of
the lines. The same pattern is assigned to any and all lines.
Your choice is displayed in the lower half of the dialog box.
However, nothing appears until you enter the height of rule.
Then a representation is shown in the correct height and
pattern.
Dashes Off turns dashed lines on or off for patterned rules.
Dash Width and Dash Spacing allow you to control the size
of the dashes and the white space in between them. The
numbers shown here are measured in whatever units are
shown at the lower right comer of the dialog box just above
the OK Button.
Custom Indent and Custom Width allow you to specify a
nonstandard position for the rule. Indent specifies how far
from the left margin the rule should be indented. Notice that
by choosing a negative indent you can force the rule to the
left of the margin, as demonstrated in Figure 5-24. Width
specifies how wide the rule should be.
Space Above Rule 1 allows you to allot extra space between
the rule and the top edge of the frame.

Inside Xerox Ventura Publisher

154

Height of Rule 1 specifies the thickness of the rule. Al-

though you can enter any units, we recommend that you use
point sizes. To change the units displayed, click anywhere on
the units shown just' above the OK Button. The units shown
here control all the numbers in the dialog box.
When you change to fractional points, you will see the number 36.00 displayed. This refers to the space encompassed by
the large bracket. You can have any combination of rules and
spaces up to a maximum of 36 pOints.
Space Below Rule 1 affects the white space allotted between

rules.
Space Below Rule 3 can be misleading. The number you

enter here can indeed apply to the space below the third
rule. But it might better be called "Space Below Last Rule" or
"Space Below Lowest Rule" or even "Space Below All Rules."
The plus and minus Buttons shown here can be used for
some interesting advanced applications. Most tags should
use the plus, to indicate positive space. If you choose the
minus sign, you indicate negative space, in which case the
amount you specify will be subtracted from the normal line
spacing. Instead of adding extra space below, you will reduce
the space below. You can use this feature, for example, to
cause a wide black rule to overlap white letters, creating a
reverse type effect, as explained in Chapter Nine.
Overall Height shows the total of all rules and all spaces. If

the addition seems inaccurate, click OK to force Ventura to
recalculate and then return to the dialog box.

Style Sheet Maintenance
Adding a New Tag
In most ways, adding a new tag is virtually identical to
changing an existing one. That's because you don't start from
scratch. Instead, Ventura copies the attributes from another
tag to the new name. From there, you make changes until the
new tag fits your specs. You can copy attributes from any ex-

Working with style Sheets

155

isting tag, so it 'naturally makes sense to select the one that
most closely resembles the new tag.
Here's how it works:

Select a paragraph that is already tagged.
Click on the add new tag button in the sidebar.
The dialog box shown in Figure 5-25 will appear. (Since you
started by selecting a paragraph, Ventura assumes this is the
existing tag you wish to copy as a starting point for your new
one. You can change your mind simply by typing in the name
of a different existing tag here.) Type in the name of the new
tag and click OK. You will now see the new tag name on the asSignment list.
At this point, the new tag is identicaJ. to the old one. To make
it match the new specifications, go down the paragraph menu
to change its format.

Removing and Renaming Tags
Removing and renaming tags are straightforward operations
available by selecting the appropriate choice from the
paragraph· menu. When you remove a tag, Ventura will normally convert all paragraphs with this tag to body text. If you
want to convert them to something else, type in the tag name
here.
Saving a New Style Sheet
To avoid altering a style sheet you want to save, you must
choose the SAVE AS NEW STYLE option from the file menu and
give the changed version a new name. As we mentioned earlier
in this chapter, do this immediately after loading a style sheet.
Final Tips About Style Sheets
Keep these tips in mind as you create style sheets on your
own:
Standardized procedures are our recommendation whenever feasible, as you've no doubt noticed by now. We think
it's the best way to gain control over Ventura's vast array of

Inside Xerox Ventura Publisher

156

features. Style sheets and tag names are another area that
can benefit from a standard approach.
If possible, try to agree in advance on a core group of tag
names, and use these names in every style sheet. This can
make style sheets more versatile and valuable. If you have
standard tag names, you can store libraries of different style
sheets. You can completely change the look of a document
just by loading a new sheet. Jfthe tag names are i.dentica~ the
tag attributes from the new sheet will instantly be applied
throughout the document. If the names are different, you will

have to go through the document page by page to reassign the
new tags.
This single tip can save you hours of time, especially if you
work with long documents. To get you started with a system
of your own, Table 5-1 below shows the tag names we used for
this book. We designed them to be self-descriptive and general
enough to apply to many different kinds of documents. Perhaps they can serve as starting point for standard names of
your own.
Headers and Footers are created in two stages. First, type in
the text and where you want it to appear using the HEADERS
& FOOTERS chOice from the page menu. Then, to change the

r................................"flleGliiiSiiIife······..........................···1

;'.,.",,,,,.,.,,,,,,."',,,.,,,.',,'pm"''''.'.'''I'I''8'''''II'8
::
f
ADD nEW TAG

Tag ltaIrIe to Ac:kI:
="

Tag ltBae to Copy Fra.:

Rgure5-25
The add new tag dialog box.

01(

1 - 1_ _ _

Body Text_

- .

.....~
I I........
~nc"l I

157

Working with style Sheets

appearance of the text, treat the header or footer like any
other paragraph. Click on the paragraph to select it, and
choose the appropriate option from the paragraph menu to
make the changes you want.
Create an empty style sheet called EMPIY.S1Y that holds
only body text. You can then use this as a starting point for
creating a completely different style sheet. You won't have to
worry about tags appearing in your style sheet that are unused.
With the conclusion of this chapter, we have shown how to
build all three elements of the Ventura Formula. Now it's
time to bring them all together. In the next chapter we outline an easy, efficient way to layout documents with Ventura
Publisher.

Table 5-1
Tags Used to Produce This Book
Body Text
CHAP #
CHAP TITLE
FIRST PAR
HEAD2
HEAD3
HEAD4
HEADS
HEADS_TEXT
INSTRUCT
LIST
NOTE
PROMPT
SEGUE

Body Text
Chapter Number
Trtle of Each Chapter
First Paragraph of Each Chapter
Major Headings
Minor Headings
Sub Headings
Run-in Heads
Text Following ARun-in Head
Instructions to the Reader
Bulleted Usts
Notes, Tips, Warnings
Computer-Generated Text
Last Paragraph of Chapter

Chapter Si,c

Document Design and
Layout
nce you've created text, pictures, and a style sheet,
you're ready to assemble these ingredients into a
document. This chapter will outline simple, effiCient
layout techniques. With certain modifications, they apply to
any kind of document. When you flnish this chapter, you'll
know how to bring in and work with text and pictures, how
and when to add frames, and how to save what you've done.

A Game Plan for Laying Out Pages
To avoid getting bogged down in Ventura's power and options, you need a game plan. This plan of attack will keep you
on course and streamline the layout process.
This chapter explains a layout method for simple documents. By simple, we are referring to a straightforward design
that does not change much from page to page. In simple documents, most of the text appears on the underlying page in the
same baSic format. Most books are simple documents, even
though they may contain hundreds of pages.

Inside Xerox Ventura Publisher

160

I I

II
III
Figure 6-7
In a simple document (left). articles follow one after the other on the underlying
page. In a complex document (right). multiple articles are combined on the same

By contrast, complex documents vary widely from page to
page and contain multiple articles and pictures. In complex
documents, much of the text appears in separatejrames that
lie on top of the underlying page. The document has several
different text formats. A brochure with a complicated design
would be considered a complex document even if it only contained a few pages. Newsletters and magazines usually fall
into the complex category as well. Figure 6-1 shows the difference between simple and complex documents. Complex
documents require a few adjustments to the layout process.
Chapter Eight, Advanced Functions, gives suggestions. But
read this chapter fIrst, since the game plan for complex documents is merely a modifIcation of the basic techniques shown
here.
Assuming that text, pictures, and style sheet are prepared
and ready to go, the best order for working on a simple document is (1) load the swle sheet, (2) work with the text and (3)
work with the pictures. Table 6-1 gives a slightly more
detailed version of the recommended game plan:

161

Document Design and Layout

Table&-1
Laying Out A Simple Document
Load the style sheet
Work with the text

Load the text file(s) onto the underlying page
Tag the text
Edit the text
Work with the pictures

Create a frame
Load the picture
Edit the picture
Caption the picture
Repeat for other pictures until finished
Save

One more tip before we start: It's easier to work with a document if you turn the following features on before you start.
They help you visualize the page more accurately.
Feature

What it Does

Show Tabs & Returns

Visible marks In the text denoting tabs, return, line breaks, Index marks, and end of file

Show Rulers

.Puts rulers on the top and left edges of the page

Show Generated Tags

Displays in the assignment list the name of tags created by Ventura Publisher

Show Column Guides

Displays dashed lines to denote the boundaries of the columns

Column Snap On

Forces frames to align to column edges

Line Snap On

Forces frames to align vertically with the line spacing of body text

Text to Greek

Set to 6. Speeds display in reduced view by showing small text as blocks instead of actual characters

Loading the Style Sheet
Begin the layout process by loading in the correct style
sheet, as explained in the previous chapter. In theory, it Js
best to have the style sheet completed before starting to layout
. the page. In practice, you are almost certain to change the
style sheet the ftrst few times you use it, usually to add a new
tag for an unexpected contingency. Although you can recreate

Inside Xerox Ventura Publisher

162

most formatting effects using Ventura's text editing tools, we
recommend creating new tags in most cases. Although this
may take more time initially, the next time you encounter a
similar condition you will have a ready-made tag.
Whenever you make changes, pause to consider if you want
those changes to be reflected in the original style sheet, or if
you want to create a new one. If you want to preserve the
original style sheet intact, remember to use the SAVE AS NEW
S1YLE option from the file menu as soon as you bring in the
style sheet.
• Warning: If you save the chapter before saving as a different
style sheet, you wUlpennanently aUer the original style sheet.

Working with Text
With th~ proper style sheet in place, you can proceed to
load, place, tag, and edit the text.

Loading Text
Load text files by choosing the WAD TEXT/PICTURE option
from the me menu. Select the type of me you will be loading
from the dialog box and then choose the file you want from the
item selector. There will be a brief pause when you load the file
while Ventura brings it into memory and hyphenates it~ Once
hyphenated, the file name will be visible on the assignment
list in frame setting mode.
To load more than one file at a time, select SEVERAL from the
line labeled # OF FILES. Each time you select a file name, Ventura will load and hyphenate that me, then redisplay the
dialog box so you can select another one. When you are
through selecting files, click on CANCEL to return to the
workspace.

Tips for Loading Text
Load all the flies at one time to save time and make the
layout process more efficient.

Document Design and Layout

163

Don't load unnecessary files. Each file takes up memory,
whether or not it is actually put to use in the document. The
less memory, the fewer pages you can process at one time. If
you load a file and later decide not to use it, remove it from
the assignment list by choosing REMOVE TEXT/FILE from the
edit menu.
Don't use the USENGL2.HY2 alternate hyphenation algorithm
unless absolutely necessary. It is about four times slower
than the default algorithm. See Chapter Eight for complete
details on hyphenation.
To keep the original text me intact, assign a new name to
the text file. After the file has been loaded and placed on the
page, select the frame or underlying page containing the text
file. Choose FILE TIPE/RENAME from the edit menu. Enter the
new name. When the chapter is saved, Ventura will create a
new text file, leaving the original unchanged. This tip may be
useful in technical documentation applications where editors
are required to keep an unchanged copy of the original
manuscript. If you write over the original file by mistake, you
can still retrieve the backup copy made by Ventura. This file
has the same file name as the original, except that the fIrst
letter of the extension has been changed to a dollar sign ($).

Placing Text
If you load only one text fIle, it may automatically appear on
the workspace. This will occur if you are in frame setting mode
and select a frame before you load the file. If you did not have
an active frame, the file name will appear on the assignment
list when you switch to frame setting mode. To place the file,
enable frame setting and click once anywhere inside the frame
(or underlying page). Then click on the name of the file in the
aSSignment list. The file will be loaded into the frame.
Ventura Publisher has two modes for plaCing text. This is
one of the keys to its flexibility. You have the speed and effIciency of batch mode for long documents and the accuracy
and flexibility of interactive mode for design-intensive
publications. The key point to remember:

164

Inside Xerox Ventura Publisher

• When text is placed on the underlying page, Ventura creates
new pages to accommodate the entire.file. When text is placed
in separatejrames, Venturaftlls thejrame and then stops.
Here's how it works: If you place the file onto the underlying
page, the entire file will be loaded in.. Ventura will
automatically create as many new pages as needed. But if you
place the file into a separate frame on top of the underlying
page, Ventura will only place as much ojthefl1e as willjit into
theframe. To continue placing this file, go to the new frame (or
underlying page) where you want the rest of the text to appear
and repeat the process: click on the frame and then click on
the name of the file in the assignment list. Ventura will
proceed to fill this new frame with the remaining text. You can
continue this process as many times as necessary until the
text file has been completely placed.
You will be pleased to know that Ventura does not require
you to place an entire file at one time. You can stop in the middle and begin another task, such as placing a different file in
another frame. Whenever you are ready to put more of the
fIrst file somewhere else, Ventura continues where it left off.
This feature greatly speeds up the layout of complex documents like newsletters. You can start several articles in different frames on page 1. When you are fmished, move to page
2 and continue any or all of them onto that page. Then move
to page 3 and so on. Whenever you are ready to place more of
a fIle, simply click on the frame and then click on the file
name.
More good news: once you specify a "path" for the text, Ventura remembers this path and will dynamically adjust the
text. For instance, suppose you place a text file into frames on
pages 1,3, 4, 5, and 8. As you make changes to the text, Ventura will flow text back and forth as necessary between these
frames .
• Caution: Ventura will notjlow text backwards. You cannot, jor
example continue an article from page 8 to page 2.

165

Document Design and Layout

Placing More Than One File on the Underlying Page

Placing multiple files takes a special technique to avoid writing one on top of the other. If you simply click on a second file
name in the assignment list, Ventura will assume that you
want to replace the first file. In fact, this is a shortcut method
of removing a file from a frame: Select the frame and click on
the name of a new file. The old file will be erased from the
frame and replaced with the new one.
But what if you want to place two text files one after the
other on the same underlying page? Two techniques will help
you avoid this problem. The frrst is to combine all the files into
one before you load them into Ventura. This can be done using
DOS or (better yet) using the word processor. Obviously,
neither of these methods will work properly if the two text files
are from different word processors. In that case, you may
want to use the conversion technique outlined in Chapter
Three to convert all the files to the same format.
Combining text files is the most efficient way to handle
batch-oriented tasks like books and manuals. It can even be
used for newsletters and magazines. You may also find that
putting text into a single file will save on memory versus loading the equivalent amount of text in several files. Memory

r::~J

Figure
In order to layout a second text file immediately following the end of the first file,
add a small frame at the bottom of the underlying page.

166

Inside Xerox Ventura Publisher

limitations can be an important consideration when formatting documents with multiple frames and graphics.
If you cannot combine the text files, you have a second alternative: Ventura's insert page feature. Place the first file,
then press End to go to the end of the file. Select INSERT/REMOVE PAGE from the page menu and add a page after
the last page. Now go to this new blank page, and select the
second file from the aSSignment list. The second file will begin
on the blank page, and Ventura will automatically create as
many new underlying pages as necessary to place the entire
file. You can repeat this process for additional files.
This is a neat and simple procedure provided the first fue
ends exactly at the bottom of a page. If not, you will have some
blank space between the end of the first file and the bottom of
the page. To fill this blank space, you must use a slightly different procedure to place the second file.
Let's assume that you have a single-column layout and two
text fues, ONE.TXT and 1WO.TXT. ONE.1XT ends halfway down
p~ge 5. To fill the other half of page 5, add a frame, as shown
in Figure 6-2. As you can see, this frame is not the same width
as the underlying page. Since new frames are by default
created without any margins, create the new frame with the

To place multiple text files in a multiple-column page, create frames that are as
wide as the column.

Document Design and Layout

167

same width as the margins of the underlying page. (To help
with placement, select SHOW COLUMN GUIDES from the options
menu and turn COLUMN and LINE SNAP on.) End the new frame
exactly at the bottom margin of the underlying page. With the
new frame still selected, select the second file from the assignment list. The new frame will be filled with the first portion of
1WO.TXT.

What about the rest of 1WO.TXI'? Now that the blank space
on page 5 has been filled, you can follow the procedures
described above to place the rest of the fuel Use the INSERT/REMOVE PAGE function to create a blank page 6. Go to
this new page, select it and click on 1WO.TXT in the assignment list. The remainder of the 1WO.TXT file will be placed
starting on page 6. Ventura will create as many more underlying pages as needed to completely place the fuel
The method described above works well for single-column
material. For multiple-column layouts, the procedure depends on whether you have column balance on or off. With
column balance off, create a new frame for each column or
portion of a column left blank after the frrst file has been completely placed (see Figure 6-3). Each of these frames must be
the exact width of the column margins. Flow text from the
second file into each of the frames in turn. Only after all the
columns on the page have been filled should you insert a
blank page and place the remainder of the file.
With column balance on, create a new frame that is the
same width as the text margin of the underlying page. Assign
the same number of columns and the same gutter widths to
this frame as in the underlying page. Then proceed as above.
Inserting a Text file Into the Middle of Existing Pages

On occasion, you may need to put a separate ·fIle into the
middle of a text file that has already been placed. This may
occur if you accidentally load files in the wrong order, if you
collate contributions from multiple authors, or if you make
revisions that are too long to type with Ventura's built-in text
editor.

168

Inside Xerox Ventura Publisher

You have three options for adding text in the middle. The
fIrst is to create a new frame on top of the underlying page.
This is a viable alternative if you are adding a page or less of
text. It is a good way to handle small boxes and Sidebars. A
second, similar approach is to create box text, using Ventura
Publisher's graphics tools. This is especially true if you want
to separate the new teXt with a ruling box around, or give it a
different graphic treatment, such as a different type style or a
gray screen.
But for longer additions to the underlying page, use the
same method used to add a new text file at the end of a document. As before, you will select INSERT/REMOVE PAGE from the
page menu. Place a blank page where you want the new text
file to begin. Go to the blank page and select the new file from
the assignment list. The new file will be "sandwiched" into the
old one. Ventura will create additional underlying pages as
necessary until all of the new file has been brought into the
document. The remainder of the old file will be pushed aside
to make room.
Once again, this technique has its limitations if the insertion point is not conveniently located at a page break. If not,
you will have to duplicate the procedures described above.
First you will add a frame to fill up the blank space. Then you
will fill this frame with a portion of the new file. Finally, you
will insert a page, go to that blank page, and select the new
file. The remainder of the new file will be placed on new underlying pages.
What happens if the new fue ends so as to create a blank
space on a page? As you will recall, the new file is sandwiched
in the middle of the old one. To solve this problem, fill the
blank space on the page with a frame. Select this new frame
and click on the name of the old file. Text from the old fIle will
flow into the frame, and the remaining pages will be properly
adjusted. In effect, you are dragging text from the next page
and using it to fill up the blank space.

Document Design and Layout

169

Tips for Placing Text

End of file markers are useful for confrrming that you have
placed all of the available file and there is no more remaining. End of file markers are small squares that appear immediately after the last character in a file. However, end of
file markers appear only if you select SHOW TABS & RETURNS
from the options menu. Always select this option before
working with text.
Save the chapter as soon as you fmish placing all the text.
As in all computer applications, it's smart to save every 20
minutes or so in case of computer or power line malfunctions. It's also wise to save at logical breaking pOints. In this
case, saving now will guarantee that if problems occur with
the rest of the layout, you can return to this point, with all
files loaded and in their correct order.
Use reduced view when you first place a text file in a frame
or underlying page. This will let you see how much of the
page is filled or how much space remains on the last page. It
will also speed the text flow process, assuming you have set
text to greek to 6 or higher. Once text has been flowed,
return to normal view.

Tagging Text
The next step in the layout process is to tag the text. If you
prefer to edit and tag in separate steps, we recommend tagging first. It seems to be easier to spot mistakes when text is
in its proper format. However, if you are responsible for both
editing and tagging, you may want to experiment with doing
both in a single pass through the document.
Editing Text
Ventura Publisher provides a built-in text editor that is ideal
for making minor corrections. It can also double as a word
processor, especially on computers equipped with an 80286
or 80386 processor. With some computers based on the 8088
or 8086 processors, fast typists may discover that the com-

Inside Xerox Ventura Publisher

170

puter cannot keep up with their fmgers, especially in multicolumn layouts or complex formats.
To edit text, begin by activating text editing mode. Then
position the mouse cursor at the insertion point and click
once. The flashing text cursor will appear and you can begin
typing. The Backspace key erases characters behind the cursor. The Del key erases characters in front of the cursor.
Copying, Cutting, and Pasting

Copying, cutting, and pasting are accomplished by highlighting the text, then selecting a function from the Edit
menu. As you become more familiar with the program, you
will fmd that it saves time to use the keyboard shortcuts
(listed for your convenience on the menu): Shift-Del for copy,
Del for cut and Ins for paste. Highlight the text, then press the
appropriate key.
You can highlight text in two ~ys. For most applications,
place the mouse cursor at the beginning, and drag the cursor
to the end of the selection. This method is the fastest and the
easiest for larger pieces of text. For small edits where placement is difficult, use the shift-click method. Click once to
place the text cursor at the beginning of the selection. Move
the mouse cursor to the end, and click again while !wlding
down the shift key. The text between the two clicks will be
highlighted. This second method allows more accurate
positioning. It is best for selecting, for example, a single letter.
It is also useful to shorten or lengthen a selection. Let's say
you aCCidentally grab two extra words while making a selection. Place the mouse cursor at the correct end point and click
while holding down the shift key to shorten the selection.
You may recall that paragraph tagging mode permits you to
select multiple paragraphs. These paragraphs do not need to
be located next to each other. In text editing mode, however,
you can only select one contiguous range of text at a time. And
you cannot cross page boundaries, even in facing pages view.
Any material you cut or copy is stored in memory and will
remain there until you cut or copy something else. This
means that you can cut or copy anything from a word to a

Document Design and Layout

171

sentence to a paragraph and repeatedly paste it elsewhere in
the document. It also means that you cannot cut several items
once and then paste them somewhere else. Only the last item
cut will remain in memory. The others will be lost.
The cut function removes the selection from the page and
places it in temporary memory. The copy function works in
exactly the same manner, except that the selection is not
removed from the page. To place a selection anywhere in the
document, move the mouse cursor to the insertion point and
press Ins (or select PASrE from the edit menu).
Ventura maintains three separate temporary memories, one
for frames, one for graphics, and one for text. Cutting or copying a frame or a drawing will not erase or affect text on the
clipboard. The text even remains in place when you close the
chapter and open a new one, so you can copy or move short
text sections from one chapter to another. And there is no
need to worry about the original file format of the text. Ventura permits you, for example, to move a section from a WordStar file into the middle of a MultiMate file.
Changing Text Attributes

Ventura Publisher retains many of the attributes set within
the word processor, such as boldface and underline. Nevertheless, there will be many cases when you want to add attributes within Ventura.
To change attributes, highlight the text, then select the attributes from the assignment list. When combining attributes- boldface and italics, for instance- you must select
them one at a time. Text attributes are p.ot toggle-type commands- selecting them a second time will not turn them off
again. To clear attributes, select NORMAL from the top of the
aSSignment list. Be aware, however, that NORMAL clears all attributes, not just the last one selected. If you select boldface
and italics, then decide you want boldface only, you must
clear out both attributes by selecting normal, and then select
boldface again.
The fourth item on the assignment list is SMALL. This stands
for small caps, a very useful effect that is not available on

Inside Xerox Ventura Publisher

172

standard word processing systems. The best way to understand small caps is to see them side-by-side with normal caps
and lowercase letters:
NORMAL CAPS' SMALL CAPS lowercase
Small caps are an excellent way to set a word or phrase
apart from the rest of the text. It has the effect of making the
word noticeable without being obtrusive. Small caps also
come in handy for logos and headlines, either by themselves
or in combination with normal capitals .
• Before selecting small caps. be sure to capitalize all letters in
the word. Any lowercase letters will appear in a smallerfont.

