Microsoft Publisher 2016

An Introduction
INFOCUS COURSEWARE

Designed to fast-track you through the process of learning

about computers and information technology, the In Focus
range is a unique and innovative concept in learning.
A quick reference summary of key procedures is provided at
the bottom of each page together with handy tips and
additional information.
Each title in the In Focus series can be used as:
• a classroom workbook for instructor-led teaching and
training;
• a self-study guide for self-paced learning;
• a tutorial guide for distance education programs;
• a resource collection of just-in-time support and
information for help desk users and support staff;
• a handy, desk-side reference for computer users.

This publication has been created using EngineRoom

Desktop™ document management and publishing software
developed by Watsonia Publishing.

Microsoft Publisher 2016

An Introduction
READ ME FIRST
In case you're not familiar with the terminology, This section contains some important information to
Read Me First is quite often the name given to a help you use this book so we thought we'd start
computer file that contains important information with a Read Me First section.
for people to know prior to using an application.

What skills and knowledge The skills and knowledge acquired in Microsoft Publisher 2016 - An
you will acquire... Introduction are sufficient to be able to use and operate the software
effectively.
What you'll need to know Microsoft Publisher 2016 - An Introduction assumes little or no knowledge
before beginning this of the software. However, it would be beneficial to have a general
course... understanding of personal computers and the Windows operating system
environment.

The objectives of this guide… At the completion of this course you should be able to:
work with the basic features of Publisher
create a new publication
create publications based on different layout and design options
understand how to work with text
understand different techniques for working with text
create, use and modify a table
insert and modify shapes
insert building blocks into a publication

What you get in a chapter... Each chapter begins with a summary page listing the topics covered in
that chapter. The chapter then consists of single-page topic sheets
pertaining to the theme of the chapter.

What you'll need to have Many of the topics in this learning guide require you to open an existing
before commencing this file with data in it. These files can be obtained from your instructor and
course... need the product code for this course which is Publisher2016.

As you work through this It is strongly recommended that you close all open files, if any, prior to
guide… commencing each new chapter in this learning guide. Each chapter,
where relevant, has its own set of exercise files and any from a previous
chapter are no longer required.

Where to from here... Have a look at the next page which explains how a topic page works,
ensure that you have access to the exercise files (see above), and you're
ready to make a start.

-i-
WORKING WITH TOPIC SHEETS
The majority of this book comprises single-page additional reference (optional) material at the
topic sheets. There are two types of topic sheets: bottom. Task sheets contain a Try This Yourself
task and reference. The layout of both is similar step-by-step exercise panel in the detail area as
– an overview at the top, detail in the centre and shown below.

1
2

5 6

Topic name

General topic overview provides an introduction to the topic

Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice

exercise for you to work through. In Reference topic sheets this is usually replaced
by a box with reference information.
In Task topic sheets screen shots and graphics provide a visual clue as to what
will happen when you work through the Try This Yourself practice exercise. In
Reference topic sheets the screen shots and graphics are used to visually
represent information and concepts.
The For Your Reference (optional) element provides a quick summary of the steps
required to perform a task. These usually only appear in Task-based topic sheets.
The Handy To Know (optional) element provides additional information such as
alternate ways of accomplishing a task or further information providing handy tips.

- ii -
 CONTENTS

Chapter 1 Getting Started With Publisher ...................................................................................1

Understanding Publisher 2016 ..................................................................................................2
Starting Publisher In Windows 10 .............................................................................................3
Understanding The Start Screen ..............................................................................................4
Creating A New Blank Publication ............................................................................................5
The Publisher 2016 Screen ......................................................................................................6
How Publisher 2016 Works .......................................................................................................7
Using The Ribbon .....................................................................................................................8
Showing And Collapsing The Ribbon .......................................................................................9
Understanding The Backstage View ...................................................................................... 10
Accessing The Backstage View ............................................................................................. 11
Understanding The Status Bar............................................................................................... 12
Exiting Safely From Publisher ................................................................................................ 13
Chapter 2 Your First Publication ............................................................................................... 15
Tips For Planning A Publication ............................................................................................. 16
Understanding Different Types Of Publications ..................................................................... 17
Adding And Editing Business Information .............................................................................. 18
Creating A Publication From A Template .............................................................................. 19
The Save As Place................................................................................................................. 20
The Save As Dialog Box ........................................................................................................ 21
Saving A New Publication On Your Computer ...................................................................... 22
Inserting Text ......................................................................................................................... 23
Formatting Text ...................................................................................................................... 24
Using Undo And Redo ........................................................................................................... 25
Saving An Existing Publication .............................................................................................. 26
Previewing A Publication ....................................................................................................... 27
Printing A Publication ............................................................................................................. 28
Safely Closing A Publication .................................................................................................. 29
Chapter 3 Design And Layout .................................................................................................... 31
Page Orientation .................................................................................................................... 32
Understanding Page Sizes .................................................................................................... 33
Creating Envelopes ................................................................................................................ 34
Creating Labels ...................................................................................................................... 35
Creating Folded Cards ........................................................................................................... 36
Changing Margin Guides ....................................................................................................... 37
Creating Grid Guides ............................................................................................................. 38
Creating Ruler Guides............................................................................................................ 39
Using Guides .......................................................................................................................... 40
Using Colour Schemes .......................................................................................................... 41
Using Font Schemes .............................................................................................................. 42

- iii -
 Creating A Fill Background .................................................................................................... 43
Creating An Image Background ............................................................................................. 44
Chapter 4 Working With Text ..................................................................................................... 45
Creating A Text Box ............................................................................................................... 46
Modifying A Text Box ............................................................................................................. 47
Importing Text ........................................................................................................................ 48
Checking Spelling .................................................................................................................. 49
Selecting Text ........................................................................................................................ 50
Applying Colour To Text......................................................................................................... 51
Creating WordArt ................................................................................................................... 52
Formatting WordArt ................................................................................................................ 53
Text Effects ............................................................................................................................ 54
Chapter 5 Text Techniques ........................................................................................................ 55
Text Columns ......................................................................................................................... 56
Linking Text Boxes ................................................................................................................. 57
Drawing Text Boxes Accurately ............................................................................................. 58
Text Box Margins ................................................................................................................... 59
Wrapping Text ........................................................................................................................ 60
Aligning Text .......................................................................................................................... 61
Using Baseline Guides ........................................................................................................... 62
Paragraph Spacing ................................................................................................................ 63
Hyphenation ........................................................................................................................... 64
Creating Bulleted Lists ........................................................................................................... 65
Creating Numbered Lists ....................................................................................................... 66
Creating Text Styles ............................................................................................................... 67
Applying A Text Style ............................................................................................................. 68
Modifying A Text Style ........................................................................................................... 69
Chapter 6 Working With Tables ................................................................................................. 71
Inserting Tables ...................................................................................................................... 72
Entering Text In A Table ........................................................................................................ 73
Adjusting Rows And Columns ................................................................................................ 74
Applying Table Styles ............................................................................................................ 75
Using Fills And Tints .............................................................................................................. 76
Using Sample Fill Colour ....................................................................................................... 77
Chapter 7 Working With Shapes ................................................................................................ 79
Drawing And Inserting Shapes .............................................................................................. 80
Selecting Shapes ................................................................................................................... 81
Resizing Shapes .................................................................................................................... 82
Moving Shapes ...................................................................................................................... 83
Aligning Shapes ..................................................................................................................... 84
Grouping Shapes ................................................................................................................... 85
Changing Fill .......................................................................................................................... 86
Drawing Lines ........................................................................................................................ 87

Deleting Shapes ..................................................................................................................... 88

Chapter 8 Building Block ............................................................................................................
- iv 89
-
Inserting Page Parts .............................................................................................................. 90
Inserting Calendars ................................................................................................................ 91
Inserting Borders And Accents .............................................................................................. 92
Inserting Advertisements ....................................................................................................... 93

-v-
 NOTES:

- vi -

Preface
 Microsoft Publisher 2016 - An Introduction

CHAPTER 1 GETTING STARTED WITH PUBLISHER

INFOCUS

Microsoft Publisher is used to create a range of publications such

as flyers, business cards, calendars and greeting cards.
Publisher is designed to make it easy for anyone to create
professional publications. It includes a range of templates, designs
and blank publications that can be used as the basis for your
publication. All you need to provide is content.

In this session you will:

✓ gain an understanding of Publisher

✓ learn how to start Publisher 2016
✓ gain an understanding of the Publisher Start screen
✓ learn how to create a new blank publication
✓ gain an understanding of the Publisher screen
✓ gain an understanding of how Publisher works
✓ learn how to use the ribbon
✓ learn how to show and collapse the ribbon
✓ gain an understanding of the Backstage view
✓ learn how to access the Backstage view
✓ gain an understanding of the status bar
✓ learn how to exit safely from Publisher.

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 Microsoft Publisher 2016 - An Introduction

UNDERSTANDING PUBLISHER 2016

Effective communication through the medium of given the task of preparing newsletters, creating
the printed word is enhanced by appealing, brochures, developing advertisements and the like.
thoughtfully laid-out and well-presented Today much of this work is accomplished using the
documents. In the past, skilled craftsmen were computer and a variety of software packages.

Publisher 2016 Overview

Expensive desktop publishing packages, such as PageMaker, Ventura, Quark Xpress, and InDesign
are used to create elaborate and sophisticated documents in a fraction of the time that it took to create
similar documents manually in the past.
However, these packages require a high degree of skill and expertise to operate effectively. Using them
for the social club flyer, the quick product advertisement or the company price list may be difficult and
inefficient – but more importantly, result in unnecessary expense in both production and time.
Publisher can best be described as an intermediate version of the more powerful desktop publishing
software packages. While it lacks some of the sophistication of the other packages, it still embodies most
of the features. The real advantage of it lies in the fact that it is easier to use if you want to create simple
publications.
Uses For Publisher
Publisher is ideal for home, small business and even corporate use. Here are just some of the possible
uses for Publisher:

• Product flyers • Travel itineraries

• Price lists • Product specials
• Notices • Newsletters
• Bulletins • Press releases
• Covers for manuals • Letterheads
• Invitations • Personalised greeting cards
• Posters • Emails
• Company forms (e.g. invoices, stationery, • Photo albums
order forms etc.)

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 Microsoft Publisher 2016 - An Introduction

STARTING PUBLISHER IN WINDOWS 10

To create or edit a publication, the first thing you the All apps list in the Start menu. You can then
must do is start Publisher. The first time you use choose to pin it to the Start menu or the taskbar so
Publisher you will need to open it from the that you can access it more quickly and easily the
taskbar Search the web and Windows bar or next time you use it.

1
Try This Yourself:
Before you begin, ensure that
your computer is switched on
and the desktop is
displayed…

If there is no Publisher icon

in the taskbar at the bottom of
the desktop, click on the
Windows icon in the taskbar,
as shown, to display the Start
menu
Click on All apps to display a
list of all the apps on your
computer
Scroll down to the P section
Publisher 2016 is listed
here…
Click on Publisher 2016 to
start Publisher
Right-click on the Publisher
icon in the taskbar to display
a menu of options, as shown,
then select Pin this program
to taskbar 5
You can now click on this
icon to open Publisher from
the desktop. This icon will
remain in the taskbar unless
you remove it…
Repeat step 5 to select Close
window to close Publisher
Click on the Publisher icon in
the taskbar to open Project
again

For Your Reference… Handy to Know…

To add a Publisher icon to the desktop taskbar: • You can start Publisher by clicking in the
1. Display the Start menu, then click on All taskbar Search… bar, typing publisher,
apps then clicking on Publisher in the list of search
results.
2. Right-click on Publisher 2016
3. Select Pin to taskbar • You can pin Publisher to the Start menu by
displaying the All apps list, right-clicking on
Publisher 2016 and selecting Pin to Start.

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 Microsoft Publisher 2016 - An Introduction

UNDERSTANDING THE START SCREEN

Most times you open Publisher, a start screen most recently accessed files, open a publication
will display. From this initial screen, you can that has already been created and saved, find
choose what kind of publication you want to work online templates, or create a new publication using
with. You can choose to work with one of your the available templates.

Publisher 2016 Start Screen

The Publisher 2016 start screen is very helpful if you want to quickly access files you have worked on recently
or create a new publication based on one of the available templates, including the default Blank A4 (Portrait)
publication template.
If you have already worked on a publication or several publications in Publisher, a list of recent files will
display below Recent in the green pane to the left of the screen. If you haven’t worked on any publications
yet, you can still open existing publications by clicking on the link, Open Other Publications, located below
Recent. This lets you open an existing file that has been saved to your computer or OneDrive.
The main pane of the Publisher start screen displays thumbnail previews of available templates you can use
to create a new publication. It also contains the search for online templates box.
Templates are layouts that have already been created which you can customise to suit your needs and then
enter relevant content. If you want to start with a clean slate you can choose from one of the Blank publication
templates, but you’ll probably find you’ll prefer to work with templates that contain pre-existing layouts most of
the time as it saves time and effort.
In the top right corner of the screen you’ll see information about the account you’ve used to sign into
Windows as well as Help, Minimise, Restore Down, and Close tools.

The Publisher start screen will only display when you launch the Publisher 2016 application directly – that
is, by clicking on the Publisher tile in the All apps list of the start menu or in the search pane, or clicking
on the taskbar icon if the application has been pinned to the taskbar.
Publisher 2016 can also be started in Windows 10 by double-clicking on a Publisher publication in File
Explorer. When this occurs Publisher 2016 will start with the publication open on the screen and the start
screen shown above will be bypassed.

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 Microsoft Publisher 2016 - An Introduction

CREATING A NEW BLANK PUBLICATION

Files created in Publisher are called a simple publication from scratch, choose a blank
publications. All publications created in template. Blank templates come in a range of
Publisher are based on a template. A template different sizes, enabling you to choose a size that
defines the basic layout of a publication. To start suits your requirements from the start.

Try This Yourself:

Before starting this
exercise, ensure
Publisher has started
and the Publisher start
screen is displayed...

View the variety of

templates available on
the Publisher start
screen
Ensure FEATURED is
selected in the main
pane, as shown
Click on Blank A4
(Portrait)
A new blank publication 2
will open. Notice that
the publication is
automatically assigned
a temporary name,
which is displayed in
the title bar

For Your Reference… Handy to Know…

To create a blank publication: • If you already have a publication open and
1. Open Publisher so that the Publisher start want to create a new one, click on the File
screen is displayed tab to open the Backstage view, click on
2. Ensure FEATURED is selected in the main New, then select a Blank template.
pane • You can use the keyboard shortcut +
3. Click on one of the Blank templates in the to display the Publisher start screen.
list of templates

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 Microsoft Publisher 2016 - An Introduction

THE PUBLISHER 2016 SCREEN

The Publisher screen is the area that you use to publication. The screen is made up of several key
create and modify your publications. Whether you components, which are described on this page.
use a template or a blank publication, you will Some of these components, such as the ribbon,
use this screen to make changes to your are common to all Office 2016 applications.

Dialog box
launcher
3

4 5 6

The File tab is used to access the Backstage view which contains file management functions, such as
saving, opening, closing, printing, sharing, and so on. There is also information contained here such as
your document Properties. Options are also available so that you can set your working preferences for
Publisher.
The ribbon is the tabbed band that appears across the top of the window. It is the control centre of
Publisher. You use the tabs on the ribbon to access the commands that are categorised into groups.
Some groups have a dialog box launcher icon in the corner, which you can click on to display a dialog
box with more commands and options.
Each of the pages in your publication is represented by a thumbnail in the Pages navigation pane. When
you click on a page’s thumbnail in this pane, Publisher displays the page in the publication window. These
thumbnails can also be used to reorder the pages in a publication.
The status bar provides feedback about what you are doing on the screen. For example, if you are
drawing a text box, the status bar will display the coordinates and size of the box. The status bar also
contains the View buttons and the Zoom Slider, which are used to change the view or to
increase/decrease the zoom ratio for your publication.
The rulers along the top and down the left side of the publication window allow you to measure horizontal
and vertical page dimensions so that you can place objects with precision.
The publication window displays the current page of the publication and the surrounding scratch area or
working area, which can be used for temporary placement of objects.

