Create Link:

1.

If needed, create a new text box.

1.

On the Objects toolbar, click Text Box

2.

In your publication, click where you want one corner of the text to appear, and then drag diagonally until
you have the box size you want.

2.

Click in the text box you want as the first text box in the story.

3.

On the Connect Text Boxes toolbar, click Create Text Box Link

The mouse pointer changes to a pitcher

4.

Click in the text box you want as the next in the story.

This text box is now connected to the first box and any text in the overflow now appears in the next box.

5.

To connect more text boxes to the story, repeat steps 3 and 4.

Create an e-mail merge

Use e-mail merge when you want to send a large number of messages that are mostly identical but each of which also includes
some unique information. For example, you can use e-mail merge to create individually customized e-mail messages that contain
personalized notes, or varying content targeted at separate customer segments. You can also use e-mail merge to create a product
announcement to send to your top 100 customers, in which most or all of the text of the publication is the same, but the e-mail
address is different for each customer.

Use the E-mail Merge task pane to create an e-mail merge. To open the E-mail Merge task pane in a new or existing publication,
point to Mailings and Catalogs on the Tools menu, and then click E-mail Merge.

Use an existing list

1.

Under Create recipient list, click Use an existing list, and then click Next: Create or connect to a recipient list.

By default, Microsoft Office Publisher stores data sources in the My Data Sources folder. You may need to browse to
locate your data source.

2.

In the Select Data Source dialog box, click the data source that you want.

3.

Click Open.

Depending on the type of data source that you select, other dialog boxes may appear, requesting specific information.

For example, if your data source is a Microsoft Office Excel workbook that has information located on multiple
worksheets, you must select the worksheet that contains the information that you want, and then click OK.

All of the contacts in the list appear in the Mail Merge Recipients dialog box, where you can filter and sort the list of
recipients to be included in the merge.

Select recipients from Outlook Contacts

1.

Under Create recipient list, click Select from Outlook contacts, and then click Next: Create or connect to a
recipient list.

2.

If you are prompted to choose a mail profile, click the profile that you want, and then click OK.

3.

In the Select Contacts dialog box, click the contact list that you want, and then click OK.

All of the contacts in the folder appear in the Mail Merge Recipients dialog box, where you can filter and sort the list of
recipients to be included in the merge.

Type a new list

If you don't have an existing list to connect to, you can create a new list.

1.

Under Create recipient list, click Type a new list, and then click Next: Create or connect to a recipient list.

2.

In the New Address List dialog box, add any needed new fields or column headings.
How?

In the New Address List dialog box, click Customize Columns, and then do any of the following:

To add a field, click the name of the field that you want to add, and then click Add.

To remove a field, click the name of the field that you want to remove, and then click Delete.

To rename a field, click the name of the field that you want to rename, and then, in the Rename Field
dialog box, type the new name in the To text box.

To move a field up or down in the list, click the name of the field that you want to move, and then click
Move Up or Move Down until it is in the position that you want.

3.

Type the information for the first entry in the relevant fields, including the recipient's e-mail address. You do not need
to fill in every field.

4.

When you have finished entering information for the first entry, click New Entry.

5.

Repeat steps 3 and 4 until you have finished adding entries, and then click OK.

6.

In the Save Address List dialog box, type a name for the address list in the File name box, and then select a folder
in which to save the list.

By default, Microsoft Office Publisher saves address lists in the My Data Sources folder. It is best to keep the address list
here because this is also the default folder in which Publisher looks for data sources.

All of the contacts in your new list appear in the Mail Merge Recipients dialog box, where you can filter and sort the list
of recipients to be included in the merge.

Select recipients
In the Mail Merge Recipients dialog box, you can select the recipients that you want to include in the merge. Select the check box
next to each recipient that you want to include, and clear the check box next to each recipient that you want to exclude.
Select or clear all entries in the list

Select or clear the check box in the heading row.

If you want to use only some of the list entries in your merge, you can filter your list by a specific field or criterion. After you filter the
list, you can use the check boxes to include and exclude records.
Filter entries in the list

1.

Click the arrow next to the column heading of the item that you want to filter by.

2.

Click any of the following:

(Blanks) displays all of the records in which the corresponding field is blank.

(Nonblanks) displays all of the records in which the corresponding field contains information.

(Advanced) opens the Filter and Sort dialog box, which you can use to filter by multiple criteria. You
also can open the Filter and Sort dialog box by clicking Filter under Refine recipient list in the Mail Merge
Recipients dialog box.