In addition to the standard attributes, the assignment list
can control capitalization. Those Ventura users who must edit
and integrate contributions from various authors will appreCiate these built-in functions. By selecting one of the three
. chOices at the bottom of the aSSignment list, you can quickly
and easily make headlines and section titles conform to the
capitalization standards you have set forth. It is almost always faster to let Ventura handle the capitalization changes
than to correct the letters one-by-one with the text editor.

liHtii::igm:iiHiiiH:l:llli Face
t Hel:etica
1014

J:tal:lc
• :S .. all
SUr>4~.C~:ar>t

Sullscr:lpt
Un produces the em dash when
typed into a word processing fIle (after the fIle is brought into
Ventura). See Chapter Three.
Inserting Footnotes

Ventura Publisher permits you to place footnote references
while in text editing mode.
To create a footnote, position the text cursor after the word
you wish to reference. Select INSERT FOOTNOTE from the edit
menu. The footnote symbol will appear after the word. Now
move to the bottom of the page, where you will see the same

Type of Entry:

1M" I See I I See

Also

Priflaary Entry:
Prinary Sort Key:
Secondary Entry:
Secondary Sort Key:
01<

In addition to rEdQsiinini this
amount of information, thll d
will also add nQW sQctiom to thll

Figure
The dialog box for calling out an index entry.

Inside Xerox Ventura Publisher

178

symbol followed by the words 1EXT OF FOOTNOTE. Erase these
words and type in the correct phrase .

• Altlwugh the insertfootnote optiDn is located on the edit menu,
this feature wUl not work unless you have first turned footnotes on using the footnote settings from the page menu. You
insert footnotes from the edit menu; you control the appearance andformat oftlwsefootnotesjrom the page menu.
Inserting Index Marks

Indexing is a three-step process in Ventura. First you mark
the topics you want to index, and enter the information you
want the index to contain. When the document is ready to
print you perform the second step, extracting the index information along with page numbers and placing it into a
separate file. Finally, you format this separate fue to match
the rest of the document, and print it.
The first part of the indexing process is similar to footnoting.
Place the text cursor immediately before the word, phrase, or
section you wish to index. Now choose INSERT/EDIT INDEX from
the edit menu. Ventura will place an invisible mark in the text
and display a dialog box where you can record the information
that will appear in the index (see Figure 6-6).
The index mark and the indexing information are stored in
the text file. However, they are "invisible" and have no effect
until you perform Ventura's separate index generation function using the MULTI-CHAPrER option from the options menu.
This function extracts all the index entries, puts them in alphabetical order, and lists them along with the page on which
they appear into a separate file.
The INSERT/EDIT INDEX dialog box is where you type in the
reference information that appears in the index. Using it takes
some practice. It may be helpful to first review a typical twolevel index. Such an index contains major headings,
representing broad categories, and subheadings, representing
specific instances. For example, here is a major heading with
four subheadings:

Document Design and Layout

179

Frames
Adding
135, 137
Deleting
138
Loading art
14, 147-153
Loading text
13, 141-144
Let's review how to create the first entry in this category.
Under TYPE OF ENTRY, select INDEX. Then move to the PRIMARY
ENTRY line. This represents the major heading. Here you
would type in "frames." Ignore PRIMARY SORT KEY and move to
SECONDARY ENTRY. Here you would enter the subhead- in this
case, "Adding."
You will not need to use the sort keys for most index references. When sorting and creating the index file, Ventura uses
the words typed on the entry line unless you put something different on the sort key line. The sort key is only for words which
must be sorted differently from their spelling. You might, for
example, want an index entry to read The Wilcox Company,
but be sorted under "W' (for Wilcox), not under ''T'' (for The).
In that case you would type The Wilcox Company on the entry
line, and then type Wilcox Company on the sort line. The
same holds true for numbers. For instance, you might place
20th Century on the entry line and 1\ventieth Century on the
sort line.

• If you want your index to show starting and ending pages (for
example, 147-153), you must place an identical index entry on
each page. When Ventura encounters consecutive entries, it ignores those in the middle and lists only the starting and ending pages.

See and See Also Entries

By choosing See (or See Also) as the type of entry, you
change the operation of the dialog box slightly. Normally the
primary line becomes a major heading, and the secondary line
becomes a subheading with a page number.
When you choose See (or See Also), the PRIMARY ENTRY still
becomes a major heading. But SECONDARY ENTRY is not given a
page number. Instead, the words See (or See Also) are placed
in front of the subheading. Here's how it might look:

Inside Xerox Ventura Publisher

180

Containers
See Frames
Frames
Adding
Deleting
Loading pictures into
Loading text into
See Also Graphics

135, 137
138
14, 147-153
13, 141-144

Tips on Indexing
To index an item under several different names, use the IN-

option as many times as needed. This will
insert index marks one after another into the text file.

SERf/EDIT INDEX

Always place the index mark in front of the item you are
indexing. Proper indexing procedures call for the index to list
the page on which the material begins. If you insert the mark
after a long phrase or section you could end up with improper page numbering.
Try placing index marks in a separate pass through the

document. We feel indexing is too complex to do simul-

............................................................................................................................
DeFore you can type text on 811
eMpty p~ge you nust give the n~Me
and type of the File that will hold
that text. IF you did not intend
to create 8 new File, choose ~nceL

New File
Cancel

warning appears if you try to type new text on an empty underlying page.

Document Design and Layout

181

taneously with layout and editing. Instead, we suggest
saving it until the end, and then moving through the entire
document at one time. You are likely to be more consistent
in your categorization if you do it all at once.
You can place index marks in a header or footer. This is a
convenient way to ensure that Ventura will reference an entire range of pages for an index entry. For example, if you
want to cite an entire section devoted to Australia, and the
word Australia appears in your headers or footers, simply
place an index mark on each page header or footer in the
section. This method is most useful in conjunction with
Ventura's live headers feature (see Chapter Eight).
Ventura's functions are helpful but they are not the last
word in automated indexing. Be aware of their limitations.
First, a Ventura index can only be two levels deep (major
heading and subheading). Certain applications may demand
three or four levels, which must be compiled manually.
Second, Ventura provides no way to list the main headings
you have already set up. To avoid forgetting what has gone
before, you might want to use index cards to write down
each main heading as you create it. Or, generate a trial index
and use it to spot duplications and errors.

Creating Text Files with Ventura
The best use for Ventura's text functions is to modify text
brought in from outside files. However, Ventura Publisher can
also create text files on its own.
If you type on an underlying page (or a frame) that already
contains text, the words will be placed into the existing text
file. If you bring in a WordPerfect file, for example, and then
type in three new pages of text, those three pages will be incorporated into the WordPerfect file, and saved back in WordPerfect format when the chapter is saved.
But if the underlying page is blank when you begin typing,
a dialog box will appear asking you if you wish to create a new
file (see Figure 6-7). You will have an opportunity to name the
file and to specify the format in which it should be saved. You

inside Xerox Ventura Publisher

182

can choose ASCII or any of the other word processing formats
supported by Ventura. The words you type will automatically
be saved to a separate text file when you save the chapter.
A slightly different procedure occurs if you type on a blank
frame (as opposed to a blank underlying page). In that case,
Ventura places the text you type into its caption file. The caption file, which is stored in ASCII format, contains all the captions for all the frames in the document. Text typed into a
blank frame is treated as a caption.
You may later save this text as a separate file, rather than
having it in the midst of the caption file. To create a separate
file, choose the FILE 1YPE/RENAME option from the file menu.
When the dialog box appears, enter the name and file format
you wish to use. When you save the chapter, the text will now
be saved to a separate file.

Controlling Page and Column Breaks
,Part of the editing process-usually the last part~iS to
make sure all the pages break where you want them to.
Don't bother to change page breaks in Ventura until you
have (1) tagged everything in the document, (2) edited the text,

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Figure

A small frame can help adjust the placement of text on the page.

Document Design and Layout

183

and (3) inserted all the pictures. As a fmal step, review each
page to make sure it breaks properly.
If you've set up the style sheet properly, you should have
very little to do. If you fmd that many of your columns and
pages don't end where you want them to, you may want to
restructure some of your tags. Pay special attention to the
KEEP WITH NEXT chOice in the BREAKS option of the paragraph
menu. You should also consider readjusting the WIDOWS & ORPHANS option from the page menu.
Despite these precautions, you may occasionally find a page
or column that ends awkwardly. Several options ·are available
to adjust the Situation. First, you can simply add a bit of white
space by creating a very small new frame (see Figure 6-8).
Second, you can adjust the size of any pictures on the page.
Third, you can edit the text. This is often a good choice, since
you can sometimes gain or lose a line just by adding or deleting a few words from a paragraph.
But in those cases where you want to force a page or column
to end, we suggest creating a special tag. This tag will have exactly the same attributes as normal body text except that it
will have a page break after. While in paragraph tagging mode,
add a new tag. Call it Body Break and copy its attributes from
body text. Now go to the BREAKS option in the paragraph menu
and select AFTER from the page break line. Now you can break
any page by applying the Body Break tag to the last paragraph
you want.
Use the same technique if the last paragraph is other than
body text- for example, Bullet Break, List Break, etc. Obviously, you can also create a special tag to force column
breaks as well.
Although creating a tag takes a few more seconds the first
time through, it will payoff as you reuse this style sheet over
and over again.

Tips for Editing Text
Assign the Body Break tag to a function key so you can
control the appearance and end point of pages without leaving text editing mode.

Inside Xerox Ventura Publisher

184

When editing long documents don't try to enter all nonkeyboard symbols and characters in Ventura's text editing
mode. Instead, use your word processor's search and replace
function to insert the decimal equivalent directly into the
text fIle before it is brought into Ventura. This method is
faster and offers less chance for error. A human editor is
more likely to overlook a quote mark or a hyphen that a
computer's search and replace function.
Don't be alarmed if a sentence disappears during editing.
The sentence has not vanished- it has simply been moved.
You'll find it by going to the preceding page (if you're at the
top) or the following page (if you're at the bottom). Ventura
reformats every time you add or delete text. Your changes
may invoke automatic widow and orphan control, causing
Ventura to push a section of text from one page to another.
Don't forget about the shift-cUck method for highlighting
text. It's the best method for certain applications. If you have
trouble getting just what you want by dragging the cursor,
click on the beginning, then shift-click at the end~ You can
also use shift-click to expand (or shorten) a selection that
has already been highlighted. Move the mouse cursor to the
new end point and click whUe holding down the shift key.
The highlighting will now be extended (or shortened) to the
new end pOint.
Make use of temporary memory to speed editing. Ventura
has three temporary memories, one for frames, one for
graphics, and one for text. Use the copy function to put commonly used frames, pictures, or phrases into temporary
memory ,where they can be reused to save retyping or
redrawing.

Working with Pictures
Once you have the text loaded, placed, tagged, and edited,
you're ready to add pictures to your document. The most efficient method involves these five steps: (1) load the pictures,

Document Design and Layout

185

(2) add a frame for the frrst picture, (3) place the picture, (4)
edit the picture, and (5) caption the picture. Repeat steps 2
through 5 for each picture.

Loading Pictures
Loading pictures is a straightforward process. It works in
the same fashion and uses the same dialog box as loading text
files. Select the format you want to use. Select the file name
from the item selector or type it in. If you will be using more
than one picture, you can load them all at one time. If you
load a picture by mistake you can remove it from the assignment list by using REMOVE TEXT/FILE from the edit menu.

Adding Frames
Before you can place a picture on the page, you need a
frame, a container to provide boundaries. While in frame setting mode, select the add new frame button from the Sidebar.
Position the' cursor where you want the upper left corner of
the frame. Drag the cursor to the lower right corner and
release. The new frame will appear, and text will flow around
it.

• if the text does not jlow around the frame, go to the Jrame
menu and select SIZING & SCALING. Thm FLOW TEXT AROUND on.

Cuffing, Copying, and Pasting Frames
Frames can be cut, copied, and pasted just like text, using
the Edit menu or the keyboard shortcuts. Copying or cutting
puts the selected frame and all its attributes and. text into temporary memory where it will remain until something else is
cut or copied. The contents of the frame's temporary memory
do not affect what is held in text temporary memory, even if
the frame contains text .

• Note: When you cut or copy aframe that holds a textfile, Ventura Publisher places the Jrame and the name oj the text ftle
into temporary memory. When you later paste this Jrame in
another place, Ventura Publisher will rejlow the text, as if it
were doing so Jor the fzrst time. Thus, if you have made

Inside Xerox Ventura Publisher

186

changes to the text file before pasting the frame, Ventura
Publisher will update the contents of the frame accordingly.

Fine-Tuning Size and Position
Several methods help fine tune the size and position of
frames. To resize a frame, place the cursor on top of the small
black handles that appear along the edges' of the selected
frame. Press and hold the mouse button. The cursor will
change to a pointing finger (if it does not, you were not exactlyon top of the handle). While still holding down, move the
edge of the frame to its new position. Selecting a handle in a
corner enables you to change both ·the horizontal and the vertical dimension (as you did when originally stretching the
frame into position). Choosing a handle in the middle will
move only one dimension at a time (see Figure 6-9). This is
handy if, for example, you have the right width and don't want
to risk changing it, but you need to adjust the height.
For more accurate measurements, change to enlarged view
and use the hairline rules on the ruler. These hairlines move
as the cursor moves. Use them to set the beginning and ending pOints of the f~ame. To make measurement easier, you can

I dftflrenee? What are.,. path or
leads to the most remuneration?
these questions. Acme MlilZine

Figure 6-9
Dragging on one of the middle frame handles constrains sizing to one dimension
only.

187

Document Design and Layout

also reset the zero point of the ruler. By default, the ruler
measures from the edge of the page.
For easier measuring, change the zero point to the edge of
the margin. One way is to select SET RULER from the Options
menu. Enter the new zero pOints in the dialog box. You can
also set the zero points by moving the mouse cursor to the 0,0
box at the upper left corner of the ruler. Press and hold the
mouse button and drag the cross-hairs down onto the screen.
Place them where you want them, then release the mouse
button. The zero pOints will reset to the mouse position.
For absolutely precise positioning, use the SIZING & SCALING
option from the frame menu (see Figure 6-10). The top two
lines in the dialog box specify the exact position of the frame;
the next two lines. specify the exact size.
In the UPPER LEFT X line, place the distance you want the
frame from the left margin. In the UPPER LEFT Y line, enter the
distance you want the frame from the top margin. Then adjust
the size with the WIDTH and HEIGlIT lines.

Adjusting Frame Margins for Pictures
If you do nothing else at this stage, the picture placed inside
the frame will extend from margin to margin. In many cases

Flow Text Around:
Fr8llle M Padding:
Fraille Y Padding:
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Upper Left H:
Upper Left Y:
Fra~e Width:

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70
The sizing & scaling dialog box controls the size and shape of graphics placed in a
frame.

Inside Xerox Ventura Publisher

188

you will want extra white space around the picture- especially if you have a ruling line associated with it. Use the MARGINS
& COL~NS option from the frame menu to insert this extra
space.

Frame Padding
Although text will flow around the frame at this stage, it will
butt flush against the top and bottom of the frame. To get
some "breathing room" use SIZING & SCALING from the frame
menu (refer back to Figure 6-9). FRAME X PADDING places buffer space in the hOrizontal dimension (on the top and bottom
of the frame). FRAME Y PADDING places buffer space vertically
(along the sides).
Where you need padding depends on the layout of your
pages. As a general rule, add white space that has an integer
relationship with the line spacing of body text. For instance, if
you are using 10 point type with 12 point spacing, you would
want to add 12 or 24 pOints of frame padding.

Adding Ruling Lines
Whether or not to add a ruling line around a picture
depends on the type of art as well as personal taste. In
general, use ruling lines when there is a lot of open space in
the picture. Certain pictures, such as graphs and charts, already have rules or borders; you need not box those types.
Photographs can usually do without a box around. In any
case, choose only a single, very thin rule for most applications. Thick rules and multiple lines draw attention to them. selves and away from the picture.
To add a box around the picture, make sure the frame holding the picture is selected. Now choose RULING LINE AROUND
from the frame menu and enter the size and pattern of rule
you want. When you return to the page you will find that Ventura has drawn the rule around the frame.

Document Design and Layout

189

Tips for Adding and Positioning Frames

To create a frame template for applications
such as
. newsletters, place a frame on the underlying page. Then fill it
with a text file to get a better idea how your margins and
columns will look. Once everything looks right, choose
REMOVE TEXT/FILE from the Edit menu to get rid of the text
and create a blank frame. Now you can cut or copy the frame
to temporary memory, and repaste it as many times as
necessary.
To move a frame a small distance on the page place the
cursor anywhere inside the selected frame. Press and hold
the mouse button. The cursor will change to a four-way
arrow. While still holding down, drag the frame to its new
position. You cannot use this method to move to another
page.
To move a frame to another page use CUT and PASTE from
the edit menu. Cut the frame from the old location and paste
it into the new one.
To position a frame partially off the page specify a negative value for the X or Y value in the dialog box. This is not
possible to accomplish using the mouse. This has limited
value for laser printers, since most models cannot print close
to the edge of the page, but it may have application with
some phototypesetters for producing bleed pictures.

Placing Pictures
Place picture files just as you would place text files: Select
the frame, then click on the name of the picture file in the asSignment list. If you place the wrong picture into the frame,
you can remove it by using REMOVE TEXT/FILE from the Edit
menu.

Editing Pictures
You can "edit" pictures in three ways: by changing scale, by
cropping, and by using Ventura's built-in graphics functions.
These editing tools affect the way pictures look on the screen

Inside Xerox Ventura Publisher

190

The Aspect Ratio: Distorted option lets you stretch an image in one direction or the
other.

and on the printed page, but they do not affect the original
graphics file, which remains untouched.
Scaling Pictures

Look back at the SIZING & SCALING dialog box shown in
Figure 6-10. The top half controls the size of the frame. The
bottom half controls the picture inside that frame.
The scaling function magnifies a picture. Both line art and
images can use the FIT IN FRAME option, which enlarges the
image until it fills the margins (or the entire frame if you did
not set margins). If ASPECT RATIO: DISTORlED is selected, FIT IN
FRAME may distort the picture by stretching it out of shape
(see Figure 6-11). Use this option when accurate dimensions
don't matter (as with cartoons) or when the shape of the
original picture is close to the shape of the frame (as With a
square picture and a square frame).
But often- as with technical drawings, for example-you
cannot afford to distort the relationships. In such cases, use
ASPECI'RATIO: MAINTAINED. Ventura will enlarge the picture as
large as possible without changing the ratio of horizontal to
vertical. Although this option guarantees that the aspect ratio

Document Design and Layout

191

will remain the same, it may leave extra white space around
the picture.
You can also scale pictures by a set amount. The dialog box
shows the current dimensions of the frame and Scale dimensions. To enlarge an image, enter new Scale dimensions. If
you are using ASPECT RATIO: DISTORTED you can enlarge the X
(horizontal) and Y (vertical) dimensions or both. If you are
using ASPECT RATIO: MAINTAINED, Ventura will only allow you to
change the X value. The Yvalue will adjust itself as necessary
to maintain the aspect ratio.
For line art, enter a scale factor for either the X or the Y
dimension. When line art is brought into Ventura, it is
automatically enlarged or reduced to fit the frame. When you
specify new scale dimensions for line art, Ventura applies
them to the original size when first brought in.
If you make the picture larger than the frame, only a portion
will show. Ventura will show as much as it can, starting at the
upper left corner. To show the portion you want, use the cropping feature explained below.
Tip for Scaling Pictures

When scaling bit~mapped images keep an integer (whole
number) relationship between the original and final size.
This will produce the cleanest images and reduce the possibility that MOire patterns and other "noise" will degrade
your image. For example, note the original scale dimensions
and enter new ones that are 2.0 times as big, not 1.73 times.
Scanned images should be printed at the original size if possible (or at least at an integer multiple of the original size). To
make an image the same size as the original, select ASPECT
RATIO: MAINTAINED, then select BY SCALE FACTORS. The act of
switching from FIT IN FRAME to BY SCALE FACTORS while the
aspect ratio is maintained gives you an image exactly the
same size as the original.

192

Inside Xerox Ventura Publisher

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You can crop an image within a frame by holding the Alt key as you drag the
mouse with the hand icon visible.

Cropping Pictures

Scaling is one way to "edit" a picture. Cropping is a second
method. Scaling changes the size of a picture. Cropping changes which part of the picture shows inside the frame.
Start with a picture larger than the frame (if it's not, enlarge
as explained above). This picture will be displayed with its
upper left corner in the upper left corner of the frame. The
portions that won't fit are pushed off to the right and/or
below. Entering amounts for the X and Y cropping has the effect of bringing these invisible portions into view. A positive X
amount moves the picture to the left; a negative X moves it to
the right. A positive or negative Y amount brings it up or
down, respectively.
Images, but not line art, can be cropped in a second, easierto-use fashion.

Select the frame.
Place the cursor in the middle of the picture.
Press and hold the mouse button while
simultaneously holding down the Alt key. A
small hand will appear in place of the cursor (see
Figure 6-12).

Document Design and Layout

193

Figure

Ventura graphic elements can reside outside the frame to which they are
attached.

Move the cursor untU the image is repositioned
satisfactorily.

Using Graphics Drawing Mode to Enhance Pictures
Ventura's built-in graphics capabilities provide an excellent
way to enhance and modify pictures brought in from outside
programs:
• Add simple lines to complete a drawing.
• Block out unwanted portions using graphics shapes
filled with opaque white.
• Shade portions for emphasis using graphics shapes
filled with transparent patterns.
• Annotate drawings using boxed text and arrows.
• Create shadow effects for headlines and banners.
All of Ventura's drawing functions work in the same baSic
fashion:

Select the tool you want from the sidebar.

Inside Xerox Ventura Publisher

194

Position the cursor where you want the graphic
to start and press and hold the mouse button.
Stretch the graphic to the correct size and
release the mouse button.
The graphic remains selected and you can change the lines
and fill patterns from the graphics menu. Graphic tools can
have a variety of different line thicknesses and patterns. And
all but the line option can also be filled with various patterns.
Ventura's patterns can either be transparent or opaque. Opaque patterns hide anything that is behind them. Transparent
patterns still show, but anything "underneath" them (like
text, for instance), will show through.
Ventura's graphics functions are particularly useful since
the lines, arrows, shapes, and patterns you draw do nnt have
to be within the boundaries of the frame. As you can see in
Figure 6-13, box text and arrows (or any other graphic) can
extend outside the frame. All graphics are tied to theframe that
was selected when they were created. If you move the frame,
the graphics move along with it, even if they extend past the
boundaries of that frame.