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 Microsoft Publisher 2016 - An Introduction

HOW PUBLISHER 2016 WORKS

The Publisher screen has three key areas. The data or file, and changes to the file are controlled in
you type is placed on a page. The data can be Backstage view. These key components are
manipulated using commands on the ribbon. The described on this page.
page is part of a larger entity known as a publication

The Page
If you create a new blank publication, it
will appear as a blank page in the
publication window and the Pages
navigation pane will display on the left
side of the screen.
You can also create a new publication
from a template, such as this business
newsletter shown to the right. As with a
blank publication, the page with the
template on it will appear in the
publication window with the Pages
navigation pane on the left. Specific
information will appear by default on the
page, and you can edit it or add your own
data as desired.

The Ribbon
When you need to do something with the data on a page, such as format it, colour it, move it, copy it, and
much more, you’ll find all of the relevant commands on the ribbon. The ribbon has the commands
organised thematically using a series of tabs across the top.

Backstage View
When you want to do something
with your publication, such as
save it so that you can access it
again later, print it, share it with
a colleague, or send it to your
boss, you will need to access
the Backstage view of
Publisher. The Backstage view
is accessed using the File tab
on the ribbon. Rather than
displaying commands on a
ribbon, Backstage occupies the
entire screen and has a series
of options down the left side
which allow you to perform a
number of operations. In our
sample to the right, the Print
option is active, and that is why
you can see a preview of the
publication and a number of
print-related options on the
screen.

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USING THE RIBBON

The ribbon is the command centre for Publisher. the command groups. Commands are activated by
It provides a series of commands organised into clicking on a button, tool or gallery option.
groups that are placed on relevant tabs. Tabs Everything you could possibly want to do in
are activated by clicking on their name to display Publisher will be found somewhere on this ribbon.

3
Try This Yourself:
Before starting this exercise
ensure Publisher has started
and you have a blank
publication open…

Examine the groups of

commands on the Home tab
These are the most
commonly used
commands...
Click on the Insert tab
The commands on this tab
are used to create pages,
tables, illustrations, building
blocks, headers and footers,
text objects and links, and to
add things such as apps and
media to your publication...
Click on Shapes in the
Illustrations group to
display the Shapes gallery
This gallery includes a huge
range of shapes...
Click on each of the tabs
and examine the commands
Some of these open ‘dialog
boxes’...
Click on the Page Design
tab, then click on Change
Template in the Template
group to display the Change
Template dialog box
Click on [Cancel], then click
on the Home tab
5

For Your Reference… Handy to Know…

To use the ribbon: • Additional tabs, known as contextual tabs,
1. Click on a tab to display the commands appear on the ribbon in specific
circumstances. For example, if you insert a
2. Click on a button to activate a command,
picture, the Picture Tools: Format tab will
display a gallery or display a dialog box
appear. This provides quick access to all of
the tools you may need to modify and work
with a picture.

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SHOWING AND COLLAPSING THE RIBBON

The ribbon, valuable as it is, does occupy a operation or have it constantly minimised and
reasonable amount of space. To maximise your display the commands only briefly when a tab is
working space you can minimise the ribbon so selected.
only the tabs are visible, minimise it as a once-off

1
Try This Yourself:
Before starting this
exercise ensure Publisher
has started and you have
a blank publication
open…

Click on Collapse the

Ribbon in the bottom
right corner of the ribbon, 2
as shown
Though the tabs remain
visible, the rest of the
commands are hidden…
Click on one of the ribbon
tabs
The ribbon, including the
tabs and commands, will
display temporarily … 3

Click anywhere in the

publication to hide the
ribbon commands again
Now let’s display the
ribbon with tabs and
commands
permanently…
Click on one of the ribbon
tabs, then click on Pin 4
the ribbon in the bottom
right corner of the ribbon,
as shown

For Your Reference… Handy to Know…

To hide the ribbon: • If you wish to quickly collapse the ribbon to
• Click on Collapse the Ribbon in the bottom display only the tab names, you can either
right corner of the ribbon press + , or double-click on any tab
except for the File tab. These functions can
To display the ribbon:
also be used to expand the ribbon again.
• Click on Pin the Ribbon in the bottom right
corner of the ribbon

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UNDERSTANDING THE BACKSTAGE VIEW

The ribbon lets you work on the content in a using the File tab, lets you do something with the
publication so that you can add more content, file you create. You can save it for later use, print it
format it, insert pictures into it, copy it, and much on paper, send it via email, and more.
more. The Backstage view, which is accessed

The Backstage View

The File tab on the ribbon is
not a normal tab – as you can
tell by the fact that it is
coloured. Clicking on the File
tab launches a mini-program
within Microsoft Publisher
known as Backstage view.
Backstage, as it’s known for
short, occupies the entire
screen.
To the left of the Backstage is
a navigation pane which is
made up of tabs. These tabs
provide you with access to
various operations, such as
printing, saving and sharing.
They can also provide you
with information about your
publication such as the file
size.
Clicking on one of these tabs
displays a range of options
associated with the particular
operation.
The whole underlying purpose of Backstage is to let you protect your data, share it with others, and provide
you with valuable information about your publication. Depending on what type of publication it is and what
has been done to it, different information may display when the Info tab is selected.

Backstage Tabs
The Backstage tabs provide more options for working with a publication:

Info Provides status information about the current publication and lets you
manage versions and permissions.
New Lets you create a new publication and provides access to a gallery of inbuilt
templates as well as ready access to a range of online templates.
Open Provides a list of recent publications as well as the option to search through
your Computer, OneDrive or other place, to find what you are looking for.
Save Saves your current publication (if already saved to a location) or prompts
you to save to a location.
Save As Allows you to name your publication and save it to a location.
Print Lets you print the current publication and preview it.
Share Lets you share your publication with other people via email, as a PDF or
XPS.
Export Allows you to publish as PDF, XPS or online, or change the file type of your
publication, as well as options for saving and printing.
Close Closes your current publication.
Account Contains product and user information.
Options Presents you with a range of options which assist in the creation and
editing of your publication.

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 Microsoft Publisher 2016 - An Introduction

ACCESSING THE BACKSTAGE VIEW

The Backstage view provides you with options the left of the ribbon, but it can also appear when
for working on your publications and key keyboard shortcuts for specific commands are
information about the status of Publisher. It is used.
usually accessed by clicking on the File tab to

Try This Yourself:

Before starting this
exercise ensure
Publisher has started
and you have a blank
publication open…

Click on the File tab to

display the
Backstage
Ensure Info is
selected in the left
green pane to view
information relating to
your publication, such
as the Properties
Click on Print to see
the printing options
3
A preview of how the
publication will print
will appear…
Click on Account to
see the account
options and product
licensing information
Click on the Back
arrow at the top of the
green pane to close
Backstage and return
to the publication

4
Back arrow

For Your Reference… Handy to Know…

To access the Backstage: • You can close the Backstage by pressing
1. Click on the File tab .
2. Click on the desired tab in the green pane to
the left of the screen

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UNDERSTANDING THE STATUS BAR

The status bar is the bar across the bottom of the zoom in and out of the page. The status bar includes
Publisher window. It is a useful aid that displays tools that can change the publication view. You can
information such as the current page number and customise the status bar to change the information
details about a selected object. It also lets you that is shown.

1 2 3 4 5 6 7

Page Number The page number indicates how many pages are in the publication, and
which page is currently being displayed. You can click on the page number
to open and close the Pages navigation pane.
Object Position The Object Position displays the current location coordinates of the object
that is currently selected. Clicking on the Object Position will open the
Measure… dialog box, which allows you to modify the measurements of the
selected object. If no object is selected, the Object Position will display the
current location coordinates of the mouse pointer.
Object Size The Object Size displays the size of the currently selected object. As with
Object Position, clicking on Object Size will open the Measure… dialog
box.
Layout Tools The Layout tools allow you to change the way you view the publication.
You can choose to view the publication either as a Single Page or as a
Two-Page Spread.
Zoom Slider The Zoom Slider indicates the current zoom level, where the centre mark
indicates 100%. You can either drag the marker to the left or right, or click
on a specific point on the slider to set a zoom percentage. You can also
click on the plus or minus symbol at either end of the slider to zoom in or
zoom out.
Zoom Level This button displays the current zoom percentage. If you click on the button,
the Zoom dialog box will appear so that you can select a specific zoom
percentage.
Show Whole Clicking on Show Whole Page sets the zoom so that the entire current
Page page is visible in the window.

What appears on the status bar can vary greatly. Don’t be alarmed if the one on your screen doesn’t
exactly match the example shown above.
One way you can change your status bar is by right-clicking on the status bar itself and from the
shortcut menu selecting any additional tools you may want to add to it.

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EXITING SAFELY FROM PUBLISHER

After you have finished working on a publication, based applications, Publisher has a special exit
you need to exit safely from Publisher, to avoid command that you should use. You will usually be
not only losing your work, but also potentially prompted to save your work if you haven’t already.
damaging your computer. Like other Windows

1
Try This Yourself:
Before starting this
exercise, ensure
Publisher has started and
you have a blank
publication open…

Type your name

A text box will appear
2
over the whole page, with
your name in the top left
corner. Doing this has
made a change to your
publication, which means
you will be prompted to
save when you attempt to
exit…
Click on Close in the top
right corner of the
Publisher window
You will now be prompted
to save your publication if
you wish to retain your
data. The message you
receive will look like the
one shown. We have no
reason for keeping this
publication so we won’t
bother saving it…
Click on [Don’t Save] to
exit from Publisher

For Your Reference… Handy to Know…

To exit from Publisher: • You can close Publisher using the keyboard
1. Click on Close in the top right corner of the shortcut + .
Publisher window
2. If you want to keep your changes, click on
[Save], then specify a publication name and
location; otherwise click on [Don’t Save]

Page 13 Chapter 1 - Getting Started With Publisher

 Microsoft Publisher 2016 - An Introduction

NOTES:

Page 14 Chapter 1 - Getting Started With Publisher

 Microsoft Publisher 2016 - An Introduction

CHAPTER 2 YOUR FIRST PUBLICATION

INFOCUS

The ability to create a new publication is pivotal to working

successfully within Publisher. There are several basic skills you will
need to master in order to achieve this. These include being able to
type and edit text, work with objects, print, and the ability to save
information for future use (not necessarily in that order).

In this session you will:

✓ gain an understanding of how to plan a publication

✓ gain an understanding of publication types
✓ learn how to add and edit business information
✓ learn how to create a publication from a template
✓ gain an understanding of the Save As place
✓ gain an understanding of the Save As dialog box
✓ learn how to save a new publication
✓ learn how to insert text
✓ learn how to format text
✓ learn how to undo and redo actions in a publication
✓ learn how to save an existing publication
✓ learn how to view a preview of a publication
✓ learn how to print a publication
✓ learn how to close a publication safely.

Page 15 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

TIPS FOR PLANNING A PUBLICATION

While it may be tempting to start creating a clear idea of your intentions and requirements, you
publication without planning it first, thinking about may find yourself making changes that you
what you want to create before you get started otherwise would not have had to make, and end up
will save you time and energy later on. Without a with an unsatisfactory publication.

Aspect Impact on Publication Design

Purpose Identify what you are trying to achieve with this publication. Are you trying to
provide information, persuade people to make a decision or choice, motivate or
inspire individuals or teams, or set up a web page for reference purposes? The
purpose of your publication will determine its framework.

Theme Once you decide on the purpose of your publication, it is important to choose a
design that complements and is appropriate for that purpose. For example, a
template with bright colours and pictures might be great for communicating the
new plans for a children’s classroom or childcare centre, but would be
inappropriate for an accountant’s annual report.

Audience Consider who you are designing the publication for. Are they knowledgeable
about the subject or complete novices? What is their age, background, location
and position in the company? The design and language that you use must
reflect on who you are trying to communicate with.

Key Ideas Consider what the most important idea that you are trying to communicate is.
What other ideas do you introduce that are also key to the success of the
publication? These ideas must be the primary focus of your publication and
presented in a way that demands the attention of the audience.

Action Required Consider what action you want to take place as a result of your publication. Do
you want people to support your proposal? Do you want feedback on the
information you have provided? Maybe you need to include details that provide
a plan of action or contact information.

Time Frame The amount of time you have to complete the publication has a significant
impact on how you can prepare it. Do you have time to be pedantic about the
graphics or do you need something out in a hurry? Will you create your own
design, or settle on a standard design and allow more time to prepare the
content?

Stationery Consider the type of stationery you are planning to use. Do you require special
paper or pre-scored cards? Do you have them in stock? Do you have labels
that you need to match the dimensions of?

Form of If you need matching sets of publications, think about what you need overall.
Publication Are you looking to create a greeting card, flyer, tri-fold A4 page or letterhead
with matching envelopes? If you can’t find exactly what you have in mind in one
template category, you may find that you can use a template for a different type
of publication for your project. For example, a top fold card will create pages
that are exactly one quarter of an A4 page. You could use these to create four
identical images on one sheet of paper.

Page 16 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

UNDERSTANDING DIFFERENT TYPES OF PUBLICATIONS

Publisher provides you with a large assortment of and have been organised into different sections in
templates that you can use to create various order to make them easier to navigate.
types of publications. These templates can be
accessed from the New place in the Backstage

Accessing Publisher Templates

You can access Publisher templates by either displaying the Publisher start screen, or clicking on the
File tab, then clicking on New. Within the New place, templates have been organised into two sections –
FEATURED and BUILT-IN. The FEATURED section is designed to provide you with easy access to
templates that you use regularly. It contains an assortment of blank template options as well as
commonly used templates, and any templates that you have used recently. The FEATURED section is a
good starting place if you use the same template on a regular basis (for instance, if you publish a
monthly newsletter), or if you need to create a publication of a high standard quickly and easily;
however, your choices are limited by the range that is supplied, and you risk displaying a lack of
personal creativity by following strongly defined styles. This section will not display if you are not
connected to the internet.
The BUILT-IN section differs from the FEATURED section, as rather than displaying thumbnail previews
of particular templates, it displays a list of categories of different types of publications. These categories
are listed alphabetically so that you can easily find the type of publication you are looking for. Clicking on
a category will display thumbnail previews of templates based on the category they belong to. For
example, clicking on the Award Certificate category will display an array of different award certificate
templates with different layouts.
If you cannot find the appropriate template for your publication under either FEATURED or BUILT-IN,
you may wish to search for more online. You can use the Suggested searches options to find other
Brochure, Label, Card, Certificate, and Flyer ideas, or you can use the Search for online templates
box to search for something more specific.

BUILT-IN Categories
The BUILT-IN section contains an alphabetically ordered list of 26 different template categories, which
are listed below. Some of these categories in turn contain a list of subcategories (for example, the
Brochures category contains Informational, Price List, Event and Fundraiser subcategories), as well
as standard blank templates and blank templates sorted by stationery provider (allowing you to ensure
your publication exactly fits the stationery you will be printing it on). The templates stored in these
subcategories can be edited and modified in a variety of ways.

• Advertisements • Envelopes • Newsletters

• Award Certificates • Flyers • Paper Folding Projects
• Banners • Gift Certificates • Postcards
• Brochures • Greeting Cards • Programs
• Business Cards • Import Word Documents • Quick Publications
• Business Forms • Invitation Cards • Resumes
• Calendars • Labels • Signs
• Catalogues • Letterhead • With Compliments Cards
• E-mail ** • Menus
** Whereas the other 25 types are known as Publications For Print, E-mail designs are typically for use
in an online environment and are therefore structured somewhat differently.

Page 17 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

ADDING AND EDITING BUSINESS INFORMATION

Publisher can hold a record of your personal or this information automatically into any publication
business details – name, organisation, address, you create. If you are signed in with your Microsoft
phone, e-mail and the like. Once it is saved as a Account, Publisher may automatically import
Business Information Set, you can then enter information from there for your information set.

3
Try This Yourself:
Before starting this exercise,
ensure Publisher has started...

Create a blank publication,

then click on the Insert tab
Click on Business
Information in the Text
group, then select Edit
Business Information to
display the Create New
Business Information Set
dialog box
If the Business Information
dialog box is displayed
instead, click on [New…] to
c display the Create New
Business Information Set 6
dialog box…
Select the text in Individual
name, type Jim Wallis, then
complete the dialog box as
shown
Click on [Add Logo] to
display the Insert Picture
dialog box
Navigate to the course files
folder, click on Alpheius
Logo.jpg, then click on
[Insert]
Click on [Save] to display the
Business Information dialog
box
Click on [Close] to close the
dialog box and return to the
publication

For Your Reference… Handy to Know…

To create a business information set: • The Business Information dialog box
1. Click on the Insert tab, then click on enables you to create new profiles or edit
Business Information in the Text group current profiles. Clicking on [Update
2. Select Edit Business Information, then fill Publication] will update the publication with
out the details as required the details from the currently selected
business information set.
3. Click on [Save], then click on [Update
Publication] or [Close]

Page 18 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

CREATING A PUBLICATION FROM A TEMPLATE

Publisher provides you with a range of different have chosen a template, you can modify aspects of
templates to make creating effective publications the publication such as the colour scheme and the
quick and simple. All you need to do is select the font scheme.
template that will best suit your needs. Once you

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open a new,
blank publication...

