desktop publishing software

This post is a quick desktop publishing software list/review.    Desktop publishing software allows you to freely layout text and graphics on a page. DTP software is very versatile, and can be used for many projects such as flyers, brochures, business cards, newsletters, catalogs and many other publications and projects. Beginning desktop publishers or home computer users are sometimes are confused about what DTP software they will need.  Read our post “Desktop Publishing Software — Understanding Your Needs” to get a better idea about what kinds of features you may need in your DTP Software.

This post will list a variety of DTP Software with different levels of functionality and price ranges.  Some are more suited to professional desktop publishing and some are better for home and small business use.   Anyway, here goes.

Adobe InDesign — This program is  the industry standard for commercial desktop publishing and printing.  You can do almost anything in page layout with this program. InDesign has extensive DTP functionality including, color management, typesetting features, tools for creating and editing graphics.  This program, of course has tons of support, including support through Adobe, commercial videos, training classes and many Internet resources.  If you are new to Desktop Publishing, this program can be overwhelming.  But if you have the money, and the time to learn, it’s worth it.
Price: Approx.  between $550 – $800  Upgrade about $200.  Also available as a bundle with other Adobe Graphics applications.

Scribus — I LOVE Open Source.  Scribus is a free, open source DTP Program with powerful desktop publishing features good for both small business and home projects as well as commercial projects.  Scribus has great built in drawing and graphics tools.  Scribus has almost all the functionality that is available in higher-end commercial DTP programs such as InDesign and QuarkXPress.  There are video tutorials, forums and websites for getting support and guidance.  And, did I mention it was free.
Price: FREE

Adobe PageMaker — This DTP program was extremely popular (formerly known as Aldus Pagemaker), years ago, and was widely used throughout the industry.  Adobe now owns this software, and they do not plan to release any new versions.  Adobe is encouraging all Pagemaker users to convert to InDesign.  However Pagemaker is still available for purchase, and is an robust desktop publishing package.
Price: $499  Upgrade $79

QuarkXpress — Quark was the industry standard for professional desktop publishing  for many years, until Adobe InDesign showed up.  They still make a great piece of software, widely used by many businesses.  QuarkXpress has advanced font manipulation features, multiple file format support and the ability to export to Flash.  This is a powerful piece of software with a steep learning curve for beginners.
Price: Approx. $800  Upgrade: $300

Microsoft Publisher –  Microsoft Publisher is good for small business or home use.  Publisher has many templates that will get any small business owner up and running with designing and printing business publications such as brochures, business cards, and flyers.  However, Publisher lacks many of the “higher-end” functionality needed for professional printing projects, such as  color management, and kerning.  Also, Microsoft has incorporated much of  Publisher’s page layout functionality into the latest version of Microsoft Word 2010.
Price: Approx. $125.00  Also sold bundled with the Microsoft Office Productivity Suite.

Serif Page Plus–  Serif Page Plus rivals Microsoft Publisher for the home use and small business market.  Serif offers lots of commonly used templates, and an easy to use interface to get you up and running product great looking products.  Serif has added a photo-editing and logo editing tools to add more functionality past the standard desktop publishing features.  This software is worth a look.
Price: Approx. $100

Broderbund Print Shop — Print shop has been around for a while.  It was one of the first easy to use desktop publishing packages, widely used for home and small business print projects.  The software is easy to use, and comes with tons of clipart and fun home project and business templates.  This software comes in a standard, deluxe and professional version, and is inexpensive.  This software is good for the novice or occasional desktop publisher.
Price: Between $29 and $89 depending on which version

The business card is probably the most widely distributed business publication.  It makes the first impression about you and your business.  If you are starting a desktop publishing business, or any other business,  you should invest in quality, well designed and printed business cards from a professional printer.  However,  you may decide (for various reasons) to make your own business cards.  This post will discuss options for making your own business cards.  But before we get started, let’s discuss some general information about business cards.

What information goes on a business card?

Of course, you can put whatever you like on a business card, but remember, there is limited space.  You should only include the most important pieces of information, so that you don’t crowd your business card.  Here is a list of information that may be included on business cards

Name
Physical Address
Phone/Fax
Website
Logo/Photo/Graphics
Tagline/Slogan/Call to Action
Other info such as coupons, appointment information, maps

Business Card Layouts
The standard size for a business card in the US is 3.5” x 2”.  Other countries have similar size specifications.  Design layouts can be horizontal,vertical, double sided, and folded.  You can also opt for non-standard sizes and custom die-cut designs.  Just remember, non-standard sized cards are difficult for recipients to put in their wallets or other business card storage units.