Center

Figure6-74
Venfura's graphics drawing function can be used to add annotations to an
existing graphic.

Document Design and Layout

195

Box Text
Ventura's box text option provides a method of annotating
drawings. It does, however, have certain limitations. To use it
most efficiently, follow this procedure:
First, decide in advance what to say for each annotation to
gauge the approximate size of the box. Then create a box text
big enough for the largest annotation. Do not type in the
words yet. Copy the first box repeatedly until you have a box
text for every annotation. Move the boxes into position around
the drawing.
Now switch to text editing mode and type in the annotations. Change to a different font if you wish. Next, switch back
to graphics drawing to take off the lines around the boxes. Use
SELECf ALL to change the attributes of all the boxes at once.

Choose SELECT ALL from the graphics menu. All
the boxes will be highHghted.
Select line attributes and choose a thickness of
NONE.

Choose

FILLATTRIBUTES

from the graphics menu.

Select TRANSPARENT and WHITE.
Finally, choose the line drawing tool and draw arrows from
the text to the picture (see Figure 6-14).
• Tip: Put in arrows after typing the text and removing the line.
UffiU then, you don't knnw exactly where to position the beginning of the arrow.

Theoretically, you could annotate pictures using separate
frames and Ventura's standard text editing mode. Box text,
however, gives you more freedom to place the annotations
anywhere on the page. More important, it ties them to the piCture. Anytime the picture is moved, the annotations move
. with it.

Inside Xerox Ventura Publisher

196

-------------------.--------------------w
Grid Snap:
Horizontal Spacing:

Ell
9 . 25~

9. 259

inches

Vertical Spacing:

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Figure 6-75
The grid setting dialog box controls the snap-to spacing for Ventura's graphic
elements.

Tips for Graphic Drawing

Keep annotations as short as possible to avoid cluttering
up the drawing.
Use the shift-click method to select more than one graphic
at a time, just as you use it to select multiple paragraphs in
paragraph tagging mode. Likewise, you can de-select a
graphic (and leave all the others selected) by shift-clicking on
it a second time.
To select all the graphics associated with a frame, use
SELECT ALL from the graphics menu, or use the keyboard
shortcut Ctrl-Q.
Pay extra attention to the frame which is selected when you
create a graphic. If you don't pay attention, you could find
the graphic linked to the wrong frame, with disastrous
results. Remember: it doesn't matter where you're drawing, it
only matters whichframe is selected when you start. For example, if the underlying page is selected when you start
drawing, the graphic will be repeated on every single page of
the document.

197

Document Design and Layout

Anchor:

Caption:
Label:
Inserts:

Henu,_ _ __

[]EJ I Above I 1:&1.01 I Left I I Right I

~ _ __
Figt.re [CI*] - [FI*l\...._ _ _ _ _ _ _ _ _ _

I Table

I I Figure '* I I Chapter '* I I Text

Attr.

Figure 6-76
The anchors & captions dialog box lets you generate labels that are attached to
frames.

To check which graphics are associated with a frame, click
on the frame in frame setting mode, then use Ctrl-Q (select
all).
If you have trouble getting box text to print out, set the fill
attribute for the box to transparent. If you must cover up
what is underneath the box text, create a graphic rectangle
underneath the box text which has its fill pattern set to solid
white.
Graphics that appear on every page of the document are an
excellent way to create crop and registration marks for printing. Simply select the underlying page before drawing and
the marks will be reproduced on every underlying page.
For more accurate placement of box text and other
graphics, use the GRID SETTINGS option from the graphics
menu. This option creates an invisible snap-to grid. It performs the same function for graphics that column and line
snap performs for frames. The dialog box (see Figure 6-15)
gives you the opportunity to choose the Size of the grid. To
improve the appearance of the picture, choose horizontal and
vertical spacing that has an integer relationship to the size of
the frame. Choose small increments to give you maximum

Inside Xerox Ventura Publisher

198

flexibility. For example, increments of 3 picas (1/2 inch)
might be a good choice for a picture 24 picas (4 inches)
square.
Use an external graphics program for complex drawings
and diagrams. Standalone programs have more functions
and options than available in Ventura Publisher. You may
also find that this speeds up the performance of Ventura
Publisher.

Adding Captions
Ventura's captioning functions 'are powerful, but complex.
You may want to spend some extra time with this section to
master the ins and outs. It's probably easiest to think of captioning as a two-stage process: (1) attaching the caption to the
picture and (2) enhancing the caption.
Attaching the Caption

Attaching the caption occurs with the ANCHORS & CAPTION
option from the frame menu. At this stage you will
determine the position of the caption and create a label. This
label is only a portion of the entire caption. Later, during the
enhancing stage, you can add more text and change the appearance.
To begin, select the frame that contains the picture you
want to caption. Now select ANCHORS & CAPTION SETTING. The
dialog box shown in Figure 6-16 will appear. DeCide where
you want the caption to appear and select the correct pOSition
from the top line.
Now move to the second line and type in the label you want
to appear. This label can be up to one line long. (If you want
additional text in the caption, you will add it during the enhancing stage.)
SETTINGS

• Warning: Anything you type here can be edited only by returning to this dialog box. (By contrast, text you add during the enhancing phase can be edited in text editing mode). For this
reason, it is generally best to keep this label as short as possible.

Document DesIgn and Layout

199

Take a look at any caption from this book. The label portion
is the phrase "Figure X-Y," where X represents the number of
the chapter and Y represents the number of the figure. For instance, the seventh figure in chapter four would be labeled
Figure 4-7. The rest oj the captiDn was added during the enhancing phase.

Let's review how that label was created. The word Figure followed by a space was typed into the dialog box. The number
of the chapter was inserted by clicking once on the CHAPTER #
button in the third line of the dialog box. This caused the code
[C#] to be placed on the same line. Next a hyphen was typed.
Then the number of the figure was inserted by clicking on the
FIGURE # button. This caused the code [F#] to be inserted onto
the line.
Note that we could have simply typed "Figure 4-7" onto the
line. If we had done that, however, we would have had to go
back and change the caption if the picture was later moved to
another chapter, or if the order of the pictures was changed.
By inserting the codes for chapter and figure numbers, Ventura automatically did all the numbering for us. If we had
later decided to add another picture to the chapter in front of
this one, Ventura would automatically have renumbered it to
read Figure 4-8. Likewise, if we had moved it to become the
first picture in chapter five, Ventura would have called it
Figure 5-1, without any intervention on our part.
Note also that the only function of the four buttons at the
bottom of the dialog box is to save you the trouble oj typing in
. the code. There is no mystery to these three inserts; you do
not have to use them if you prefer to type in the code directly;
they are merely a convenience. These codes create numbers
only. Any words, spaces or symbols you want in the label
must be typed into the dialog box. In the example above, the
hyphen between 4 and 7 was typed in. It was not created
automatically by Ventura. The text attr. button performs the
same function in the dialog box as the set font button performs in text editing mode.
Finally, you should be aware that the table counter and the
figure counter work independently. This allows you to

Inside Xerox Ventura Publisher

200

re""

The File Menu controls Information flow Into and out
Ventura Publisher.'

Figure6-17
To enter a caption for a new frame, place the text cursor in front of the end-of-file
indicator (square) in the caption area.

separately number two different kinds of pictures in each
chapter. For instance, if we added a table to chapter four after
Figure 4-7, the table would be labeled "Table 4-1." Obviously,
you can label these pictures anything you want. You could
just as easily call them Illustration 4-7 and Chart 4-1, if you
prefer. Likewise, you do not have to include the number of the
chapter in the label.
Enhancing the Caption

By attaching the caption with the dialog box, you have unwittingly done two things: First, you have created a small caption frame that butts up against the original one .

• Important: This caption frame is pennanently bound to the
original frame. Move or delete" the original frame and you
automatically move or delete the caption frame (and everything in it.)
Second, when you created the label you also created a new
tag in the aSSignment list. If you used the FIGURE # button this
tag will be called Z_IABEL FIG. If you used the TABLE # button it
will be called Z_LABEL TBL. A few words about these new
"generated" tags: First, the letter Z has no significance. It was

Document Design and Layout

Restart COWlting:

With NuMber:
NUMber Fo~t:

201

[]2]
~

9001\
..

[fu!]

lOne, Two

[QI] [!;ill

lONE. TWO

01<

lone. two

L I ClIncc 1 I

11---.-------:

The File Menu controls Information flow Into and out
Ventura Publisher.'

Figure 6-18
You can alter the numbering sequence for figures by calling up the figure counter
dialog box.

chosen· simply to guarantee that these tags would always appear at the bottom of the alphabetical aSSignment list.
Second, you cannot change their names. Third, you cannot
tag the label with anything else- in other words, you can't
decide to relabel it as a Headline.
But you can treat these tags just like any others when it
comes to altering their attributes. When first created, these
tags automatically take on the characteristics of body text. To
make them look different, use the paragraph menu as you
would with any other tag.
So much for changing the appearance of the label. But what
if you want to add text to the caption? Simply go to the caption frame, enlarge it, and type in the addItional words.
Here's how it works: Make sure you are still in frame setting
mode. Select the caption frame and stretch it until it is at least
twice as large. Now switch to text editing mode and select
SHOW TABS AND RETURNS from the options menu. You will see
the end of file marker displayed in the caption frame on the
line underneath the label (see Figure 6-17). Simply position
the text cursor right in front of the end of file marker and start
typing. If you run out of room, stretch the caption frame as far
as needed to accommodate the extra text.

Inside Xerox Ventura Publisher

202

The text you type in this way will be stored in the caption file
for this chapter, along with the label you created earlier. And,
like the label, this text will be assigned its own tag, with the
name Z_CAPTION. As with the Z_LABEL tags, you can change the
attributes of this tag, therefore changing the appearance of all
the captions throughout the document.
All the other rules of tags apply to z tags. In the examples
discussed above, the Z_LABEL and Z_CAPTION tags appear on
separate lines. If you prefer, they can appear on the same line.
Refer to Chapter Eight, Advanced Functions, for tips on how
to use Ventura's relative indent and breaks options to make
two different tags appear on the same line.
So far we've discussed how to enhance the caption by altering the tags and by adding text. You also have the option of
changing the number Ventura inserts into the label. Unless
you tell it otherwise, Ventura will start numbering from the
number one and use an ArabiC numeral.
To change the number, select the FIGURE COUNfER from the
frame menu (or TABLE COUNfER if you are working with a
table). The dialog box shown in Figure 6-18 will appear. If you
are printing the parts of a long document separately, use WITH
NUMBER to set the correct starting number. If you do not
change this number, Ventura will assume you wish to start
with number one.
The bottom half of the dialog box permits you to choose the
format of the numbers. You can choose arabic or roman
numerals or you can have Ventura spell out the numbers. You
can also choose letters instead of numbers to sequence
figures or tables, with full control over capitalization.
Tips for Working with Captions

If you have many captions, set and label them using the
option from the frame menu, but type
them in using a word processor. Load the CAP file as you
would any other text file. Remember to work in ASCII (nondocument) mode in your word processor. Ventura expects its
caption file, which always has the extension CAP, to be in
straight ASCII and cannot accommodate other formats.

ANCHORS & CAPTIONS

203

Document Design and Layout

• Caution: Be careful not to delete any paragraph returns in the
CAP ftle. Ventura keeps track oJ us captions by counting them.
If you delete a return, you'll throw oIfthe numbering, and captions will appear in the wrong Jrames.

Use copy and paste to create multiple graphics with the
same caption label. First create an empty frame. Then access
ANCHORS & CAPTION SETTINGS to position the· caption and
specify a repeating label. Enlarge the size of the caption
frame to accommodate the longest caption. Next, select COPY
FRAME from the edit menu. This places both the empty
frame, and its adjacent caption, into temporary memory.
Then just use the Ins key to paste a copy of this frame onto a
later page. Ventura will not only include the caption frame, it
will even update the label with the figure or table number.
Check the caption file separately with a spelling and/or
grammar checker, just as you would check any other file.
Don't forget to use ASCII format.
You cannot edit the label in text editing mode as you can
the. rest of the caption. To change the label, use the CAPTION

IHSERT/EDIT ANCHOR
FraMe's Anchc:Jr Ha...,:
Frallle's Hew Location:

File nen~~_ _

I Fixed.
.

On Sane Page As Anchor

Relative~'

Below Anchor line '

Relative. Above Anchor Line

I I Cancel I

~~=~I ~::;::::====:======;=::=======~u
may have.
saved the chapter with an extension (the part of the file:
name to the right of the period) different than thel
Ventura Publisher,:
default .CHP file extension used

Figure6-19
The insert! edit anchor dialog box lets you call out a particular frame that should
be placed in proximity to the current text position.

Inside Xerox Ventura Publisher

204

option from the frame menu to return to the original
dialog box.

SETTING

Don't get overly frustrated by the process of getting cap-'
tions to look the way you want. Remember that you are
creating tags that can be reused over and over again. Once
you have fine-tuned the format and the appearance, you can
reuse these settings in other documents that access the
same style sheet.

Anchoring Frames
Ventura provides a method for ensuring that frames appear
on the same page as the text that refers to it. This feature does
not have perfect judgment; it doesn't do away with the need to
check each page. You will still have to reposition some of the
frames manually. But it can speed the layout process.
Normally, editors wait until all text changes have been made
so they can place pictures as close as possible to the text
reference. If they place pictures too early, changes to the
chapter may cause the text to move while the pictures stay
put. By inserting a frame anchor, you insure that the frame
will move along with the text.
Perhaps the most difficult thing about anchors is that they
involve three separate options from three separate menus. It's
a three-step process: (1) insert an anchor into the text, (2) tie
a frame to that anchor, and (3) reformat the chapter (to reposition anchored frames).
To insert the anchor mark, place the cursor where the
anchor should appear. The most obvious spot is at the beginning or end of the text reference. (In this book, for example, we
use phrases like "See Figure 6-5.") With the cursor at the right
spot, select INSERT/EDIT ANCHOR from the edit menu (See
Figure 6-19). The resulting dialog box will ask for the frame's
"anchor name." Choose this name with care and write it down.
You must reuse it later when you tie a frame to the anchor,
and you must get it exactly right. The most obvious chOice is
to name the anchor the same way you labeled the caption.
Thus, if the caption reads "Fig. 5," then Fig. 5 is the logical
name for the frame anchor.

Document Design and Layout

205

However, using numbers runs the risk that things will
change. Using automatic figure and table counters (covered in
a later chapter) may change the number of the figure. Fig. 5
for example, may become Fig. 7. The frame anchor will remain
intact, however, as long as the names match, even if the
names are inconsistent with the final numbering when the
chapter is printed. To avoid this inconsistency, you may
prefer to use anchor names that describe the picture or repeat
the first few letters of the caption. Use any naming scheme
you like as long as you are consistent.
Now tell Ventura where the frame should appear. If you
want all illustrations in the same location on each page,
choose FIXED. ON SAME PAGE AS ANCHOR. For frames above or
below the text reference, choose REIATIVE. BELOW ANCHOR LINE
or REIATIVE. ABOVE ANCHOR LINE.
SO much for the text anchor. It has no value, however, until
you tie it to a specific frame. That is done in frame setting
mode. First, select the frame. Then choose ANCHORS & CAPTIONS from 'the frame menu. The first line of the dialog box
says "Anchor." This is asking for the anchor name. Enter the
same name used before.
After the first two steps, frame anchoring does not take affect until you select RE-ANCHOR FRAMES from the page menu.
Then Ventura moves all the frames in a chapter to the same
page as the anchor.
This feature is merely a starting point. It may cause frames
to extend past the margins or to overlap each other. It will also
fail to move frames if the user forgets to insert a text mark or
to match the anchor names exactly. After using RE-ANCHOR
FRAMES, you must check each page and manually adjust
those frarnes that are improperly positioned. Do not select REANCHOR FRAMES again or you will undo the changes.

Saving the Chapter
Your document is finished. You've loaded the style sheet,
worked with the text, and worked with the pictures. You've
paged through the document one last time to make sure

206

Inside Xerox Ventura Publisher

everything looks right. Your final step, then, is to save the
work you've done.
We've placed this step last, but in reality, you should stop to
save what you've done several times during the layout
process. As with any computer application, it's smart to
periodically backup in the event of a power outage, head
crash, or other disaster.
.
To save the chapter, simply choose SAVE from the file menu.
The first time you perform this action, Ventura will ask for the
name you want to use. Give some thought to the name of the
chapter, especially if it will be part of a longer publication with
other chapters.
These codes are more than a convenience. Used carefully,
they provide a way to filter out unnecessary files using
Ventura's item selector. For example, because we always used
the VP code for this book, examining a subdirectory for VP* .*
files would let us see every single file created for the book. Filtering with VP6*. * let us restrict things to Chapter Six only.
When you use the save function, Ventura creates and saves
a chapter file. This chapter fue contains pOinters to all the
other files used to construct the document, and tells Ventura
where all these elements belong. After saving the chapter fue,
it saves all the other files associated with the chapter (style
sheet, text, caption, and picture fues).
To work on this document from now on, simply choose OPEN
CHAPTER from the file menu. Ventura will automatically open
and load not only the chapter file, but every other file needed
to construct that document.
Now that your document is laid out and saved to disk, you
are ready to print. For tips and techniques to make printing
easier, tum to the next chapter.

Chapter Seven

Producing Output

he work described in previous chapters has been done
on screen-text editing, graphics creation, style sheet
design, and page layout. In this chapter we get to the
bottom line of desktop publishing: the printed page. No matter how nice a document appears on screen, it is the paper
output that readers receive and react to.
Ventura Publisher can print anything from one page to
thousands of pages. It can use any of dozens of ou~put
devices. This chapter will help you get a handle on all this
power and show you how to produce better printed pages. It
explores several important topics, .including:

• Printing options
• Using the print functions
• Printing more than one chapter at a time
• Using more than one printer
• Preparing laser-printed pages for offset printing

208

Inside Xerox Ventura Publisher

Throughout this chapter, we use the term printing to mean
sending a document from Ventura Publisher to an output
device. We use the term lithography to refer to the process of
duplicating original pages on an offset press. Thus, when we
speak of a printer, we are referring to a piece of hardware that
outputs pages from Ventura Publisher. When we mention a
lithographer, on the other hand, we are speaking of the person
who supervises the offset printing operations.

Printing Options
Ventura Publisher has a wide range of printing options. It
supports dot-matrix printers, ink jet printers, laser printers,
and phototypesetters (via page description languages).
Which output device is best for you? As we'll see below, you
can easily- configure Ventura Publisher to work with more
than one printer, so you can use the one that's most appropriate for the task at hand. When it comes to buying a
printer, you'll have to carefully analyze your budget and your
needs.
Dot-matrix printers are the least expensive alternative. Ventura Publisher supports the IBM Proprinter and the Epson
MX-80, FX-80, and RX-80, plus any other brand capable of
emulating one of these devices.
• Warning: Some inexpensive laser printers advertise Epson
compatibility. Ventura Publisher can drive these machines in
Epson emulation mode, but the output will be at dot-matrix
resolution (120 x 140), not at the 300 dpi maximum resolution
of the laser printer.

Frankly, we can't recommend dot-matrix printers for business applications. Although it is surprising how far Ventura
Publisher can push the limits of these inexpensive devices,
the final output simply is not up to professional standards.
The whole point of desktop publishing, after all, is to create
top-notch pages.

Producing output

209

Nor is a dot-matrix printer a good option as a proofing
device. Theoretically you might produce dot-matrix pages for
proofreading, then transmit them (via phone or disk) to a laser
printer or phototypesetter for fmal output. But printing a page
on a dot-matrix printer is so slow that it is almost certain to
create a production bottleneck if you produce more than a
page or two per day.
If for some reason you must use a dot-matrix printer with
Ventura Publisher, we recommend use of a print spooler
(software) or print buffer (hardware) to permit you to continue
using the computer for other tasks during the many minutes
it will take to print each page.
The Xerox 4020 color ink jet printer produces text and
graphics in up to eight colors at up to 240 dpi. This resolution makes it unacceptable as camera-ready art for most
professional-quality publishing applications. However, the
4020 could serve as a useful output device for producing
color originals for many types of in-house documents, including business charts, maps, and presentation materials.
It might also be useful as a proofing device for documents
produced via color offset lithography.
• Note: Color separations for offset printing can (and should be)
produced on a higher-resolution laser printer using the technique explained later in the chapter.

The Hewlett-Packard Laserjet has both pros and cons. One
the plus. side, it is supported by many software packagesan important consideration if you use the computer and
printer for other tasks. We highly recommend you use the
Laserjet Plus or Series II rather than the original Laserjet,
which prints pictures at only 75 dpi and cannot use the
downloaded fonts included with Ventura Publisher. The
Laserjet Plus will print graphics at 150 dpi or 300 dpi.
However, it comes up short in the area of graphics and
typesizes when compared with printers equipped with a page
description language (see below). The newer Laserjet Series II
printer from Hewlett-Packard is fully compatible with the
Laserjet Plus and thus works well with Ventura Publisher.

210

Inside Xerox Ventura Publisher

The Xerox 4045 laser printer is roughly equivalent to the
HP Laserjet Plus in typestyles, point sizes, and graphics
capabili~es. It does, however, offer a unique advantage: a
built-in convenience photocopier suitable for light-duty applications. The 4045 Model '50 features 1.5 megabytes of
memory, which allows graphics to be printed at a full 300
dpi.
The JLaser board from Tall Tree Systems offers certain advantages. The board plugs directly into your computer. It can
drive several different laser printers, including some models
that are not otherwise compatible with Ventura Publisher.
Because the JLaser board contains 2 megabytes of RAM,
printing is faster than with many other laser printers. That
RAM can also be used for other tasks. It can act as extended
memory for other programs, or as an image buffer for a scanner. In the area of typestyles and sizes, however, the JLaser
does not yet match the flexibility offered by a page description language. However, third-party fonts available for the
Hewlett-Packard Laserjet Plus can be output on JLaser
printers using Ventura Publisher.
The Cordata Laser Printer, like the JLaser, uses a board
that resides inside the computer to drive the printer. It thus
produces pages faster than similar printers whose controller
is inside the printer itself. It can access the same fonts as
the JLaser board.
The AST TurboLaser is an 8-page-per-minute model that
can produce pages very quickly. Unlike the other printers, it
is based on a laser printer engine manufactured by Ricoh.
This engine is heavier-duty than the Canon-based printers
and can handle more pages in the paper tray.
Printers with page description languages offer the most
flexibility. Although slower than some other printers, they
can produce more typesizes and more graphic effects. The
Apple LaserWriter and LaserWriter Plus are currently the
most widely used printers in this category. The following section gives more details on the important topic of page

Producing Output

211

description languages and what they mean to the Ventura
Publisher user.
Phototypesetters. Most people associate desktop publishing
with laser printers. But thanks to the power of page deSCription languages (see below), Ventura Publisher users can also
send their documents to phototypesetters. There are typesetting service bureaus around the country that can accept
documents via disk or modem. These documents are printed
on a phototypesetter equipped with a page description language, and the resulting high-quality pages are shipped back
to the client. This option is particularly useful since Ventura
lets you use inexpensive laser printers to create paper copies
for proofreading. When everything is perfect, the document is
sent to the typesetter for the final version. You will find more
information on using more than one printing device later in
the chapter.
Alternatively, certain third-party manufacturers have
developed typesetter drivers for other models of typesetters
that do not use a page description language. For example,
Edco Services Inc. offers a Ventura driver for the Linotype 202
typesetter. This model cannot output pictures, however.