Click on the File tab, click

on New, then click on
BUILT-IN to view the
categories of locally
stored templates
Click on Brochures to
display thumbnail
previews of built-in
brochure templates
Click on Bars under
More Installed
3
Templates to select this
template
In the right pane, click on
the drop arrow for Colour
scheme
Scroll down to and click
on Moss to apply this
colour scheme
Notice that all of the
thumbnails are updated
to demonstrate the
selected colour scheme...
Click on [CREATE] to
create a new brochure
based on the Bars
template
Notice that the JW_Work
business information set 6
is used by default

For Your Reference… Handy to Know…

To create a publication: • In addition to the templates that are built in to
1. Click on the File tab, then click on New Publisher, you can download more templates
for free from Office.com.
2. Select a category
3. Select a publication design, if available
4. Adjust the other settings using the right
pane, then click on [Create]

Page 19 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

THE SAVE AS PLACE

The Save As place will display when you open such as the folders on your computer or OneDrive,
the Backstage and click on Save As. It gives and provides you with the option of adding other
you easy access to locations (known as places places to save your publications to, such as
in Office) where you can save your publications, SharePoint.

The Save As Place

The Save As place displays automatically when you choose to save a new publication for the first time by
clicking on the File tab and clicking on Save. The Save As place will also display if you save an open,
existing publication to a new storage location by clicking on the File tab and clicking on Save As.
The Save As place lists storage places in the middle pane of the Backstage so they are easily accessible. By
default, Microsoft lists OneDrive at the top of the list. When you click on either OneDrive or This PC, a list of
recently accessed folders in that place will appear in the right pane, as well as the option to [Browse] the
folders.

OneDrive
OneDrive, or OneDrive.com, is an online file storage system hosted by Microsoft. Currently, Microsoft
provides you with 7GB of free cloud storage (or 20GB for Office 365 users) on OneDrive to store your files
and photos, sync files across your computers or storage devices, share specific files with friends and
colleagues, and edit and collaborate on Office files. You can access the latest version of your files from any
device with an internet connection, including mobile devices. You can also create new files directly in
OneDrive.
Before you can upload files to OneDrive, you will need to create a Microsoft account (which you will be
prompted to do the first time you try to save a file to OneDrive). From then on you can go to OneDrive and
sign in with your Microsoft account to access, view and share your online files.

Adding A Place
By default, the Save As place lists your OneDrive and This PC as places you can save your publications to.
However, you also have the option of adding SharePoint to this list. Clicking on Add a Place beneath Save
As will open a dialog box that will take you through the steps necessary for adding SharePoint. Once it is
added, SharePoint will appear in your list of available places.

Current Folder
If you have been working with a publication that has already been saved to a folder, the Save As place will
remember the location and display it under Current Folder at the top of the right pane so that you can easily
access it.

Recent Folders
If you have been working with publications stored in various folders, these folders will be listed under Recent
Folders in the right pane. You can save your publication to one of these folders by clicking on it under Recent
Folders and the Save As dialog box will open with that folder already selected. By default, five folders will
display under Recent Folders. However, you can change this by clicking on Options in the Backstage and
clicking on Advanced. Under Display, set the number of recent folders you wish to display between 0 and 20.

List of
available
storage
places

Page 20 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

THE SAVE AS DIALOG BOX

Once you have created a publication, it is vital permanent memory (such as the computer’s hard
that you save it if you plan to keep it. By saving a drive). To save the publication you must access
publication, you move the information from and use the Save As dialog box, as described
temporary memory to a source of more below.

Finding A Folder
No matter where you want to save your publication, you will have to use the Save As dialog box. This
dialog box allows you to choose a name for your publication and the location in which you wish to store it
so that you can easily access the publication again.
The Navigation pane, located on the left side of the dialog box, enables you to browse through the files
and folders in your computer or OneDrive in order to choose an appropriate location in which to save
your publication.
When you point to the Navigation pane, some folders will display a small, light grey, right-pointing arrow
– this indicates the folder contains subfolders. When you click on this arrow, the folder will expand to
display a hierarchy of subfolders. The arrow will then change to a small, dark grey, down-pointing arrow.
Click on a drive or a folder in the Navigation pane to identify the folder in which you want to save the
file. The current contents of the folder will display in the pane to the right of the dialog box.
You can also use the Address bar at the top of the dialog box to move up or down one or more levels in
the folder structure if desired. To do this, simply click on the name of the folder you wish to open in the
Address bar. For instance, in the example below clicking on Documents in the Address bar would
take you back to the Documents folder.

Navigation
pane Address bar

The contents of the folder

you have selected in the
Navigation pane will display
here (the Publications
folder in our case)

Page 21 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

SAVING A NEW PUBLICATION ON YOUR COMPUTER

Few things are more frustrating in the world of work regularly. Saving your work moves the
computers than doing an hour’s work and then information from the computer’s short-term memory
losing it all because the computer crashes. This (known as RAM), to long-term memory such as the
is one reason why it is important to save your hard drive so you can access it again later.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Your First
Publication_1.pub...

Click on the File tab,

click on Save As, then
ensure This PC is
selected under Save
As, as shown
Click on [Browse] to
open the Save As
dialog box
Type Brochure in File
name 5
Click on Local Disk
(C:) under This PC in
the Navigation pane
to display the folders
on the C: drive
The list of folders will
appear in the pane on
the right…
Double-click on
Course Files for
Microsoft Publisher
2016 in the right pane
Click on [Save] to
save the publication to 6
the Course Files
folder
Notice the new name
appears in the title bar
at the top of the screen

For Your Reference… Handy to Know…

To save a publication: • You can press the keyboard shortcut +
1. Click on the File tab, then navigate to the or click on Save in the Quick Access
Save As dialog box Toolbar to quickly save a publication.
2. Locate the desired save location
3. Type a File name, then click on [Save]

Page 22 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

INSERTING TEXT
Most publications that you create will require you templates provided by Publisher already have text
to enter text, whether it be a heading, an article boxes in them, allowing you to simply replace the
or a price list. In Publisher, text must be entered default placeholder text with your own information.
into a text box. The vast majority of the

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Your First
Publication_2.pub...

In the status bar, click

on Zoom In or Zoom
Out until the zoom is
set to 80%
Click in the heading in
the right panel of the 2
brochure, as shown
The current heading
will be selected and
the edges of the text
box will display...
Type Cultural Centre
Information
The placeholder text
is removed and the
new text takes its
place…
Click elsewhere in the
4
publication window to
see the changes more
clearly

For Your Reference… Handy to Know…

To insert text: • Options for modifying text boxes are
1. Click in the text box or the existing text that available in the Format Text Box dialog box,
you want to replace which you can access by clicking on the
dialog box launcher in the Text group on the
2. Type the desired text
Text Box Tools: Format tab.

Page 23 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

FORMATTING TEXT
To format text means to change the font, text If you want to change the text within a text box, the
colour, and/or the font size. Text can be changed text must first be selected – this indicates to
using the options in the Font group on the Text Publisher that you want to format the text and not
Box Tools: Format tab when a text box is active. the text box.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or

File

open the file Your First

Publication_3.pub...

In the status bar, click on

Zoom In until the zoom is
set to 100%
Click at the start of the
Cultural Centre
Information heading in the
right panel of the page
Hold down , then click 3
at the end of the heading to
select the text 8
Click on the Text Box
Tools: Format tab, then
click on the dialog box
launcher for the Font group
to display the Font dialog
box
Click on the drop arrow for
Font, then select Papyrus
Click on the drop arrow for
Font style, then select
Bold
Click on the drop arrow for
Size, then select 20
Ensure that Small caps is
ticked
Click on [OK], then click
elsewhere on the page to
deselect the text and view
the changes more clearly

For Your Reference… Handy to Know…

To format text: • You can access the Font dialog box from the
1. Select the text Home tab as well as the Text Box Tools:
2. Click on the Text Box Tools: Format tab, Format tab.
then click on the dialog box launcher for the • Click on Help for more information about
Font group each of the font formatting options in the
3. Select the desired options, then click on Font dialog box.
[OK]

Page 24 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

USING UNDO AND REDO

If you find that you have inadvertently deleted, operation enables you to revert the publication
changed or moved text or an object, you can back to the way it was before you made a change,
undo the changes that were made and revert to a while the Redo operation reverses an Undo
previous version of the publication. The Undo operation, redoing the change.

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Your First
Publication_4.pub...

Ensure that the zoom is

set to 100%
Triple-click in the text
6
above the main heading
to select it
Press to delete it
Let’s undo the
deletion...
Click on Undo in the
Quick Access Toolbar

¶ The deleted paragraph

will be reinstated...
Select Information in
the main heading, then
type Facilities
Click on Undo in the
7
Quick Access Toolbar
The text will revert back
to the original wording…
Click on Redo in the
Quick Access Toolbar
The text will change
back to the new wording

For Your Reference… Handy to Know…

To undo previous actions: • You can use the keyboard shortcut +
• Click on Undo in the Quick Access Toolbar to quickly undo the previous action.
To redo an undone action: Alternatively, hold down and press
repeatedly to undo consecutive actions.
• Click on Redo in the Quick Access Toolbar

Page 25 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

SAVING AN EXISTING PUBLICATION

Once a publication has been named and saved crashes. However, you must still save the
for the first time, you can open and close it at will publication regularly while you are working on it to
and work in full confidence that, unless it is ensure you do not lose any information you have
deleted, it is reasonably safe from computer added since the last time you saved it.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Your First
Publication_5.pub...

Double-click on the word

Facilities in the main
heading to select it
Press
The word is deleted…
1
Click on the File tab to
display the Backstage,
then click on Save to
save the changes made
up to this point
Let’s make another
change and use a
different method to save
it...
Triple-click on the main
heading to select it 2
Click on the Home tab,
click on the drop arrow 5
for Size in the Font
group, then select 28
Click on Save on the
Quick Access Toolbar
to save the publication
again

For Your Reference… Handy to Know…

To save an existing document: • You can use the keyboard shortcut +
• Click on the File tab, then click on Save, or to quickly save your changes.
• Click on Save in the Quick Access Toolbar

Page 26 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

PREVIEWING A PUBLICATION
The Print place in the Backstage view enables selected, so it gives you a more accurate idea of
you to view the publication as it would appear on how the publication will print than by viewing it in
paper before you commit to printing it. The the design window.
preview is determined by the printer you have

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Your First
Publication_6.pub...

Click on the File tab,

then click on Print
A preview of your
publication will be
displayed in the right
pane, with a range of
options to the left…
Use the Zoom Slider
to set the zoom to
100%, as shown
Click on Fit to Sheet
to return to a full page 3
view, as shown
Click on the drop arrow
for Composite RGB in
Settings, then select
Composite Greyscale
This enables you to
see how your
publication would
appear if printed in
black and white...
Repeat step 4 to return
the setting to
Composite RGB
Click on the Back
arrow to close the
preview

For Your Reference… Handy to Know…

To preview a publication: • As well as using the File tab to access the
1. Click on the File tab, then click on Print printing options in Backstage, you can also
press + .
2. Click on the Back arrow to exit Print
Preview

Page 27 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

PRINTING A PUBLICATION
Traditionally, printing means producing your ready to be sent to professional printers. Publisher
publication on paper, but in today’s web and enables you to choose which printer to use, how
online world, it might mean printing to the web, many copies to make, which pages to print and
printing to another file, or packing the publication even to specify special page options.

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Your First
Publication_7.pub...

Click on the File tab,

then click on Print
The printer options
shown will depend on
the setup of your
particular computer and
printer. Notice that there
are a range of options
available for you to
customise your printing
process...
Click on the drop arrow
under Printer to see a 5
range of available
places to print to
Select the desired
printer
Select the desired
options under Settings
You can choose to
change from the default
settings for a range of
options, including which
pages to print…
Click on [Print] to print
the brochure, or click on
the Back arrow to return
to the publication
without printing

For Your Reference… Handy to Know…

To print a publication: • The options listed under Settings in the
1. Click on the File tab, then click on Print middle pane of the Print place in the
Backstage will vary depending on the type
2. Select the appropriate settings
of publication you are printing.
3. Click on [Print]

Page 28 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

SAFELY CLOSING A PUBLICATION

When you create a new publication, a separate open publication when you have finished with it.
Publisher window is opened. To ensure that you When you close a publication you will be prompted
do not end up with multiple copies of Publisher to save any changes that you might not have
open on your computer, you should close the already saved.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Your First
Publication_8.pub...

Click on the File tab,

then click on Close
If you attempt to
close a publication
that has changed
since it was last
saved, or if you
attempt to close an
unsaved publication,
a dialog box will
appear asking if you
want to save the
changes...
If a message appears
asking if you want to
save changes to the
publication, click on
[Don’t Save]
The open publication
closes and is
replaced by the New
options in Backstage 2
view

For Your Reference… Handy to Know…

To close a publication: • If you have more than one publication open,
1. Click on the File tab, then click on Close you can swap between them by clicking on
the View tab, then clicking on Switch
2. If a message appears asking you to save
Windows > publication name.
your changes, click on [Save], or
• You can use the keyboard shortcuts
Click on [Don’t Save]
+ or + to close a publication.

Page 29 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

NOTES:

Page 30 Chapter 2 - Your First Publication

 Microsoft Publisher 2016 - An Introduction

CHAPTER 3 DESIGN AND LAYOUT

INFOCUS

There is much more to a publication than the visual elements such

as the pictures and text. The “skeleton” of a publication, as it were,
consists of the foundations that these elements are built onto, such
as page size and orientation, margins and guides. These layout
elements, along with design elements such as colour schemes, font
schemes and backgrounds, provide a basis for your publication to
which you can then go on to add objects and information.

In this session you will:

✓ learn how to change the page orientation

✓ gain an understanding of page sizes
✓ learn how to create envelopes
✓ learn how to create labels
✓ learn how to create folded cards
✓ learn how to change margin guides
✓ learn how to create grid guides
✓ learn how to create ruler guides
✓ learn how to use guides
✓ learn how to use colour schemes
✓ learn how to use font schemes
✓ learn how to create a fill background
✓ learn how to create an image background.

Page 31 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

PAGE ORIENTATION
Most Publisher templates are designed to be orientation of the page is portrait, with the shorter
printed on sheets of paper (the exception being sides horizontal and the longer sides vertical.
the email templates). The default paper size is Landscape orientation turns the page so that the
21cm x 29.7cm, and is known as A4. The default page is wider than it is tall.

Try This Yourself:

Before starting this
Open

exercise you MUST

File

open a new, blank

publication...

Click on the Page

Design tab, then click
on the dialog box
launcher for the Page
Setup group to display
the Page Setup dialog
box
The settings shown
here are used by 1
Publisher to create new
standard, blank
publications. Here we
can see that the paper
size is A4 with portrait
orientation...
Click on [Cancel] to
close the dialog box
On the Page Design
tab, click on
Orientation in the
Page Setup group,
then click on
Landscape
This orientation is
useful for publications
such as brochures and
award certificates

For Your Reference… Handy to Know…

To change the page orientation: • If you think you will need to change the page
1. Click on the Page Design tab orientation of your publication, it is advisable
to do so before you insert anything or apply
2. Click on Orientation in the Page Setup
any changes – while it is still a blank page.
group
Changing the orientation of a page which has
3. Click on Landscape or Portrait objects on it will cause them to become
displaced, forcing you to move them all.

