The Power of Desktop Publishing: Unleashing Your Creativity and Professionalism

Pollion Team

Desktop publishing has become popular with businesses around the world. It allows for the creation of wonderful visual displays and the easy spread of information. Documents and design elements created with desktop publishing are used for commercial and personal publishing. 

The term “desktop publishing” was created after the development of a certain type of software. The software allowed for the combination and rearrangement of text and images, the creation of digital files for print, online viewing, and websites. Before the development of this software, publishing was done manually by those who specialized in graphic design, typesetting, and other publication tasks. 

Understanding Desktop Publishing

Desktop publishing (DTP) uses specific software and/or apps to format and create electronic documents and presentations. Desktop publishing can be used to create digital pages that can be viewed electronically or even virtually. These pages can also be physically printed. 

What are the Core Principles of Desktop Publishing (DTP)

The core principles of desktop publishing (DTP) involve design and having a main focal point (center of interest). These principles of desktop publishing (DTP) ensure that each page follows these design guidelines: 

  • Emphasis: refers to the design’s focal point and the importance of the element used. 
  • Alignment & balance: refers to equally weighted design elements located on either side of a centerline, making the design symmetrical. 
  • Contrast: creates space and distinction between elements; this applies to color, size, and more. 
  • Repetition: refers to the use of graphic patterns, fonts, and more. 
  • Proportion: is the relationship between one part of your design and another part, or with the entire design.
  • Movement: has to do with how the viewer’s eye is led from one area to the next; it also ensures that all information is correctly transmitted to the viewer. 
  • White space: also called “negative space,” this core principle has to do with creating empty space in parts of a composition. 

The History of Desktop Publishing

Many people are surprised to hear that desktop publishing has its roots in the Middle Ages. This was the time when the page layout design was developed. All of this was developed by the monasteries and their creation of beautifully illuminated manuscripts and texts. All the work was done by hand.

Next came the Gutenberg printing press. With the invention of this printing press in 1440, page layout was done with moveable type. One press could create thousands of pages in a day. 

By the 1960s, layout design was done by art directors and publishers who physically designed each document. While it’s true that writers had typewriters, the word processor had not yet been invented. It was during this time that the core principles of layout design were developed. They helped bring standardization to templates for books, newspapers, and other printed materials. 

With the invention of the personal computer (PC) in 1974, computer desktop publishing (DTP) was born. By this time, software was developed that made it possible to design and layout publications digitally. By about 2000, proprietary software was developed for layout design. 

After the invention of the “cloud,” layout design software became available on the subscription model. During this time, many print publications ended. They shut down, or some became available only on the web. 

The Importance of Desktop Publishing (DTP) in Communication 

Desktop publishing (DTP) makes it possible to create beautiful documents and makes visual communication more effective. What’s more, DTP also makes it easier to distribute information of all kinds and ensures that digital files print correctly to ensure information gets out quickly and efficiently. 

Tools & Software for Desktop Publishing

Desktop publishing software has come a long way since it was first developed. Today, there are many apps and software programs to choose from, many of which can be used for business and home applications. 

Some of the most popular software options include the following: 


Adobe makes professional software that can be used by designers, including: 

  • Photoshop
  • Illustrator
  • Adobe InDesign (one of the most popular)

InDesign has become one of the most popular desktop publishing (DTP) programs. Files created with InDesign can be used online, in print, or on mobile. The software is robust and comes with features that professionals love. 

Microsoft Publisher

Microsoft offers a full office suite that includes Microsoft Publisher. The desktop publishing (DTP) software comes with numerous toolbars and menus that make publishing easier than ever before. 

Graphic Design Tools Used in Desktop Publishing (DTP)

Designers are also covered by tools that can be used in desktop publishing (DTP), including the following: 

Adobe Illustrator

Adobe Illustrator is a vector graphics software. It is one of the most popular software used by professionals to design everything from logos, art, infographics, and icons. 

Affinity Designer

Affinity Designer is another excellent software that can be used in conjunction with desktop publishing tools (DTP). This program is popular with both professional designers and novice graphic designers. They say this program has an intuitive user interface and offers a similar suite of tools as Adobe Illustrator. 

Adobe Photoshop

Another software developed by Adobe is Adobe Photoshop. This program has become an industry standard for desktop publishing (DTP). The tool offers a wide range of image editing tools perfect for professionals and novice users. It provides a user-friendly interface and a wide range of tools. 

Templates & Design Resources for Desktop Publishing (DTP) Projects

If you’re a professional designer or a novice, there may be times when it’s hard to come up with stunning ideas for your desktop publishing (DTP) projects. When that happens, don’t worry! We’ve found some places where you can find templates and design resources that will inspire you. 