Different Options for making your own business cards

Design your own cards using word processing software
This is a good option if you do not have access to desktop publishing software, or if you have minimal desktop publishing skills.  Most higher-end word processors such as Microsoft Word or Open Office Write have desktop publishing features such as autoshapes, textbox objects and images that allow you to easily create a business cards.  There are also many business card templates available on the Internet to help you get started.  Most business card templates for word processors have multiple cards on one page, and are designed to be used with business cards perforated sheets specially designed for home printing.

Advantages:
1.  Easy to use and flexible.  You can easily add your own clipart, logo or change fonts and colors
2.  You don’t need any special desktop publishing skills.
3.  Usually designed for home printing…great for printing small amounts of cards

Disadvantages:
1.  Typically, word processing business card templates contain multiple copies of the cards on each page, you have to change each card separately if you need to make a correction.
2.  By the time you factor in ink (or toner) and cardstock costs, your total price may be the same as if you had purchased them from a printer.
3.  Options such as borderless printing (bleeds) or other higher-end printing options may not be available.
3.  If you decide to take your design to a printer, they may not accept a word processing files.

Use a Desktop Publishing Program
If you have desktop publishing software and are comfortable using it, then this is probably the best way to make your own business cards.  If you are a desktop publisher creating business card designs for clients that need to go to a printer, this is the best method to use.  Desktop publishing software has the most design flexibility.  You can design cards that can be printed on a home printer or at an online or local professional printer.

Advantages:
1.  Maximum flexibility.  You can create unique designs with almost any kind of design feature that you want.
2.  Most desktop publishing programs can meet most professional printer options such as borderless printing (bleeds) and color options.

Disadvantages:
1.  Desktop publishing software may have a high learning curve and can be expensive.
2.  If sending to a professional printer, printer file specifications and design guidelines may be difficult to understand.

Special Business Card Software
There are desktop publishing software applications created specifically for making business cards.  These software applications usually have an easy to use interface, many templates, and even prompts to help you quickly and easily make business cards.  These programs typically have lots of clipart and images, and can also help you create logos.  Programs prices range from about $15 dollars up to about $100 dollars.

Advantages:
1.  Can help simplify the design process
2.  Lets you to add graphic elements without the learning curve of traditional desktop publishing software.  Also, may be less expensive than DTP Software.
3.  Give you graphics, logos, backgrounds and templates in one package

Disadvantages:
1.  Many features already available in full desktop publishing
2.  May be time consuming to research all of the Business Card Software Packages available

Online “Design you own Business Card” Websites
If you are a beginner at design and desktop publishing, this is a great option.  These sites have a “business card design software” that will layout your cards for you based on the options that you select.  You can choose font, colors, clipart logos and many other options.  Some sites may let you upload your own logo or photos.   Many of these sites will allow you to save your design, and even save your design to a PDF so you can print them yourself.  The functionality and restrictions of these “design your own card” sites vary greatly, so make sure you understand the options and restrictions for the site that you plan to use.

Advantages:
1.  Quick and very easy to use.
2.  Many of the websites offer free design services.
3.  You can get good ideas for business card designs if you are having a hard time coming up with ideas on your own.
4.  Some sites will also offer inexpensive printing services for your cards

Disadvantages:
1.  You usually must use the design options listed on the site.  Most of these sites will not allow for original designs.  Your logo or card design may not be unique.
2.  The functionality of these sites vary greatly from site to site, so you will have to make sure you understand the options available on the site that you select.

Printing your Cards

Once you have your cards designed, you can either print them at home on your laser or ink jet printer, or you can use a professional printer, either online or local.

Professional Printers
If you have designed you cards using a word processor, desktop publishing or business card software, make sure that you understand the requirements and specifications for the business card file.  These specifications can vary from printer to printer, so make sure you get specific guidance from the printer or service bureau that you plan to use.  Here is a sample of design guidelines from an online printer, to familiarize you with the design issues you may need to understand.  Also, make sure you know what kind of card stock your printer will be using.  Often printers will advertise a very cheap price (such as 500 cards for $19.99), because they are using a cheap and flimsy card stock.  Be aware that many printer may add significant upcharges for additional options such a better card stock or other special printing options.

Printing on your Home Printer
When printing business cards on a home printer, business card sheets are usually used.  These sheets print 10 cards per sheet, and are made of card stock specially made for ink jet or laser printers.  These cards are perforated so that you can easily remove the the individual cards from the sheets.  Use “clean edge” sheets that do not leave ragged edges.  You don’t want your cards to have that “home-made” look.  If you decide to use regular card stock, you will need to have a quality paper cutter.  Just remember, cutting your own cards can be very time consuming.

Good luck with making your cards!

If you’ve read any of my posts on this blog, you know that I usually recommend using professional stock photography in desktop publishing projects.  The Internet has millions of beautiful photos and images readily available, and some are very reasonably priced (even free).  Of course, there are licensing and usage rules associated with these images.  Read our post “Understanding Stock Photo Licensing” to get a good understanding of these rules.  In this post, we’ll discuss Royalty Free Websites and I’ll give you a brief  list of where you can download stock photography and images.