Page 32 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

UNDERSTANDING PAGE SIZES

Due to the wide range of stationery and print your publication will be printed on the right paper
publication choices available, Publisher provides size, whether it be an envelope, a letter, labels, or a
you with a number of page size options for your poster.
publications. These options help to ensure that

Page Sizes
You can see the full range of paper and page sizes available in Publisher by clicking on More Blank
Page Sizes in the Publisher start screen or in the New place on the File tab, or by clicking on the Page
Design tab, clicking on Size in the Page Setup group, then selecting More Preset Page Sizes. The
More Blank Page Sizes gallery is divided into four sections:
• Standard Page Sizes, which lists all the standard paper sizes on which you can create and
ultimately print your publication;
• Custom, which allows you to create your own page size;
• Publication Types, which contains an assortment of blank publication templates; and
• Manufacturers, which provides you with blank publication templates designed to fit stationery
from specific manufacturers, such as Post-It notes.
It is important to remember that the options in Publication Types and Manufacturers are just blank
templates; for example, if you choose to make a large banner using a template from the Posters
category in Publication Types, it will appear to be one large piece of paper as you are creating it, but it
will print over several sheets of A4 paper.
Standard Page Sizes
Publisher allows you to choose from nine different standard paper sizes on which to create your
publication: A4, A5, A3, B5, B4, Letter, Executive, Legal, and Tabloid. All of these are available in
portrait and landscape orientation. Even if you use a template, your publication will be printed on one of
these paper sizes, A4 being the default size. Before printing your publication, ensure that you have
paper in the size that you intend to print on, and that your printer is capable of printing on this size.

Publication Types
This section groups a selection of blank templates into categories, such as mailing labels and posters.
This can be useful if you want to create your own publication from scratch, but don’t want the hassle of
creating the required margins, guidelines, and so on. If you choose a template from this section and use
it to create a publication, it will be printed on A4 paper (or other size of your choice) unless a different
size is specifically stated. You can also access various stationery manufacturer options in some of the
categories.
Stationery Manufacturer Templates
Here you can find a range of stationery templates sorted by manufacturer. You might like to use this
option if you are creating a publication to be printed by a printing service, or if you have specific
stationery which you need to align to. For example, if you are creating a set of mailing labels and you
know that your label printer will print them on sheets of labels from Staples, you can select the specific
product that you will be printing on so that your publication will be automatically aligned.

Page 33 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

CREATING ENVELOPES
You can choose to create envelopes from a as a business-sized envelope, which is about a
publication template or from scratch. The most third of an A4 page. Once you have an envelope-
commonly used envelopes are C6, which is a sized publication set up, you can modify it just like
quarter of an A4 page, and DL, commonly known any other publication.

1
Try This Yourself:
Before starting this
exercise ensure that a
blank publication is
displayed...

Click on the Page

Design tab, click on
Size in the Page
Setup group, then
select More Preset
Page Sizes to display
the Preset Page
Sizes dialog box
Click on Envelopes in
Publication Types to
see a gallery of
envelope size options
Click on DL 22 x
11cm to select it, then
click on [OK]
The envelope is now
ready for you to add
any design elements
you like

For Your Reference… Handy to Know…

To create envelopes: • Before attempting to print envelopes, ensure
1. Click on the Page Design tab that your printer is equipped to do so. If it
2. Click on Size in the Page Setup group, then isn’t, you may need to get your envelopes
select More Preset Page Sizes printed by a commercial printing service.
3. Click on Envelopes in Publication Types
4. Click on the desired envelope size, then click
on [OK]

Page 34 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

CREATING LABELS
Labels can be created using a publication be careful to select label dimensions that match
template or from scratch. The label options in your actual sheets of labels and adjust the side, top
Publisher are designed for Letter paper (8½ x 11 and inner margins if necessary.
inch) or for A4 paper (21 x 29.7 cm). You must

4
Try This Yourself:
Before starting this
exercise you ensure
that a blank publication
is displayed...

Click on the Page

Design tab, click on
Size in the Page Setup
group, then select
More Preset Page
Sizes to display the
Preset Page Sizes
dialog box
Click on Mailing
Labels in Publication
Types
Click on Avery A4/A5
in Manufacturers
Scroll to and click on
L7162 to select it
The preview shows us
that 16 labels will print
on each page…
Click on [OK] to create
the label

For Your Reference… Handy to Know…

To create labels: • Avery labels prefixed with J or L are
1. Click on the Page Design tab, click on Size designed for A4 paper.
in the Page Setup group, then select More
Preset Page Sizes
2. Click on Mailing Labels, then click on a
Manufacturer
3. Click on a label type, then click on [OK]

Page 35 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

CREATING FOLDED CARDS

The Booklet and Folded Card options are used publications, as one sheet of paper can hold two or
to create books or cards. It is important to four publication pages. When you print the
remember the difference between publication publication, the paper is folded so that the pages
pages and sheets of paper when making these are in order.

5
Try This Yourself:
Before starting this exercise
ensure that a blank publication is
displayed...

Click on the Page Design tab,

click on Size in the Page Setup
group, then select More Preset
Page Sizes to display the Preset
Page Sizes dialog box
Click on Greeting Cards in
Publication Types, click on ¼ A4
Side Fold 10.5 x 14.8cm to select
it, then click on [OK]
A message will be displayed
asking if you want to automatically
insert three more pages, as the
publication requires four…
Click on [Yes] to add three more
pages to the publication and
create a card
Let’s see how the card works…
Click on the Insert tab, click on
Shapes in the Illustrations
group, then click on the Smiley
Face in Basic Shapes
Click and drag to draw the shape
as shown
Click on the File tab, then click on
Print to view a preview of the
publication
The first page of the publication
only takes up a quarter of an A4
page…
Press to close the Backstage
6

For Your Reference… Handy to Know…

To create folded cards: • There are different types of folding cards.
1. Click on the Page Design tab, click on Size You can choose half or quarter sized pages,
in the Page Setup group, then select More as well as choosing between A4 and Letter
Preset Page Sizes sized paper.
2. Click on Greeting Cards in Publication
Types, click on a type of card, then click on
[OK]

Page 36 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

CHANGING MARGIN GUIDES

The margin guides are the blue lines on the top, and allow you to align objects in relation to each
bottom and sides of each page in a publication. other and the page. The margin guides are set to
These guides allow you to keep a consistent Moderate by default, but you can change them to
amount of blank space on each side of the page, another preset option or create your own.

2
Try This Yourself:
Before starting this exercise
Open
File

you MUST open a new, blank

publication...

Click on the Page Design tab

Let’s see what the page looks
like with wider margins…
Click on Margins in the Page
Setup group, then click on
Wide
The margin guides move
inward and the margins
become bigger. Now let’s see
what narrow margins look
like…
On the Page Design tab, click
on Margins in the Page Setup
group, then click on Narrow 4
The margins move outward…
Repeat step 3 to click on None
The margin guides move to the
very edges of the page. This
option is not advisable for a
print publication as not all
printers are capable of printing
to the edges of pages…
Repeat step 3 to click on
Moderate
The margin guides return to
their original positions

For Your Reference… Handy to Know…

To change the margin guides: • The margin guides do not appear on the
1. Click on the Page Design tab, then click on printed publication.
Margins in the Page Setup group • When you drag an object and it aligns with a
2. Click on Wide, Narrow, Moderate or None, margin guide, the guide will turn a darker
or shade of blue until you release the mouse
Select Custom Margins to create your own button. This is to help you with alignment.

Page 37 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

CREATING GRID GUIDES

Grid guides are used to assist in the placement margin guides around the page. If you require
of objects on the page of a publication. When you additional guides, you can create them using Grid
create a new publication from scratch there are Guide settings in the Layout Guides dialog box.
no layout guides presented other than the You can create as many guides as you need.

3
Try This Yourself:
Before starting this exercise
ensure that a blank
publication is displayed...

Click on the Page Design

tab, click on Guides in the
Layout group, then select
Grid and Baseline Guides
to display the Layout
Guides dialog box
This displays the current
guides – grid guides are
currently set to one column
and one row... 4

Click on the up spinner

arrow for Columns to
change the value to 2
Click on the up spinner
arrow for Rows to change
the value to 2
Click on [OK] to apply the
new guides to the
publication
Let’s see what happens if
we insert another page…
Click on the Insert tab,
then click on the top half of
Page in the Pages group to
insert a new, blank page
The grid guides also
appear on this page

For Your Reference… Handy to Know…

To create grid guides: • Grid guides appear on every page in a
1. Click on the Page Design tab, click on publication and they can only be moved in
Guides in the Layout group, then select the Master Page view. If you only want
Grid and Baseline Guides guides on one page, you might prefer to use
ruler guides.
2. Adjust the settings as desired, then click on
[OK]

Page 38 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

CREATING RULER GUIDES

Ruler guides are similar to grid guides in that page, and can easily be moved. You can insert
they are guidelines on the page which help you to ruler guides from the Page Design tab, or by
align design elements. However, ruler guides are clicking and dragging the rulers at the left and top
green instead of blue, are only inserted on one of the publication window.

3
Try This Yourself:
Before starting this
Open

exercise you MUST

File

open a new, blank

publication...

Click on the Page

Design tab, then click on
Guides in the Layout
group
A menu of ruler guide
options is displayed…
Click on 3 Columns
with Heading, the
second option in the first
row
The ruler guides are
applied to the page…
Point to the top
horizontal ruler guide
until the mouse pointer
changes to a double
headed arrow, then click
and drag it up, as shown
Let’s insert a ruler guide
another way…
Point to the ruler to the
left of the publication
window until the mouse
pointer changes to a
double headed arrow
Click and drag to the
right to create a ruler
guide, then drag it onto
the page, as shown
5

For Your Reference… Handy to Know…

To create ruler guides: • Unlike grid guides, ruler guides only appear
• Click on the Page Design tab, click on on the page on which they were inserted.
Guides in the Layout group, then select a
preset option, or
• Point to one of the rulers in the publication
window, then click and drag onto the page

Page 39 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

USING GUIDES
Once you have learned how to insert guides, you activated if you move objects by dragging them
need to know how to use them. Guides are used with the mouse; you cannot use the guides while
to align objects to each other as well as to nudging objects using the arrow keys.
different points on the page. They will only be

2
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file

Design And Layout_1.pub…

Select the text box closest to

the bottom of the page
This text box contains
information regarding times
and prices for the
exhibition…
Drag the text box down and 3
to the left, so that the text
box is centred horizontally
on the page and the top of
the text box aligns with the
bottom grid guide, as shown
A pink guideline will appear
down the centre of the page
when the text box is
centred…
Click and drag the pictures
to align them, as shown
Select the text box
containing the text 5
Featuring major
projects…, drag it to align it
to the centre of the page,
then align it to the bottom of
the top grid guide
Click and drag the WordArt
heading and the text box at
the top of the page to align
them to the centre of the
page, as shown

For Your Reference… Handy to Know…

To align objects to guides: • Pink guides only appear in certain situations,
1. Select the object such as when the edges of two objects are
aligned, or when an object is aligned to the
2. Drag it to the desired guide until the guide is
centre of the page.
activated

Page 40 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

USING COLOUR SCHEMES

Publisher provides you with a selection of colour applied to different elements of your publication.
schemes to choose from when creating your Different colour schemes are appropriate for
publication. Each colour scheme consists of eight different situations – some colour schemes are
complementary colours, which are automatically quite subtle, while others are very bright.

Try This Yourself:

Before starting this
Open

exercise you MUST

File

open the file Design And

Layout_2.pub...

Click on the Page

Design tab, then click on
the More arrow for the
Colour Schemes gallery
in the Schemes group to
display the full gallery of
colour schemes
The current colour
scheme is Waterfall…
Click on Floral under
Built-In (classic) to
apply this colour scheme 2
This colour scheme is a
little too bright for an
Employee of the Month
certificate…
Repeat steps 1 and 2 to
apply the Civic (under
Built-In) colour scheme
This colour scheme is
much more subtle. Let’s
find something a little
more interesting…
Repeat steps 1 and 2 to
apply the Tropics (under
Built-In (classic)) colour
scheme

For Your Reference… Handy to Know…

To change the colour scheme: • You can preview different colour schemes
1. Click on the Page Design tab using Live Preview – simply point to a colour
scheme in the gallery without selecting it
2. Click on the More arrow for Colour
Schemes in the Schemes group • You can create your own colour scheme.
3. Select a colour scheme After clicking on the More arrow for the
Colour Schemes gallery, select Create New
Colour Scheme.

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 Microsoft Publisher 2016 - An Introduction

USING FONT SCHEMES

Similar to the colour schemes, Publisher provides heading font, which will be applied to the headings
you with groups of fonts which work well in the publication, and a body font, which will be
together. These groups of fonts are known as applied to the rest of the text.
Font Schemes. Each font scheme features a

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Design And
Layout_3.pub...

Click on the Page Design

tab, then click on Fonts in
the Schemes group to
display a gallery of options
Click on Calligraphy
under Built-In to apply this
font scheme to the
publication
This font scheme uses a
font which is small by
default. We could make all 2
the text bigger, but we’ll
change to a different font
scheme instead…
Repeat step 1, then scroll
to and click on Casual
under Built-In (classic) to
apply this font scheme
Let’s find a more
appropriate font scheme
for this publication…
Repeat step 1, then scroll
to and click on Offset
under Built-In (classic) to
apply this font scheme

For Your Reference… Handy to Know…

To change the font scheme: • As with colour schemes, you can view font
1. Click on the Page Design tab schemes in Live Preview and create your
own font scheme. You might find this useful if
2. Click on Font in the Schemes group
you create several publications and need to
3. Select a font scheme consistently use the same fonts.

Page 42 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

CREATING A FILL BACKGROUND

There may be times when you want to create a such as a fill or a pattern, can enhance your
background for your publication, perhaps to publication without distracting the reader from the
make it stand out more or to make it more information you are trying to convey.
interesting to look at. A basic, subtle background,

4
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file

Design And Layout_4.pub...

Click on the Page Design

tab, then click on
Background in the Page
Background group to
display a gallery of options
Click on 30% tint of Accent
2, the second option in the
second row under Solid
Background
Let’s find something a little
more interesting…
Repeat step 1, then select
More Backgrounds to
display the Format
Background pane
Click on Pattern fill to select
it, then click on the Solid
diamond pattern, as shown
Click on the drop arrow for
the Foreground colour, then
select Hyperlink (RGB
(51,153,0)), Lighter 80%,
the sixth option in the
second row
Click on the drop arrow for
the Background colour,
then select Accent 3 (RGB
(214, 224, 214)), the fourth
option in the top row
Click on [OK] to apply the
background
7

For Your Reference… Handy to Know…

To create a fill background: • When creating a fill background, be careful
1. Click on the Page Design tab, then click on not to use a colour or pattern that will
Background in the Page Background overpower the rest of your publication. A
group background that is too bright or too
2. Select an option, or eye-catching can distract the reader or make
the text difficult to read.
Select More Backgrounds, select the
desired options, then click on [OK]

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 Microsoft Publisher 2016 - An Introduction

CREATING AN IMAGE BACKGROUND

Fills and patterns aren’t your only options for publication. The higher the transparency, the more
backgrounds – you can also choose to use an washed-out the image will appear. This can help
image. After choosing an image, you can set its you to ensure that the background image doesn’t
transparency before applying it to the overpower the rest of the publication.

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Design And
Layout_5.pub...

Click on the Page Design

tab, click on Background
in the Page Background
group, then select More
Backgrounds to display
the Format Background
pane
Click on Picture or
texture fill to select it
Under Insert picture
from, click on [Online] to
display the Insert
Pictures pane
Click in the search box for
Bing Image Search, type
golf, then press
Click on the first image to
select it, then click on
[Insert]
Click and drag the slider
for Transparency to set it
to 85%
Click on [OK] to apply the
new background

For Your Reference… For Your Reference (cont.)…

To create an image background: 4. Navigate to the desired picture, select it,
1. Click on the Page Design tab, click on then click on [Insert]
Background in the Page Background 5. Set the transparency as desired
group, then select More Backgrounds 6. Click on [OK].
2. Click on Picture or texture fill
3. Click on the location from which to insert the
picture

Page 44 Chapter 3 - Design and Layout

 Microsoft Publisher 2016 - An Introduction

CHAPTER 4 WORKING WITH TEXT

INFOCUS

Publisher provides you with an assortment of tools to enhance the

appearance of your publication, including tools to enhance the text.
Once you have learnt how to insert text, you can change its size
and colour, turn it into WordArt, or choose from a range of
typography options and other effects. These options can all help to
make some pieces of text stand out more than others, but be aware
that using them too much can make your publication look cluttered
and confusing.

In this session you will:

✓ learn how to create a text box

✓ learn how to modify a text box
✓ learn how to import text
✓ learn how to check the spelling in a publication
✓ learn how to select text
✓ learn how to apply colour to text
✓ learn how to create WordArt
✓ learn how to format WordArt
✓ learn how to apply text effects.