TIP

If your data source contains multiple records that have identical information in some of their fields, and if there

are 10 or fewer unique values in a column, you can filter by the specific information. For example, if there are
multiple addresses that list Australia as the country/region, you can filter on Australia.

3.

The Mail Merge Recipients dialog box displays only the records that match the criteria. To display all of the records
again, click (All).

If you want to see the records in your list in alphabetical order, you can sort them.
Sort entries in the list

In the Mail Merge Recipients dialog box, click the column heading of the item that you want to sort by.

For example, if you want to display the list alphabetically by last name, click the Last Name column heading.

To sort by using multiple criteria, click Sort under Refine recipient list in the Mail Merge Recipients dialog box. In
the Filter and Sort dialog box, select the criteria that you want to sort by.

Click OK to return to the E-mail Merge task pane.

Prepare your publication

An e-mail merge combines one message containing the information that is the same in each copy, and one or more placeholders
for the information that is unique to each copy. After you create your publication, insert any additional text that you want to appear
in every version of your e-mail merge publication, such as a greeting, and the placeholders for the unique information, such as
names of recipients.

If you have not already done so, insert a text box, type the text that you want to appear in every version of your e-mail merge
publication, and add the placeholders for the unique information.

Insert a text box

1.

On the Objects tool bar, click Text Box

2.

In your publication, point to where you want one corner of the text box to appear, and then drag diagonally until the
text box is the size you want.

Insert the text that you want in every version

Click inside the text box, and then type the text that you want to appear in every version of your e-mail merge
publication.

Insert data fields into your publication

1.

In your e-mail merge publication, click inside the text box where you want to insert a data field (data field: A category
of information that corresponds to one column of information in a data source. The name of each data field is listed in the
first row (header row) of the data source. "PostalCode" and "LastName" are examples of data field names.).

2.

Insert any of the following:

Address fields

In the E-mail Merge task pane (Prepare your publication), from the list under Prepare your publication, drag the field
that you want to include into the text box that you have created for it.

NOTES

You can also click Address fields under More items, and then, in the Insert Address Field dialog box,

click each address element that you want to include.

If the names of the data fields in your data source do not match the names of the fields that Publisher

uses for the address fields, you may need to click Match Fields in the Insert Address Field dialog box. In the
Match Fields dialog box, use the drop-down lists to select the fields in your data source that correspond to the
Publisher fields.
Personalized hyperlink

1.

In the E-mail Merge task pane (Prepare your publication), under More items, click Insert personalized
hyperlink.

2.

In the Insert Personalized Hyperlink dialog box, type the text that you want to be displayed and the address of the
Web site that you want recipients to go to when they click the hyperlink.

3.

If you want to insert a data field in the display text, click in the display text box where you want to insert the data
field, and then, in the list on the right, click the data field that you want to insert.

NOTE

If you insert a data field, you can specify a substitute display text and Web address for any blank entries

that correspond to the inserted data field. Select the Use default text for blank entries and Use default hyperlink
for blank entries check boxes, as needed, and type the substitute text and Web address.
Picture field

4.

In the E-mail Merge task pane (Prepare your publication), under More items, click Picture field.

5.

In the Insert Picture Field dialog box, click the field that corresponds to the list of picture file names that you want
to insert.
Greeting line

6.

In the E-mail Merge task pane (Prepare your publication), under More items, click Greeting line.

7.

In the Insert Greeting Line dialog box, select a greeting line format. Each greeting line format includes the
salutation, name format, and following punctuation.

8.

Select the text that you want to appear if Publisher cannot interpret a recipient's name for example, if the data
source contains no first or last name for a recipient, but only a company name.

NOTE

If the names of the data fields in your data source do not match the names of the fields that Publisher uses for

the greeting line, you may need to click Match Fields in the Insert Greeting Line dialog box. In the Match Fields dialog
box, use the drop-down lists to select the fields in your data source that correspond to the Publisher fields.

Format the data fields

If you want, you can apply text formats to the data fields and to any other text that you've added (such as a greeting of Hello or a
salutation like Dear) to change the appearance of the merged data. To format the merged data, you must format the data fields in
your e-mail merge publication.

1.

In your e-mail merge publication, select the field containing the information that you want to format.

2.

On the Format menu, click Font, and then select the options that you want.

Preview recipient data in the data fields in your publication

Now you can review how your publication will look when the actual data appears in the merged data fields.

1.