Rights Managed (RM) and Royalty Free (RF) Images

Rights Managed (RM) copyright  licenses  allows you to use the photos for one particular project.  If you want to use that photo for other projects, you’ll  have to purchase a new license. Stock photo websites have a variety of pricing structures.  Rights Managed sites often have calculators so that you can figure out the price based on your specifications.  RM images can be very expensive.

Royalty free copyright licenses allow you to use the photo for multiple projects, for a one-time fee. Sites that have royalty free photos can have have a variety of pricing options.  The  size (resolution or DPI) of the photo usually drives the price.  Stock photo prices can vary per site,  starting as low as less than $1 going on up to several hundred dollars.  You should take time to explore the different sites to determine which one has quality photos and support for the lowest price.  Here are a few of the main pricing options available.

1.  Credits — Many photo sites make use the credit system.  You buy a certain amount of credits, and use them to purchase your files. Read the fine print, though.  Sometimes your credits will expire after a certain length of time.
2.  Subscription plans — For one set fee you can download a certain amount of photos during a specific time frame.  These sites usually have daily or weekly download limits.
3.  Pay per image — Allows you to purchase just one single image.

Types of Image Files
Stock Photo websites have a wide range of image files.  Most stock photo websites have very good search functions so that you can find exactly what you need.  You can search on keyword or a specific adjective such as color, size, ethnicity, and emotion.  You can also filter on file type.  Here are a few different types of image files:

1.  Photos Images — Photos are usually in jpeg format and come in multiple sizes (called resolution or DPI).   Prices are usually based on the size of the picture.
2.  Photo Objects – Isolated Objects — Photo Objects are objects on a transparent or blank backgrounds.
3.  Clip art / Illustrations — These images are drawings or caricatures.
4.  Vector Images — Vector Images are scalable images.  You can make them as big or small as you want with loosing image quality.  Vector files usually come in one size.
5.  Video/Audio/Flash Files/Animations
6.  Backgrounds, Buttons, Icons, Textures

Stock Photography Website Listing
Listed below are some some Royalty Free (RM) and Rights Managed (RM) sites.  Some you have to pay for, and some are free.  I have listed general pricing information, but of course this information can change.  You should take time to familiarize yourself with these sites before you need a photo.  At a minimum, read through their pricing information and their terms of service.

Higher-End Stock Photo Websites

Getty Images – Higher end site that has both RM and RF.  RF images range from $5 to $500.

Jupiter Images — – Higher end site that has both RM and RF.  RF images range from $35 to $500.

Corbis Images –  — RF and RM  — RF images range from $35 to $500.

Shutterstock — Priced per month starting at about 250.00.  Up to 25 downloads a day.  Also has “occasional use” pricing

Photos.com — Subscritpion packages starting at $300 for 3 months.  Also has “Image Pack” pricing plans

Moderately Prices Stock Photo Websites

Clipart.com — Despite the name, this site has a decent collection of non-clipart images. Very inexpensive site…prices start at $14.99 for one week.  Images are low resolution.  Higher resolutions available at Photos.com

IStockPhoto — Credits range from  $.95 – $1.50 depending on how many you buy (12 credit minimum).  Also has a subscription plan.

Big Stock Photos – Credits range from  $.95 – $3.00 depending on how many credits you buy (5 credit minimum).

Fotolia – Credits are about $1 (credit minimum of $10.00). Subscritpions start at $250 for one month.   I like this site because you can download a really low resolution preview copy before you purchase.

Deposit Photos –  This site has credits, subscriptions and “single image” pricing plans.  Good variety of photos and vector art.  Very reasonable prices.

123RF – Credits range from  $.95 – $3.00 depending on how many credits you buy (5 credit minimum).  Several subscriptions packages starting at $89 for one month.  They also have some free photos available.

Crestock — Their motto is Good, Cheap, Fast.  This site allows you to buy individual images quickly and easily with no confusion pricing structure.  You can purchase a single image, starting at $1.00.

Dreamstime — They advertise credits for as low as 20 cents, but you have to create an account before you can see exactly how much the images will cost.  They also have free royalty free photos available.

Free Royalty Free Photo Websites –  Free to download, but licensing and usage rules still apply.

MorgueFile – Free means free.  Morgue file seems to have the least amount of restrictions.  Their license policy is straight forward, and you can use them in commercial projects without  attribution (giving the author credit).

FreeDigitalPhotos.net –  Medium sized photos are free, but usually require you to credit the photographer on the same page or screen as the photo.

Stock.xchng — Good photos, but the first line of photos are premium photos that you have to pay for, scroll down to get to the free ones.

Public Domain Pictures — This site is very forthcoming with license and credit information.  They also include images that you must pay for right on the search results page.

Dreamstime Free Photos –   Free section of the Dreamstime website.