Page 45 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

CREATING A TEXT BOX

Text boxes are objects designed to hold text. text behaves, such as the ability to change the
Like other objects, they can be resized, moved, margin between the box and the text, wrap text
grouped, aligned and formatted. Text boxes have around objects, connect text boxes to each other,
other special properties to control the way the and create columns.

Try This Yourself:

Before starting this
Open

exercise you MUST open

File

the file Working With

Text_1.pub… 1

Click on the Home tab,

then click on Draw Text
Box in the Objects group
The mouse pointer will
change to a crosshair...
Click below the Welcome
heading and drag to
create a text box as
shown
Notice that the border of
the text box is a solid line
when it is selected…
Click elsewhere on the
page to deselect the text
box
It seems to disappear…
Point to the text box 2

The mouse pointer

changes shape, and the
border of the text box is
displayed as a dotted line,
indicating it is not
selected…

For Your Reference… Handy to Know…

To create a text box: • If you want to draw a square text box, hold
1. Click on the Home tab, then click on Draw down while you draw the text box.
Text Box in the Objects group
2. Position the cursor, then click and drag to
draw a text box
3. Release the mouse button

Page 46 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

MODIFYING A TEXT BOX

As with most creative processes, you may find text box, it will be exactly the right size for your
yourself constantly making small changes to your needs. Fortunately, it is very simple to resize text
publication. This includes making changes to text boxes, and Publisher even helps you to line them
boxes. It is unlikely that every time you create a up with other objects on the page.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file Working With
Text_2.pub...

On the front page of the

publication, click in the
text box under the
Welcome heading to
make it active
Point to the square
resize handle on the
bottom border of the
text box so the mouse
pointer changes to a
double-headed arrow
3
Click and drag the
handle down until a pink
guideline appears, as
shown, then release the
mouse button
The text box is now
longer…
Repeat steps 2 and 3
for the square resize
handle on the right
border of the text box,
then click and drag the
handle across to the
right page margin to
make the text box wider,
as shown

For Your Reference… Handy to Know…

To resize a text box: • You can adjust the length and width of a text
1. Point to the resize handle on the border you box at the same time by clicking and
want to move dragging one of the circle resize handles on
the corners of the borders.
2. Click and drag the resize handle until the text
box is the desired size • The pink guidelines that appear when you
move or resize objects help you to line them
up with other objects on the page.

Page 47 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

IMPORTING TEXT
Publisher allows you to type text directly into a Normal style settings. If you format your text before
text box or to import it from another source, such importing (for example, in Microsoft Word), make
as a word processing program. Imported text sure that you create styles in Word to protect the
automatically reformats to match Publisher’s formatting and apply them to the text.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_3.pub...

Ensure that the text box

below the Welcome
heading is active
Click on the Insert tab,
then click on Insert File
in the Text group to
display the Insert Text 3
dialog box
Navigate to the course
files folder, then locate
and click on Newsletter
Text_1.docx
Click on [OK] to insert
the text from the file into
the publication
The text is converted
into Publisher format
and placed in the text
box

For Your Reference… Handy to Know…

To import text to a publication: • If the imported text doesn’t fit in the specified
1. Click in the text box where the text will be text box, Publisher will place some of the text
imported in the specified text box, then create a new
2. Click on the Insert tab, then click on Insert text box on a new page for the excess text.
File in the Text group You may have to experiment with the text
formatting if you wish to make all of the text
3. Navigate to the file the text will be imported
fit in the one text box.
from, then click on [OK]

Page 48 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

CHECKING SPELLING
Publisher uses the spell check function that is these to you with suggested changes. Be aware
provided by Microsoft Office. Spell check that spell check often stops on less common words
analyses your text and checks for spelling and names that are spelt correctly, because they
mistakes and repeated words, then presents aren’t in its dictionary.

1
Try This Yourself:
Continue using the previous file
Same
File

with this exercise, or open the

file Working With Text_4.pub...

Click in the first line of the text

box under the Welcome
heading, click on the Review
tab, then click on Spelling in
the Proofing group to open
the Check Spelling dialog box
2
It might display Alpheius, which
is spelled correctly....
Click on [Ignore] to skip it if
necessary and display the next
possible error – musicans
Click on [Change] to accept
the highlighted suggestion
Click on the correct spelling of
annual in Suggestions, then
click on [Change] to correct it Click on the Check all stories tick box so it appears ticked,
to ensure Publisher checks all text boxes in a publication.
Click on [Change] to correct
discussion
A message will appear asking
you if you would like to check
the rest of the publication…
Click on [Yes], then click on
[Ignore] for any remaining 5
queries
A message will appear letting
you know that the spelling 6
check is complete…
Click on [OK] to return to the
publication

For Your Reference… Handy to Know…

To check spelling: • If the spelling checker stops on a common
1. Click on the Review tab, then click on word that is spelt correctly, click on [Add].
Spelling in the Proofing group The word will be added to the dictionary and
2. Click on [Change], [Add] or [Ignore] as ignored in future spelling checks.
required • If the spelling checker stops on a correctly
3. Click on [Yes] to check other text boxes spelt name that appears several times, click
4. Click on [OK] on [Ignore All] to skip these instances.

Page 49 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

SELECTING TEXT
Before you can make changes to text in a and the location of the text. You will probably find
publication, you first need to select the text to be that you will use each of the selection methods at
changed. There are several ways to achieve this, different times.
depending on how much text is to be selected

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_5.pub...

Click in the first word of

the text below the
Welcome heading
Click and drag to the end
of the second paragraph
of the text, then release
the mouse button
The first two paragraphs
of text are selected…
Click away from the text
2
to deselect it, then click in
the first word of the text
again
Hold down , then
click at the end of the
third paragraph of the text
The first three
paragraphs of text are
selected…
Click away from the text
to deselect it, then click
anywhere in the text box
Press +
All of the text in the text
box is selected…
Click anywhere in the text
box to deselect the text

For Your Reference… Handy to Know…

To select text: • Using the + method to select all of the
1. Click at the start of the text to be selected text in a text box can be especially useful if
2. Click and drag to the end of the text to be there is text in the box that you can’t see (i.e.
selected, or text that doesn’t fit in the box and is therefore
‘overflowing’). The text that isn’t visible will
Hold down and click at the end of the be selected as well as the visible text.
text to be selected

Page 50 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

APPLYING COLOUR TO TEXT

Colours allow you to add impact to text. Colour the active colour scheme. This ensures that you
can indicate a particular mood for a publication or can create a colour co-ordinated publication very
reflect the corporate image of the business. The easily. Alternatively, you can bypass the scheme
initial offering of colour choices is determined by and choose different colours.

4
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Working With

Text_6.pub...

Select all of the text in the

text box below the Welcome
heading
Click on the Home tab, then
click on the drop arrow for
Font Colour in the Font
group to display a gallery of
options
The colours belonging to the
current colour scheme are
displayed, as well as
Standard Colours…
Select More Colours to
display the Colours dialog
box
Click on a pink colour, as
shown, then click on [OK] to
apply this colour to the text
Click away from the text to
see the changes more clearly
This colour makes the text a
little difficult to read. Let’s
change it back to black…
Repeat steps 1 and 2, then
click on Main (Black) under
Scheme Colours to change
the colour of the text
Click away from the text to
see the changes
5

For Your Reference… Handy to Know…

To change font colour: • The Custom tab of the Colours dialog box
1. Select the text provides you with a colour scale. This allows
2. Click on the Home tab, click on the drop you to choose a more specific colour rather
arrow for Font Colour in the Font group, than choosing from the colours on the
then select More Colours to display the Standard tab.
Colours dialog box
3. Select the desired colour, then click on [OK]

Page 51 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

CREATING WORDART
WordArt is decorative text usually pre-formatted WordArt gallery, then type the word(s) that you
with a colour fill, border, shadow, font and a want. Publisher will take the text you provide and
creative shape for the word(s). To create format it according to the design you’ve selected.
WordArt, simply select a design from the Quick, easy and very impressive!

4
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_7.pub...

Click on Page 4 in the

Pages navigation pane to
make it active
Click on the Insert tab,
then click on WordArt in
the Text group
A gallery of options is
displayed…
Select the third option in
the first row under
WordArt Transform
Styles to display the Edit
WordArt Text dialog box
In Text, type Greening
the Globe
Click on [OK] to insert the
WordArt into the
publication
A new tab appears on the
ribbon – the contextual
WordArt Tools: Format
tab…
Click and drag to
reposition the WordArt as
shown

For Your Reference… Handy to Know…

To create WordArt: • You can create WordArt from existing text.
1. Click on the Insert tab, then click on Simply select the text, then navigate to the
WordArt in the Text group Edit WordArt Text dialog box. The text you
selected will appear in the Text box in the
2. Select a design to display the Edit WordArt
dialog box.
Text dialog box
3. Type the required text, then click on [OK]

Page 52 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

FORMATTING WORDART
As with all of the objects in Publisher, WordArt WordArt dialog box. You may decide to completely
has many options for applying formatting to text. change the formatting or merely make a minor
These include the fill and line colours and effects change to suit the look and feel of your publication.
which are applied or modified using the Format

5
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_8.pub...

Ensure the last page of

the publication is active,
then click on the WordArt
to select it
Click on the WordArt
Tools: Format tab, then
click on the dialog box
launcher for the WordArt
Styles group to display
the Format WordArt
dialog box
Under Fill, click on the
drop arrow for Colour,
then click on the green
colour Accent 1 (RGB
(51, 102, 0)), Lighter 60%
Click on the slider for
Transparency, then drag
it to the left until it is set to
35%
Under Line, click on the
drop arrow for Colour,
then click on the green
colour Accent 1 (RGB
(51, 102, 0)), Lighter 40%
Click on [OK] to make
6
these changes to the
WordArt, then click away
from the WordArt to
deselect it

For Your Reference… Handy to Know…

To format WordArt: • You can access the Format WordArt dialog
1. Select the WordArt to format box by right-clicking on the WordArt to be
2. Click on the WordArt Tools: Format tab, formatted, then selecting Format WordArt.
then click on the dialog box launcher for the
WordArt Styles group
3. Change the settings as desired, then click on
[OK]

Page 53 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

TEXT EFFECTS
Publisher provides you with an assortment of and glow effects. Be careful when applying these
effects that you can apply to the text in your effects – using too many or one that is
publications. These range from simple fill effects, inappropriate may make your publication look
underlines, and capitals to shadows, reflections, strange or difficult to read.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Text_9.pub...

Ensure page 1 of the

publication is displayed,
then select the heading 4
The AGE Cultural
Report
Click on the Home tab,
then click on the dialog
box launcher for the Font
group to display the Font
dialog box
In General, click on [Fill
Effects] to display the
Format Text Effects
dialog box
Click on Text Effects, as
shown, then click on
Reflection to see a
range of options
Click on the drop arrow
for Presets, then select
the first option under
Reflection Variations 7
Click on [OK] to close the
dialog box, then click on
[OK] again to return to
the publication
Click away from the
heading to deselect it and
see the changes more
clearly

For Your Reference… Handy to Know…

To apply effects to text: • The typography options enable you to apply
1. Select the text, click on the Home tab, then effects such as drop caps to text in a
click on the dialog box launcher for the Font publication, as well as to modify settings
group to display the Font dialog box such as ligatures and swash. Some fonts
2. Click on [Fill Effects] to display the Format also have stylistic alternates for you to
Text Effects dialog box choose from. These options are available on
the Text Box Tools: Format tab.
3. Set the desired effects, then click on [OK]

Page 54 Chapter 4 - Working With Text

 Microsoft Publisher 2016 - An Introduction

CHAPTER 5 TEXT TECHNIQUES

INFOCUS

There may be times when you need to change the layout of the text
in your publication. For example, you might prefer to format a
newsletter article into columns, or set the text to start on one page
and continue on another. Options such as these (and many more)
enable you to create consistent and professional-looking
publications with very little effort.

In this session you will:

✓ learn how to create text columns

✓ learn how to link text boxes
✓ learn how to draw text boxes accurately
✓ learn how to change text box margins
✓ learn how to wrap text
✓ learn how to align text in a text box
✓ learn how to align text with baseline guides
✓ learn how to set paragraph spacing
✓ learn how to set hyphenation
✓ learn how to create bulleted lists
✓ learn how to create numbered lists
✓ learn how to create text styles
✓ learn how to apply text styles
✓ learn how to modify a text style.

Page 55 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

TEXT COLUMNS
In publications such as newsletters and flyers, the properties, you can specify how many columns
you may wish to have the text flow across you require within a text box, as well as the width
columns. This can be achieved by changing the between the columns in the text box.
attributes (or properties) of the text box. Using

Try This Yourself:

Before starting this
Open

exercise you MUST

File

open the file Text

Techniques_1.pub...

Click in the text box

under the Welcome
heading
2 4
Click on the Text Box
Tools: Format tab,
click on Columns in
the Alignment group, 5
then select More
Columns to display
the Columns dialog
box
Click on the up spinner
arrow for Number
twice to increase it to 3
Click on the up spinner
arrow for Spacing
once to increase it to
0.449 cm
Click on [OK]
The text will now be
divided into three
columns

For Your Reference… Handy to Know…

To create columns in a text box: • You can simply select a number of columns
1. Click in the text box from the menu when you click on Columns,
2. Click on the Text Box Tools: Format tab, but the default spacing will be applied.
click on the drop arrow for Columns in the • You can find the Columns options on the
Alignment group, then select More Home tab as well as the Text Box Tools:
Columns Format tab.
3. Adjust the options as required

Page 56 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

LINKING TEXT BOXES

Publisher allows you to link text boxes so that attention, and then continue the story on another
text can flow from one text box into a second text page. Even if you modify the story, Publisher will
box. For example, you can start a story on page re-organise (re-flow) the text between the boxes for
one of a newspaper to catch the reader’s you.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Text

Techniques_2.pub...

Click in the text box under the

heading Dreaming Comes to
the Cultural Centre
Notice that the handles are
red instead of white. This 4
signifies that there is
additional text that doesn’t fit
in this text box…
On the Text Box Tools:
Format tab, click on Create
Link in the Linking group
The mouse pointer changes
to a jug icon…
Click on pages 2 and 3 in the
Pages navigation pane to
display the second and third
pages of the publication
On page 2, point to the area
below the headline Dreaming 5
Comes to the Cultural
Centre (cont.), as shown
There is an empty text box
here…
Ensure the mouse pointer
appears as a pouring jug
icon, then click in the text box
to link it to the text box on the
front page and insert the text
that didn’t fit in the first text
box

For Your Reference… Handy to Know…

To link text boxes: • When a linked text box is selected, it displays
1. Click in the first text box a small square with a black arrow in it on its
border. If you click on this arrow, the text box
2. Click on the Text Box Tools: Format tab,
that this box is linked to will become active.
then click on Create Link in the Linking
group
3. Click in the second text box

Page 57 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

DRAWING TEXT BOXES ACCURATELY

You can draw a text box without particular regard displays page co-ordinates and drawing
to size or placement. However, you may dimensions that you can use as guides when
sometimes need the text to align precisely – for creating text boxes.
example, with a pre-printed form. The status bar

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Text

Techniques_3.pub...

Click on page 1 in the Pages

navigation pane, then on the
Home tab, click on Draw Text
Box in the Objects group
2
Point slightly above and to the
left of the word hosts in the
text under the heading
Dreaming Comes to the
Cultural Centre, as shown
Let’s use the status bar to
draw a text box at a specific
size…
Take note of the status bar,
then, while looking at the
status bar, click and drag to
create a text box until the
status bar reads
approximately 4.60 X 2.90CM
Release the mouse button to 3
create the text box
Type “…Culture from the
top end straight to the city.”
Select the text, click on the
Home tab, then click on the
drop arrow for Font in the
Font group and scroll to and
click on Times New Roman
Click elsewhere in the
publication to see the changes
more clearly
7

For Your Reference… Handy to Know…

To accurately draw a text box: • After you have drawn a text box, you can
1. Click on the Home tab, then click on Draw modify its size and location in the Format
Text Box in the Objects group Text Box dialog box. To display this dialog
box, ensure that the text box is selected,
2. Draw the text box to the desired size while
click on the Text Box Tools: Format tab,
watching the dimensions displayed in the
then click on the dialog box launcher for the
status bar
Text group.

