Intern Materials

Updating Clipbooks

Each morning the intern will check the "to be scanned" Inbox on their desk for any print or online client coverage that needs to be scanned or have a screen shot taken.

Scanning Hard Copy Articles (When Scanning from a Mac)

1. In search bar on computer enter "HP Scan 3" and then enter into the program.

2. On top menu bar-drop down "HP Scan 3" menu, go to preferences.

a. In preferences ensure that the mode is Color, the resolution is 300 and the "Crop to" is none.

3. Hit "Scan" in top left corner.

4. Image will scan directly into the "HP Scan 3" window.

5. When the window prompts you to scan more either choose "done" or "scan". Before choosing "scan" make sure you have changed the image in the scanner to the part of the clip that you need.

6. Be sure to scan the complete article or clipping - including header image and the full article (in as many different scans as it takes).

7. When you are finished scanning all documents, right click the images and/or file save them individually on the desktop as jpeg's at best quality.

a. In the "save box" the format bar will contain the JPEG option.

8. If need be, you may need to take a screen shot of the scan for better quality, or after saving the image as a jpeg on the desktop, drag into iPhoto to enhance, crop, straighten, sharpen and rotate.(We will occasionally take a screen shot of the scan because when we have to crop and rotate and perform other functions in iPhoto it sometimes blurs the image, so depending on how straight of a scan you get once in a while it will be better to take a screen shot.)

9. Also, sometimes when we scan, we need to save the image to the desktop horizontally and then rotate it on the desktop in order to keep the text completely clear.

10. Make sure all of your changes are being continually saved and the final picture is on the desktop labeled.

11. For directions to update clipbooks and create new clips see the section labeled "Updating Existing Clipbooks/Making New Clips"

Online Coverage/Screen Shots

1. Screen shots are only to be taken on the Macintosh computer

2. Open the preferred internet browser

3. Locate the correct Website containing the client coverage

4. Once the entire story has loaded on the page, move the arrow to the right side of the browser window, so that it does not obstruct any of the text

5. Simultaneously press the CONTROL, APPLE KEY and press the number four. You then drag your mouse, highlighting the area you wish to capture and then release and it will take a picture of whatever you may have highlighted. It will appear on your desktop as "screen shot" with date and time.

6. We always take an initial screen shot of the way the home page of the full article is, then following with other screen shots capturing the full article, in as many pieces you need to capture the entire article clearly.

7. If need be, hold the command key while tapping the -/+ keys in order to reduce or increase the magnification of the screen.

8. For directions to update clipbooks and create clips with the new screen shots please see the following section "Updating Existing Clipbooks/Making New Clips"

Updating Existing Clipbooks/Making New Clips

* When ready to update a Clipbook, you will go onto the shared drive and select the appropriate client.

* Select PR, Clipbook, Pages/Word, and then the latest version of the pages/word clipbook.

* For Pages: Highlight the last page created and then press the Section-add new section button, located on the top middle header of pages.

* For Word: Put your cursor at the bottom of the last page then at the top of the Word Bar you are going to select "Insert" drop down menu, choose "Break" and then "Page Break".

* Drag the screen shots/scanned files from the desktop onto the new page.

* If the client is mentioned or featured in an article that is not solely about them, draw a red circle around the area of the clip that mentions the client, and then include a bigger "call out" image of that actual portion where the client is mentioned.

* Then draw the circle:

o For Pages:

o Click "Shapes" at the top Toolbar, then choose the circle. The circle will appear on the page.

o Select the circle on the page, and then in the top toolbar click "Fill" and then choose the option that is white with a red line through it (meaning no fill).

o Next, change the thickness of the line by choosing "2 pt" instead of "1 pt" (which is standard).

o Next, change the color of the link by clicking the solid color block next to the box where you select the line size. Change the color to red.

o Adjust the circle to the appropriate size to fit around the area of the mention.

o For Word:

o In the upper right hand corner of the document under "Insert" is a blue icon with three different shapes. Click the icon and a drop down menu of shapes will appear. Choose "Basic Shapes" and then the first one in the matrix of selections is a circle.

o Once the circle is laid out over the correct selection, you can right click and select "Format Shape".

o You will want to select no fill. Also, you will want to make the boarder line red with 1.5 thickness.

o Adjust the circle to the appropriate size to fit around the mention.

* Be sure to include a text box in the bottom left hand corner including the date of the article as well as the name of the publication. If the clip includes more than one page, in the bottom right hand corner include a text box with "Page 1 of 2" (or