123RF Free Photos –  Free section of the 123RF website.

Every Stock Photo –   This site has free royalty free photos from many different sources.

Wikimedia Commons –  — Images from Wikipedia

Flickr – Photo sharing website.  Most images use Creative Commons Liscense.

Well, these websites should get you on your way to finding great photos and images to use in your web and printed publications.  There are still many, many websites that have professional photos.  Hopefully you can find the perfect image.

Throughout this blog, I’ve talked about using professional stock photos in you desktop publishing projects.  Whether you are making a flyer, creating a brochure or any other publication, using stock photography is a quick and easy way to communicate meaning, and give a polished and professional look to your publications.  Now, I know we’ve all used Google’s image search to find photos and pictures for our projects, however, this method puts you in jeopardy of violating copyright laws.  The Internet now has many different stock photo websites that have cheap and even free photos, which allow us respect the owners’ copyright guidelines.  If you are creating publications and marketing materials for your business, or if you are a desktop publisher, don’t risk you business and reputation by breaking copyright laws.  Take time to understand licensing laws and familiarize yourself with usage rules and licensing of professional stock photos and images.

Also See:  Stock Photo Websites

What is Copyright?

Most professional photos available on the Internet are copyright protected.  A copyright  protects the creator’s “original works” such as books, art, photography, movies and software. The copyright protects the work from unauthorized copying, distribution and modifications for a specific amount of time.  Once the copyright has expired,  it enters the public domain, at which point the work is free for anyone to use.  Copyright is for a limited time period.  Almost all stock photos have some kind of copyright, but they can still be used as long as you follow licensing guidelines.

Understanding Copyright Licenses for Images

Rights Managed (RM) Licenses
Rights managed copyright  licenses  allows you to use the photos for one particular project.  If you want to use that photo for other projects, you’ll  have to purchase a new license.  The terms of use are clearly specified in the license agreement.  Some RM images can be purchased for exclusive use, meaning no one else can use the photo once you’ve purchased the license.  RM image licenses can be expensive, ranging from several hundred to several thousand dollars, depending on the size of the photograph, and how it will be used.

Royalty Free (RF) Licenses
Royalty free copyright licenses allow you to use the photo for multiple projects, for a one-time fee.  This means that after paying a stock photo agency a fee, you have the right to use the photo as often as you want, usually for as long as you need.  You usually cannot obtain exclusive rights to RF images.

Royalty free images are not necessarily “free of charge”.  However, most royalty free photos are reasonably priced.  Prices are usually based on the size of the file (DPI  Dots Per Inch), and can range in price from less than one dollar to hundreds of dollars, depending on the company.  Some RF image companies offer subscription pricing plans where you can download images over a fixed period of time for a flat fee.

Even though the photos can be used for multiple projects,  there are often many guidelines and restrictions.  These guidelines vary depending on which website you purchase your RF files.  Some of these restrictions may include:

• Files cannot be shared with others
• Files cannot be made available for download
• Images cannot be resold to others
• Images cannot be used in an obscene manner
• There may be restriction on using images in logos, or in other printed commercial items such as tee shirts, coffee mugs, downloadable templates, etc.

These are just a few of the restrictions.  Make sure you understand the terms of your license when you use royalty free images.  Sometimes the published agreements can be very long and difficult to understand.  When in doubt, call or email the image company to get clarification.

Creative Commons License Images
Creative Commons is a non-profit organization that works with artists to share their work and to increase the amount of items available for free, public use.  The Creative Commons license does not take away a person’s copyright.   It is used along with the copyright.  Photographers can change their copyright settings any time that they want to.  There are licensing guidelines to help you understand how you can use the photo.  The website Flickr has thousands of great Creative Commons photos available for use.  There are additional guidelines associated with Creative Commons Licenses, so make sure you familiarize yourself with license rules before you use the image.

Public Domain Images
Public domain images are images where the copyright has expired, or never had copyright protection.  They can also be photos where the owner has released the work into the public domain.  Photos and images owned by the government are usually public domain.  Before using any photos or graphics from a government website, check the licensing or rights information on the site.

Understanding photo and imaging licensing can get tricky, so take the time to understand the different licensing agreements.  Don’t risk legal action by violating copyright agreements, especially if you’ve worked hard to build your business.

A brochure is a folded document or pamphlet that contains information about a business, products, services or events. Any serious business owner should have a brochure to introduce or market his or her business.  Brochures can be used to generate leads, introduce your business, provide details of products or services and announce sales or special events.  They can be a very effective marketing tool when written and constructed properly. Whether you are a business owner, or a desktop publisher or graphic artist tasked with creating a brochure for a customer,  these tips can to help you create an effective business brochure.  Let’s get started.