Page Description Languages
A page description language is a software program that controls how an output device puts text and graphics on a page.
These languages endow a laser printer (or other output device)
with more power and flexibility.
In addition, page description languages are device independent. A single page description driver can send pages to any
compatible printer. Without a page description language, each
separate printer requires a separate driver.
Ventura Publisher supports two page description languages:
PostScript and Interpress. Although each has its unique
strengths and weaknesses, PostScript is currently in the
widest use. PostScript is not only supported by numerous
laser printers, but also by phototypesetters.
If your budget permits, we recommend a laser printer with a
page description language. In many cases, page description

Inside Xerox Ventura Publisher

212

languages are available as add-on upgrades to ordinary laser
printers. These upgrades are available from the original
manufacturers and from third-party vendors.

Printing a Single Chapter
To print a single chapter, use the TO PRINT option from the
file menu. Printing more than one chapter and changing to a
different printer are deSCribed separately below.
The PRINT dialog box controls Single-chapter printing (see
Figure 7-1). It allows you to print all the pages in the chapter,
a selected range of pages, or only the "current" page- the page
you were on when you entered the dialog box. You can also
elect to print only the left-hand or right-hand pages. This
makes it easy for you to perform double-sided printing. First
print the right-hand pages, then invert and reinsert the output pages into your laser printer in order to get double-sided
pages .
• Note: Use this technique only if you are producing a small
number ojfinal copies oj your publication. if you are producing

Which Peges:
Fron! Pege:
Through Page:
Nunber of Copies:

IiIIII

! Selected! ! Left! ! Right! ! Current!

00011
9999
B1

Colleted Copies:

liD [EJ

Printing Order:

1st to Last

Configuretion:
Paper Tray:
Hult;i·(~harJt;e,·:

Crop tfarks:

I Last

to 1st

POSTSCRIPT. LPT1:

l.rtUffi"M

I flU

I Alt

i"l Om'? fila

liD [EJ

I I Alt **2 I I Manual I
I I Each in Sapari.'.Ite f'ihl I

**1

~. .~======~~~========~
Figure 7-7
The print dialog box.

I ICancel!

Producing Output

213

final output on an offset press, your lithographer will require
single-sided original pages.

If you print more than one copy, you may choose between
collated or uncollated. For example, suppose you want to
print five copies of a 20-page chapter. If you choose COLLATED
COPIES OFF, Ventura will print five copies of page 1, five copies
of page 2, and so on. If you choose COLLATED COPIES ON, Ventura will print pages 1-20, then start over and print 1-20
again, and so on until it has produced five copies of the chapter. COLLATED COPIES OFF greatly speeds print time.
If your printer stacks pages face down in the output tray,
choose 1ST TO LAST printing order. If it stacks pages face up,
choose LAST TO 1ST. This strategy avoids the need to reshuffle
the pages after printing to put them in proper reading sequence.
The CONFIGURATION line is for information only. It displays
the name of the printer (or disk file) you have specified using
SET PRINTER INFO from the options menu (see below). The
MULTI-CHAPTER line does not operate when printing only one
chapter.
The paper tray option applies only if your printer has more
than one printer tray available. If your printer has a manualfeed option, you may select the manual button to bypass the
paper tray.

Multi-Chapter Operations
Printing more than one chapter at a time is a two-step
process. First, you create a publication. A publication is a list
of the chapters to be printed, in the correct order. Once you
have a publication, you can use it to (1) print all the chapters
at once, (2) create a table of contents, (3) create an index, and
(4) archive the publication (make a backup copy).

Creating a Publication
All multi-chapter operations occur from the MULTI-CHAPTER
dialog box (see Figure 7-2). Building a publication is as simple

Inside Xerox Ventura Publisher

214

as telling Ventura Publisher which chapters to include in
which order. It's important to realize that a publication does
not alter or move chapters in any way. It is simply a list that
tells the program which chapters to work on. This list is
'stored in a file with the extension PUB.
To create a new publication, select NEW from the secondary
menu at the right of the dialog box. Add chapters by selecting
ADD CHAPTER from the secondary menu. An item selector will
appear. Click on the name of the chapter you wish to include.
Continue this process to add as many chapters as necessary. To delete a chapter added by mistake, click on the chapter name and use REMOVE CHAPTER. Drag with the mouse to
move chapters up or down the list to change the order in
which they will be printed.

• Warning: The OPEN command can be confusing. Normally it allows you to reopen a publication that already exists. But if
you click on the name of a chapter before choosing OPEN, it will
display the names of the files associated with that chapter.
You must select CWSE to return to the original display.
Once the list of chapters is in the right order, save it using
SAVE AS .... The PUB extension will be added automatically.

C: \ TYP ES EnUN TIT LED • PUB "',!g'ii!;;,!nni,;'iiir!i!iij,iHl
C:\TYPESET\8BRO-L2.CHP
C:\TYPESET\8BRO-P3.CHP

:m:mH~m::~:iHm:mHljiHljj

'Imn

New
Open
Clotre
Save
Save As •••
Add Chapter •••
ReillOYe Chap

p,.·int ••.

I--

Make roc ...
Make Jndex. •••
Copy AlL ••

Figure 7-2
The multi-chapter dialog box lets you bind several documents into a large
publication.

Producing Output

215

• Note: You must save a publication before you can do anything
with it. The publication must also be open before you can
print, build indexes, or archive. Use the OPEN option to reopen
a publication created previously.

Printing the Publication
To print a publication, open it (or build it) and make sure
the list shows all the chapters in the correct order. If you have
a table of contents and an index, be sure to put them in their
proper sequence. Now select PRINT from the secondary menu.
The PRINT dialog box we have seen before will appear (refer
back to Figure 7-1). Use the dialog boxjust as you did to print
a single chapter.
• Note: The MULTI-CHAPTER line in the dialog box does not
operate unless you are printing to a disk file, as described
later in the chapter.

When you click OK, Ventura Publisher will print each of the
chapters in order. It's as if you have created a large "macro"
file. This macro file opens each chapter in turn, prints it,
closes it, and then gets the next one.
Ventura Publisher'S multi-chapter printing operation does
not number pages consecutively across chapter boundaries.
Unless you tell it otherwise, each chapter will start again from
page 1. To number pages consecutively, you must use the
CHAPTER COUNTER and PAGE COUN1ER options from the page
menu while in each chapter.
Here's how to achieve consecutive numbering: Load chapter
one. Press END to go to the end of the file. Note the page number. For the purposes of example,· let's say it's a 15-page chapter. Now load chapter two. Use CHAPTER COUNTER to reset the
chapter number at 2. Use PAGE COUNTER to reset chapter two's
numbering to start at 16- one more than the last page in
chapter one.
Continue this process for each and every chapter. Do not
print until you've completed them all. If you add or delete a
page in any chapter, you must renumber all the chapters that
follow. You must take these numbering steps before you

Inside Xerox Ventura Publisher

create a table of contents or an index to get correct page numbers .
• Note: Publishers of books and manuals often want each chapter to start on a right-hand page. This sometimes requires the
insertion of a blank left-hand page between a chapter and the
one that precedes it. Be sure to create this blank page (using
the insert/renwve page feature from the page menu) and
count its number. A blank left-hand page is required if the
preceding chapter ends on a right-hand page.
• Caution: When setting up PAGE LAYOUT in the page menu, the
user must specify whether to start on right hand pages or left
hand pages. If you want chapters to begin on either page, you
must create two style sheets. They will be identical exceptfor
the left hand/right hand page layout specification. Before
printing each chapter, you must detennine whether it is to
begin on a left page or a right page, then load the correct style
sheet.

Creating a Table of Contents
Once you've created a publication, you can use it to build a
table of contents (TOC). Ventura will scan the chapters for the '

Toe File:
Title String:
Leyel 1:
Level 2:
Leyel 3:
Leyel 4:
Leyel 5:
Leyel 6:
Leyel 7:
Level B:
Level 9:
Leyel 10:
Inserts:

e:\TVPESET\IHVPTOe.GErt,_ _ _ _ _ __
Tl!Ible of COntents, _____- - - - - - [*CHilPHl : [*TITLE1+[PH1 _ _ _ _ _ __
[*HEAD1J+[P~1

[*HEAD2p+[P'*1 _ _ _ _ _ _ _ _ __

I Teg Text I ~ I Chepter
I Text Attr. I

I I Pese
OK

I I Cencel I

Figure 7.."3
You create a table of contents by specifying which tags should be included in
each level of the contents,

Producing output

217

tag names you specify. It will list the text and the correct page
number in a separate file. This file can then be printed
separately like any other Ventura document.
The easiest way to understand this is to follow an example.
Here's how we built the TOC for this book. First we created a
publication. In our case, it was called IXVP.PUB. With this
publication open, we selected MAKE TOC from the secondary
menu, which brought up the dialog box shown in Figure 7-3.
As you can see, Ventura Publisher permits up to 10 levels.
In practice you'll rarely want to use more than three or four.
We used three levels. We started by telling Ventura what to
print on the first level. If you look at Figure 7-3, you'll see that
we instructed it to print the number and name of each chapter, followed by page number. On the second level we asked for
the first major heading and the page number. And on the third
level we placed the minor headings and their page numbers.
Given these instructions, Ventura searched through all the
chapters and extracted the information necessary to create
the Table of Contents. Turn to the Table of Contents in the
front of the book to see the results.
That's the basiC concept. Now for the details. We started by
entering a name for the TOC on the TITLE STRING line. We
chose "Table of Contents," but we could have used "Contents"
or any other appropriate title.
Next, we told Ventura which tag names to look for. We did
this using the INSERTS buttons at the bottom of the dialog box.
To enter the tag name for chapter numbers in Level 1, we
placed the text cursor on the line and clicked on TAG TEXT.
Ventura placed this code on the line:
[*tag name]
We erased "tag name" and substituted the actual spelling of
the tag we wanted Ventura to search for- in this case, CHAP#.
The end result was a code that read:
[*CHAP#]
• Using the INSERTS buttons is a convenience only. We also
could have typed this code in directly.

Inside Xerox Ventura Publisher

218

On Level 2 we used three INSERTS Buttons. First we selected
again and substituted the tag name HEAD!. Next we
clicked on TAB to insert a tab character. If you refer to the
Table of Contents at the front of the book, you'll see that we
used this tab stop to put the page numbers at the right hand
side of the page. Finally, we used PAGE # to instruct Ventura to
find and save the page number where it found each instance
of the HEAD 1 tag name. Clicking on PAGE # caused Ventura to
insert the code [PI] onto the line.
Because we use consecutive numbers in this book, we did
not make use of the CHAPTER # Button. If we had wanted our
page numbers to include the chapter number (as in 1-1, 2-1,
3-1, etc.), we would have entered the chapter number code
and the page number code separated by a hyphen or en dash:
TAG TEXT

[C#]-[P#].

Table 7·1
Elements of an Index
Line

Controls

Default

Result of default setting

Before#S

the character that will appear before the page number in the index

=> (tab character)

For Each #

which numbers are extracted from each chapter
and placed into the index
file
the punctuation placed between numbers when an
index entry appears on
more than one page
the punctuation that appears after each number
what text is used to refer
readers to a cross
reference
what text is used to refer
readers to an additional
reference

[C#]-[P#] - [C#]-[P#]

The tab character allows
you to set a tab stop to
control the position of the
number on the page
Chapter and page numbers separated by a dash
(for example, 7-12)

Between#S

After#S
See

See Also

Text
See also Word Processing

Producing output

219

Formatting the TOC file

When you use MAKE TOC as described above, the result is a
separate file. Ventura will automatically use the name of the
publication to create a name for the TOC file. To do so, it
changes the last six letters, substituting the letters TOC.GEN.
In our case, the name of the publication was IXVP.PUB, so Ventura generated a TOC file called IXVPTOC.GEN.
We formatted this "raw" file by loading it into a new chapter
we called VPTOC.CHP. To make it easier on us, we created a
new style sheet specifically for the Table of Contents. Ifwe had
wanted, however, we could have included the tags for the Contents page in our standard style sheet. Once Ventura has
created the TOC file it can be modified and printed like any
other text file with one exception.
That exception concerns tag names. When Ventura builds
the TOC file, it automatically generates tag names, one for the
title (Z_TOC TITLE) and one for the rest of the text (Z_TOC). As
with all tags generated by Ventura, the names cannot be
changed.
• Warning: Generated tags do not appear on the assignment list
unless you so request using the SET PREFERENCES dialog box.

Creating an Index
Creating an index is Similar to the process of building a
TOC. To build a table of contents Ventura searches for tag
names and tells you what page they're on. To create an index,
it searches for index marks.
These index marks are inserted into each chapter using INSERT/EDIT INDEX... from the Edit menu (see Chapter Six). Assuming these marks already exist, you can create an index file
by opening a publication and choosing MAKE INDEX... from the
secondary menu. The GENERATE INDEX dialog box will appear
(see Figure 7-4).
This dialog box controls what Ventura will place into the
index file. As with the TOC file, you will create a new chapter,
load in the file, then format and print it as you would print
any other document.

220

Inside Xerox Ventura Publisher

Let's step through each line of the dialog box to understand
how it works. INDEX FILE displays the name of the fue Ventura
will create. Ventura names this file by substituting IDX.GEN for
the last six letters of the publication name. For instance, our
publication was called IXVP.PUB. Ventura named our index file
IXVPIDX.GEN.
TI1LE SfRING

allows you to type in the name you wish to appear at the top of the first page of the index. Enter any appropriate title, such as "Index" or "Index of Contents."
There's one crucial difference between a TOC and an index
file. After Ventura creates an index fue, it sorts it alphabetically. The LETTER HEADINGS line inserts separate letters before
each category: An "A" before the A category, a B ahead of the
B category and so on. Turn to the index in this book for an example.
The next six lines in the dialog box contain default settings
placed there by Ventura Publisher. Alter these lines only if you
wish something different. Table 7-1 explains each line.
We modified these default settings for this book. Since it is
numbered consecutively and does not include chapter numbers, we eliminated the chapter number code and the dash
([C#]-) from the FOR EACH # line. You can modify any or all of

Index File:
Title St... ing:
lette... Headings:
Be Fo..." ~s:

For Each~:

Between ~s:
AFte... ~s:
"See ":
"See Also":
Inserts:

C:\ TYPESET\8EHAHIDH .GEN,_ _ _ _ _ __
Index_ _ _ _ _ _ _ _ _ _ __

ImI I OFF I
+I[b.t:**':"::"]--:-[:=:P"~]-·--==[C~"]:---:::[P:':":',*=-]- - - - - - , _ _ _ _ _ _ _ _ _ _ _ __
See

~e--:al~so-----~---------------------------------

I Chapte...

'* I

I Page

'* I I Text
OK

Figure 7-4
The dialog box for creating an index.

Att....

Producing output

221

the default settings by moving the text cursor to the line and
typing in the new setting.

Archiving a Publication
Once you create a publication, you can use it to copy and
backup your Ventura documents. See Chapter Eight, Advanced Functions, for details on this and other file management techniques.

Using More Than One Printer
One of Ventura's most valuable features is its ability to
change the output device. You can choose at print time between dot matrix printers, laser printers, phototypesetters, or
disk files. There are several situations where this could prove
useful:

Using a typesetting service. High-quality documents such
as magazines, advertisements, and brochures require the superior resolution of phototypesetters. You might, therefore,
print the document on a laser printer for proofreading, then
send it to a typesetting service bureau for final output.
Speeding production. If you have more than one brand of
printer in your office, you might use the fastest one to
produce working copies, and another to produce final copies
of higher qUality. For example, a JLaser printer can produce
extremely fast copies of a lengthy report, but it lacks the font
and graphic capabilities of a PostScript printer.
Electronic distribution. You may deCide to distribute copies
of Ventura Publisher documents on diskette or via a data
communications network, rather than paper. In this case,
each reCipient might have access to different output devices
than the one you used to create the document.
There are two steps to using more than one printer at a
time. The first takes place when you install Ventura Publisher,
the second before you print a document.

222

Inside Xerox Ventura Publisher

Installing More Than One Printer
If you plan to use more than one printer, you must first install the driver for each one. The Ventura installation program
lets you specify each one you want to include. It also lets you
specify the communications port for each printer. Thus, it is
possible to have more than one printer connected at a time.
You might, for instance, install one printer to the parallel port
and a second printer to the serial port. Conversely, you can
use only one port and switch cables when you switch printers.
If you start with one printer and later want access to a
second machine, use the installation program to add it.

Switching Printers
If you do not specify otherwise, Ventura Publisher will use
the default printer driver. This is generally the first one you installed. To change to a new printer driver, use SET PRINTER
INFO ... from the options menu. You must take two steps. First,
tell Ventura which printer you want. Second, load the proper
width table for that printer.
The first line of the dialog box (see Figure 7-5) will show any
and all printer drivers you selected when you installed. Ven-

Screen Fonts:
Output To:
Width Table:
COlllllland:

EG~

(Use those ..aatching this file extension.)

I!iD:II

LPT2

LPT3

I I COIU II

COt12

I I Direct I I Fileneme I

C:\UENTURA\OUTPUT.IUD, _ _ _ _ _ _ _ _ _ __

I Load

Different Width Table (i.e., Font Metrics)

Ultill'lete

01<

I I Cancel I

Figure 7-5
The set printer info dialog box specifies both the output device and the width
table used in your document.

Producing Output

223

tura Publisher. The default driver will be darkened. To choose
another driver, simply select it with the mouse.
• Note: If you are using a PostScript printer and want to use a
different PostScript machine, there is no need to switch printer
drivers. The PostScript driver can be used without modification with any PostScript-compatible device. This same rule
holds true for other page description languages.

When you install a printer driver, you also tell Ventura
which communications port to use. The program remembers
this information. When you switch printer drivers, Ventura
will switch to the correct port, as shown on the OUTPUT TO line.
If you've changed the setup, click on the newport and Ventura
will remember from now on.
• Note: The option DIRECT applies only to output devices such as
the JLaser printer which use a direct connection, and not a
serial or parallel port.

If you select FILENAME, Ventura will direct the output to a
disk file, as explained below.
So far switching printers is a simple process. But there is
one more step you must take to guarantee high quality output: Use the correct width table.

Width Tables
To understand width tables (also called WID files and font
memes), it's necessary to understand how Ventura Publisher
works with the screen. One of Ventura's most important features is its WYSIWYG display. What yo:u see on the screen is
an accurate representation of the printed page.
Yet Ventura Publisher sometimes uses the same screen
fonts for different printers. To make sure those screen fonts
match the printed fonts, Ventura uses width tables. These
tables store the space each character takes on the printed
page. When Ventura displays a character on screen, it first
consults the width table. This tells it how much space to allot.
It also consults the identical width table when printing. In this

Inside Xerox Ventura Publisher

224

fashion, the lines and paragraphs on the screen match those
on the printed page.
As long as you are using only one printer, the width table is
handled automatically. During installation, Ventura Publisher copies the width table for the fIrst printer to a default fIle
called OUTPUf.WID. Ventura will always use this default width
table unless you tell it othenvise. And that's just the point- if
you switch printers, you must switch width tables .
• Important: The contents of OUTPUT. WID changes depending on
which printer you installed first. If you installed a Xerox 4045
first, it contains the width table for that printer. if you installed a PostScript printer first, then OUTPUT. WID contains the
PostScript widths.

Changing Width Tables

The FONT METRICS line shows which width table is currently
in use. To change width tables, select LOAD DIFFERENT WIDTH
TABLE. An item selector will appear (see Figure 7-6). Choose
the width table that matches the new printer. The names of
the WID fIles clearly identify which printer they support.
There's a way to make sure that the width table matches the
printer. Simply check the last line of the dialog box, labeled

I TEM SELECTOR

Directory:
.li!!~!imliHill:ij~!imi

C :\lJErlTURA\*.W ID,_ _ _ _ _ _ __

*. WID

~ffllilm~lli§ffin

OUTPUT " ,~ID
POSTSCPT ,W ID

Selection:

1-.....

t
r--

---'-

---'01<

---'-

Figure 7-6
The item selector used for loading a width table,

I Cancel I

Producing output

225

If it reads "Ultimate," then the table matches the
printer. If it reads "Draft," then you have loaded the wrong
width table.
However, there are occasions when you will want to
deliberately load the wrong width table, so one printer can imitate another.
QUALl1Y.

Imitating Another Printer
On occasion, you may want to imitate another output
device. For example, you may want a laser printer to imitate
the fmal output from a phototypesetter. You can proofread the
laser printed pages, then send the document to the
phototypesetter when everything is perfect.
ConSider the case of a magazine publisher who wants to
create proof pages on his Xerox 4045, then send to a PostScript typesetter to create camera-ready art. If he does this
without making any modifications, he'll be in for an unpleasant surprise. The pages may look perfect when they
come out of the 4045, but those same pages will have flaws
when returned from the typesetter.
The reason for the problem goes back to width tables again.
Every printer uses slightly different character widths, even for
the same typestyle in the same size. The differences aren't
great, but they add up. It only takes a difference ora character or two to push a word down to another line. It only takes
an extra line or two to throw off the formatting of an entire
page, and, therefore, the formatting of the entire document.
Fortunately, Ventura Publisher provides a simple solution.
To make one printer imitate another, simply load a different
width table. To make the Xerox 4045 imitate a PostScript
device, load the PostScript width table. It's that simple. True,
the resulting 4045 output won't look terrtfic- the printer will
be using the wrong spacings. But the important thing is that
lines will end where they are supposed to end and pages will
break where they are supposed to break .
• Note: It is not necessary to imitate one PostScript device with
another. The pages createdjrom a PostScript laser printer will
be identical to those created by a PostScript typesetter. Only

Inside Xerox Ventura Publisher

226

the resolution wUl differ, with the typesetter providing much
higher resolution than the laser printer. The same is true of
other page description languages.

If you will not often be imitating another printer, simply load
the different width table whenever you need it. But those
who'll be doing this routinely can take a shortcut. Reinstall
Ventura Publisher, and install the final output device first. For
example, the magazine publisher mentioned above should install the PostScript driver first. This guarantees that the PostScript width files will become the default. They will be saved
to the OUTPtIT.WID file. As you recall, Ventura Publisher always
uses OUTPtIT.WID unless you tell it otherwise.
Because the PostScript tables are stored in the default OtITPtIT.WID file, the publisher can choose the Xerox 4045 as the
device and know that it will automatically use the PostScript
widths. He can confirm this by checking the QUALITY line to
verify that it shows "Draft." To print a document with the
proper 4045 character widths, he need only use the SET
PRINTER INFO dialog box to install the 4045 width tables .
• Note: The width table you choose is recorded in the style
sheet. if you change width tables to something other than the
default OUIPUF.WID, the style sheet will now lookfor that new
width table whenever it is loaded. You do not have to change
tables again unless you use a new style sheet.