Page 58 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

TEXT BOX MARGINS

An important technique in creating an effective show that the human eye reads and comprehends
layout for your publications is the effective use of a message more easily if it is surrounded by white
white space. White space is the non-printed area space. One way to achieve this is to increase the
between lines and blocks of text. Many studies internal margins of the text box.

2
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Text Techniques_4.pub...

Ensure the small text box

on the first page of the
publication containing the
text “…Culture from the
top end straight to the 6
city.” is selected
Select the text in the
selected text box, then on
the Home tab, click on the
drop arrow for Size in the
Font group and click on
12 to change the size of
the text
Click on the Text Box
Tools: Format tab, then
click on the dialog box
launcher for the Text
group to display the
Format Text Box dialog
box
Select the value for Left,
then type .5 7
Press , then type .5 in
Top
Repeat step 5 for Right
and Bottom
Click on [OK], then click
elsewhere in the
publication to see the
changes more clearly

For Your Reference… Handy to Know…

To change text box margins: • You can use the AutoFit options to prevent
1. Click in the text box, click on the Text Box text from ‘overflowing’ from a text box. To
Tools: Format tab, then click on the dialog access the options, click in the text box, click
box launcher for the Text group on the Text Box Tools: Format tab, then
click on Text Fit in the Text group. If you
2. Type the required sizes for the Left, Right,
point to each of the options, a tool tip will
Top and Bottom margins, then click on [OK]
display, informing you of what they do.

Page 59 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

WRAPPING TEXT
Text in a text box can be forced to wrap around means that the text box in the front has precedence
other objects and text boxes on the page. If a text over text boxes behind it and changing the order, or
box appears in front of other objects, the text in layering, of text boxes on the pages can modify the
the underlying boxes will wrap around it. This wrapping behaviour of text.

3
Try This Yourself:
Continue using the previous file
Same
File

with this exercise, or open the

file Text Techniques_5.pub...

Click on pages 2 and 3 in the

Pages navigation pane to
display the pages
On page 2, click in the text box
under the heading Dreaming
Comes to the Cultural Centre
(cont.)
Click on the Drawing Tools:
Format tab, click on Wrap Text
in the Arrange group, then
select More Layout Options to
display the Format Text Box
dialog box
The current Wrap settings will
force the text to wrap on both
sides of any object in front of the
text…
Click on [Cancel] to close the
dialog box
Click on the Home tab, click on
Draw Text Box in the Objects
group, then draw a small text box
just below the picture, as shown
The text in the larger text box
wraps to make room for the new
text box…
Type The exhibition will
feature didgeridoo
performances.
Click away from the text box to
5
see the changes more clearly

For Your Reference… Handy to Know…

To set text wrapping for a text box: • Each of the text wrapping options will have a
1. Select the text box slightly different effect on your publication; for
2. Click on the Drawing Tools: Format tab, example, the Top and bottom option places
click on Wrap Text in the Arrange group, the object you want to wrap text around on
then select More Layout Options its own line, while the Tight option will wrap
the text as close to the object as possible.
3. Click on a wrapping option, then click on
[OK]

Page 60 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

ALIGNING TEXT
As well as aligning objects on a page, you can the text is spaced so that it takes up all of the
align text within a text box. Each individual available space on each line. You will probably find
paragraph may be aligned to the left, centre, or that you will use more than one type of alignment in
right of the allocated area, or justified, meaning a publication.

Try This Yourself:

Continue using the previous file
Same
File

with this exercise, or open the

file Text Techniques_6.pub...

Click on page 1 in the Pages

navigation pane, then click in
the first paragraph of the text
under the Welcome heading
The paragraph is left-aligned
by default…
On the Home tab, click on
Align Right in the Paragraph
group to see what the text
looks like aligned to the right of
the column
Let’s change the alignment of 3
the entire article…
Select all of the text in the text
box, then click on Justify in the
Paragraph group
This is the alignment usually
used in a newspaper or similar
publication…
Repeat step 3 to apply the
Justify alignment to the
second article on the page
Click in the text box with the
text “…Culture from the top 6
end straight to the city.”
Let’s change the alignment of
the text within this text box…
Click on the Text Box Tools:
Format tab, then click on Align
Centre in the Alignment group

For Your Reference… Handy to Know…

To align text: • The Text Box Tools: Format tab provides
1. Click in the paragraph to be aligned, or option for aligning text vertically as well as
horizontally. You may find this useful when
Select the text to be aligned
working with text boxes with a small amount
2. Click on the Home tab, then click on the of text in them.
desired alignment option in the Paragraph
group

Page 61 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

USING BASELINE GUIDES

Baseline guides can be used to align text to column and that each line aligns with a
provide a consistent appearance between corresponding line in the neighbouring column.
columns. By presenting a design grid, baseline Baseline guides are a part of the suite of layout
guides ensure that text is evenly spaced down a guides available in Microsoft Publisher.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Text

Techniques_7.pub...
4
Click on the View tab, then
click on Baselines in the
Show group so it appears
ticked, as shown, to display
the baseline guides
Examine the text – it doesn’t
align with the guides, and lines
in neighbouring columns may
not align with each other
across the page
Select all of the text in the text
box below the Welcome
heading, click on the Home
tab, then click on the dialog
box launcher for the
Paragraph group to display
the Paragraph dialog box
Click on Align text to
baseline guides so it appears
ticked
Click on [OK], then click
elsewhere in the publication to
view the changes more clearly
The lines of text now line up
across the columns…
Repeat steps 3 to 5 to align
the second article on page 1 to
the baseline guides
Repeat step 1 to remove the
tick and hide the baselines 6

For Your Reference… For Your Reference (cont.)…

To align text with baseline guides: To view/hide baseline guides:
1. Select the text 1. Click on the View tab
2. Click on the Home tab, then click on the 2. Click on Baselines so it appears ticked or
dialog box launcher for the Paragraph group unticked.
3. Click on Align text to baseline guides so it
appears ticked
4. Click on [OK]

Page 62 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

PARAGRAPH SPACING
The Paragraph options in Publisher control the each line in a paragraph. By distancing paragraphs,
spacing between lines and the spacing between you make it easier to distinguish between them and
paragraphs. You can set a specific distance therefore the text becomes easier to read.
before and/or after paragraphs and also between

3
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file Text

Techniques_8.pub...

Select all of the text in the

Welcome article on the front
page of the publication
Click on the Home tab, then
click on the dialog box
launcher for the Paragraph
group to display the
Paragraph dialog box
In Line spacing, click on the
down spinner arrow for After
paragraphs until it is set to 0pt
Click on [OK] to remove the
spaces between the
paragraphs of the text, then
click elsewhere on the page to
see the changes more clearly
The text is more difficult to
read…
Repeat steps 1 and 2 to select
the text and display the
Paragraph dialog box again
In Line spacing, click on the
up spinner arrow for After
paragraphs until it is set to 5pt
Click on [OK] to set the
spacing after each paragraph
to 5pt, then click elsewhere on
the page to see the changes
more clearly

For Your Reference… Handy to Know…

To change paragraph spacing: • If you set the spacing for Before
1. Select the text Paragraphs to a number higher than zero,
there will be a space before the first
2. Click on the Home tab, then click on the
paragraph. This will cause a problem if the
dialog box launcher for the Paragraph group
text is formatted as columns, because the
3. Set Between lines and After and Before top of the first column will not align with the
Paragraphs, then click on [OK] others.

Page 63 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

HYPHENATION
When you type a long word that doesn’t quite fit hyphens by turning off automatic hyphenation.
on one line, Publisher will automatically split the Hyphens can be typed manually or you can use the
word over two lines with a hyphen. This is known manual hyphenation option that offers hyphenation
as hyphenation. You can remove unwanted alternatives for longer words.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Text
Techniques_9.pub...

Select all of the text in

the Welcome article on
the first page of the
publication
Notice that some words
are split over two lines
with a hyphen…
Click on the Text Box
Tools: Format tab, then
click on Hyphenation in 3
the Text group to display
the Hyphenation dialog
box
Click on Automatically
hyphenate this story so
4
it appears unticked
Click on [OK], then click
elsewhere on the page
to see the text without
hyphenation
The text may not all fit in
the text box now…
Repeat steps 1 to 4 to
allow automatic
hyphenation again

For Your Reference… Handy to Know…

To remove hyphenation: • You can choose to manually select which
1. Click in the text box words to hyphenate by navigating to the
2. Click on the Text Box Tools: Format tab, Hyphenation dialog box, then clicking on
then click on Hyphenation in the Text group [Manual]. You will be prompted to choose
[Yes] or [No] for each word that was
3. Click on Automatically hyphenate this
automatically hyphenated in the selected text
story so it appears unticked
box.

Page 64 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

CREATING BULLETED LISTS

A bullet is simply a symbol or special character symbols can be used. Bullets are used to make a
placed at the start of a sentence or a line of text. list of items easy to identify and read. Bulleted lists
The most basic bullet in Microsoft Office are used where the list of items has no particular
applications is a filled-in circle ● but other order or priority.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file Text

Techniques_10.pub...

Click after the text in the text

box containing the heading
What to look forward to at
the Dreaming Time
Exhibition on the first page of 1
the publication
Press , then on the Home
tab, click on Bullets in the
Paragraph group to display a
gallery of options
Click on Small bullets (the
first option) to start a bulleted
list
Type Live dance and
didgeridoo performances,
then press
A new bullet automatically 5
appears on the next line…
Type the list as shown,
pressing after each entry
You may need to drag the
bottom edge of the text box
down to make it a little
larger…

Press to remove the

extra bullet from the end of the
list, then click away from the
text box to see the text more
clearly
6

For Your Reference… Handy to Know…

To start a bulleted list: • You can choose to use almost any symbol as
1. Press to start a new line a bullet. Simply click on Bullets and select
Bullets and Numbering to display the
2. Click on the Home tab, then click on Bullets
Bullets and Numbering dialog box, click on
in the Paragraph group
[Character] to display the Bullet Character
3. Select the desired bullet style, then type the dialog box, then select a symbol.
list, pressing after each entry

Page 65 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

CREATING NUMBERED LISTS

Numbered lists are used to make a list stand out or priority. The default numbering system is Arabic
from the rest of the text and make each item in (1, 2, 3) but you have the option of using different
the list easier to identify and read. Numbered lists numbering or listing systems such as Roman
are used where the items have a particular order numerals (i, ii, iii) and alphabetical (a, b, c).

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Text
Techniques_11.pub...

Click on Page 4 in the

Pages navigation pane to
display the last page of
the publication
Click at the end of the
text in the article under
the headline The Red
Ribbon Foreign Film
Festival, then press
3
On the Home tab, click
on Numbering in the
Paragraph group, then
click on 1. 2. 3. to start a
numbered list
Type Escargot, then
press
Type the list as shown,
pressing after each
entry except the last
Click away from the text
box to see the text more
clearly

For Your Reference… Handy to Know…

To start a numbered list: • You can use the Between lines option under
1. Press to start a new line Line spacing in the Paragraph dialog box to
2. Click on the Home tab, then click on change the amount of space between each
Numbering in the Paragraph group entry in a list.
3. Select the desired numbering system, then
type the list, pressing after each entry

Page 66 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

CREATING TEXT STYLES

A style is a set of formats grouped together text to which that style has been applied. Styles are
under one name, which can then be applied to useful in ensuring that the appearance of your
any text in a publication. When you make a publication is consistent, while simultaneously
change to a style, the change is reflected in any saving you time.

5
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Text Techniques_12.pub...

On the Home tab, click on

Styles in the Styles group,
then select New Style to
display the New Style
dialog box
Type Newsletter Body
Text in Enter new style
name
Click on [Font] to display
the Font dialog box, click
on the drop arrow for Font,
then scroll down to and
click on Times New
Roman
Click on [OK] to return to
the New Style dialog box
Click on [Paragraph] to
display the Paragraph
dialog box, click on the
drop arrow for Alignment
in General, then select
Justified
Click on Align text to
baseline guides until it
appears with a tick, then
click on [OK]
Click on [OK] again to save
the style and return to the
publication
6

For Your Reference… Handy to Know…

To create a text style: • You can create a style based on text you
1. Click on the Home tab, click on Styles in the have already formatted in a publication. To
Styles group, then select New Style do so, select the formatted text, navigate to
the New Style dialog box, name the style
2. Select the formats as required
and change any settings if desired, then click
3. Click on [OK] on [OK].

Page 67 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

APPLYING A TEXT STYLE

Styles are applied to text in text boxes by first the appearance of the selected text. Any changes
selecting the text and then selecting the style that you make to the formatting after applying the
from the Styles menu. When you apply a style to style will override the style formatting.
text, the formatting attributes of the style modify

Try This Yourself:

Continue using the previous
Same

file with this exercise, or

File

open the file Text

Techniques_13.pub...

Select all of the text in the

Welcome article on the first
page of the publication
On the Home tab, click on
Styles in the Styles group 5
to display a gallery of style
options
Scroll down to and click on
Newsletter Body Text to
apply it to this article
Select all of the text in the
Dreaming Comes to the
Cultural Centre article on
the front page of the
publication
Apply the Newsletter Body
Text Style to this article
The style will also be
applied to the rest of the
article on the next page…
Click on Page 4 in the
Pages navigation pane,
then repeat steps 5 and 6 to
apply the style to the Red 7
Ribbon Foreign Film
Festival article as well
Click away from the text
box to see the changes
more clearly

For Your Reference… Handy to Know…

To apply a text style: • If you often create publications using the
1. Select the text same text formatting settings, using styles
can save you a lot of time. For example, you
2. Click on the Home tab, click on Styles in the
might have a heading style, a subheading
Styles group, then select a style
style, a body text style and a note text style,
and simply apply each to the appropriate text
boxes in each publication.

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 Microsoft Publisher 2016 - An Introduction

MODIFYING A TEXT STYLE

There may be times when you create a style, whole new style – you can simply modify the style
apply it to some text boxes in a publication, and you already made. After you modify it, the changes
then realise that you need to make some will automatically be applied to all of the text to
changes. Fortunately, you don’t need to create a which the original style was applied.

5
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Text
Techniques_14.pub...

Click in the text box for the

Welcome article on the
front page of the
publication
Click on the Home tab,
click on Styles in the
Styles group, then
right-click on the
Newsletter Body Text
style to display a menu of
options
Select Modify to display
the Modify Style dialog
box 6
Click on [Paragraph] to
display the Paragraph
dialog box
Click on the up spinner
arrow for First line in
Indentation until it reads
0.5cm
Click on [OK], then click
on [OK] again to make the
changes to the publication
All text based on the
Newsletter Body Text
style will change to reflect
the modification in the
style

For Your Reference… Handy to Know…

To modify a style: • You can modify a style by example. Simply
1. Click on a text box with the style applied click in the text with the formatting that you
want to modify a style with, then on the
2. Click on the Home tab, click on Styles in the
Home tab, click on Styles in the Styles
Styles group, right-click on the style to
group, right-click on the style you want to
change, then select Modify
modify, then select Update to match
3. Change the style attributes as required selection.

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NOTES:

Page 70 Chapter 5 - Text Techniques

 Microsoft Publisher 2016 - An Introduction

CHAPTER 6 WORKING WITH TABLES

INFOCUS

Tables are grids of rows and columns that are typically used for
organising information such as order forms, price lists, and
statistics.
Like text boxes and pictures, tables that you create in Publisher are
objects, and are therefore easy to move, resize, and modify.

In this session you will:

✓ learn how to insert a table

✓ learn how to enter text in a table
✓ learn how to adjust rows and columns
✓ learn how to apply table styles
✓ learn how to apply fill and tints
✓ learn how to use Sample Fill Colour.

Page 71 Chapter 6 - Working With Tables

 Microsoft Publisher 2016 - An Introduction

INSERTING TABLES
Creating a table in Publisher is as simple as easily insert or delete rows later on if necessary.
specifying a number of rows and columns. While Tables are objects just like pictures and text
you would ideally know the dimensions you boxes, and can therefore be manipulated in the
require before you create the table, you can same ways.