1.  Know the purpose of the brochure –  Brochures can be used for a  variety of reasons.   If the purpose of your brochure is to announce your business, make sure you include information about your company, an overview of your products and services, location and contact information.  If you are making a brochure to give more information about your products, goods or services,  give pertinent details and specifications.  Try not to use one brochure as a “catch all” for everything.  Instead of cramming too much information on one brochure, consider using more than one. Create an “informational brochure” as well as a “product specifications” brochure.

2.  Know your target audience — Take some time to figure out who is the intended audience.   Do a little research on your target customer.  Is your target customer motivated by price or convenience?  If you have a lawn care business and are looking for new clients, your brochure may be written to appeal to homeowners that are too busy to maintain their own yards.  If you own a hair salon, you may want the brochure to target customers that want a “new look”.  You can offer a coupon or discounts if your customers are motivated by price.  Once you determine who your brochure is targeting and you know what motivates them, you can use words and images that will appeal to them.

3.  Always have a “Call to Action” –  A “Call to Action” lets the reader know what you want them to do after reading the brochure, such as “Call for an Appointment”, “Visit our New Location” or ” Visit our Website Today”.

4. Have a Unique Selling Proposition — A unique selling proposition is a fancy way of saying “what is it that makes your company stand out from your competitors”.  Give your readers a reason to choose your company over your competitors.

5.  Decide on a Layout –Brochures can come in a wide assortment of sizes, layouts and folds.  Some folds include bifold, trifold, Z-fold and quad-fold.  Brochures can be standard paper sizes, custom sizes, mailers,  special cuts to create unique looks.  Make sure you select a size and fold that can accommodate all of the images and text you plan to include in your brochure.

6.  Determine what will be included in the brochure.  The contents of your brochure will be based on reason for the brochure.  Below is a sample of information you can include.  Remember, don’t put too much information on one brochure.

• Cover with Bold Headline
• Logo / Tagline / Business Slogan
• “About Us” giving information about you and/or your company.  Include your unique selling proposition, number of years in business mission statement or any other pertinent information about your business.
• Information and details about products and services
• Customer and client testimonials
• Coupons or Promotional information
• Contact Information
• Location/Directions/Map
• Website address and social media addresses

7. Keep writing simple and concise.  Don’t cram too much information on the brochure. Use short sentences and keep your content scanable.  Use active and engaging language. Make sure you have enough white space (space with no copy or images) to increase readability.

8.  Use professional-looking photos and images.   Professional stock photos are easy to obtain for reasonable prices from many different Internet sites.    If using photos from your own collection, make sure the photos clear and in focus and not dark and hard to see.  Consider getting a professional (or some one good at photography) to take photos specifically for your printed and web advertisements.

9.  Have a professional-looking design.  Incorporate with gradients, shadow effect, subtle textures, backgrounds,  to enhance your brochure.  However, use these graphic elements carefully,  the design elements should not distract from the overall message.  If you are not comfortable with creating a design from scratch or don’t have enough time to, use a design template.  There are literally thousands of brochure templates available in many different, layouts styles, colors and software programs. You shouldn’t have a problem finding one that works for your business.

10. Get Inspired –  When making a brochure, sometimes it’s hard to come up with a design ideas.  When you can’t think of where to begin, check out brochures from your competitors.  Go to a hotel lobby or your local Chamber of Commerce and browse through existing brochures.  See which designs catch your eye.  Select brochures that are engaging and make you want to read them.  Make a note of the colors that your like.  Speaking of colors, if you can’t figure out which colors to choose, start with a your business logo.  You may be able to build a color scheme around your logo colors.  You can also browse through stock photos website and build a color scheme around the photos that you will include in your brochure.

So, that should be enough information to get you thinking about designing your brochure.  For a few more tips, and a list of other brochure resources, check our “Five Indispensable Tips for Creating Brochures” and Fundamentals of Brochure Design.

Welcome to the third post on how to start a desktop publishing business.  In the first post, we evaluated the technical skills needed for desktop publishing.  The second post examined what computer and peripheral equipment and software you will need  to run your business.  This post will focus on the business side of your Desktop Publishing Business.  We will discuss  information that you will need to think about in order to get your business up and running. Let’s look at some of the decisions that you will need to make for your business before you start.

1. Select a name for your business. Yes, it seems pretty basic, but you should really give your business name some thought.  If you freelance or consult, you may choose to just go by your own name.  If you will be setting up a business entity, you will need to come up with a suitable business name.  Keep in mind that your business name is the beginning of establishing your brand.  Try and select something suitable, profession, and a name that you won’t outgrow.

2.  Decide how your business will be structured. Will you business be full or part time?  Will you set it up your business as a sole proprietorship, partnership or corporation.  Will you freelance, temp or consult under your own name?  Spend some time researching these options.  If you have the money, consider hiring a professional attorney or accountant help you understand your options and get things set up.