Fonts
There are two types of fonts used within Ventura Publisher:
screen fonts and output fonts. When you originally installed
Ventura, you automatically installed a set of screen fonts for
your display and output fonts for your printer.
In general, your computer display has much lower resolution than your output device. Accordingly, the fonts used on
screen can never match precisely the bit-far-bit pattern
pr9duced in your printer. Fortunately, they don't have to- it is
the printed page, not the computer display that your readers
will receive. Thus, Ventura Publisher will always adjust the

227

Producing Output

space between words on screen as necessary to assure that
each line and paragraph ends at the correct location.
There is a nearly unlimited number of output fonts that can
be used with Ventura Publisher. In addition to the fonts that
come with each printer, many printers can use downloaded
fonts. These fonts come on disk, either with or without matching screen fonts. They may be provided by the original
manufacturer, by outside companies, or both. Ventura
Publisher provides a core set of basic fonts for most printers,
so you need not purchase standard fonts such as Dutch or
Swiss.
If the font manufacturer has provided screen fonts along
with the output fonts, you may be able to use them on your
display. The exact steps depend on the format of those screen
fonts.
If the fonts are in Ventura Publisher format and in EGA
resolution, you need only copy these screen fonts to the \ VENTURA directory of your hard disk. Make sure they have the extension EGA.
If the screen fonts are in Ventura format but not in EGA
resolution (for instance, the Adobe Macintosh fonts available
on PC format disks), take these three steps:
Copy them to the

/VENTURA directory.

Rename with an extension other than EGA (for
instance, PSF for PostScript fonts).
Install these fonts by typing the new extension
onto the screen fonts line of the SET PRINTER INFO
dialog box.
If the screen fonts are not in Ventura format but they are in
Adobe Macintosh format, convert them using the ABFfOFNT
converter on the utility disk. Then follow the instructions
above for non-EGA fonts.
In the absence of special screen fonts, Ventura will use the
closest matching "generic" screen font to represent the new
output fonts.

228

Inside Xerox Ventura Publisher

,iilli~~~

Size g::m

.~I"'''''''I~.

1Merge Width
1Save As New

Download

1 1Relllove
Table ••• I.

Tables...
Width

Style :l)gg
light:

Bold
l··l talic
N- Italic
B- Italic

I--

Colllllland:

.~!'i::

Selected Font

ICancelt

outo~

Figure 7-7
The add/remove fonts dialog box for a PostScript printer.

Downloading Fonts
Ventura Publisher can automatically download fonts to the
laser printers it supports. These fonts are downloaded from
the hard disk to the laser printer whenever Ventura Publisher
needs them. However, before you can use a downloaded font,
you must first include its width table. You accomplish this
through the ADD/REMOVE FONTS option from the options menu
(see Figure 7-7). The dialog box allows you to merge the fonts
from another WID fue into your current WID file. Normally,
the third-party font supplier will provide you with Ventura
WID files for their fonts. (The standard fonts that come with
Ventura Publisher already have width tables.)
If you ~sh, you can preserve your original width table by
saving the new WID file under a different name. You can also
remove selected fonts from a width table by highlighting the
face, size, and style and then clicking on REMOVE SELECTED
FONT.

• Note: If you have a PostScript printer, you need not specify a
point size since every possible point size accompanies a
typeface when you install or remove it.

Producing output

229

The last item in the style item selector will show the word
"Download" or "Resident." Resident means that the font is
currently installed in your printer. Download means Ventura
Publisher must look for the font on the hard disk and then
download it to your laser printer. Although this process is
done automatically, you may want to fool Ventura Publisher
into thinking that all your fonts are resident in your printer by
clicking on the word download in the style item selector for
each font. If you do this, you must make sure to manually
download each deSired font using the software provided by
your font suppl~er. You must do this before running Ventura
Publisher. The advantage to this procedure is that it can
speed up printing considerably since Ventura Publisher need
not download fonts each time they are required.

Printing to a Disk File
Ventura includes a handy print to disk option. Refer back to
Figure 7-5 and the SET PRINIER INFO dialog box. To print to a
disk file, select FILENAME from the OUfPUfTO line. Later, when
you print, Ventura Publisher will give you the opportunity to
specify the name and location of the file. If you are printing
more than one chapter, it will also let you specify if you want
each chapter in a separate file or all the chapters in one big
.
file.
The resulting disk file can be sent (via modem, network, or
floppy disk) to another location for printing. It can be printed
directly using the DOS COpy command (copy the file to the
printer port instead of to another disk). Or it can be spooled,
using the DOS print spooling utility or a commercial utility.
Print spooling permits printing to go on in the background,
thereby freeing the computer for other activities.
However, these disk files can become very large. All the fonts
that have been downloaded are sent to the file. This creates
huge files with the Laserjet Plus. If you frequently print to
disk, consider making all the fonts appear to be resident to
Ventura. You do this by loading the fonts in advance using the
utilities supplied with the print~r. Don't turn off the printer or

230

Inside Xerox Ventura Publisher

you will have to reload the fonts. Then you tell Ventura that
the fonts are resident using ADD/REMOVE FONTS from the options menu. The print file will be much smaller and the print
time much faster.
• Warning: If you are sending the disk file to another location,
be sure to specify the correct printer and width file 'before
printing to disk. For the best quality, these specifications
slwuld match the printer setup at the other location .
• Note: If you spool a Ventura Publisher printfile to your printer
using the DOS PRINT command, you may need to invoke the
/B command to warn your printer that nontextual commands
reside within the file. See the DOS manual.

If you are using a PostScript printer, you can print a onepage document to disk and then later use that document
within another Ventura chapter. Load the print file, using the
LOAD TEXT/PICTURE command and specify PostScript as the
line art format. You can then crop or scale this figure as you
would any other graphic. The PostScript page does not appear
on the screen (an X shows the spot) but it does appear on the
, printed page.

Binding Pages
Many Ventura Publisher documents will be used as cameraready art for offset printing. (We offer gUidelines for offset
printing below.) In this case, the lithographer handles the
issue of binding the output. But some Ventura users will distribute laser-printed originals' or photocopies of Ventura
Publisher pages. In that instance, it's up to the user to take
care of binding.
Three-hole punching is the simplest, easiest way to bind
pages. It is appropriate for certain manuals and reports, particularly if they are subject to frequent revision. It's simple to
snap out just one section and replace it with a new one. Pay
special attention to the inside margin to allow enough room
for the holes. We recommend leaving an extra 3 picas (half

Producing output

231

inch). In other words, if you normally leave 3 picas, leave 6
instead. Although a three-hole punch is adequate for small
jobs, those who do more than a few dozen pages should consider buying prepunched paper. It is available from most
suppliers at prices only slightly higher than ordinary paper.
• Disadvantage: Three-ring bindings have a distinct "schoolbook" connotation. Although practical, they do not convey a
slick, professional image.

Comb or spiral binding is appropriate for short manuals
and other applications where the user will want to lay the
book flat. The Ibico binding system, for example, consists of
a paper punch and an insertion tool for the plastic combs
that hold the pages together. Spiral bindings of more than
about 100 pages are often inconvenient to use. As with
three-hole punching, leave an extra 3 picas (half inch) on the
inside margin.
• Disadvantage: Spiral binding has the same "inexpensive" connotations associated with three-ring binders.

Velobinding does not steal as much space as spiral and
three-ring binding. It is more secure than either, with less
chance of losing pages. And, Velobind offers a more professional look. We feel many desktop publishers undermine
their efforts by using amateurish bindings to hold together
their documents.
• Disadvantage: Velobound documents cannot easily lie flat
when opened.

Guidelines for Offset Printing
Some users will distribute laser-printed pages of their Ventura Publisher documents. But many others will use those
pages as camera-ready art. The pages will be taken to a lithographer, where they will be used to create printing plates. The
tips and techniques outlined below will help you improve the
quality of pages intended for offset printing.

Inside Xerox Ventura Publisher

232

Creating Windows for Photos
As we saw in Chapter Four, Ventura Publisher allows you to

bring pictures directly into the document. But you may sometimes prefer to leave "windows" (spaces) in the document
where photographs can be inserted using traditional
methods. There are several reasons to consider this approach:
• To incorporate high-quality halftones.
• To incorporate color artwork.
• To allow space for artwork that will be photographically
enhanced.
• To allow space for artwork that is not yet completed or
that will be supplied by another party.
• To allow space for an oversize picture such as a poster
or blueprint that will be reduced in your document.
In general, neither laser printers nor scanners are quite
capable of reproducing high quality photographs, as explained in Chapter Four. The quality may be acceptable for inhouse publications or certain tabloid newspapers. But for
professional books, magazines, brochures, and advertisements, you will probably want to handle photographs in the
traditional manner.
Here's how to prepare the Ventura pages to receive those
photos: First, decide which photographs you plan to use, and
where they belong in the text (approximately). Next, create an
empty frame to accommodate the photograph. When choosing
the size and shape of the frame, keep the subject of the photo
in mind. If you are using a shot of Wilt Chamberlin, for example, do not make the frame wider than it is tall. If you are
using a photo of a dachshund, do not make the frame taller
than it is wide. Add a caption to the frame, as you would with
any other pictures.
Keep in mind that you don't need to use the entire contents
of the photo; you may "crop" it by selecting new top, left, right,
and bottom edges. In this case, make sure that the shape

Producing Output

233

(aspect ratio) of the frame matches that of the cropped image
area.
You may want to add a ruling box around the empty frame.
This gives positioning information to the lithographer. Alternatively, consider setting the frame background to black, so
the frame will print as a solid black rectangle. Depending on
the prepress process used by your lithographer, black windows may make it easier to insert photographs. (Consult your
lithographer to see if this is required.)
Next, draw lines on the border of the photo to indicate the
cropping region (the portion you want to save). Finally, compute the percentage of enlargement or reduction necessary to
make the cropped photo fit the empty frame. To do this, divide
the width of the cropped photo by the width of the frame and
multiply by 1000/0. Write this number on the back of the photo
with a felt pen so the lithographer will know how much to enlarge or reduce the picture.

Proof Photos
You may want to consider a second approach for
photographs. Use a scanner to digitize the photos, then place
them into the Ventura document. These low-quality digitized
images serve only as proofing copies; the actual photos will be
reshot by the lithographer as explained above. The advantage
is that you see a complete "mockup" of every page before
sending it off. What's more, it's easier for the lithographer to
avoid mixing up photos when he or she can refer to actual
low-resolution sample pages.
Scan photographs as discussed in Chapter Four. Use the
scanner's software to crop the photo. Create frames just as if
you were going to make blank windows for the photos. But
now you will fill those frames with the digitized photos using
the LOAD TEXT/PICTURE dialog box. After loading the photo,
select SIZING & SCALING from the page menu and select FIT IN
FRAME. If the shape of the frame corresponds to the shape of
the cropped photo, the photo will fill the frame without significant distortion. Note: We don't recommend using FIT IN
FRAME or fractional scale factors when you are dealing with

Inside Xerox Ventura Publisher

234

scanned images that will actually be used as fmal cameraready artwork. Use the technique described here only for
proofmg purposes.

• Note: Use this technique only for scanned images used for
proofing purposes. Scanned images used for final cameraready copy should be original size if possible.
Tips for Photos

When sizing photos, pay attention to the relative sizes of
objects in nearby pictures. If you have a picture of a building
next to a picture of a thumbtack, for instance, do not enlarge
the thumbtack so that it looks bigger than the building.
If you routinely used standard sized windows for photos,
consider using the advanced tag technique described in
Chapter Nine. This technique is faster than placing frames
for creating blank spaces.

Color Separations
You do not need a color monitor or a color printer to create
color pages. Ventura Publisher's style sheets provide a power-

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t .1i1J..'um'.

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Sty Ie gill:!
Light.

-: ...

HorJllal

Color g~
White

,~,

.. .

Black
~

L" ltalic
H- Italic
B- Italic

Green

Blue
Cyan
Yellow
Magenta

9101 points
~~hi.Ft::

Ket'n:

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r, I () .000

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0 .000

Figure7-B
You can specify an alternate color using the font dialog box.

Producing output

235

ful and convenient method for creating separations. With
these separations, a lithographer can create color pages.
Let's briefly review how color is applied to printed pages. To
keep things simple, we'll use a two-color example: An advertisement with black body text and a red headline. (The same
basic concepts apply to four-color printing.)
To create this color effect, the lithographer sends the pages
through the press twice: once for the black text, once for the
red headline. It's obvious, therefore, that the lithographer.will
need two versions of the document. One will contain only the
words printed in black. The other will be blank except for the
headline to be printed in red.
To create two versions of the document in Ventura
Publisher, we will use three different style sheets. These three
style sheets will be identical in every way except for the color
of certain tags. Color ~s specified in the FONT dialog box (see
Figure 7-8).
Think of the first version as the "composite" style sheet.
We'll call it COMP.SlY. It exists so you can see how everything
looks together. All the tags in COMP.SlY have a color of black in
the FONT dialog box. Since black is the default option, you
don't have to do anything different to achieve this.
The second version of the style sheet, BlACK. SlY will show
only the black text. All the tags will still specify black except
for the headline tag. The headline tag will be set to white. As a
result, the text of the headline will still be in the document,
but it will disappear (white text on a white background cannot
be seen). Before you do anything else, save this version of the
style sheet under its new name. This will prevent you from inadvertently modifying COMP.SlY. Now print the chapter to obtain a version of the document with everything in its proper
place minus the headline.
The red version of the style sheet, RED.STI will use the same
approach in reverse. Change the headline tag back to black to
make it visible again. Now go through all the other tags in the
document and change them from black to white. This will
make all the other words invisible except for the headline.
Before you do anything else, save the red version of the style

Inside Xerox Ventura Publisher

236

sheet under its new name. Now print out the chapter again.
This time you'll get a version of the document that shows only
the headline ..
Building three style sheets takes extra effort the first time
around. From then on, however, creating two-color separations is quick and Simple. Create the document with
COMP.SIY. When it looks right, load BLACK. SlY and print. Now
load RED.SlY and print again. You're done.
If have a color monitor, you can take the whole thing one
step further. Create COMP.SIY just as explained above, but
specify a color of red for the headline tag. Now the headline
will display in color on the monitor. This may make it easier to
visualize the effects of your color choices. (Incidentally, if you
use COMP.SIY to output to a laser printer, the headlines will
print in black.)
Four-color work uses the same basic principles. Instead of
two style sheets, YQu will need five: one composite for the entire document, and one each for black, cyan, magenta, and
yellow.
• Note: Some printers, such as the LaseTjet Plus, cannot print
white text and therefore cannot create color separations.

Working With Your Lithographer
Check with your lithographer before you take in laser
printed pages for reproduction. She may be able to suggest
steps you can take to improve the quality of the finished
product. The exact recommendations will depend on the
eqUipment she owns and the way she prefers to work. Some of
the possibilities include:
• Using special paper in the laser printer.
• Over- or underexposing the negatives to "fill in the dots"
and make letters appear more dense.
• Photoreducing the final pages by 10 or 20 percent to
make the low resolution less apparent.

Producing output

237

With the conclusion of this chapter, we have now covered
the basics required to produce a Ventura Publisher document. These essentials are all you need to know to build
straightforward, everyday applications.
For those of you who want to go further, who want to
achieve true high-performance desktop publishing, we offer
two more chapters. These final chapters explore the advanced
functions and special techniques that turn Ventura Publisher
into a desktop publishing powerhouse.

Chapter Eight

Advanced Functions
he previous seven chapters have presented a comprehensive discussion of Ventura Publisher's basic features. In this chapter, we move on to its advanced
functions. Novice desktop publishers will probably not make
use of these features in the beginning. But nearly everyone
will eventually encounter publications that can benefit from
this added power and functionality. We will study four
categories:

• Typographic Functions
• Numbering Functions
• Unusual and Difficult Formats
• File Management Functions

Typographic Functions
Although Ventura Publisher doesn't have the sophistication
of a dedicated phototypesetting machine, power users will dis-

Inside Xerox Ventura Publisher

240

cover an array of built-in typographical features that can improve the look of pages.

Special Effects
The SPECIAL EFFECTS option from the paragraph menu
provides two useful features (see Figure 8-1). To use either of
these, fIrst select the paragraph you want to change, then
click on SPECIAL EFFECTS.
• Note: Once you create a special effect, you must return to this
same dialog box to remove it.
Big first characters, also known as dropped caps, are useful
for setting off the fIrst paragraph in a chapter (as we have
done), article, or section. Selecting this option from the SPECIAL EFFECTS dialog box will allow you to set font properties
(see Figure 8-2). This box provides the opportunity to specify
the typeface, size, and style. You can also specify the num""
ber of lines that the character will extend downward into the
paragraph.
Choose normal to set the top of the big fIrst character flush
with the top of the fIrst line of text. Choose custom to place it

Special Effect:
CoMIMnds:

Space for Big First:
ShOH Bull(!1t; A1>::

I None I

I Set

'HPUS"
[!J

G
D...llet; Char-:

Font

000

I Bullet I

~roperties I
I CustOM I

003

lim.~

G 0 EI 0 0 c:::J D
c:J [!] 0 m I Ot;har I
(fl~~ Jl )

I Cancel I

Figure 8-7
The special effects dialog box controls the size and position of large initial capital
letters.

Advanced FuncHons

241

on the baseline of the lowest line. For instance, if you specify
three lines, a custom big fIrst character will rest on the
baseline of the third line down.
Use text editing mode and the set font button to shift the
character up or down if necessary. Experimentation will
enable you to get the effect you want.
Bullets are an excellent way to set off a list. Selecting this
option from SPECIAL EFFECTS also brings up a second dialog
box. Use this second box to select the symbol to appear in
front of the text. If you don't like any of the ones you see, you
can select any of the extended characters by typing in its
decimal· code on the line labeled BULLET CHAR. You can also
get additional bullets by using the set font button to change
to a different font with a different ~haracter set, such as
Symbol or Dingbats.
• Be sure to enter an indent amount in the second dialog box or
the bullet will overlap the text. We recommend a one em indentation. (An em space is equal to the point size oj the type.
If you are using 10 point type,Jorexample, a 10 point indentation would be appropriate.)

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Red

Green

N- It8lic
B- Italic

Blue
Cy8l'l

Yellow
Magenta

Palatino

Size:

Color

White

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Helvetica Harow

CustOIll

.:
~i

points

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Down

8.008

inches

0 .000

Figure 8-2
The font properties dialog box appears when you click set font properties from the
special effects dialog box.

Inside Xerox Ventura Publisher

242

Reverse Type
Reverse type is an effective technique that is available with
some (but not all) laser printers. It is accomplished by selecting a color of "white" from the font dialog box, then putting
this white text onto a black background.
The easiest way to get a black background is to create a
frame or a graphic drawing and choose a black fill pattern.
Ventura will automatically change the font to white if the user
selects a black background for a frame.
But frames and graphics have to be drawn one by one. We
recommend instead a second method. Although it takes
longer the first time around, it results in a tag that can be
used over and over again.
The theory is simple: make the white text overlap a wide
black rule. To create this effect, start in paragraph tagging
mode. Add a new tag and call it Reverse (or something
similar). Change the font characteristics until the text looks
the way you want. Select white for the color.
Now create a black ruling line above for this tag. Select a
width at least 4 pOints bigger than the type size.

I M8rgin I 'W!IIma I Fr~"...e I I Custo... I

Width:

~ ~

Color:

I White 11:.m* I Red II

Pattern:

III

Space Aboye
Height of
Space Below
Height of
Space Below
Height of

Green

Blue

I ~ I Yellow II

m m m []] w m .mm l

Rule
Rule
Rule
Rule
Rule
Rule

1:
1:
1:
2:
2:
3:

BB.Ba
24. __
BB.Ba
BB.Ba
BB.BB
BB.Ba

I Dashes

Dash Width:
Dash Spacing:
Custcm Indent:
Gusto.. Width:
36.00

00.00
00.00
00.00
00 .00

Off

[!] c::::J

frltCtion81 pta:

I
Figure 8-3
The ruling line settings required to create a

Magent8

OJ(

Reverse text tag.

I IC8ncell

243

Advanced Functions

These steps will give you everything you want except the
overlap. The key to forcing the text to overlap the rule is found
in the RULING LINES dialog box (see Figure 8-3). Notice SPACE
BELOW RULE 3 -at the bottom left. As you may recall from an
earlier chapter, this number actually represents the space
below the last ruling line (not just the third line). If we enter a
positive number here, Ventura adds space below the rule. But
if we enter a negative number, by clicking on the minus sign,
Ventura will subtract space. If we subtract enough space, the
text will move up to overlap the rule.
How much space should you enter here? A simple formula
centers the text inside the rule:
(height of the text + height of the rule) + 2 = space.
To center 12 point text inside a 24 point rule, enter 18
paints of negative space because (12 + 24) + 2 = 18. Here's
how that example actually looks:
.

Sample Reverse Type

• Note: We have described white text on a black rule. The same
technique can be used to put black text onto a gray rule.

Other Type Effects
Other type effects can be created using the graphics drawings tools to \ay a screen of white dots on top of large black
type. Normally, when you select a fill pattern, the printer
creates an arrangement of tiny black dots. Placing a box with
a fill pattern over text creates a grey background with black
letters.
If you select white for the color of the fill pattern, you have
in essence created a pattern of white dots on the white paper.
Normally that's invisible. But if you put that pattern on top of
large black type, the white dots become visible on the type.
The result is patterned type. Only the very largest type sizes of
24 paints and up are big enough to show this effectively.
In a similar fashion, you can create a box with a series of
closely spaced parallel lines. If you change the line color to
white and move the box over some black type, the white lines
become visible where they intersect with the type. The result

Inside Xerox Ventura Publisher

244

is an interesting type effect often seen in logos from companies like IBM and Ventura Software.

Vertical Spacing
Most users will content themselves with Ventura's default
vertical spacing. However, you have many options for overriding Ventura's chOices.
Individual characters can be shifted up or down by selecting superscript (or subscript) from the assignment list while
in text editing mode. For more precise placement, use SHIFf
from the font dialog box. Enter the amount you want the
character(s) to move up or down. Use enlarged view to finetune the results.
Line spacing is set by Ventura, which automatically adds
approximately 20 percent extra spacing. If you select 10
point type, Ventura automatically chooses 12 point inter-line
spacing. This is not a bad formula for type up to 12 pOints.
For larger type sizes, Ventura's formulas create spacing that
is too "open" for most purposes. You can override the default
settings using the SPACING option from the paragraph menu.
Enter the new spacing on the line labeled INTER-LINE.
• Note:· If you change to a larger font, the inter-line spacing will
be increased by the same percentage. For example, changing
from 10 point to 18 point, an 80% increase, will cause a corresponding 80% increase in the line spacing, whether you are .
using the default setting or settings of your own. If this isn't
the spacing you want, change it after changing thefont.

Paragraph spacing can also be altered by the user, although
it is more complex than line spacing. paragraph s.pacing is
controlled in the SPACING dialog box.
The first step is to understand how Ventura handles
paragraph spacing on its own. To determine the space between paragraphs, Ventura starts with the line spacing and
adds any extra space the user has requested (as deSCribed
below).