You can find templates at these websites: 

  • Stocklayouts
  • Microsoft
  • Dribble
  • Simplified

We’d also like to mention Canva, which is a website (or app) that offers desktop publishing capabilities. Canva is an online software that is perfect for beginners or professionals. It offers an intuitive user interface that uses easy drag-and-drop formatting. This resource provides access to templates, images, fonts, graphics, and more. 

The software is compatible with computers through a web browser (or app—for iPads, etc.). You can use Canva to create beautiful digital and print materials, documents, presentations, social media posts, etc. 

Creativity Unleashed

One of the best points about desktop publishing (DTP) software is that it allows users to be as creative as they want. You could say that DTP programs allow you to unleash your creativity! 

Design Freedom

Desktop publishing (DTP) software combined with powerful computer processors allows users to design and publish almost anything they can imagine. The tools offer a wide range of features and functionality that make the creation process easier. 

The tools also include user-friendly interfaces, drag-and-drop functionality, and templates that make DTP accessible to professionals and novices. Today’s content creators no longer face boundaries and are free to explore.


Desktop publishing software also allows for some fantastic customizations. With DTP software, users can customize and make any changes necessary to meet market demands. 

For instance, layouts can be modified, or the information on a page can be updated. It’s easy and fast to make these customizations with DTP tools. 

Visual Appeal

Visual appeal is extremely important in today’s marketing. It’s not only the vivid colors and fonts that make content appealing, but it’s also the consistency of the message and company branding that is essential. 

In addition, visually appealing content can be made in different mediums and for various devices. Desktop publishers can now format content to make it more readable across several platforms, including websites, mobile apps, and printed materials. 

Visually appealing content includes factors such as line spacing, image placement, and text flow to deliver the right message and make it a pleasant reading experience. These factors make content more attractive to content readers online and in print. 

Professionalism in Every Project

Whether you’re a professional or novice user of desktop publishing (DTP) tools, the results will be professional in every way. 

Brand Consistency

Brand consistency is essential in a company’s marketing materials. It’s all about raising and keeping brand awareness, being recognizable, communicating personality, and creating trust. Brand consistency allows an organization to: 

  • Increase customer trust and loyalty
  • Be distinguished and recognized above the competition 
  • Build brand authority

But how does desktop publishing help maintain brand consistency? These tools make it much easier to use consistent elements and styles across all company media, including fonts, colors, images, headings, margins, and so much more. Staying consistent with elements and styles creates a brand that is recognizable every time. 

In addition, DTP tools allow you to create style guides, templates, master pages, and more to ensure consistency across all media, including digital and print. 

Professional Document Layout

How should you use desktop publishing (DTP) tools to create a professional-looking document? Even if you’re a novice at using DTP software, you can create beautiful documents. Here are some tips to help you create stunning documents!

1. Optimize Layout and Design

Once your document is finished, it’s time to go back and check the following: 

  • Spacing
  • Margins
  • Fonts
  • Colors
  • Images

Your document should have some visual hierarchy, contrast, and balance. If you’re not sure if your page is lined up correctly, use the grids, rulers, and snap tools to ensure everything is aligned correctly. You can also use templates, styles, and master pages to keep everything consistent and professional. 

Next, check to see if your document is in the right format and size (such as for printing). All images need to have good resolution, too. 

2. Review Content

Next, review your content, headings, captions, tables, and more to ensure your document conveys your message accurately and clearly. Use spelling and grammar checkers and dictionaries to correct errors. Most DTP tools use proofreading marks, comments, and a track changes feature to mark, track, and revise the document. 

3. Verify Accessibility and Usability

Now, you’re ready to ensure that your target audience can read your document easily. Most DTP tools have accessibility tools such as alt text, captions, and more to ensure your document is compliant and accessible with web standards. 

4. Other Tips

It’s also a good idea to print out your document to ensure it looks correct when printed. What you see on the screen is not always how it will be when printed. 

The completed document will look professional if you follow these tips! 

Practical Applications

Desktop publishing (DTP) has a number of practical applications, including the following: 

Business Marketing Materials

Businesses use DTP tools to create print and digital materials to get their message out, including: 

  • Newsletters
  • Webpages
  • Leaflets
  • Brochures
  • Websites
  • Business cards
  • Company letterhead
  • Product catalogs
  • And more

Educational Resources

Educators in universities, teachers, and students use desktop publishing (DTP) software to create a wide range of materials for education, including: 

  • Newsletters
  • Presentations
  • Homework documents
  • Business cards
  • Posters
  • Letterhead
  • School newspapers
  • And more

Personal Projects

Many creative individuals also use desktop publishing tools to make a wide range of materials, including: 

  • Greeting cards & invitations
  • Calendars
  • Books
  • Signs
  • Posters
  • Home décor
  • And much more

Some individuals may also use these tools for freelance work, including writing, graphic design, etc.