3.  Determine what products and services will you offer. In the first post on starting a desktop publishing business, you examined your desktop publishing skill set.  Now, review your skills  and note where your strengths are.  Use this information to determine what products and service your business will offer.  Consider what your “niche” might be.  A niche is  a unique product or service that your offer to a specialize group of companies or organizations.  Finding an untapped niche may help you get business quicker that trying to compete with other established printers and desktop publishers.

4. List potential clients. Think about who your target customers is.  Leverage existing relationships you already have with people in your network.   List out the types of industries you have worked such as health care, government, or corporate.   Consider marketing to previous employers or to  members of groups or organizations that you belong to.  Use your social media friends and contacts on  Facebook, LinkedIn or other social networking platforms to find new markets, clients and customers.

5. Plan how you will finance your business. Here is a quick list potential finance sources to get you thinking about where may be able to get money to finance your business.

• Keep your permanent job and work you business part time
• Invest your personal savings
• Get monetary gifts or loans from friends and family
• Find Angel Investors
• Apply for loans at banks or credit unions
• Investigate government sponsored programs for small businesses

6.  Develop a  pricing structure for  your services. How much will you charge for your services?  You’ll need to understand how much money will  you need to make in order to pay yourself and stay in business.  Make a list of your personal expenses and the expenses associated with your business.  Do a little research and find out how much other publishing  businesses charge for their services.  You’ll need to strike a balance between setting prices that will cover your expenses and still be competitive in the market, especially if you are new business.   Also, think about how you will charge…by the hour or by the project.

7.  Advertise your business. You must let people know that you are in business.  Of course, there are traditional ways of advertising, such as distributing business cards, making flyers, designing brochures, sales letters and other advertising literature.

In addition to printed advertising and word or mouth, the Internet is a great way to get the word out about your business.  There are so many affordable options for advertising and promoting you business.  Of course, creating a business website lets the entire world know about your business.  Search engine optimization can help your website get found in search engines both locally and globally.  You can also leverage social media platforms such as Facebook, Twitter, Linked In, just to attract potential clients.  You can publish content to blog, article and video platforms such as WordPress.com, EzineArticles and YouTube.  Publishing useful content can help establish you as an expert in your field, and can build potential client relationships.  Take some time to understand how you can leverage the Internet to advertise your business.

This is by no means a comprehensive list of tasks for starting your business.  Each point we discussed requires significant thought and research.  This post is just intended to get you moving in the right direction.

This concludes our series of posts on starting your desktop publishing business.  We’ve discussed how you assess your technical skills, reviewed equipment and software needed for desktop publishing and reviewed information need to get your business up and running. These posts are meant to be a starting point for you.  Use the information in these posts to help you get started with a plan of action for getting started.  Starting your desktop publishing business will be hard work, but if you want it bad enough, you can achieve financial success and independence.

Welcome to the second post on how to start a desktop publishing business.  In the first post, we evaluated the technical skills needed for desktop publishing.  In this post, we will examine what computer equipment and software you will need  in order to run you business.

If you are considering starting your own publishing business, you probably already have some computer equipment.  Listed below are computer equipment you should have, or want to purchase for your business.  This is by no means  a comprehensive list.  Its just is just a short list to get you thinking about what equipment you may need.  Let’s begin.

Computer Equipment

1.  Personal Computer — Of course, you will need a computer.  Get a computer with a extra RAM to help handle memory-intensive programs, and very large graphics and publishing files.  Also, ensure that your computer has good processor speed.   Try to get a monitor with good resolution, a CD/DVD read/writer, and plenty of USB connections.

2.  Printers — At a minimum you will need a quality printer to provide your client with mock-ups and proofs.  You may decide to print short-run printing projects in-house.  The two basic types of printers are laser and ink jet printers.  Both are pretty affordable.  Use a good ink jet printer for printing on heavier paper and cardstock, photos and borderless printing.  Choose a good laser printer to print larger documents and presentations.  Make sure you know the print speed and quality of both types of printers.  Also, check on ink and toner usage and costs.

4. Scanner — You will probably need to convert printed artwork to an electronic format.  Scanners are now very affordable, and are also available as 3 in 1,  or 4 in 1 which is one unit that prints, scans and copies and even faxes.

5.  Digital Cameras —  Digital cameras may be useful for taking photos of client locations and products and events that may be added to printed materials.

6.  External/Portable Storage Devices —  External drives are good for transferring large files to and from client sites. They also are good for backing up and storing your important files.

7.  Internet Access — Not much to say…in order to be competitive you must have internet access.  Broad band is best.  Consider setting up an FTP site for exchanging large files,  saving  trips to client sites

Software

1. Desktop Publishing Software — Desktop Publishing  or page layout software is essential  for running a true desktop publishing business.  Desktop publishing software can vary greatly in price (from free to several thousand dollars) and  functionality. You should take time to research your options before you purchase.  Depending on the publications you will be producing in your business you may be able to get away with using a high-end word processor until you’ve decided on a publishing program.