Advanced Functions

245

Begin by assuming that we have two different tags on the
page. These tags do not have any extra space specified above
or below. To decide how much space to leave between these
two paragraphs, Ventura uses the line spacing for the first
tag. If tag One has 12 point line spacing and tag Two has 16
points, Ventura inserts 12 pOints.
Next, Ventura looks to see if the user has requested extra
space, whether below the first paragraph or above the second.
Ventura adds the greater of the two to the line spacing. If tag
One has 24 pOints below and tag Two has 32 pOints above,
Ventura will add 32 additional pOints to the space between the
paragraphs.
When computing the space between paragraphs, Ventura
also includes any space caused by ruling lines. For example,
a tag that has a I-point ruling line below with 2 pOints above
the rule and 3 pOints below the rule will have a total of 6 additional pOints added to the space described in the previous
paragraph (1 + 2 + 3 = 6).
Finally, Ventura adds any inter-paragraph space requested
by the user, but only if the two tags have an identical interparagraph spacing. If the two tags have the same interparagraph spacing, Ventura adds this space to all the others
above. If the inter-paragraph spacing is different, as usually
happens with two different tags, the inter-paragraph spacing
is ignored.
So vertical spacing between paragraphs is a matter of addition and comparison. Ventura adds up:
• The line space from the frrst tag plus
• The larger of the above or below space (if any) plus
• The rule space (if any) plus
• The inter-paragraph space (if any, and only if the two
inter-paragraph spaces match).
Inter-paragraph spacing is the concept that gives the most
trouble to beginners. It's best to think of inter-paragraph
spacing as something that applies only when two identical
tags follow each other. Usually you can safely ignore it. Use

Inside Xerox Ventura Publisher

246

above and below space to add additional room before or after
a paragraph.
In general, it is wise to add extra space that has a whole
number relationship to the line spacing of the paragraph. For
example, extra space of 6, 12, 18 and 24 pOints would be appropriate choices for a paragraph with 12 point line spacing.
• Warning: Take care if you are using ruling lines, since the
space above and below the rulers) will be added to any space
you create here. You could end up with more space than you
want.

Horizontal Spacing Between LeHers and Words
Xerox Ventura Publisher has a wide range of typographical
spacing controls. Horizontal spacing between letters and
words is controlled in the TYPOGRAPHIC CONTROLS dialog box
from the paragraph menu (Figure 8-4). Each chOice made in
this dialog box applies only to the paragraph that was selected
at the time. Let's examine it from top to bottom to learn how it
can help achieve professional-looking results.
Automatic kerning is the first option. Kerning reduces the
spaces between selected, pairs of letters to make them look
better. The letters "A" and "V" provide an example:

AV
AV

The top example shows normal letterspacing. The bottom
example has been kerned. Notice how the shapes of the two
letters permit them to be pulled together slightly for a more attractive appearance.
Automatic kerning is accomplished by building a kerning
table for each font. These lists contain all the different pairs of
letters that need to be specially spaced. If a font has a kerning
table, Ventura can take advantage of it. By selecting
automatic kerning, you are telling Ventura to consult this
table, and make minute adjustments in spacing if necessary.

247

Advanced Functions

"Body Text" TYPOGRAPHIC COHTROLS
Autolllatic Kerning:
Letter Spacing:
Tr8Cking:
MininulII Space Width:
Normal Space Width:
MaximUIII Space Width:
Dverscore
Strike-lhru
Underline 1
Underline 2

Height:
Height:
Height:
Height:

[Qf[] _

IiDiI [Q!!]
8.oe~ Ens

".hM. I Tighter I

8.089
1.889
2.089

*
•
*

8.089
8.889
8.089
8.009

Shift t By:

(space width) - 8.255 ENs
(apace width) - 8.328 ElliS
(space width) ... 8.648 ENs

Shift .. By:

9.166
0.852
0.8B9
9.828
OK

inches

I Cancel I

FigureB-4
The typographic controls dialog box leis you perform sophisticated typesetting
functions in Ventura Publisher.

Kerning tables must be supplied with the font. Ventura does
not create them on its own.
Of the fonts supplied with Xerox Ventura Publisher, only the
PostScript fonts have kerning information. However, some
third-party font vendors include kerning information. Be sure
to inquire before buying.
Kerning is most obvious in large display type, as shown
above. It also subtly improves the appearance of body text. Its
only disadvantage is that it may slow down the formatting of
a long document. It is essential for good-looking headlines
and display type. In fact, we recommend that kerning be used
throughout most documents. To turn kerning on or off for
every tag in the document, use PAGE LAYOUT from the page
menu. It contains a button that will override any individual
kerning chOice you have made .

• Note: Kerning takes effect only if Ventura has the necessary
kerning information available. PostScriptfonts contain this information; most others do not. Selecting kerning for afont that
does not have the information will have no effect.
When the user turns on kerning, Ventura offers a chOice
how to display it on the screen. SET PREFERENCES from the op-

·248

Inside Xerox Ventura Publisher

tions menu includes a line specifying which type sizes should
be kerned on screen. On-screen kerning slows down the display slightly and has little value. Unless the user has special
screen fonts, Ventura uses its own generic fonts. These fonts
are only an approximation of the printed versions. Their onscreen kerning, therefore, is only an approximation as well. In
most cases, it makes sense not to show kerning on the screen.
At most, select kerning only for large type sizes (24 and
above). On-screen kerning is practically impossible to detect
for smaller sizes even though it improves appearances on the
printed page.
Letter spacing is the next option in the TIPOGRAPHIC CONTROLS dialog box. To understand its effect, you should grasp
how Ventura justifies lines. It tries to fit as many words on
each line as possible by adjusting the spaces between words.
If the space between words falls below the preset minimum
(shown in this same dialog box), then Ventura moves the last
word to the next line. Likewise, it will add space between
words if necessary to "stretch out" the type to fit between the
margins.
Occasionally, this leads to "rivers, " large gaps between
words. Letter spacing cures this defect by adding space between letters as well as between words. It does not affect most
lines. But "loose" lines-lines with an unacceptable amount of
space between words- usually look better if a tiny amount of
space is added between all the letters.
When should you use letter spacing? It is only required for
tags that are justified. Generally you can do without it if you
have only one fairly long column. Narrow columns, however,
often need letter spacing. If you are unsure if it's needed,
select SHOW LOOSE LINES from the options menu. This highlights all loose lines. You can correct these lines using the
typographical controls described here, or by manually inserting words or hyphens.
To use letter spacing, click the ON Button, then move down
to the space widths show in this same dialog box. Although it
doesn't say so, these numbers refer to the spaces between
words, not the spaces between letters. The numbers are ex-

249

Advanced Functions

pressed as a percentage of a normal space. To make letter
spacing effective, you must make sure the correct values are
entered for all three of the space widths: .
• Minimum space width must be less than the normal, as
in .80 (800/0 of the normal width).
• Normal space width should be set to 1.000.
• Maximum space width should be set to 2.000.
These width settings give Ventura the latitude it needs to
compress or expand word spacing fIrst, before it resorts to letter spacing.
The space widths can also be used to change the appearance of the text. For a tighter look, enter a lower percentage for the normal space width. (Don't do this if letter spacing
is on). Ventura will then subtract more space between words
if needed tOjustify a line. Anything less than 75% (.75) will
Table 8-1
Using Typographic Controls
Feature

Function

When to use

Automatic
kerning

Moves certain pairs of letters closer together
if their shape would cause them to look too
widely spaced. Does not affect spacing between other letters and words
Allows Ventura to add space between letters
if necessary to justify aline

Recommended for most applications if available on your printer

Letter
spacing

Tracking
Normal
space width
Minimum
and
maximum
space width

Loosens or tightens the space between all letters on all lines
Specifies the spacing between words

Specifies how much Ventura can deviate
from the normal space width if necessary to
justify a line

Recommended for layouts with narrow columns of justified text. Not
necessary for headlines or ragged
right
For occasional use to make text fit
a certain space
For occasional use to tighten or
loosen the look of text, or to make
text fit a certain space
To give Ventura more latitude in
making its justification decisions

Inside Xerox Ventura Publisher

250

result in lines that are so crowded that they are difficult to
read.
Ventura's letter spacing feature increases the room between
letters if necessary to improve the appearance of a particular
line. The tracking· command, by contrast, forces Ventura to
add or subtract space between each and every letter on each
and every line. The most common use is to expand or contract
display type to fit a given space:

CompuTh!nk
INCORPORATED
In the example above, tracking was used to spread out the
lower line. It now fits with the rest of the logo, even though it
is in a smaller type size. In a similar fashion, tracking is useful to make headlines fit column widths. It can even be used
on body text. Tracking is specified in ems. One em is
equivalent to the point size of the type. Thus, for 12 point type
one em equals 12 points; for 24 point type, one em equals 24
pOints. It's best to experiment with tracking in units of 0.05
ems or so.
There's another valuable application for tracking: to improve display type. We have already explained kerning, which
decreases the spacing between certain pairs of letters. Tracking applies to all the letters. The larger the type, the greater
the likelihood the spacing should be reduced for an improved
appearance. Spacing allows the eye to distinguish between
letters. As type is enlarged, the proportional amount of space
needed decreases. When 36 point type is spaced the same as
10 point type, it looks too loose, even though the proportional
amounts are the same:

Spacing normal
Spacing tightened

251

Advanced Functions

Table 8-2
Keyboard Map for Symbol Font

Normal

1
Q
A

Shifted
Symbol
Font

[

0
L

(

)

\{l

*
I

H
N
6

'"
V

E
D

R
F
V

T
G
B

H
N

U
J

S
X

A
Z

Q
L
....
.....
"""

#
E
A
X

2
ro

3
e

4
p

8
X

ct>

e
1

Unshifted
Symbol
a
Font

'\)

[

= ..
]'t

The amount to tighten varies with the typestyle and the
size. Start by making tags with 24 point type .05 ems tighter
and tags with 36 point type .1 ems tighter. Then experiment
to find the values that look best to you. Unless you are already familiar with typography, this dialog box can be confusing. Table 8-1 offers a quick summary.
Although we've already covered a lot of ground, we still
haven't finished with all the features found in the
TYPOGRAPHIC CON1ROLS dialog box. At the bottom of the box is
a space for changing the width and position of the rules used
for underlining and similar effects. If you don't like the width
of the lines, you can make them bigger or smaller by changing
the numbers shown here. Remember, however, that some
laser printers have trouble creating anything much smaller
than a 0.5 point rule. Likewise, you can alter the position of
these rules. If, for example, the underline is cutting off the
bottoms of the letters, you can shift its position downward.

252

Inside Xerox Ventura Publisher

Manual Kerning
We saw immediately above how Ventura implements
automatic kerning. But many laser printers don't support this
feature. In addition, even with automatic kerning there can be
times it is desirable to change just the spacing between one or
two letters. For these situations, Xerox Ventura Publisher
provides a manual kerning feature. Manual kerning is accomplished by shifting the second letter to the left. Kerning
takes place in text editing mode, since that is the only mode in
which you can select individual letters. Highlight the letter to
be moved, then select the set font button from the sidebar.
The other letters on the line automatically adjust to the new
position.
The dialog box also contains buttons for shifting up and
down. Think of the KERN option as a third button labeled
"Shift ,Left." As when shifting up and down, type in the
amount you want the letter to move. We suggest choosing
fractional paints as the unit, since they provide the most
precise measurement. Using enlarged view makes it much
easier to position the cursor and to fine-tune the changes.
Remember, however, that Ventura often uses generic fonts, so
the screen appearance may not perfectly match the printed
page. Experimentation and test-printing of pages is the only
solution.
Manual kerning is too much trouble for anything but special applications like headlines and logos. But don't use
manual kerning to reduce the space between letters of an entire logo or headline. In that case, the tracking feature is a
much easier way to accomplish the effect. Reserve manual
kerning for situations where one or two letters in a word need
to be closer together. Manual kerning can also be useful to
shift an entire word or phrase outside normal boundaries. To
move that word up or down, use the SHIFT function in the font
dialog box. To move it left, select the entire word and use the
KERN function.

Advanced Functions

253

Using the Symbol Font
Chapter Six explained how to use the decimal code for the
extended character set to access non-keyboard characters.
Ventura has another option for generating symbols and unusual characters: the Symbol font. Here's the difference: the
extended character set consists of extra, non-keyboard
characters for the font you are using already. The Symbol
font, by contrast, is an e.ntlre font composed of nothing but
symbols and special characters. In essence, the keyboard is
remapped. Each time you press a key, you are actually creating a symbol. With standard fonts, the top line of the keyboard
produces these letters:
qwertyuiop
When converted into Symbol font, pressing those same keys
produces:
Sroep t 'l''Uto1t
The Symbol font is particularly useful for foreign languages
and scientific formulas. It can be selected just like any other
font, either while in text editing mode or while in paragraph
tagging mode. Table 8-2 gives a keyboard map for the Symbol
font that will allow you to use a word processor to create extended symbol phrases. Using this map, type in the letters
that correspond to the symbols you want. When the text is
brought into Ventura, change it to the Symbol font. For example, here's a simple formula as it appeared when typed in
the word processor:
w=I/2p
Here are the same letters converted to Symbol font:
ro=IJ21t
• The correct symbol will not appear until the text is converted
to SymbolJont. Until that is done, Ventura assumes that you
want a standardJont.

If you will only be using the Symbol font once or twice in a
document, just use text editing mode to make the switch. But
if you'll be using Symbol font more often, create a separate
tag.

Inside Xerox Ventura Publisher

254

Hyphenation
Hyphenation can be turned on or off for any paragraph. The
control is located in the paragraph menu under ALIGNMENT. In
general, hyphenation should be off for headlines and other
display type. It should be on for body text and justified
paragraphs.
Ventura's hyphenation feature comes into play when text
files are loaded. It looks at each word and adds discretionary
hyphens according to preprogrammed rules. This method is
often called logic-based hyphenation. Because English is not
a consistent language, Ventura also contains an exception
dictionary. The exception dictionary overrides deciSions made
by the logic function.
In addition, Ventura Publisher provides an exception dictionary for personal use. You can modify this ASCII file as you
see fit~ Add too many words and you will slow down hyphenation. But, within reason, you can add words if you find
Ventura's logic does not hyphenate them as you like. To add a
word, load the file C:\VENTURA\HYPHUSERDIC Be sure to use
ASCII mode. Enter words in lowercase, one per line, with a
single hard return separating entries. Type in the hyphens
where you want them. For example:
micro-Publi.sh-ing

You can also enter words you do not want hyphenated. For
example, you might want a multi-syllable company name to
remain intact, so it will never be divided at the end of a line.
To make it unavailable for hyphenation, enter it as described
above without any hyphens. For instance:
microPublishing

You can even create separate hyphenation dictionaries for
separate applications. For example, you might have one dictionary HYPHUSER.MED for medical terms, another
HYPHUSERIAW for legal terms, etc. In order to activate one of
these application dictionaries, first make a backup copy of the
original exception dictionary. Now put the new dictionary in
the Ventura subdirectory and name it HYPHUSER.DIC.

Advanced Functions

255

In addition to exception dictionaries, Xerox Ventura
Publisher provides access to foreign language hyphenation,
plus three different choices for English hyphenation. The user
may have two algorithms active at one time, one English and
one foreign language (but only one dictionary, which must
contain exceptions for both languages). When first installed,
Ventura has only one active dictionary. Both buttons in the
ALIGNMENT dialog box show USENGLISH as the choice.
To add a hyphenation for French, Spanish, or Italian, copy
the appropriate algorithm from the Utilities disk to the Ventura subdirectory on the hard disk. All the algorithms have
the extension .HY2. Now USENGLISH will show as the first
hyphenation button and the new foreign language as the
second. Do not copy more than one other algorithm to the
subdirectory. Nor should you allow more than one file each
with the extensions .HYl and .HY2
Xerox Ventura Publisher also provides three options for
English. NormaIly you should only have one English algorithm in the VENTURA subdirectory at a time. To replace the
U.S. algorithm with the one for British English, first change
the extension of the U.S. algOrithm from .HYl to .BAK. Now
copy the UKENGLISH.HYl algorithm to the Ventura subdirectory. Leave the extension as .HYl so the British algorithm will
show as the first choice in the ALIGNMENT dialog box.
American users have two choices. They can stay with the
fast version that is installed originally. Or they can switch to
a slower version that does a better job of hyphenation. The
slower version is a good idea for magazines and others who
create multi-column pages. Most other users will find that the
original algorithm is sufficient.
To switch to the second version, change USENGLISH.HYl to
USENGLISH.BAK. Now copy USENGLISH2.HYl from the Utilities
disk to the Ventura subdirectory. USENGLISH2 is about four
times as slow as the original algorithm, but it provides more
hyphenation opportunities. You will notice the delay when
loading text files.

256

Inside Xerox Ventura Publisher

Unusual or Difficult Formats
The previous chapters concentrated on simple, straightforward documents. Here are some tips on more complex formats.

Tables
Those of you with word processing backgrounds will associate tables with the use of tab stops. In Ventura Publisher,
however, tab stops should be used only for tables like those in
a spreadsheet-that is tables with only one line for each entry
in each column.

First Entry

The second column
describes some features
of the item called out in
the first coltJmn. Notice
that the text for the
column is too wide to fit
on one line. This type of
_.&..1 .. _=_L. L_ •• __ •• I: _ _

•

The third column might
expound a bit on the
second column. But the
fourth eoltlmn jtlst holds a
number, such as price.

I In from left 25 picas

$456

I In from right 27 picas I
Second model.

•
In from left 9 picas
Entry #3

The second model compares quite favorably to
the first model described
above. There's not as
much text here though.
More descriptive text
about entry number
three. It's called
WYSIWYG. It means
that as you edit and
modify, your screen
shows you exactly what
you're going to get when
you print it out No
surprises. It's all there in
front of your eyes.

The next column.

$654

I In from right 12 picas I
Another column of text.

Figure 8-5

Example four-column table created with four different tags.

$66

I In from right 7 picas I

257

Advanced Functions

Create other tables by using separate tags for each column
. in the table. This is a very powerful technique that permits you
to create tables with random-length, multiple-line entries (see
Figure 8-5). Let's walk through the creation of a simple fourcolumn table like Figure 8-5. With modifications for the number of columns, the same techniques apply to all tables.
Perhaps the most difficult changeover occurs while using
the word processing program. If a table is the deSired end
product, the natural inclination is to create an imitation using
tab stops. Instead, you should type each column as a separate
paragraph, one after the othe~. Figure 8-6 shows how this
same table looks in Word Star. The key point to note is that
there are no tab stops whatsoever. Each time you are ready to
type something for the next column, hit Return instead of the
tab key. It's that simple.
PrOvided the text is properly typed, creating the table is relatively easy. You'll need four tags, one for each column. We use
the names COL 1, COL 2, COL 3, and COL 4.
Figure 8-7 shows the complete attributes for all four tags
should you like to create this format yourself. There are two
main techniques to keep in mind. The first creates four temD:eOLUMN.TXT PAGE 1 LINE & eOL 91
INSERT ON
L--!--!--!--!--!--!--!--!--!--!--!---R
weOL 1 = First Entry
weOL Z = The second colUMn describes SOMe £eatures o£ the iteM called
out in the tirst colUMn. Notice that the text tor the colUMn is too
~ide to tit on one line. This type Ot style Might be usetul in a cOMparison
chart ~here £lo~ing text is used.

weOL 3 = The third colUMn Might expound a hit on the second colUMn.
But the tourth colUMn Just holds a nUMber. such as price.
weOL 4:
WRULE

$45&
<

weOL 1 = Second Model.
<

weOL Z = The second Model COMpares quite tavorably to the £irst Model
described above. There·s not as Much text here though.
weaL 3
weOL 4:

= The next
= $&54

colUMn.

lllID!mi1 Z~ 3~ 4~ 5~ ~

7UIlifIIlJII!3 SWI!IilD

Figure 8-6
The same table as it appeared in the word processor.

<
9!DDD! 19!!mI1I!

258

Inside Xerox Ventura Publisher

In From
In From
Left (picas) Right (picas)
COL1
COL2
COL3
COL4

0
9
18
25

27
16
7
0

Une
Break
Before
None
None
After

Figure 8-7
Attributes for the four tags used to create the table in Figure 8-5.

porary columns so the text from each column does not overlap the others. To produce temporary columns, use IN FROM
LEFf and IN FROM RIGHT from the SPACING dialog box. As Figure
8-7 illustrates, the first column uses IN FROM RIGHT to keep the
text restricted, the second and third columns use both IN
FROM RIGHT and IN FROM LEFf to create a temporary center
column, and the fourth column uses IN FROM LEFf to restrict
the text.
The second key to creating tables is found in the BREAKS
dialog box. By carefully manipulating our selections for each
of the four columns, we can permit these four tags to peacefully coexist on the same line. For the first column, select LINE
BREAK: BEFORE. This means the first column will always be
separated from the previous row. But since we did not select
AFTER, other tags can also reside on the same line.
For the second and third columns, select a LINE BREAK of
NONE. For the fourth column, choose AFTER. With these settings, the four tags can reside on the same line (while
automatically excluding the rows that come before and after).
Obviously, putting four paragraphs on the same line(s) works
only if the tags have been structured so the text does not overlap. As explained above, this is done with IN FROM LEFf and IN
FROM RIGHT.

To prevent a table from breaking across a page, use the
BREAKS dialog box to set allow within to no and keep with next
to yes for columns one through three.

259

Advanced Functions

While in the BREAKS dialog box, make sure the NEXT;Y POSITION is set to NORMAL for each of the tags. In Ventura
Publisher, the Y position refers to the vertical position of the
upper left corner of a page element. A normal Y position
means the top line of each column will be even with the top
line of the others. By contrast, ifBESIDELASfLINE ofPREV. PARA
were selected instead, the column would start even with the
bottom line.
One good reason to use the tag method described here is
that it permits you to build a table generator that automatically puts lines around each entry. Give each tag in the table
a ruling line around. Set this ruling line to margin wide. The
user must experiment with above, below and interline spacing
to get the boxes from each tag to line up. Once this is accomplished, however, you have a table generator that
automatically places rules around each entry.
Hint: When building a table inside Ventura, create just the
first line, then copy it several times. Now you can simply edit
the entries of each column, without the need to tag them.

Horizontal Tabs
Having explained why and how to use tags for most tables,
we must now confess that there are certain applications that
call for tab stops. Tabs permit certain formats that are difficult to achieve any other way, notably decimal-aligned
columns and leader dots. Decimal-aligned columns are important to fmancial and SCientific tables; they force all the
entries to line up around a decimal point, like this:
A
B
C
D

123.456
12.3
12345
1.23

Leader dots are useful for product specifications, price lists,
and directories, since they lead the reader's eye across the
page:

Inside Xerox Ventura Publisher

260

John A. Doe ......................................555-1212
J. Q. Doe ..... ~ ....................................555-0011

If you need either of these effects, you should use TAB SETto create the table instead of separate tags as long as the
entries do not exceed one line in each column. For multipleline columns, use the tag technique explained above.
Proper use of tab stops in Ventura Publisher starts with
your word processing program. Review Chapter Three for
complete details on inserting tabs into text. The two key
points: (1) make sure the word processor inserts actual tab
characters, not merely a string of spaces and (2) make sure
you have just one tab stop inserted between columns. The
temptation, once again, is to make the word processing screen
imitate a table by inserting extra tabs to line up the text. Don't
do it. As long as you have one and only one tab between
columns, Ventura will format everything correctly once you
load the file.
Although you can sometimes get away with bringing in
spaced columns from a word processor (especially if each
tabbed line is terminated by a hard return and not a soft

TINGS

"Body Text" TAB SETTINGS
T8b Hu"ber:

OJ EI []]

m []] m m (]]

[!]mJOI][I[]mJ[E]lJ]][E]
Tab Type:
Teb Disp18y:

Tab location:
leader Char:

[Q£[]

I Shown

Open

I Center I I Right I '@IUMI
Spece I Shown as leader' Chap

18,00/ picas B points

I Spaces I . .

r=J

Other

846

(ASCII)

Elrnwrnmmmmrn

I lll< I I Cuncel I

Rgure8-8
The tab settings dialog box allows up to 16 tab stops to be created.