To preview your publication, do any of the following:

To preview entries in order as they will appear in your merged publication, click the navigation buttons
under Preview recipient in the E-mail Merge task pane

The information from the first record of your data source populates the data fields. You cannot edit your data source
entries on your publication pages, but you can format, move, or delete data fields there.

To find and preview a specific entry in your data source, click Find a recipient, and then enter the search
criteria in the Find Entry dialog box.

2.

If necessary, make changes to your recipient list. Do any of the following:

To exclude a particular recipient from the merge, click Exclude this recipient.

To change the list of recipients, click Edit recipient list, and then make your changes in the Mail Merge
Recipients dialog box.

3.

After you complete your e-mail merge publication and insert all of the merge fields, click Save As on the File menu.
Type a name for your publication in the File name box, and then click Save.

4.

Click Next: Create merged publications.

Create the merged publication

In the E-mail Merge task pane, under Select E-mail Merge Output, you can:

Send your merged publication as an e-mail message.

Preview your merged publication (to see how it will look before you send all versions, and to resolve potential issues).

Preview your merged publication

1.

Click E-mail preview.

2.

Click the Next and Previous buttons to preview each e-mail message as it will appear when sent.

Send your merged publication

1.

Click Send e-mail.

2.

In the Merge to E-mail dialog box, select the recipient field from the To drop-down list. In most cases, E-mail
Address is the appropriate choice for an e-mail merge.

3.

Under Subject, type the subject line. Under Items to insert, click any data fields that you want to insert in the subject
line.

4.

Click Options to specify any other options that you want, such as Cc or Bcc recipients or message attachments.

5.

Click Send.

The Send Merged E-mail Messages dialog box opens so that you can confirm the mailing by viewing a list of recipients
to whom the e-mail either was or was not sent.

Cancel a merge
At any time before you send your merged e-mail messages, you can cancel a merge to disconnect an e-mail merge publication
from its data source.

1.

On the Tools menu, point to Mailings and Catalogs, and then click Cancel Merge.

2.

When asked whether you want to cancel the merge, click Yes.

The publication is disconnected from its data source.

Add a dropped capital letter

Also called a drop cap, this formatting style is often used to mark the opening paragraph of a publication.

1.

Click anywhere in the paragraph you want to change.

2.

On the Format menu, click Drop Cap.

3.

Click the Drop Cap or Custom Drop Cap tab, and then select the options you want.

Wrap text around a picture in Publisher

This topic tells you how to control the way text flows around a picture or WordArt (WordArt: Text objects you create with readymade effects to which you can apply additional formatting options.)in a publication. By changing the flow of text, you can change
the relationship between the text and the picture.

NOTE

This topic does not cover aligning text along curved lines (you can't do this in Publisher) or flowing text into columns. To

learn how to rotate text so that it reads vertically or how to control the flow of text, click a link in the See Also section.

Before you find out how to wrap text, it's important to understand the differences between working with text in print and Web
publications.

Text and picture in print publications

In print publications, you have several options for how text wraps around a picture so that you can place pictures wherever you
want.

NOTE

To find out if you are in a print publication, look at the title bar. It displays either Print Publication or Web Publication,

depending on the type of publication you have open. A print publication is a publication that you start from a print publication wizard
or a blank print publication. Print publications are designed to be printed rather than published to the Web.

The following examples illustrate common text wrapping options.

Top and Bottom Text stops at the top of the picture's frame (frame: A space, shown onscreen as a box, that contains a
particular element of your publication. Types of frames include text boxes, table frames, and picture frames.)and continues after the
bottom of the frame. If a picture is at the top or bottom margin of a publication when you choose this option, text wraps around only
the bottom or top of the picture.
Tight Text wraps around the outline of the picture itself rather than around the frame. Another option, Through, is similar to
Tight but, for some pictures, causes text to wrap even more tightly around the picture's outline.
Square Text wraps around the frame rather than around the picture itself.

None Text acts as if the picture isn't there and can go under or over the picture, depending upon the order of the objects. (To
change the order of a picture, click it and then point to Order on the Arrange menu.)

NOTES

If your print publication includes a table, keep in mind that you can't wrap the text in tables around pictures or

WordArt.
If you convert a print publication to a Web publication, the text wrapping that you set in the print publication will be

lost.

Text and pictures in Web publications

In Web publications, you can't use the automatic text wrapping tools in Publisher to wrap text around pictures.