2. Word Processing Software — You can use word processing programs to produce larger, more text intensive documents.  Microsoft Word is the standard, but there are some good open-source (free) options available, such as OpenOffice Writer.  A good word processor can also double for a desktop publishing program until you are able to purchase layout software.

3. Graphics Software — Graphics programs help you create illustrations and design elements.  Graphics software allow you to create shapes, color gradients, illustrations, photo editing, and many other different design and graphic functions.  Some desktop publishing and word processing programs have graphics creation objects, but if you need advanced functions, you will need to purchase specialized graphics software.  Graphics software can be vector-based, such as Adobe Illustrator, raster-based, such as Photoshop.  There are also programs specifically for photo editing.  There are many, many different graphics programs to choose from.  Take you time to research the functionality that you will need before you spend a lot of money.

4.  Presentation Software — This software will allow you to easily create graphical presentations and slideshows.   Presentation software helps you easily display text, graphics, photos and allows you to create transisitons from one slide to another.  You can also add sound effects.  Presentation software is sometimes bundled with Office productivity software such as Microsoft Office or OpenOffice.

5.  PDF (Portable Document Format) software / PDF Converters — PDF software (or converters) allows you to save documents in PDF format.  You can either have full PDF software or PDF converters that are built into your word processing or graphics software.  PDF documents can be shared with people that do not have the same software or operating systems.  Also, many printers will accept this format, which saves you from having to purchase expensive graphics and layout software.  Almost all documents, regardless of what software it was produced in can be saved in PDF format.

5.  Spreadsheet and Database Software – This is not essential for desktop publishing, but this type of software can help you keep manage your business.

This is by no means a comprehensive list of computer equipment or software.  There are literally hundreds of options to choose from.  Take an inventory of what you currently have, and do a little research to determine what you will need, based on your skill level, and the types of projects and publishing you will need to produce.

Part 1 — Assess Your Skills

So, you are thinking about starting a desktop publishing  business?  Perhaps you are good with computers, or frequently do presentations and documents that contain graphics and special formatting.  Maybe you are a hobbyist who creates great looking projects using your computer and printer.  Or maybe you just need some extra cash and are trying to figure out a way to make money  using your computer and printer?  Well, all of these scenarios are good reasons to consider starting a desktop publishing business.  But where do you start?  We will begin with several questions about your computer skill set to help you started planning and organizing a strategy for starting your business.  Answering these questions will be a bit cumbersome, but it will really get you thinking about the best way to start your new business.  Let’s begin.

1.    What software programs do I know? List software such as word processing programs, presentation or desktop publishing software, graphics and video software, spreadsheet and database applications.  List the versions that you are most comfortable with.  Don’t leave anything out.  It is important to know your complete software skill set.

2. What kind of publishing projects have I done at work, school or for personal use. The focus here is on the types of projects you have worked on.  Think any projects such as creating graphical presentations, printing invitations, creating flyers, newsletters, making printed programs and booklets or crafting projects.

3.  How much practical experience do I have creating publishing documents and creating projects for others, both paid experience and volunteer? The focus here is on the different people, businesses or  organizations that you have worked with.  List any experience from work, school, your kid’s school, or any organizations that you may be associated with.  Any experience counts.

4.  Am I familiar with common desktop publishing and printing concepts? “Typography”, “kerning”, “bleeds” “separations”…these are common terms in desktop publishing and printing.  Knowing these formal terms may not be necessary in the beginning, but you should begin to learn the lingo and concepts of desktop publishing and printing.  This assessment will help you understand what kind of training you may need to get.

5. How much do I know about graphics and images? Are you comfortable working with photos and images from digital cameras, scanners or stock image websites.  Can you crop, resize and do basic image clean-up and manipulation?  Are you familiar with the various graphics and image file formats?

6.  How comfortable are you with design concepts? How much design theory do you know?  Are you familiar with the elements of design, such as textures, lines, shapes and colors, and design principles such as balance, alignment and contrast.  This may not be very important initially, but eventually you will want to develop your design knowledge.

7.  What is my comfort level with the Internet? Almost every business has an internet presence.  Whether it’s a website, blog, Facebook, Twitter or a host of other Web platforms, clients will probably need to provide the desktop publishing projects in some kind of Internet format.

Now that you have done a comprehensive review of your skill you can now have a better understanding of where your skills and talents lie, and what kind of projects and clients you may want to start with.  For instance:

• If most of your skill set is in word processing applications, you can target business that may need help with word processing projects such as producing long documents and reports or mail merge projects.
• If you worked with presentations, target companies that may not have in-house resources for creating presentations.
• Reviewing the companies and organizations that you have worked with will give you clues about your potential target market
• If you are unfamiliar with design concepts, consider targeting smaller business that need help, but can’t pay a full-fledged designer.
• If you haven’t worked with printers, focus your efforts on companies that only need short run publications that your can produce on your own equipment.