Advanced FuncHons

261

return), the method recommended here is the most consistent
and reliable .
• To review: Hit the Tab key once to separate each column; hit

the Return key once to end each row in the table.
Once the text file is loaded into Ventura, create a single tag
and apply it to each row of the table. Choose the font, alignment, spacing, and other characteristics from the paragraph
menu just as you would for any other tag. When choosing
alignment, do not select JUSTIFY. Ventura's justification feature overrides tab settings and will distort the alignment of
the tab columns. Select LEFT so the frrst column will be aligned
against the left margin (the tab settings will override this for
the other columns). Also, you may want to set the overall
width of the table wider than the body text if there are many
columns in your table. For instance, you may want to align
the tag to the margins of the page rather than to the column.
To do so, choose FRAME-WIDE from the ALIGNMENT dialog box
rather than COLUMN-WIDE. You must also turn column balance
on using SIZING & SCALING from the frame menu.
Treat the new tag just like any other except to select TAB SETTINGS from the paragraph menu to specify the column widths

Ava,llablll nowt............... $24S.341f
1Q 1987;t........................ $462.SOIf
3Q 1987;t........................ $;67.500

Figure 8-9
An example of a table created with Venfura's tab settings.

262

Inside Xerox Ventura Publisher

and other characteristics. The TAB SETTINGS dialog box (see
Figure 8-8) lets you set up to 16 tab stops. Specify the characteristics one by one for each tab stop by clicking on the number of the tab stop and then on its attributes. When you have
finished with all the tab stops, select OK.
Let's run through how it would work for the simple example
shown in Figure 8-9. The left-most column does not require
any tab setting (remember: you did not insert a tab character
before the first column, but you did insert tabs between the
first column and the second). The first tab stop will determine
the location and alignment of the second column; the second
controls the third column, and so on (see Figure 8-8).
TAB WCATION determines where the tab stop will be in relation to the left margin. TAB TIPE determines how the text will be
aligned around that stop. In the case of the first tab stop for
Figure 8-9, TAB LOCATION is set to 12 picas, or 12 picas from
the left margin of the column (if we had chosen to create a
wider, frame-wide table it would have been measured from the
left margin of the frame.) TAB TYPE is left. TAB DISPlAY is SHOW
AS OPEN SPACE, which creates blank space between the first
and second column.

• Note: Since tab stops are measured from the left margin, you
may want to reset the ruler point so it also measures from the
margin. By default, the zero point begins at the left edge of the
page. To set the zero point to the left margin, use SET RULER
from the options menu or drag the hairlines downfrom the 0,0
comer box to the new settings.
By specifying LEFT the text will be flush left with the tab

location. If we had picked CENTER it would have been centered
around the tab location. RIGHT would put the right edge of the
text at the tab location. DECIMAL would put the deCimal point
at the tab location.
As you can see, the second tab stop uses leader dots. TAB
LOCATION is 24 picas. TAB TIPE is right. TAB DISPIAY was set to
SHOW AS LEADER CHAR. Since we chose a leader character, we
had to specify which character to use. We chose periods by
clicking ON .0. in the dialog box. We could also have selected

263

Advanced Functions

the underline Button, or we could have used any other
. character by clicking on OTHER and typing in the decimal
equivalent of the character.

Tips on Using Tabs
Experiment with tab locations until you get them right. If
you fail to leave enough space for lengthy entries, the text
will wrap to the extreme left margin of the table, not the left
edge of that column. As a result, you must adjust the tab
locations to accommodate the longest entry in each column.
You must also experiment (or do some quick addition and
subtraction) to visually balance the table.
Consider using a line break to separate the rows in a table.
A line break is created by pressing Ctrl-enter in text editing
mode, or by typing into the word processing file. Advantage: You will not have to tag each line separately. A Line
Break tells Ventura to start a new line without starting a
new paragraph. Disadvantage: The table will be harder to
enter and read in the word processor, since each row will be
separated only by the symbol. The exception is Microsoft
Word, which can not only enter line breaks that are read by

AlignJllcnt:
Hyphenation:

mill I Center I I Right I I Justified I

rnw

II!MUHfi:' I USENGLSH I
Don"t Cane

Overall Width:
First Line:
In/Outdcnt Width:
In/Outdent Height:
Relative Indent:

ImuifiiM

I FrlllQe-Wide I
I Outdent I

88.181 picas & points
881
~

lines

I Length

of Previous Line

I I Cancel I

Figure 8-10
The alignment dialog box controls the horizontal alignment of text in a paragraph.

264

Inside Xerox Ventura Publisher

Ventura, but also displays them on separate lines in the
word processing screen.
A sans-serlf font (such as Helvetica or Dutch) and a point
size smaller than body text are typical choices for tabular
material.
To indent the first column use the SPACING dialog box to
enter the desired indent under IN FROM LEIT. You cannot do
this from TAB SETTINGS since there is no tab character
preceding the first column in the table.
Use a smaller point size if you can't fit the table into the
space.
To create fines to set off a table or chart, place a frame on
the page and load the table into the frame. Format the table.
After all formatting is complete and there will be no more
changes, use the graphics drawing function to draw in the
lines. Make sure the table's frame is selected when you start
drawing so the lines will be tied to that frame. Now you can
move the table anywhere in the document and the lines will
move with it.

Indents
Indents are another special format worthy of extra consideration. Let's begin by getting the vocabulary straight.
Many people use the word indent to refer to temporary margin
settings where all the lines of the paragraph are set in on both
sides (we're guilty of this ourselves). But Ventura uses indent
to refer to the first line (or lines) of a paragraph. Indenting is
accomplished in the ALIGNMENT dialog box (see Figure 8-10).
You cannot use this feature to set in all the lines of a
paragraph. For example, if you need a special format for long
quotes, you would create a special tag. That tag would use the
IN FROM LEFf and IN FROM RIGHr settings in the SPACING dialog
box to create an indent on both sides for every line of the
paragraph.
.
But you can use Ventura's indenting to affect the first few
lines of a paragraph. Because of Ventura's flexibility, you can

265

Advanced Functions

Thl5 15 Column 2. Thl5 15
column 2. Thl5 15 column 2.
Thi5 i5 column 2.1(

~hlS Is Column

Figure 8-77
Relative indent, without a special line break setting, causes a staircase effect in
text.

create some unusual and useful formats. Since the ALIGNMENT
dialog box is a bit confusing, let's start by reviewing a run-ofthe-mill single-line fIXed indent.
Look at the ALIGNMENT dialog box in Figure 8-1 again and
the IN/OUTDENTWIDTII setting. By default, Ventura always has
indent specified here. But that indent does not take effect
until you enter an amount into the FIXED INDENT line at the
bottom of the dialog box. To indent the first line of a
paragraph by two picas, simply go to the ALIGNMENT dialog box
and enter 2,00.
If you have specified a frame-wide tag, those two picas will
be measured from the left frame margin. For a column-wide
tag, they are measured from the left column margin. And if
you have created a temporary margin for this tag (using IN
FROM LEFf from the SPACING dialog box), it will be measured
from that temporary margin.
Occasionally, you may want to create an outdent, whereby
the first line of a paragraph is pushed to the left of the margin.
This format is useful for newsletter headlines and so-called
hanging indents. Choose OUTDENT from FIRST LINE and type in
the amount of spacing in the FIXED INDENf line. To cancel an
indent or an outdent, simply type 0,00 into FIXED INDENT.

Inside Xerox Ventura Publisher

266

So much for a standard first-line indent (or outdent). Ventura also has a unique relative indent feature. By default,
REIATIVE INDENT is set to NONE. Choosing LENGTH OF PREVIOUS
LINE instead causes the first line to be pushed left exactly the
length of the preceding line.
In and of itself, this is not very beneficial. As you can see in
Figure 8-11, it merely creates a stairstep effect. To make use
of a tag with a relative indent, you must also do two other
things: (1) turn off the line break before the tag and (2) insert
a small fixed indent.
The line break is set from the BREAKS dialog box. Choose
'AFTER, so the tag will start a new line after, but not before. But
even with this adjustment, we still have one remaining
problem. Since the relative indent is exactly the same length
as the previous line, the text butts up flush. To create a small
space between the two tags, use the fIXED INDENT feature. You
will normally want to insert one em space (the equivalent of
the point size).
.
Here's how we used this feature to format the "Tips" sections in this book. Figure 8-12 shows how a typical Tip looked
in word processing format. As you can see, we specified the
tags in advance in the word processor. Notice that there ru.:e
D:UP5.TXT PAGE 2 LINE 25 COL BI
INSERT ON
L----!---!--!--!--!--!--!--!--!--!--!---R
ForMatting rules of that Tag ~ill be applied to the highlighted Paragraph,
~hich ~ill iMMediately change on screen to sho~ the results.

~HEADS
To
~HEADSTEXT

highlight More than one Paragraph
a tiMe, select the First Paragraph norMally. Nove
the Mouse to the second Paragraph and hold do~n the shirt key
~hile clicking. Repeat this For as Many iteMS as you ~ish to select
at the saMe tiMe. IF you accidentally select an iteM. deselect it
by clicking on it a second tiMe ~hile still holding do~n the shi~t
key. Figures 3 and 4 sho~ ho~ you Might use this Function to
Tag all the iteMS in a list at one tiMe.

= at

= Tagging ~ith the Function Keys
Ventura perMits you to assign Tags to the IB £unction keys on the
leFt side of the standard IBM keyboard. ~ou only need to assign the
keys once<197>£roM then on. they are available ~henever you use that
style sheet. Once assigned. you can select a Tag by pressing a Function
key (in place o£ clicking on the Tag naMe in the AssignMent List).
More iMportantly. ~ith the Function keys you can Tag iteMS while in
Text Editing Mode as ~ell as in Paragraph Tagging Mode.
Tagging with the FUnction keys presents several possible advantages.
First. it can eliMinate the back and forth Motion of the Mouse. FrOM

~HEAD3

l!i1!iimi1 2~ 3~ 4~ St!ImI!ml G[!1!!I9!J

7JI!JIifl!JI!3

8~ 9!iJEi1! 1Bt!mIID

Figure 8-12
The lead-in heads used in this book were created in the word processor with
separate tags for the head and the following text.

Advanced Functions

267

two separate tags, even though these tags appear on the same
line in the fmal version. We used these attributes:
HEAD5: Font: bold:
HEAD5TEXT: FIRST LINE: indent
RElATIVE INDENT: length of previous line
FIXED INDENT: 3 points
The paragraph below beginning with the words "Formatting
headers" shows how Ventura translates these two tags. As
you can see, HEAD5 has been printed in bold and HEAD5TEXT
placed on the same line following it. The beauty of this method
is that we have no need to concern ourselves with the length
of HEAD5. Whether it is one word, two words or even two lines
long, Ventura will automatically place HEAD5TEXT in its proper
location following the boldface heading.
This same technique has numerous applications, including
"Question and Answer" interview formats for magazines and
newsletters and numbered section headings (see below under
Numbering Techniques for more on this latter topic).

Headers and Footers
Chapter Five, Working with Style Sheets, gave details on
how to create plain vanilla headers. To get the most of
Ventura's capabilities in this area, you need to understand
three more concepts: (1) how to format headers, (2) how to
turn them on and off for individual pages, and (3) how to
create live headers .
• Note: Everything we describe in this section applies equally to
footers.

Formatting headers is simple once you understand that
Ventura generates its own header tag. Like the special tags
for captions, tables and figures (see Chapter Six, Page Design
and Layout), this tag has a special, pre-assigned name that
cannot be changed by the user. With this limitation, header
and footer tags can be formatted just like any others.
Headers are called Z_HEADER; footers are called Z_FOOTER.
These names will appear in the aSSignment list provided you
choose SHOW GENERATED TAGS from the SET PREFERENCES

Inside Xerox Ventura Publisher

268

dialog box of the options menu. But whether or not the name
shows on the assignment list, the Z_HEADER designation will
show in the current selection box when you click on a
header paragraph, and you can change its attributes just as
you would change any tag.
To change the font of a header, then, move to paragraph tagging mode and click anywhere on the header. The entire
paragraph will be selected. Go to the paragraph menu and
choose FONT. Now proceed exactly as you would to reformat
any tag. To change the spacing of a header, use the SPACING
option. Add space above to push the header down toward the
rest of the text. Add space below to push the header up away
from the text toward the top of the page.
• Key Note: AUGNMENT options are inappropriate since the choice
oj what text goes where is done in the HEADERS & FOOTERS
dialog box.

Turning headers on and offis even more simple. When
using the HEADERS & FOOTERS dialog box, you have the opportunity to select whether the header will appear on the left
page, the right page, or both. But what if you want to turn
off the header for an individual page? Simply go to that page

Define:

Usage:
Left:

left Page

Heade~

I Left

Page Footer

IiII

[]![I

I Right
I I Right

Page Heade~
Page Footer

I
I

[(tag nalllo]-[)tag nalllo]I-I_ _ _ _ _ _ _ _ _ __

Cente~:

Right:
Inserts:

I Chapter *f I I Page *f I I 1 st Mlitch I I ltest
I Text Attr. I I Copy To Facing Pago I

Match

Figure 8-13
Live headers that extract their contents from the text on the page are created in
the headers & footers dialog box.

Advanced Functions

269

Figure 8-74
Column balance on causes multiple columns to align vertically on the last page
of a chapter.

and select TURN HEADERS OFF from the page menu. You will
use this feature when creating books and manuals to tum
off the header for the first page of a chapter or section. You
will use it when creating manuals, reports, newsletters, and
magazines when you need extra space to accommodate a
large illustration or a bleed photo~

• Warning: Don't tum headers off until you have the layout complete and final. If you make changes later, you could find the
headers turned offfor the wrong pages.
Creating five headers occurs in the HEADERS & FOOTERS
dialog box (see Figure 8-13). Live headers change for each
page. Pick up any phone book for an example. You'll see
something like "Smith-Snider" on the top of one page and
"Snider-Socha" on the next.
You've previously seen how Ventura will automatically place
the chapter and page number into the header. Live headers
are created in a similar fashion. Let's recreate the phone book
example used above. Suppose we want a live header at the left
of each page. Go to the HEADERS & FOOTERS dialog box (Figure
8-13). Start by placing the text cursor in the correct location. LEIT. Now click on the 1ST MATCH. Ventura will place this

Inside Xerox Ventura Publisher

270

Figure 8-75

Without column balance on, newspaper-sfyle layouts are not formatted properly.

designation on the line: [_CD_ _ __

_m________________~--~~------~--------------m
< 9 >_'&JZ._CD_. _ _CD_
iiEnd =

<
<

OPEN MANUF
OPEN PROD INDEX.Z
OUTFILE
MOUE 9 TO PAGEEND
REPORT PROD BV INDEX.Z BREAK PROD. CODE PROD.COMP
INDICATE BLANK AS PROD. COST EQ 9
[BLANK] INDICATE NOT BLANK AS PROD.RQMTS GT • •
<

INDICATE UAPOR AS PROD.FZ MATCH "N'
SECTION SUBHEADERI
PRINT PROD. CODE
OUTPUT SUBHEADERI
SECTION SUBHEADERZ
llr.;IIIOII.mifl

Z •

3~ 4~ ~III,"J''''';

<
<

<
bllJ;III_"UJ

-( 1I000n:t ....

HIOII, ...J; .....

191011,.;IIJ:II ...

Figure 9-7
.
This report format from DataFlex automatically creates tagged text for Ventura
Publisher.

An intelligent approach to directories is to use a database
management program such as dBase III or DataFlex to
generate both the'text and the tags. It is then just a matter of
loading the resulting ASCII fIle into Ventura Publisher. If you
have-previously created a style sheet for the directory, you will
see .the document instantly formatted according to your
specifIcations.
The key to this technique is to devise a report format for
your database that creates an ASCII file with Ventura
Publisher tags inserted in it. For instance, you might instruct
the program to print the character string "@PROD_CAT = "
before outputting the contents of the Product Category fIeld.
Figure 9-7 shows a report format from DataFlex that
automatically generates a formatted Ventura Publisher fIle.

Forms
Ventura Publisher was not really designed for the creation of
forms. Nevertheless, it is so powerful that you may find use for
it in this .application. And because of its style sheets, you may
be able to merge data from another program into a Ventura
file. In this fashion, you can print both the form and the data
in one pass.

Special Tips Be Techniques

311

Simple, one-page forms that will be filled out by hand don't
need much discussion here. Use any and all graphic drawing
and frame techniques you need to get the right look. Box text
is the easiest way to create simple forms like invoices. Use
grid snap to make sure the boxes line up with each other. Fill
some of the boxes with a pattern to set them apart.
But if you want to attempt to merge the form with data from
another computer application, use tags as much as possible
to create graphic effects. If graphics are needed, put them on
the underlying page so they'll be reproduced on every page.
Separate logos and address information from the data by putting them into a repeating frame that will appear on every
page. The idea is to create a format and a style sheet that can
reproduce as many forms as needed just by pouring in tagged
text.
• Key TlDte: Make sure that the last tag on the page includes a
page break. This wUl force Ventura to a new page where it
wUl start the nextfonn.

This method won't work, of course, unless you can get the
other application to generate the tags. Many accounting
programs, for instance, are limited in their reporting abilities.
Others, however, are based around database management
software, and may have the capabilities you need. And most
popular database programs can do what you want- namely,
pull out specified information, insert tags before it, and put
them together into an ASCII fue.
The preceding section about directory publishing gave additional thoughts on getting other software to generate tags.
And the final section of Chapter Three, Creating Text, gave a
full explanation of how to preformat fues by inserting tags and
other information.
Here is just one way you might use these ideas: Create a
simple database program to capture ordering information as
it comes in. At the end of every day (or more often if needed),
print a database report to disk. This report will insert the
proper Ventura tags in front of all the data elements. Now load
the report file into Ventura, which will automatically format

312

Inside Xerox Ventura Publisher

the data into forms. This technique could work for ~nvoices,
packing slips, picking slips, statements, and similar applications. Better yet, set up the system so that all necessary forms
are printed out at the same time.

Magazines
Ventura Publisher can be a powerful tool for producing
magazines, especially trade and technical magazines that folIowa consistent format from month to month. For this type of
publication, you might well use a combination of batch and
interactive pagination to produce your pages. For example,
you might use the underlying page to produce each feature
article, letting the articles run as many pages as necessary.'
Departments such as shorter news articles and briefs could
be accommodated within frames placed on the page.
If there are advertisements in your magazine, you can use
frames to indicate where they will be placed so that your
lithographer can strip in the right negative from each client.
Use Ventura Publisher'S box text function to place a label in
the empty frames that indicate which ad goes there, and any
other pertinent information about the ad.
Photographs within the editorial pages should be handled
using the techniques described in Chapter Seven.
Memos
Standardized memo formats can improve your image if they
incorporate good design. They can cut cost if you are able to
use the laser printer to put the company logo on the same
page (without the need to reload the printer with letterhead).
They can convey more information if graphics' are combined
with text on the page. And they can increase productivity if information is in a standard format, so readers always know
where to look for the facts they need.
One approach to creating memos with Ventura Publisher is
to put the logo/letterhead material into a separate frame at
the top of the page. Use this as the document template as
described above-load the template then bring in the text file.
Rename the document if you want to save an electronic ver-

313

Special Tips & Technlgues

FROM: J. atrat
DATE: AprJl12, 1987
REGARDING: In'lde Xerox V.ntura PubJl,her
PROBLEM: Not enough boob to meet demand
OPTIONS: Print mora; recall from warahou ••,
RECOMMENDED ACTIONS: Enter .econd prlntlnp

PrcliIimwy indjuticma from 0lIr dimibwon &:CDJcIS indicale tIulwnppl}' of boob ill iDmffi·
cicDl to mccl the dcmucl from UCD of VeD1lIrI. Publiahcr. Tbilihorup ~1Ilcl bcc:omD a criIia if
nol~ within tIm:c to fOllrwccla.

I recommend wo maYO OlIrKhcdulo lip forwleConcl

KlIppl}'.

Figure 9-8

A "prefab" memo created with Ventura Publisher.

sion of the memo, or simply abandon it after printing if you do
not.
A second approach uses a word processing file as a
template. This standardized file can be handed out to all the
people who write memos. (If they use different word processors, create it once and use Chapter Three's technique to convert it to different formats). This fue will have the correct tag
names inserted. It can' also include text that you want to appear in every memo. All the writers need to do is fill in the
blanks. For instance, here's a word processing file that
creates memos like Figure 9-8 when combined with a logo:
@HEADI = To:
@HEADI =From:
@HEAD 1 = Date:
@HEAD 1 = Regarding:
@HEAD2 = Problem:
@HEAD2 = Options:
@HEAD2 = Recommended Action:

314

Inside Xerox Ventura Publisher

Once you master this simple template technique for memos,
you'll fmd ways to adapt it to other, more complex documents.

Newsletters
There are as many different approaches to newsletter design
as there are newsletters. Once again, Ventura is ideal for this
type of application because of its flexibUity. Some newsletter
editors like to use boldface lead-ins rather than separate
headlines. As explained earlier in this chapter, Ventura's relative indent feature lets you make the lead-in as long as you
want. Whatever the length, Ventura will automatically place
the text that follows at the right spot.
Other newsletters place headlines out in the margin to the
left of the main text. To accomplish this effect, turn breaks
before off for the fIrst paragraph following a headline and use
the IN FROM LEFf setting to make the main text appear side-byside with the headline.
Still other newsletters use a magazine or newspaper approach, running headlines across two or three columns of
main text. Use the frame approach to pagination discussed in
Chapter Six to produce this type of newsletter. Alternatively,
you may want to use a "running galley" approach to design
where the headlines appear in the same column as body text.
With this style, you may want to place all your articles in one
large text file and then load the single file into the underlying
page to accomplish batch pagination. You can then use
graphic frames and other devices to ensure the text precisely
fills the required number of pages.
Proposals
Since proposals are usually intended to get business, they
are vitally important. Appearance and readabUity are crucial.
This is one application where it might pay to hire a professional help to create a graphic design you can reuse over and
over again. As an alternative, search for outstanding proposal
samples you can imitate.
Consider using a repeating frame to place the company logo
on every other page. You may want to include the date in the

Special Tips & Techniques

315

header or footer as well. Live headers can also be a good idea.
Key them to the section heading, or even to the subtitles, so
readers can glance at the top of the page to know exactly
where they are.
If your customer is susceptible to subtle flattery, try using
Ventura's fonts to create an imitation of the customer's corporate logo style. Incorporate the logo throughout the document whenever appropriate. If the logo cannot be imitated
with type alone, you can scan the logo and bring the scanned
image into the document just as you would bring in any other
picture.