3
Try This Yourself:
Before starting this
Open

exercise you MUST

File

open the file

Tables_1.pub…

Click on the Insert tab,

then click on Table in
the Tables group
Select Insert Table to
display the Create
Table dialog box
Type 8 in Number of
rows, press , then
type 4 in Number of
columns, as shown
Click on [OK] to insert
the table
Point to the border of
the table until the
mouse pointer
changes to a
four-headed arrow,
then click and drag the
table into the position
shown
Point to the middle of
the bottom border of
the table until the 5
mouse pointer
changes to a double-
headed arrow, then
click and drag to resize
the table, as shown
Click away from the
table to deselect it
6

For Your Reference… Handy to Know…

To insert a table: • If you click on the Insert tab, then click on
1. Click on the Insert tab, click on Table in the Table in the Tables group, a grid is
Tables group, then select Insert Table displayed in the menu. You can quickly insert
a table by selecting the number of rows and
2. Specify the number of rows and columns
columns in the grid.
required, then click on [OK]

Page 72 Chapter 6 - Working With Tables

 Microsoft Publisher 2016 - An Introduction

ENTERING TEXT IN A TABLE

Each cell in a table is like an individual text box. be formatted just like text in text boxes – you can
To enter text into a cell, simply click in the cell change the font, size, style, colour, and so on.
and start typing. Pressing will move the
insertion point to the next cell. Text in tables can

Try This Yourself:

Continue using the previous
Same
File

file with this exercise, or open

the file Tables_2.pub...

Click in the first cell at the top

left of the table to position the
insertion point
3
Type Production, then press

The insertion point moves to

6
the next cell…
Repeat step 2 to type the
headings into the second, third,
and fourth cells, as shown
When you press at the end
of a row, the insertion point
moves to the first cell of the
next row…
Click in the top left cell, then
click and drag to the bottom
right cell to select every cell in
the table
Click on the Home tab, click on
the drop arrow for Font Size in
the Font group, then select 16
to increase the text size
Complete the table as shown

Repeat step 4 to select the top

row of the table, then, on the
Home tab, click on Bold in the
Font group
Click away from the table to
see the text more clearly

For Your Reference… Handy to Know…

To enter text into a table: • You can pre-format table cells so that any
1. Click in the cell that will hold the text text inserted in them will automatically have
the required font, size, style, and alignment.
2. Type the text
3. Press to move to the next cell, if required

Page 73 Chapter 6 - Working With Tables

 Microsoft Publisher 2016 - An Introduction

ADJUSTING ROWS AND COLUMNS

There may be times when you need to add or any point in the table so that you don’t have to
remove rows and/or columns, or adjust them to fit modify the data in the table too much, while
the available space and the text they contain. adjusting the size of rows and columns is a simple
Publisher allows you to add rows and columns at matter of clicking and dragging.

Try This Yourself:

Continue using the previous
Same
File

file with this exercise, or open

the file Tables_3.pub...

Click in the cell containing the

text Lorene Devoir in
Concert
This is the first cell in the 3
bottom row. Let’s insert a new
row below this one…
Click on the Table Tools:
Layout tab, then click on
Insert Below in the Rows &
Columns group to insert a
new row
The new row causes the table
to extend past the bottom
page margin…
Point to the gridline between
the first and second rows so
the mouse pointer changes to
a double-headed arrow, then
click and drag the gridline up
to resize the first row, as
shown
Ensure the bottom row of the
table is selected, then on the
Table Tools: Layout tab, click
on Merge Cells in the Merge
group
The four cells merge to
become one cell…
Type *Proof of Concession
required, then click away from
the table to see the changes
more clearly 5

For Your Reference… For Your Reference (cont.)…

To insert a row or a column: To adjust a row or column:
1. Click in a cell adjacent to where the new row 1. Click on the gridline between two rows or
or column is to be inserted columns
2. Click on the Table Tools: Layout tab, then 2. Drag the gridline up, down, left or right as
click on the appropriate option in the Rows & required.
Columns group

Page 74 Chapter 6 - Working With Tables

 Microsoft Publisher 2016 - An Introduction

APPLYING TABLE STYLES

Publisher provides you with an assortment of colouring rows and columns. The range of colours
table style options designed to enhance the that are available is determined by the active colour
appearance of your table. These include different scheme.
display options for gridlines, as well as options for

Try This Yourself:

Continue using the
Same

previous file with this

File

exercise, or open the

file Tables_4.pub...

Ensure the table is

selected, then click on
the Table Tools:
Design tab
In the Table Formats
group, click on the
More arrow for the
Table Styles gallery to
see the range of
available table styles
Select Table Style 22 2
to apply this style to the 4
table
Click away from the
table to see the
changes more clearly

For Your Reference… Handy to Know…

To apply a table style: • Different table styles will be appropriate for
1. Select the table, then click on the Table different kinds of tables; for example, a class
Tools: Design tab timetable might have the left column
coloured the same way as the top row, while
2. Click on the More arrow for the Table Styles
a business form probably would not.
gallery in the Table Formats group
3. Select a style from the gallery

Page 75 Chapter 6 - Working With Tables

 Microsoft Publisher 2016 - An Introduction

USING FILLS AND TINTS

As well as using the preset styles, you can shades of these colours. The colours and colour
choose your own fill colours for the rows, variations you use will depend on the active colour
columns, or individual cells of your table, and scheme and the kind of information being held in
then go on to choose from different tints or the table.

3
Try This Yourself:
Continue using the previous
Same
File

file with this exercise, or

open the file Tables_5.pub...

Select the third row of the

table
This is the row with the ticket
prices for Magnificent
Mozart… 5
Click on the Table Tools:
Design tab, then click on the
bottom half of Fill in the
Table Formats group to
display a gallery of options
Click on Accent 2 (RGB
(204, 204, 0)) Lighter 40%
to apply this fill colour to the
row, then click in a different
cell to see the colour more
clearly
It’s a little too bright…
Select the row again

Repeat step 2, then select

Tints to display the Fill
Effects dialog box
7
We can now choose a
different tint of the same
colour to fill the row…
Click on 30% Tint (the fourth
option in the top row), then
click on [OK]
Click away from the table to
see the changes

For Your Reference… Handy to Know…

To apply a fill colour to a table: • A tint is a colour mixed with white. A 10% tint
1. Select the cells to apply the colour to is one part of the original colour and nine
parts white. A shade is a colour mixed with
2. Click on the Table Tools: Design tab, then
black. A 10% shade is one part of the original
click on the bottom half of Fill in the Table
colour and nine parts black.
Formats group
3. Select the desired colour

Page 76 Chapter 6 - Working With Tables

 Microsoft Publisher 2016 - An Introduction

USING SAMPLE FILL COLOUR

There may be times when you come across a fill waste time making all of the modifications again. In
colour you like, but are unsure of how to find it to these circumstances, the Sample Fill Colour tool
use it again. Alternatively, you may have modified is a useful option which allows you to reuse a
a fill colour and want to reuse it, but don’t want to colour quickly and easily.

1
Try This Yourself:
Continue using the
Same

previous file with this

File

exercise, or open the file

Tables_6.pub...

Select the fifth row of the

table, with the ticket
prices for Spartacus
Click on the Table Tools:
Design tab, click on the
bottom half of Fill in the
Table Formats group,
then select Sample Fill
Colour
5
The mouse pointer will
change to a small dropper
icon…
Click in the cell containing
the text Magnificent
Mozart to apply the fill
colour from this cell to the
selected cells
Click in another cell to see
the colour more clearly
Repeat steps 1 to 4 to
apply the fill colour to the
row containing the ticket
prices for Giselle

For Your Reference… Handy to Know…

To use Sample Fill Colour: • You can use the Sample Fill Colour tool on
1. Select the cells to apply the fill colour to almost any colour on a page, including a cell
2. Click on the Table Tools: Design tab, click fill, the page background, or even text.
on the bottom half of Fill in the Table • When you use the Sample Fill Colour tool,
Formats group, then select Sample Fill the colour you sample appears under
Colour Recent Colours, making it quick and easy to
3. Click on the desired colour on the page find it and use it again.

Page 77 Chapter 6 - Working With Tables

 Microsoft Publisher 2016 - An Introduction

NOTES:

Page 78 Chapter 6 - Working With Tables

 Microsoft Publisher 2016 - An Introduction

CHAPTER 7 WORKING WITH SHAPES

INFOCUS

Publisher provides a range of ready-made shapes for you to draw

and insert into your publications. Some shapes may be used in
conjunction with other objects, such as text boxes, while others are
better suited to being used independently. Shapes are customisable
in almost every way, making them a very useful part of working with
Publisher.

In this session you will:

✓ learn how to draw and insert shapes

✓ learn how to select shapes
✓ learn how to resize shapes
✓ learn how to move shapes
✓ learn how to align shapes
✓ learn how to group shapes
✓ learn how to change the fill in a shape
✓ learn how to draw lines
✓ learn how to delete shapes.

Page 79 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

DRAWING AND INSERTING SHAPES

Inserting and drawing shapes is very easy. To select the shape from the gallery and click and drag
insert a shape at the default size simply select a on the page.
shape from the Shapes gallery and click once on
the page. To draw a shape to a custom size,

Try This Yourself:

Before starting this
Open

exercise you MUST open

File

the file Working With

Shapes_1.pub...

Click on the Insert tab,

then click on Shapes in the
Illustrations group to
display the Shapes gallery
Click on the Cylinder
shape under Basic
Shapes (2nd row, 2nd
column)
Click once in the
publication to insert a 3
cylinder at the default size,
as shown
Repeat step 2 to select the
Cylinder shape, then click
and drag to draw two more
cylinders at a custom size,
as shown
Don’t be concerned with
sizing at this point. If you
make a mistake while
drawing, press + to
undo, then try again

For Your Reference… Handy to Know…

To insert a shape: • You can access and insert shapes from the
1. Click on the Insert tab, then click on Shapes Shapes gallery located in the Insert Shapes
in the Illustrations group group on the Drawing Tools: Format tab.
2. Click on a shape • The Drawing Tools: Format tab appears
3. Click to draw a default sized shape, or when you insert a shape.
Drag to draw a custom sized shape

Page 80 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

SELECTING SHAPES
Before you can work with a shape, such as shape. The side and corner handles are used for
moving, resizing or formatting it, you need to resizing, the round handle at the top of the shape is
select it. When a shape is selected, a bounding used for rotating, and the yellow handle is used to
box and control handles appear around the edit the shape.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Shapes_2.pub...

Click on the first shape, as

shown
A bounding box and
handles will appear around
the shape. Look for the
three different types of
handles – white squares on
the sides, white circles at
the corners and at the top,
and the yellow diamond on 1
the curve...
Click on the biggest shape
The first shape will be
deselected...
Click on the first shape,
hold down and click
on the other two shapes
All three shapes will be
selected and could be
formatted all at once if
necessary...
Click anywhere on the
page to deselect the
shapes

For Your Reference… Handy to Know…

To select a shape: • If you have multiple shapes selected, you
• Click on the shape can deselect one shape at a time by holding
down and clicking on the shape you
To deselect a shape: want to deselect.
• Click outside the shape

Page 81 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

RESIZING SHAPES
There may be times when you need to adjust the you can use the Size controls in the Size group on
size of a shape you’ve drawn. There are several the Drawing Tools: Format tab to incrementally
ways to do this. One option is to use the control increase or decrease the width and/or height of
handles to resize a shape manually. Alternatively, the shape.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Shapes_3.pub...

Select the tall, thin shape,

then point to the top left
corner of the shape until a
two-headed arrow pointer
appears, as shown
Click and drag down to
resize the shape
Select the large shape and
drag the side handles 1
inwards until it appears as
shown
Let’s resize these shapes
accurately…
Select the left shape, click
on the Drawing Tools:
Format tab, then click on
the up spinner arrow for
Height in the Size group
until it reaches 3.8 cm
Take note of the Width of
the shape…
Select the right shape, then
repeat step 4 to apply the
same Height and Width as
the left shape
Click anywhere on the page
to deselect the shape 3

For Your Reference… Handy to Know…

To resize a shape: • If you wanted to create shapes that were all
1. Select a shape the same size you could select all of the
shapes, click on the Drawing Tools: Format
2. Drag the control handles, or
tab, then click in the Height and Width
Click on the Drawing Tools: Format tab, boxes in the Size group and type the desired
then adjust the values in Height or Width in values.
the Size group

Page 82 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

MOVING SHAPES
When you draw a shape on the page or in the page by dragging it with the mouse or using the
drawing canvas, it’s likely you’ll need to make arrow keys.
small adjustments to the position of the shape.
Publisher allows you to move a shape around a

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Shapes_4.pub...

Select the left shape

Press the arrow keys ( ,

, , ) repeatedly
until the shape is
positioned approximately
as shown
Click on the right shape to
select it, then press the 2
arrow keys repeatedly until
the shape is positioned as
shown
Shapes and drawings can
also be moved by dragging
with the mouse...
Select all three shapes and
drag to the right

For Your Reference… Handy to Know…

To move a shape: • If you move a shape by dragging it, pink
1. Click on the shape or drawing to select it guidelines will appear when the shape aligns
with other objects on the page.
2. Drag it with the mouse, or
Use the arrow keys to move it around

Page 83 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

ALIGNING SHAPES
When you use multiple shapes in a publication, Format tabs, or by dragging the shapes until the
you may need to ensure they are accurately pink guidelines appear.
aligned with each other. You can do this by using
the Align tool on the Home and Drawing Tools:

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Shapes_5.pub...

Ensure the two larger

shapes are selected
Click on the Drawing
Tools: Format tab, then
click on Align in the
Arrange group to display a
menu of options
Select Align Bottom to
align the bottom of the 3
shapes with each other, as
shown
Let’s use another method
to align the other shape…
Select the third shape

Drag the shape up and to

the left until a pink guideline
appears along the bottom
of all three shapes, as
shown, then release the
mouse button
Click elsewhere in the
publication to deselect the
shapes

For Your Reference… Handy to Know…

To align shapes: • You can align shapes to the middle or edges
• Select the shapes to be aligned, click on the of the page, rather than in relation to each
Drawing Tools: Format tab, click on Align other. To do this, click on the Drawing
in the Arrange group, then select the Tools: Format tab, click on Align in the
desired alignment option; or Arrange group, then select Relative to
• Drag each shape until they are aligned along Margin Guides.
the pink guideline

Page 84 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

GROUPING SHAPES
When working with multiple shapes, such as shapes act as a single object and, as such, can be
where you have drawn a number of individual moved, aligned and formatted as a single object.
shapes to make up a single diagram, you may
find it easier to group the shapes. Grouped

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Shapes_6.pub...

Select all three shapes

Click on the Drawing

Tools: Format tab, then
click on Group in the
Arrange group
The shapes will be
contained within the one
bounding box and treated 2
as a single object…
Select the bounding box for
the grouped shapes, then
point to the top right corner
until a two-headed arrow
appears
Drag up diagonally to
resize all three shapes, as
shown
The shapes are resized as
one object…
On the Drawing Tools:
Format tab, click on
Ungroup in the Arrange
group to ungroup the
shapes

For Your Reference… Handy to Know…

To group or ungroup shapes: • To quickly group or ungroup shapes,
1. Select the shapes, then click on the Drawing right-click on the selected shapes to display
Tools: Format tab a shortcut menu, then select either Group or
2. Click on Group in the Arrange group to Ungroup.
group the shapes, or
Click on Ungroup in the Arrange group to
ungroup the shapes

Page 85 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

CHANGING FILL
When you draw or insert a shape into a picture, or nothing at all. This can all be done using
publication, it will appear with a solid fill by the Fill Effects dialog box.
default. You can change this fill to almost
anything you like – a gradient, texture, pattern,

5
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Shapes_7.pub...

Select the smaller shape

Click on the Drawing

Tools: Format tab, then
click on the dialog box
launcher for the Shape
Styles group to display the
Format AutoShape dialog
box
Click on [Fill Effects] to
display the Format Shape
dialog box
Click on Gradient fill to
select it
Click on the drop arrow for
Preset gradients, then
click on Medium Gradient
– Accent 1
Click on [OK], then click on
[OK] again to apply the
change

For Your Reference… Handy to Know…

To change the fill of a shape: • You can quickly change the fill colour of a
1. Select the shape, click on the Drawing shape by clicking on the Drawing Tools:
Tools: Format tab, then click on the dialog Format tab, clicking on Shape Fill in the
box launcher for the Shape Styles group Shape Styles group, then selecting a colour
from the menu.
2. Make the desired changes, then click on
[OK]

Page 86 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

DRAWING LINES
Lines can be drawn in publications to divide the several tools for drawing lines in Publisher
page into sections, as part of a design, or to including the Line tool, the Arrow tool and the
provide structure to a page. They can also be Double Arrow, Curve, Freeform and Scribble
used in forms to provide a writing area. There are tools which appear in the Shapes menu.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Shapes_8.pub...