NOTE

To find out if you are in a Web publication, look at the title bar. It displays either Web Publication or Print Publication,

depending on the type publication you have open. Web publications are publications that you start from a Web site wizard or a
blank Web page. Web publications are designed to be published to the Web rather than printed.

This means that:

If you place a picture on a paragraph of text in a Web publication, the picture will either cover up the text behind it or

be covered by the text (depending upon how you set the order of the picture by using the Order command on the
Arrange menu).
You can place pictures and text side by side, but you need to use multiple text boxes to get the results you want.

To learn how to create a text box and connect text boxes so that text flows from one box to another, click a link in the See
Also section of this topic.

How to wrap text around a picture

To control how text flows around a picture, you set a wrapping style for the picture:

1.

Click the picture.

2.

On the Format menu, click Picture, and then click the Layout tab.

3.

Click the Wrapping Style you want, and then click OK.

NOTES

If you're wrapping text around WordArt, click WordArt instead of Picture on the Format menu.

If you don't see Wrapping Style options on the Layout tab, you're in a Web publication. You can't wrap text in Web
publications.

In a table, you can't wrap text around a picture or WordArt. The Wrapping Style options are available when you click
a picture in a table, but clicking an option won't affect the text.

To learn how to fine-tune a wrapping style by changing the shape of a picture's frame or the distance between the
text and picture, click a link in the See Also section of this topic.

Group and ungroup objects

Group objects

1.

Click the Select Objectstool

, and then drag the selection box around the objects that you want in the group.

2.

In the lower-right corner of the selection box, click Group

Ungroup objects

1.

Select the grouped objects you want to ungroup.

2.

In the lower-right corner of the selection box, click Ungroup

Align or distribute objects

You can align or distribute objects either in relation to each other or in relation to the margin guides (margin guides: Guides on the
top, bottom, left, and right sides of a page that are used to define its margins. Most contents of a page are within the margin
guides.).
Align or distribute objects in relation to each other

1.

Hold down SHIFT as you click everything you want to line up.

2.

On the Arrange menu, point to Align or Distribute, and then select one of the following options:

Align Left to line up the left borders of the objects.

Align Center to line up the centers of the objects vertically.

Align Right to line up the right borders of the objects.

Align Top to line up the top borders of the objects.

Align Middle to line up the middles of the objects horizontally.

Align Bottom to line up the bottom borders of the objects.

Distribute Horizontally to evenly arrange the objects horizontally.

Distribute Vertically to evenly arrange the objects vertically.

Align or distribute objects in relation to the margin guides

1.

Hold down SHIFT as you click everything you want to line up.

2.

On the Arrange menu, point to Align or Distribute, and then click Relative to Margin Guides.

3.

On the Arrange menu, point to Align or Distribute, and then select one of the following options:

Align Left to line up the left border of each object with the left margin guide.

Align Center to line up the center of each object vertically in the center of the margin guides.

Align Right to line up the right border of each object with the right margin guide.

Align Top to line up the top border of each object with the top margin guide.

Align Middle to line up the middle of each object horizontally in the center of the margin guides.

Align Bottom to line up the bottom borders of the objects with the bottom margin guide.

Distribute Horizontally to evenly arrange the objects horizontally in relation to the right and left margin
guides.
Distribute Vertically to evenly arrange the objects vertically in relation to the top and bottom margin

guides.

Find text
You can quickly search for every occurrence of a specific word or phrase.
Microsoft Office PowerPoint

1.

On the Home tab, in the Editing group, click Find.

2.

In the Find what box, type the text that you want to search for, and then click Find Next.

Find and replace text

You can automatically replace a word or phrase with another for example, you can replace Acme with Apex.
Microsoft Office PowerPoint

1.

On the Home tab, in the Editing group, click Replace.

2.

In the Find what box, type the text that you want to search for.

3.

In the Replace with box, type the replacement text.

4.

Do one of the following:

To find the next occurrence of the text, click Find Next.

To replace an occurrence of the text, click Replace. After you click Replace, PowerPoint moves to the
next occurrence of the text.

To replace all occurrences of the text, click Replace All.

Microsoft Office Publisher

1.

On the Edit menu, click Replace.

2.

In the Find what box, type the text that you want to search for.

3.

In the Replace with box, type the replacement text.

4.

Do one of the following:

To find the next occurrence of the text, click Find Next.

To replace an occurrence of the text, click Replace. After you click Replace, Publisher moves to the next
occurrence of the text.

To replace all occurrences of the text, click Replace All.