These are just a few suggestions to help you get going with pinpointing your niche and your market.  As you get business, and work on more projects, you can begin to broaden your skills and client base.  Just remember…GET STARTED!

Whew!  That was a lot.  You may be overwhelmed and maybe even discouraged.  Don’t be.  The important thing to remember is that you can begin your business with minimal skills…you just have to find the right market.  You may be saying to yourself, I only know Microsoft Word, but there are many people who will pay for that skill set.  Again, the key is to know your skill set, and know where to find people that will pay for that skill.

The other benefit of reviewing your skill set is so  you can begin to identify training that you may need to help you develop your skills and talents.  You may not be familiar with advanced desktop publishing concepts now, but that’s no reason not to learn.   In our next post, we will assess our computer equipment and software needs for starting a desktop publishing business.  Stay Tuned!

If you have a small business you may want to distribute a flyer to advertise your business or event, You may not, however, have the money to get one professionally designed.  Never fear, you can still produce a professional-looking business flyer with word processing software, on your home computer and printer.  This video shows you how to quickly create a professional looking business flyer in Microsoft Word.  Here are some key points when designing and printing.  Also see our article on tips for making a flyer, and desktop publishing using Word

1.  Use professional photos.  This flyer uses professional photos from a stock photo website.  Many image gallery websites offer professional photos and vector art for a few dollars per photo.  Many stock photo websites also have free photos available.  Many site have search capability so that you can find the perfect image.  Just make sure you understand the stock photo license and usage terms.

2.  Once you’ve selected the images, look at the colors in the photos.  Consider matching fill, line and gradient colors to colors in your photos.

3.  Try to match the font to the tone or theme of your flyer. Fonts can be elegant, whimsical, formal and exotic just to name a few.  Experiment with different fonts until you get the look you want.  Try and limit your fonts to about 2 different fonts, one for headlines and prominent text, and one for details.

4.  Use a heavier weight and/or glossy paper. You can get a ream of 28 pound glossy paper for about $15.00

Enjoy the Video!

Got an upcoming event or want to publicize your business?  Is your business offering a new service or having a sale?  Then get the word out. . . make a flyer.  A flyer is a very common desktop publishing project that most people will need to create at some point.  But let’s face, we’ve all seen our share of really bad-looking flyers.  Text that’s too small, fuzzy clipart, 5 different fonts with underline and bold everywhere.  Just because you don’t have a budget for a graphic designer doesn’t mean you can’t produce a great looking flyer. Use these tips to create and print a professional-looking flyer.  Also,  See our video “How to Make A Flyer Using Microsoft Word” and “Make a Business Flyer” for design ideas.

1. Clearly state the main purpose or reason for the flyer (such as  “Fall Sale” or “New Services”).  Also, have a “Call to Action”. A call to action lets people know what you would like him or her to do after reading the flyer (such as “Call for an Appointment”, “Visit our New Location” or ” Visit our Website Today”)

2.  Use a good balance of text and pictures to give your flyer impact, and clearly communicate your message.

3.  Use quality photos and stay away from “cartoonish” clipart (unless you intend to convey humor).  Instead, use stock photos or professional vector art.  There are several websites that sell professional photos, and vector images for as little as $1 per image.  Some of these websites even offer some professional stock photos for free.   Most stock photo websites have a search function that will help you find the perfect photo to give your flyer a polished look.

4.  Keep font types to a minimum. Try and limit your fonts to about two, one for headlines and strong text and one for smaller text.

5.  Have good readability. This involves font selection, font size and paper or background color.  You want to ensure there is good contrast so that the reader can clearly see the wording on the page.

6.  Make sure you have good white space.  To much text and graphics may overwhelm your readers.  Avoid cramming too much detail on your flyer.

7. Use graphic design elements to accent your flyer. Experiment with gradients, shadow effect, subtle textures, backgrounds,  and other design features.  Don’t get carried away, though.  The design elements should not distract from the overall message.

8.  Print in the highest resolution you can afford. If you are home printing, ink and toner usage are always a consideration.  However, don’t ruin your flyer’s impact and design by displaying fuzzy images.

9.  Use quality paper. If you are selectively handing out flyers to potential customers, try and use quality, heavier-weight paper.  If you are mass distributing flyers,  get the highest quality paper your budget will allow.

10.  Use a template. If you are unsure of your design skills or want to ensure that your flyer looks professional, templates are an outstanding option.  There are so many professional, low cost templates available in a variety of layouts and in many different software formats.  You will not have a problem finding one that suits your needs.  Templates can be used “as-is” or as a good starting point to develop your own design.

These tips can help you create a professional-looking flyer to help publicize your business or event, and increase your bottom line.