Click on the Insert tab,

click on Shapes in the
Illustrations group, then
click on Line under Lines
The mouse pointer will
change to a cross…
Hold down , then click
and drag to draw a
horizontal line across the 2
page, as shown
Holding down ensures
that a straight line is drawn.
The line will appear dashed
until you release the
mouse button...
Repeat steps 1 and 2 to
draw a vertical line on the
right side of the page, as
shown
Click elsewhere in the
publication to deselect the
line and see the changes
more clearly

For Your Reference… Handy to Know…

To draw lines: • The Curve and Freeform tools work slightly
1. Click on the Insert tab, then click on Shapes differently to the other line tools. Click where
in the Illustrations group you want the line to start, then click again
where you want the line to be anchored.
2. Hold down if a straight line is required
Keep moving the mouse and clicking at the
3. Click and drag to draw the line as required anchor points until the line is complete, then
press .

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 Microsoft Publisher 2016 - An Introduction

DELETING SHAPES
There may be times when you decide you need pressing or . If the shape has text
to remove a shape from a new or existing wrapping applied, the text will adjust to fill the
publication. Fortunately, deleting shapes is a space that becomes available.
simple matter of selecting the shape and

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
Working With
Shapes_9.pub...

Select the shape on the

left
Press
The shape is deleted from
the publication…
Click on Undo in the QAT
to restore the shape
Select all of the shapes, 2
then press
All three shapes are
deleted from the
publication

For Your Reference… Handy to Know…

To delete a shape: • You can restore objects that have been
1. Select the shape deleted by clicking on Undo in the QAT.
2. Press

Page 88 Chapter 7 - Working With Shapes

 Microsoft Publisher 2016 - An Introduction

CHAPTER 8 BUILDING BLOCKS

INFOCUS

Building blocks are objects such as borders, headings and sidebars

that you can insert into your publication. There are five categories of
building blocks: advertisements, borders and accents, calendars,
and page parts, which are all found in the Building Blocks group
on the Insert tab; and business information, which is found in the
Text group. You can choose from the pre-set building blocks or
create your own from a group of objects. Building blocks help you to
quickly create an effective publication with relatively little effort.

In this session you will:

✓ learn how to insert page parts

✓ learn how to insert a calendar
✓ learn how to insert borders and accents
✓ learn how to insert advertisements.

Page 89 Chapter 8 - Building Blocks

 Microsoft Publisher 2016 - An Introduction

INSERTING PAGE PARTS

Page Parts is a category of building blocks that creating a publication from scratch, as you can
includes headings, pull quotes, reply forms, insert the building blocks and modify them as
sidebars, stories, and tables of contents. These desired before inserting your information.
structural elements are useful when you start

Try This Yourself:

Before starting this
Open
File

exercise you MUST open

a new, blank publication...

Click on the Insert tab,

then click on Page Parts
in the Building Blocks
group to display a gallery
of options
Select More Page Parts
to display the Page Parts
gallery in the Building
Block Library dialog box
Click on All Headings to
see the full range of
headings, then scroll to
and click on Kid Stuff
3
Click on [Insert] to insert
this heading into the
publication
Drag the heading to the
top of the page, then
resize it to fit within the
page margins
Click in the heading to
select it, type After
School Program and
Alpheius Global
Enterprises Cultural
Centre as shown, delete
the Volume and
Newsletter Date
placeholders, then click
6
away from the text to view
the heading more clearly

For Your Reference… Handy to Know…

To insert a page part: • You can open the Building Block Library
1. Click on the Insert tab, then click on Page dialog box by clicking on the Insert tab, then
Parts in the Building Blocks group clicking on the dialog box launcher for the
Building Blocks group.
2. Click on a page part, or
Select More Page Parts, click on a page
part, then click on [Insert]

Page 90 Chapter 8 - Building Blocks

 Microsoft Publisher 2016 - An Introduction

INSERTING CALENDARS
Publisher provides you with the option of blocks can be inserted into any kind of publication,
inserting a calendar building block, rather than and you can even type in notes and events in each
creating an entire publication based around a day.
calendar template. These calendar building

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file Building
Blocks_1.pub...

Click on the Insert tab,

click on Calendars in
the Building Blocks
group, then select More
Calendars to display
the Calendars gallery in
the Building Block
Library dialog box
Scroll to and click on
Studio, click on the
drop arrow for Select a
month in the right pane 2
and select May, then
\ set the year to 2017
Click on [Insert] to
insert the calendar into
the publication
Click after the 1 in the
box for Monday May
1st, press , then
type Art
Repeat step 4 to type in
each of the activities, as
shown
Drag the calendar to the
bottom of the page, then
resize it to fit within the
page margins

For Your Reference… Handy to Know…

To insert a calendar: • To insert a calendar for the current month or
1. Click on the Insert tab, then click on next month, you can simply click on
Calendars in the Building Blocks group Calendars in the Building Blocks group,
then select a calendar from the gallery rather
2. Click on a calendar, or
than using the Building Block Library
Select More Calendars, click on a calendar, dialog box.
then click on [Insert]

Page 91 Chapter 8 - Building Blocks

 Microsoft Publisher 2016 - An Introduction

INSERTING BORDERS AND ACCENTS

The Borders & Accents category of building of your publication without distracting the reader
blocks includes bar borders, linear borders, from the information you are publishing.
frames, emphasis borders, patterns, and boxes.
These are designed to enhance the appearance

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file Building
Blocks_2.pub...

Click on the Insert

tab, click on Borders
& Accents in the
Building Blocks
group, then select
More Borders and
Accents to display
the Borders &
Accents gallery in
the Building Block
Library dialog box
Scroll to and click on
Banded Colour in 4
Frames
Click on [Insert] to
insert the border
Click and drag the
resize handles of the
border so that it fits
just outside the page
margins, as shown
Click elsewhere in
the publication to see
the border more
clearly

For Your Reference… Handy to Know…

To insert borders and accents: • If you frequently use the same borders
1. Click on the Insert tab, then click on and/or accents, you can insert them quickly
Borders & Accents in the Building Blocks by clicking on the Insert tab, clicking on
group Borders & Accents in the Building Blocks
2. Click on the desired border or accent, or group, then selecting the border or accent
Select More Borders and Accents, click on you wish to use under Recently Used.
the desired object, then click on [Insert]

Page 92 Chapter 8 - Building Blocks

 Microsoft Publisher 2016 - An Introduction

INSERTING ADVERTISEMENTS
In Publisher, the Advertisement building blocks contains advertisements that are intended to
are divided into three different categories: quickly gain people’s interest; for example, an
Advertisements, Attention Getters and advertisement that advertises a sale or a cheap
Coupons. The Attention Getters category deal.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file Building
Blocks_3.pub...

Click on the Insert tab,

click on
Advertisements in the
Building Blocks group,
then select More
Advertisements to
display the
Advertisements gallery
in the Building Blocks
Library dialog box
Scroll to and click on
Hollowed Starburst in 2
Attention Getters
4
Click on [Insert] to
insert the advertisement
Resize the
advertisement, select
the text, then type New
Activities!, as shown
Click away from the
publication to see the
whole page more clearly

For Your Reference… Handy to Know…

To insert an advertisement: • When you insert a building block, it conforms
1. Click on the Insert tab, then click on to the active colour scheme of the
Advertisements in the Building Blocks publication. If you change the publication
group colour scheme, all of the building blocks in
2. Select the desired advertisement, or the publication will change to the new
colours.
Select More Advertisements, click on the
desired advertisement, then click on [Insert]

Page 93 Chapter 8 - Building Blocks

 Microsoft Publisher 2016 - An Introduction

NOTES:

Page 94 Chapter 8 - Building Blocks

 Microsoft Publisher 2016 - An Introduction

CONCLUDING REMARKS

Congratulations!
You have now completed Microsoft Publisher 2016 - An Introduction. Microsoft Publisher 2016 -
An Introduction was designed to get you to the point where you can competently perform a variety
of operations.
We have tried to build up your skills and knowledge by having you work through specific tasks.
The step by step approach will serve as a reference for you when you need to repeat a task.

Where To From Here?

The following is a little advice about what to do next:
• Spend some time playing with what you have learnt. You should reinforce the skills that you
have acquired and use some of the application's commands. This will test just how much of
the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small
is a good way to start.
• Some aspects of the course may now be a little vague. Go over some of the points that you
may be unclear about. Use the examples and exercises in these notes and have another go
- these step-by-step notes were designed to help you in the classroom and in the work
place!
Here are a few techniques and strategies that we've found handy for learning more about
technology:
• read computer magazines - there are often useful articles about specific techniques
• if you have the skills and facilities browse the Internet, specifically the technical pages of
the application that you have just learnt
• take an interest in what your work colleagues have done and how they did it - we don't
suggest that you plagiarise but you can certainly learn from the techniques of others
• if your software came with a manual (which is rare nowadays) spend a bit of time each day
reading a few pages. Then try the techniques out straight away - over a period of time
you'll learn a lot this way
• and of course, there are also more courses and books for you to work through.

Hungry for More?

We live in an ever-changing world where we all need to review and upgrade our
skills.
If you have received this course book on a training course why not ask the tutor or
trainer for other courses that may be of benefit to you. If you are attending a
college ask for one of their brochures.
Alternatively, if you’ve enjoyed using this course book you can find others that
cover a wide range of topics at our web site www.watsoniapublishing.com.
INDEX
create WordArt .............................. 52
creating a publication ....................19
A creating columns............................ 56 I
creating new publications ................ 5
A3 size............................................ 33 creating styles ................................ 67 ignoring words ............................... 49
A4 size............................................ 33 current folder ................................. 20 image background.......................... 44
A5 size............................................ 33 curve .............................................. 87 import text .....................................48
accents........................................... 92 information set .............................. 18
action required .............................. 16 insert column .................................74
add column .................................... 74 D insert row .......................................74
add row.......................................... 74 insert shapes ..................................80
adding words ................................. 49 delete shape .................................. 88 insert table .....................................72
adjust column ................................ 74 design objects .......................... 92, 93 insert text .......................................23
adjust row ...................................... 74 desktop publishing programs........... 2 Insert Text dialog box ..................... 48
advertisement ............................... 93 dialog box, Save As......................... 21 insert WordArt ............................... 52
align objects to guides ................... 40 dictionary ....................................... 49
align shapes ................................... 84 displaying the ribbon .......................9
align text ........................................ 62 draw shapes...................................80 J
alignment........................... 61, 62, 84
applying colour .............................. 51
arrows............................................ 87 justify .............................................61
E
attention getter ............................. 93
audience ........................................ 16
automatic hyphenation ................. 64
enter text in a table ....................... 73 K
envelopes....................................... 34
executive size ................................. 33 key ideas ........................................16
B
F L
B4 size ............................................ 33
B5 size ............................................ 33
File tab ............................................. 6 labels ..............................................35
background .............................. 43, 44
fill background ............................... 43 landscape .......................................32
Backstage view .................... 7, 10, 11
Fill Colour ................................. 76, 77 launching Publisher .......................... 3
baseline guides .............................. 62
fill effects ....................................... 86 layout guides ..................................38
blank publications........................ 5, 7
fill shape ......................................... 86 legal size .........................................33
blank templates ............................. 33
folded cards ................................... 36 letter size .......................................33
borders .......................................... 92
bounding box ................................. 81 Font Colour tool ............................. 51 licensing information ............... 10, 11
Building Block Library dialog box ... 90 Font dialog box .............................. 24 lines ................................................87
Building Blocks ............. 90, 91, 92, 93 font scheme ................................... 42 linking text boxes ........................... 57
bulleted list .................................... 65 fonts ............................................... 24
bullets ............................................ 65 form of publication ........................16
formatting text............................... 24
business information ..................... 18
formatting WordArt ....................... 53
M
freeform......................................... 87
manufacturer .................................33
C margin guides ........................... 37, 84
margins .................................... 37, 59
G minimising the ribbon ...................... 9
calendar ......................................... 91
centre text ..................................... 61 modify a text box ........................... 47
grid guides ............................... 38, 40
changing words.............................. 49 Modify Style dialog box ..................69
group ............................................... 8
Check Spelling ................................ 49 modifying styles ............................. 69
grouping ......................................... 85
close a publication ................... 13, 29 move pages ......................................6
guides....................................... 40, 62
Close command ............................. 13 move shapes ..................................83
collapsing the ribbon ....................... 9
colour scheme ............................... 41
Colours dialog box ......................... 51
H N
column spacing .............................. 56
columns ............................. 56, 72, 74 handles .......................................... 82
naming publications ....................... 22
Columns text box ........................... 56 heading .......................................... 90
new publications .............................. 5
command......................................... 8 help options ............................. 10, 11
New Style dialog box ...................... 67
control handles .............................. 81 hiding the ribbon ............................. 9
numbered lists ............................... 66
coupon........................................... 93 horizontal alignment ...................... 61
create table ................................... 72 hyphenation ................................... 64
 reply form ...................................... 90 table formats..................................75
O resize shapes .................................. 82 table of contents ............................ 90
ribbon .................................. 6, 7, 8, 9 table styles .....................................75
object position ............................... 12 Rotate handle ................................ 82 tables ............... 72, 73, 74, 75, 76, 77
object size ...................................... 12 rows ......................................... 72, 74 tabloid ............................................33
OneDrive........................................ 20 ruler guides .................................... 39 templates ......................... 5, 7, 17, 19
overlap text boxes ......................... 60 rulers ................................................ 6 templates, blank ............................ 33
tent cards .......................................36
text ..................................... 23, 46, 47
P S text alignment .......................... 61, 62
text box margins ............................ 59
page ................................................. 7 text boxes..................... 23, 46, 47, 57
Sample Fill Colour .......................... 77
page margins ................................. 37 text effects .....................................54
save ................................................ 20
page number ................................. 12 text reflection.................................54
save as ........................................... 20
page orientation ............................ 32 text shadow ...................................54
Save As dialog box.................... 21, 22
page parts ...................................... 90 text styles ................................. 67, 68
save changes .................................. 26
page sizes....................................... 33 text, formatting .............................. 24
save existing ................................... 26
Pages navigation pane ..................... 6 text, select ......................................50
Save tool .................................. 22, 26
paper sizes ..................................... 33 text, working with .......................... 24
saving publications......................... 22
paragraph spacing ......................... 63 theme .............................................16
screen elements............................... 6
pattern background ....................... 43 time frame .....................................16
scribble .......................................... 87
picture background ....................... 44 tint..................................................76
select shape ................................... 81
pin Publisher to taskbar ................... 3 title bar.............................................6
select text ...................................... 50
pinning the ribbon ........................... 9 two-page spread ............................ 12
selection handles ........................... 82
placeholder text............................. 23 typography .....................................54
shading........................................... 76
planning ......................................... 16
shadow .......................................... 54
portrait .......................................... 32
shape fill ......................................... 86
preview a publication .................... 27
shapes ...................................... 80, 81 U
print ......................................... 27, 28
shapes delete ................................. 88
Print Preview ................................. 27
shortcuts bar .................................... 6 undo ...............................................25
print settings.................................. 28
showing the ribbon .......................... 9 ungrouping .....................................85
printing .......................................... 27 sidebar ........................................... 90
printing options ....................... 10, 11 sizing text boxes.............................58
product information ...................... 10
publication information ........... 10, 11
spacing ........................................... 63 V
spacing with a text box .................. 59
publication types ........................... 17 spelling, checking ........................... 49
publication view ............................ 12 vertical alignment .......................... 61
start screen ...................................... 4
publication window ......................... 6 start screen, disabling ......................4
Publisher overview .......................... 2 starting Publisher ............................. 3
Publisher, pin to taskbar .................. 3 W
stationery ................................. 16, 33
Publisher, start ................................ 3 status bar ................................... 6, 12
pull quote ...................................... 90 story ............................................... 90 WordArt ................................... 52, 53
purpose ......................................... 16 styles ........................................ 67, 69 words, adding.................................49
Styles tool ...................................... 68 words, changing ............................. 49
words, ignoring .............................. 49
R wrapping text .................................60
T
recent folders ................................ 20
redo ............................................... 25
tab .................................................... 8
Z
reflection ....................................... 54
table fill .......................................... 76
remove hyphenation ..................... 64 zoom ..............................................12