Tips & Best Practices

Effective Layout Design

1. Research: it’s best to do some research before starting your project. You can see what styles and aesthetics are popular, what fonts are best for your project, etc. 

2. Develop Your Content & Concept

After researching your project, you’re now ready to develop your content and design concept. Here, it’s a good idea to use these questions: 

  • Who is your audience? 
  • What is your message? 
  • Why is your message important? 
  • How do I want the viewer to feel? 

Once you’ve answered these questions, think about any other parameters needed to communicate your message. Then, you can determine the best approach to your project and for sharing your message. 

3. Hierarchy

Layout designs must be done in a hierarchy. The layout design must communicate the most important message first. Structuring the text and imagery of your design is crucial to convey the message correctly. 

4. Format, Grid, and Alignment

Format, grid, and alignment are essential elements of your design’s layout. A grid helps position elements and ensure your design is correctly aligned. Anything that looks odd or strange to a viewer will mean they may not understand your message or understand it correctly. So, ensure that everything in the layout is precisely aligned. 

Now that your design layout is correct, it’s time to consider suitable typography and fonts for your design.  

Typography and Fonts

Choosing the right fonts is just as crucial as using the right images and layout in your design. Typography and font pairing can take quite a bit of time. If you’re unsure of what fonts go together or are suitable for your project, it’s best to stop and do a little studying. There’s plenty of information available online that you can find with a quick Google search. 

No matter what fonts you choose, you must ensure: 

  • They are readable
  • Create some visual contrast
  • Consider the mood of the font—does it match the mood of your message and design? 

Image Selection and Editing

When it comes to image selection, the goal is to find images that match the mood and message of your project. It’s also essential to choose the right types of images; it’s possible to use photos and other graphics in your project. 

There are five basic steps to editing photos: 

1. Crop the images and clean them up. 

2. Adjust the white balance in photos. 

3. Adjust exposure and contrast in photos. 

4. Adjust color vibrancy and saturation in all images. 

5. Sharpen images. 

Each of these steps can be done with desktop publishing tools.

Challenges & Solutions

Overcoming Design Challenges

As with any other work, you may face some design challenges. In this section, we discuss some of the most common design challenges in desktop publishing (DTP) and how to solve them. 

1. Font Conflicts

When your publication is completed, you may notice that there are conflicts between the fonts you used. This is a common problem. 

To fix a font challenge, you may want to reach Canva’s guide to font pairing. Here, you’ll find information on correctly pairing fonts and font pairing examples/suggestions that can help you resolve the font conflict. 

2. Word Length

Translators sometimes find that they have word length issues after translating a source document. Translated words can be shorter or longer than in the original language. This creates crowding or too much white space in a document. 

Desktop publishing (DTP) tools will change the size of the fonts to ensure the text stays in the correct position. 

3. Layout Change

Another common issue that translators may find is that the entire layout of a document has changed after translation. For instance, many languages are written from left to right; however, a language such as Arabic is read/written from right to left. In this instance, the entire layout of the document changes with the target language. 

Adjusting the layout takes some time and effort; however, this can be done directly in DTP tools. 

Collaboration and Feedback

Most modern software tools include options for collaboration and feedback, such as Microsoft Word. The software includes comments and allows for co-editing of a document and more. 

Collaboration and feedback are essential in desktop publishing. Working with colleagues and clients is necessary to create the most attractive and effective documents possible. The process also ensures the document’s quality and consistency are carried through in the layout, design, and content. 


Desktop publishing has come a long way since the Middle Ages when all work was done by hand. Today, we use powerful DTP tools and software to create beautiful documents, presentations, and more. 

Desktop publishing (DTP) ensures better results with page layout; it also allows for easy customization and adjustments to the documents you create. These tools also unleash the creativity of beginners and professionals alike. And desktop publishing (DTP) tools also make publishing easier than ever. 

Have you considered experimenting with desktop publishing (DTP) software? Why not start today and unleash your creative side? DTP tools are now easier to use, so even a beginner can create professional, stunning documents and presentations. 

Are you looking for a professional translation company that offers desktop publishing (DTP) services? If so, contact Pollion today! We are a language service provider that offers desktop publishing services. We can help you with any DTP projects, whether they’re large or small!

Tags: Desktop Publishing