Reports
The longer the report, the more important it is to use
Ventura's table of contents and indexing capabilities. ConSider adding live headers as well, to make reference eaSier.
Drawings and charts can be incorporated through the standard means: by saving the deSired illustration to a fue, then
loading that fue into a frame. Spreadsheets can be incorporated using the technique from Chapter Three for converting and inserting tab characters into spreadsheets.
Technical Documentation
Organization is one key to useable, effective documentation,
and Ventura has several valuable features to aid organization,
including table of contents, indexing, footnoting, and live
headers.
You may also find that you can enforce a degree of standardization upon your authors by supplying them with template
documents for their word processors. If they are given the organization in advance, their job becomes one of filling in the
blanks. And if the template incorporates tags, the editor's job
becomes one of simply loading the pretagged text files into
Ventura and fine-tuning the end result.
Those who document software may be able to benefit from
DoubleDOS, DesqView, and other programs that provide the
ability to switch back and forth .from one application to
another. The idea is to keep the word processing program in

316

Inside Xerox Ventura Publisher

one partition. In another partition, the writer keeps the
software being documented along with a screen capture utility
like HotShot. The writer works in tandem: He or she uses the
software in one partition, switches to the word processor to
write about it, sWitches back to the software again, and so on.
When the writer needs a screen to illustrate his or her point,
he or she invokes the capture utility to put the screen into a
file. Then the writer jumps back to the word processor and inserts that fue name at the spot where the illustration belongs.
The writer can also insert the caption at the same time.
When laying out the document, the editor has merely to stop
at each reference and load the screen file into a frame. If the
screen illustrations are a standard size, the editor can keep a
frame in temporary memory and paste it in as needed.
We hope the advice in the preceding section will serve as a
starting point for bright ideas of your own. We also hope
you'll share those ideas with other Ventura Publisher users.
This book is periodically revised, partly to keep up with new
revisions of the product, but also to stay up-to-date with
creative new ways to apply the power of Ventura Publisher.
Please send us the tips and tricks you develop on your own
to the Micro Publishing address in Appendix A. Those with
broad application will be included in the next edition, with
full credit to the originator.

Appendix A

Manufacturers and
Products
Adobe Systems Inc.
1870 Embarcadero Rd.
Suite 10
Palo Alto, CA 94303
4158520271
PostScript
Illustrator

Ashton-Tate
20101 Hamilton Ave.
Torrance, CA 90502
2133298000

Allied Linotype Co.
425 Oser Ave.
Hauppauge, NY 11788
5164342000

Autodesk, Inc.
2320 Marinship Way
Sausalito, CA 94965
4153322344

Linotronic 100 and 300
Ann Arbor Softworks
2393 Teller Rd., Ste. 106
Newbury Park, CA 91320
8053751467

FullPaint
Apple Computer
20525 Mariani Ave.
Cupertino, CA 95014
4089961010

Macintosh
LaserWriter
LaserWriter Plus
AppleShare
MacPaint

dBase III
Chart Master
Diagram Master

AutoCAD
Borland International
4585 Scotts Valley Dr.
Scotts Valley, CA 95066
408 4388400

SideKick
Canon, USA Inc.
One Canon Plaza
Lake Success, NY 11042
5164886700
IX-12 scanner

Inside Xerox Ventura Publisher

318

Centram Systems Wes~ Inc.
2372 Ellsworth Ave.
Berkeley. CA 94704
4155495900
. TOPS network
CompuScan, Inc.
81 Two Bridges Rd.• Bldg. 2
Fairfield. NJ 07006
2015750500
Model 245 PCS Page Reader
Computer Associates International, Inc.
2195 Fortune Dr.
San Jose. CA95131
4089421727
SuperCa/c4
Cricket Software
3508 Market St.. Ste. 206
Philadelphia. PA 19104
2153877955
Cricket Draw
Data Access Corp.
8525 SW 129th Terrace
Miami. FL 33156
3052380012
DataRex
Datacopy Corp.
1215 Terra Bella Ave.
Mountain View. CA 94043
4159657900
Model 730 scanner
Datavlz Inc.
16 Winfield St.
Norwalk. CT 06855
2038664944
MacLink
Desktop Graphics
213 W. Loockerman
Dover. DE 19901
3027369098
DrawArt
DestCorp.
1201 Cadillac Court
Milpitas. CA 95035
4089467100
PC Scan
PC Scan Plus
Publish Pac

Digital Research Inc.
60 Garden Court
Monterey. CA 93942
408 6493896
GEM Desktop
GEM Draw Plus
GEM Paint
Enabling Technologies
600 S. Dearborn St.. Ste. 1304
Chicago. IL 60605
3124270386
Easy 3D

General Parametrlcs Corp.
1250 Ninth St.
Berkeley. CA94710
4155243950
VideoShow
IBM
900 KingSt.
Rye Brook. NY 10573
914934 4488
Model 3117 Scanner
Caciwrite
IBMPCIXT
IBM AT

ISSCO
10505 Sorrento Valley Blvd.
San Diego. CA 92121
6194520170
ISSCO Displa
Hewlett-Packard
P.O. Box 15
Boise. 1083707
2083233869
Laserjet
Laserjet Plus
Laserjetll
ScanJet
Imagen Corp.
2650 San Tomas Expressway
Santa Clara. CA 95051
4089869400

DOL
Innovative Data Design, Inc.
1975 Willow Pass Rd .• Ste. 8
Concord. CA 94520
4156806818
MacDraft

Manufacturers and Products

Llfetree Software Inc.
411 Pacific St., Ste. 315
Monterey, CA 93940
4083734718
Words &Figures

319

Microsoft Corp.
10611 NE 36th St.
Redmond, WA 98073
2068828080
Word
Chart
Excel

Lotus Development Corp.
55 Cambridge Parkway
Cambridge, MA 02142
617577 8500
Lotus 1-2-3
Symphony
Graphwriter
Freelance Plus

Mlcrotek Lab
16901 S. Western Ave.
Gardena, CA 90247
2133212121
MS300A Scanner
Eye-Star

Media Cybernetics
8484 Georgia Ave., Ste. 200
Silver Spring, MD 20910
301 4953305
Halo Desktop Publishing Editor

New Riders Publishing
P.O. Box 4846-V
Thousand Oaks, CA 91360
(818) 991-5392
Inside Xerox Ventura Publisher

Mentor Graphics
8500 SW Creekside Place
Beaverton, OR 97005
5036267000
PicEd

QMS, Inc.
P.O. Box 81250
Mobile, AL 36689
2056334300
Concept Designer
Concept Equation Setter

Micro Publishing
21150 Hawthorne Blvd., Suite 104
Torrance, CA 90503
2133765724
microPublishing Report Newsletter
Document Gal/ery Style Sheets for Ventura Publisher
Micrografx, Inc.
1820 N. Greenville Ave.
Richardson, TX 75081
2142341769
In~~Vision

Rlcoh Corp.
5 Dedrick Place
West Caldwell, NJ 07006
2018822000
1530 Scanner
RoseSoft Inc.
P.O. Box 45880
Seattle, WA 98145
2062820454
ProKey

MlcroPro International Corp.
33 San Pablo Ave.
San Rafael, CA 94903
4154578990
Wordstar

Shape Inc.
Biddeford Industrial Park
Biddeford, ME 04005
2072826155
ShapeScan scanner

Microrlm, Inc.
3925 159th Ave., NE
Redmond, WA 98052
2068852000
Rbase5000

Software Publishing Corp.
1901 Landings Dr.
Mountain View, CA 94043
4159628910
Harvard Presentation Graphics

320

Inside Xerox Ventura Publisher

Software Research Technologies
2130 S. Vermont Ave.
Los Angeles, CA 90007
2137377663
SmartKey

Ventura Software, Inc.
675 Jarvis #C
Morgan Hill, CA
(408) n9-5000
Ventura Publisher

Solutions InternatIonal
29 MainSt.
Montpelier, VT 05602
8022290368
Glue

WordPerfect Corp.
323 N. State St.
Orem, UT 84057
8012274000
MathPIan 3.0
WordPerfect

Symsoft
P.O. Box44n
. Mountain View, CA 94040
4159629500
HotShot
TlMakerCo.
2115 Landings Dr.
Mountain View, CA 94043
4159620195
Click Art
Tall Tree Systems
1120 San Antonio Rd.
Palo Alto, CA 94303
4159641980
JLaserPlus
3D GraphIcs
860 Via de la Paz
Pacific Palisades, CA 90272
2134597949
Perspective

Velo-Blnd, Inc.
650 Almanor Ave.
Sunnyvale, CA 94036
4087324200
Binding Systems

Xerox Corp.
Xerox Square, 5th FI.
Rochester, NY 14644
8008326979
Star Workstation
Documenter System
4020 Color Inkjet
Model 4045
Interpress
Xerox Corp.
Palo Alto Research Center
3333 Coyote Hills Dr.
Palo Alto, CA 94304
4154944000
ZSoft Corp.
1950 Spectrum Circle, Ste. A-495
Marietta, GA 30067
404 980 1950
PC Paintbrush
Publisher's Paintbrush

Appendix B

Colophon

As we've made abundantly clear in the course of this book,

Ventura Publisher is a productive publishing tool for all kinds
of documents. This book is yet one more example.
While the procedures we used to write, edit, and design this
book are by no means the fmal word for book publishers,
readers may find it interesting to learn how we did things.
Each of us wrote our respective portions of the manuscript
using WordStar 3.3 from MicroPro International Corp. Jesse
used the AST Research Premium Publisher computer, while
James used the PCs Limited AT machine. Using SmartKey,
from Software Research Technologies, we devised a set of
keyboard macros that automatically inserted tags and
character attributes right into the word processing files (see
Chapter Three for more details on this process). We then
edited each other's text- in several passes- using WordStar,
and Move-It, from Wolff Software, to transmit copy over the
modem.
Some of the artwork was generated using GEM Draw Plus
from Digital Research, Inc. Other pieces came from PC
Paintbrush Plus, the Z-Soft graphics package. This program

322

Inside Xerox Ventura Publisher

also served as the scanner control software for images
brought in from our Canon IX-12 scanner. Still other graphic
images were reduced versions of Ventura Publisher documents brought into our chapter files using the Encapsulated
PostScript format (see Chapter Four). But the majority of the
graphic images in this book consist of screen shots captured
from Ventura Publisher, as well as several character-oriented
and graphics programs. For this task, we found the HotShot
program from SymSoft, Inc., to be an invaluable aid.
When all of the text and graphics were fmished, we assembled them into pages using Ventura Publisher. Unfortunately, just as we began this task, James' AT computer
crashed and was put out of commission for a few weeks. As a
result, the majority of the pages in this book were produced
with Ventura Publisher running on an IBM-XT clone. Weare
pleased to report that Ventura Publisher performed quite respectably on an XT -class computer, even when our chapters
reached 30 pages or more in length with several graphic images included.
During the course of the layout process, we used two largescreen displays, the Xerox Full Page Display and the ConoVision 2800 from Conographic Corp. Both of these products
perform very well with Ventura Publisher, and make the
layout process much easier than it would be with a smallerformat display. Because these displays can show a full page of
text at 100 percent size (the ConoVision 2800 can show facing
pages), we were able to make last-minute edits· and insert
index entries from within Ventura Publisher.
We used Ventura Publisher'S index and table of contents
features to generate the index and Table of Contents for this
book. These two functions undoubtedly saved us several days
of labor.
When the layout was finished, we used the JLaser printer
controller from Tall Tree Systems Inc. to produce proof copies
of the pages~ This printer option was able to output pages very
quickly, even though the font availability was not as great as
with the Apple LaserWriter Plus.

Colophon

323

Finally, we made the required corrections to the pages
directly within Ventura Publisher, and output the final,
camera-ready pages using the Apple LaserWriter Plus. The
fonts used in this book are 12-point ITC Bookman for body
text, Avant Garde for page headers and captions, and Helvetica Narrow for tabular material. Every page of this book,
with the exception of the front and back covers, was created
entirely with Ventura Publisher. The cover was designed and
produced using traditional graphic arts methods. The cover
design represents the combined efforts of Jon DeKeles, Todd
Meisler, Carolyn Porter, and Wendy Staroba.
This book was printed by Griffm Printing Company of Glendale, CA, using a web offset press.

Index
c

A
Alignment 142
Archiving
See publication files
ASCII 55
creating with WordStar 60
editing files 58
fonnat for caption files 202
from a database program 310
hard returns in 58
option in spreadsheet software 65
output from database 63
output from other programs 59
tab character 51
with tab-delimited columns 66
AutoCAD 90,94,97,117

B
Backup button 35
Balanced columns
See column balanceBinding 230
Box text 168, 195
Boxes
See rules
Breaks
controlling 182
in tables 258
purpose 147
Bullets 241
Business forms 310
creating with repeating frames 294

Calculated width of columns 137
Cancel button 32
Captions
adding 198
as page numbers 293
attaching 198
CAP file 202
created as tags 301
enhancing 200
spell-checking 203
Chapter files
elements of 41
saving 71, 169, 205
Collated pages 213
Column balance 167,270
Column guides 167
Column widths 136
Copying
frames 185
text 170
Cursor
shapes 26
text 31
Cutting
frames 185
tabs, returns, and line breaks 174
text 170

D
Dashes
See rules

325

Index

Database software 50, 63
Desktop pUblishing 2
benefits 4
defined 3
history 3
limitations 7
Displays
high-resolution 3
Distribution
electronic 221

special techniques 288
templates 288
tips on adding 189
Function keys
assigning 123, 124, 127
choosing the order of 127
tagging with 122
using 125
Function selector 37

DOS

See MS-DOS
Double-sided documents 132
Downloading fonts
See fonts

E
Em dash
inserting in word processor 177
Extended character set 175, 177

F
Facing pages view 132
File conversion 116
File filtering 34
File management 282
moving files 283
tips for 285
Fill patterns
used to create patterned type 243
First line indent 142
Flow text around 289
Fonts 226
changing 173
choices for tables 263
defined 140
downloaded 227
screen 226
serif 47
size 140
symbol 71, 77, 252
Footnotes
inserting 177
inserting directly in text file 79
Frame menu 135
Frames
adding 185
adjusting margins 187
anchOring 82, 204
captions 289
combining text and graphics in 289
containing Ventura graphics 196
copying 203
creating 168
cutting, copying, and pasting 185
default margins 167
defined 41
flne-tuning 186
moving 189
padding 188
sizing & scaling 187

G
GEM 25
role within Ventura Publisher 24
Graphics
capturing screen images 110, 112
creating 89
cropping 109, 192
Drawing mode 40,89,90, 138, 193, 194, 195,
243
editing 189
enhancing with graphics drawing mode 193
from outside Ventura Publisher 43
images 92, 93, 100, 103
leaving windows 95
line art 91, 94, 98, 99
loading 91, 100, 104, 185
placing 189
scaling 95, 103, 190, 191
special techniques 295
Grids
layout 10
Gutters
between columns 136

H
Headers & footers 134, 157,267
extra large 293
formatting 267
live 269
turning on and ofT 268
Hints
tips 125
Hyphenation 253
dictionary 54
exception dictionaries 254
missed opportunities 54
suppressing 55
suppressing in dictionary 254
turning on and off 142
when loading text 162,254
Hyphens
discretionary 54, 61

I
Illustrations
See graphics
Indents 264
Index
creating 81, 219
inserting entries 178
inserting marks in headers and footers 181

Inside Xerox Ventura Publisher

326

inserting references directly in text file 79
naming generated files 219
see and see also references 179
sort keys 179
tips for 180
Installation 14
Interpress 211

K
Keep with next 150
'Kerning
automatic 246
global ovemde 133
information in font files 247
manual 251
on-screen 248
Key assignments 28
Keyboard macro programs 71, 84
as used by authors 84

L
Layout 159
Line breaks
See breaks
Lines
See rules
Lithography
color 209
color separations 234
defined 208
guidelines for offset printing 231
printing press 11
working with 236
Logos 244, 308
on memos 313
used with repeating frames 292
Lotus 1-2-364,65, 66, 90, 91, 96,97, 101

M
Macintosh 3,8, 103
Macro programs
See keyboard macro programs
Margins & columns 135
Memory
error messages 304
management techniques 302
used by files 163
Menus
purpose of 27
used for creating style sheets 130
Mouse 3
choosing a file 33
dragging 26
selecting with 26
tagging with 121
use within Ventura Publisher 25
MS-DOS 14, 34
changing file names 120
copy command 282
file operations 285
increasing memory to 704K 305

limitations of 302
memory usage 306
Multi-chapter operations 213, 283-285

N
Numbering
adding chapter numbers 279
auto 274-276
captions with auto-numbering 301
chapter 272
information in chapter file 42
multiple lists in one chapter 280
numbers and paragraphs on same line 277
outline style 279
page 273 .
renumber chapter 280
style 273

o
Offset lithography
See lithography
Outdents 265
Outline
See numbering
Overall width 142

p
Page counter
See numbering
Page description languages 209
defined 211
printers with 210
Page menu 130
Pages
inserting 166
Thomas Paine 1
Paper sizes 131
Paragraph
as term is used by Ventura Publisher 23
Paragraph menu 139, 140
Paste-up 10
Pasting
frames 165
text 170
Patterns
fill 194
PC Paintbrush 92, 102, 103, 104, 107, 108,
109, Ill, 116
Photographs
color separations 234
cropping 11
gray scale required 105
leaving windows for 231
negatives 11
proof 233
stripping in 7, 11
tips for 234
Pictures
See graphics
PostScript 99, 140,211, 225,322
point sizes recorded in width table 228

327

Index

prtnters 223
Prtnters
laser 105
Prtnting
a publication 215
a single chapter 212
imitating another printer 225
switching printers 222
to a file 215
to disk file 229
using more than one printer 221
with manual feed 213
Prtnttng press
See lithography
Publication files
archiving 220
copying one chapter of 285
creating 213
defined 213
prtnting 215,305
saving 214,284

Q
Quotation marks 46, 175

R
Relative indent 143
Repeating frames 131, 290, 315
Reverse type 242
Revisions
in traditional pUblishing 10
to paste-up 11
Rivers 51
Rulers 139
resetting zero point for setting tabs 262
Rules
adding 188
associated with tags 150
dashes 153
effect on paragraph spacing 245
function in frames and paragraphs 139
in traditional paste-up 11
inter-column 137
range of sizes 137
setting pattern 153
spacing above and below 154
vertical 137, 295
width 152
with graphics drawing mode 138

s
Scarh~ers44,

102, 104, 105, 107, 108, 109,

232,322
Scrolling 26
Shadow effects 298
Sidebar 37
Spaces
after punctuation 51,57
discretionazy 51
em 45
hard 51

non-breaking 54
thin and figure 47
Spacing
above and below a paragraph 144
above and below rules 154
from left and right margins 146
function of dialog box 144
horizontal 246
letter 248
line 173, 244
line spacing 48, 145
minimum and maximum between words 249
paragraph 244
suppressing at the top of a column 145
vertical 244
Special characters
search and replace for 85
Special effects 240
Spreadsheet software 50, 64
Style sheets 44
applying 22, 121
changing 128, 162
defined 8
loading 22, 119, 129, 160, 161
maintaining 155
menus used 130
saving 155, 162
saving under a new name 120
tips for 156
width tables in 226
Symbol font
See fonts
Symbols
inserting 175

T
Table of contents
creating 216, 217
formatting 218
naming file 218
Tables
creating 256
Tabs
in tables 259
in word processors 51
inserting true characters 52'
key 31
Tagging 39, 71, 169
adding a new tag 155
defined 22
generated tags 201
inserting as you type 71
mUltiple paragraphs 122
removing a tag 155
t{ps 125
with the function keys 122
with the mouse 121
Technical documentation 9, 14, 86, 315
numbering in 274
Templates 308
Text
attributes 47,53,62,68, 71, 75, 76, 171. 173,

328

Inside Xerox Ventura Publisher

174
seIVice bureaus 221
capitalization 73
1Ypographic functions 239
creating 49, 51, 53, 55, 57, 59, 61,62,63,65,
67,69,71,73,75,77,79,81,83,85,87,181
11
editing 68, 163, 169, 183
editing mode 39 53 125 170 173 174 176
Underlying page 19, 41, 135, 159
177, 201, 244'
,
,
,
,
,
loading text into 288
rue conversion 55
margins 131
rues 43
putting crop marks on 309
loading 16, 162,294
rules on 138
placing 18, 163, 164, 165, 167, 169
text on 163
preformatting rues 68 86
text placed on 164
rotated 1 0 0 '
typing text on 181
tagging 169
Units of measurement
Tips
applied to rules 137
for creating text 56
changing in dialog box 32
for editing text 183
ems and ens 46
for faster tagging 125
for tracking 250
for graphics drawing 196
use of space character 54
for loading text 162
User interface 24
for overcoming memory limitations 304
for photos 234
Widows & orphans 133
for placing text 169
Width tables 223,225
for scaling pictures 191
changing 224
for style sheets 156
in style sheet 226
for using scanners 109
provided with third-party fonts 228
for working with bit-map graphics 103
Word processors 43, 50
for working with captions 202
dot commands 61
on adding frames 189
editing caption files 202
on file management 285
inserting non-keyboard characters in 177
on indexing 180
proper use of tabs 260
on using tabs 262
search and replace function 85
using item selectors 36
supported by Ventura Publisher 54
working with AutoCAD 97
tagging paragraphs in 125
working with dialog boxes 31
using spelling checkers 55
working with Lotus graphs 96
WordStar 51. 53, 321
working with object-Oriented graphics 99
nondocument mode 60
Tracking 250
vari-tabs 62
1Ypefaces
See fonts
'JYpesettlng 4, 9
cost of machines 4
Xerox Corporation 3
in traditional pUblishing 10
output from Ventura Publisher 208,210,225
PostScript machines 211

INSIDE
XmOXVENIURA

PuBllSHER
James Cavuoto & Jesse Berst
Xerox Corp's Ventura Publisher desktop publishing software for the IBM XT, AT, and compatible computers promises to dramatically improve the way you produce your business
documents. Inside Xerox Ventura Publisher is a comprehensive, easy-to-understand guide to
learning and using Ventura Publisher for:
• Documentation
• Newsletters
• Reports

• Books
• Manuals
• Proposals

What the Experts Say About this Book
" ... a must for getting the most from Ventura ... an excellent primer on desktop publishing."
- Amy Wohl, The Wohl Report on End-User Computing
" ... an accessible, comprehensive introduction for the beginning. Ventura user ... peppered
with tips, tricks, and suggestions advanced users will find invaluable."
- Stephen F. Roth, Personal Publishing Magazine
" ... easily guides the reader in making effective use of the program's capabilities ... offers
helpful tips and techniques that make the program faster and easier to use.
- Elizabeth Berglund, Electronic Printing & Publishing Magazine
" .. .specific real-life help for the new Ventura user."
- Stewart Alsop II, P.e. Letter

Now You Can Get the Inside Story
Desktop publishing experts James Cavuoto and Jesse Berst give you a hands-on, guided
tour of Xerox Ventura Publisher. This behind-the-scenes guidebook offers exclusive tips
and techniques unavailable anywhere else:
• Tabs and tables made simple
• How to take the "work" out of worksheets imported from Lotus 1-2-3
• A "preformatting" method that cuts layout time in half
Whether you are a beginner or an advanced user, you will find Inside Xerox Ventura
Publisher a constant and invaluable handbook.

About the Authors
James Cavuoto and Jesse Berst are editors and founders of microPublishing Report, a respected newsletter in Torrance, CA. They are well known authorities on desktop publishing.

$19.95 ISBN D-934D35-13-X

Source Exif Data:
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Cavuoto_Inside_Xerox_Ventura_Publisher_1.1_1987 Cavuoto Inside Xerox Ventura Publisher 1.1 1987

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