Publisher 2016 PDF

STUDENT MANUAL
Microsoft® Office
Publisher 2016
Microsoft® Office
Publisher 2016
Microsoft® Office Publisher 2016
Part Number: 091073
Course Edition: 1.0
Acknowledgements
PROJECT TEAM
Author Production Support Media Designer Content Editor
Bharathi G Tamara Hagen Brian Sullivan Michelle Farney
Notices
DISCLAIMER
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®
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Microsoft® Office
Publisher 2016
Lesson 1: Getting Started with Microsoft Publisher

2016........................................................................1
Topic A: Navigate the Interface.......................................................2
Topic B: Customize the Publisher Interface................................... 15
Topic C: Create a Publication ....................................................... 22
Lesson 2: Adding Content to a Publication.................... 31

Topic A: Add Text to a Publication................................................32
Topic B: Add Pages and Picture Placeholders to a Publication........43
Topic C: Control the Display of Content in Text Boxes..................50
Topic D: Apply Building Blocks to a Publication............................ 56
Lesson 3: Formatting Text and Paragraphs in a

Publication.............................................................63
Topic A: Format Text....................................................................64
Topic B: Format Paragraphs.......................................................... 73
Topic C: Apply Schemes .............................................................. 84
Lesson 4: Managing Text in a Publication .................... 91

Topic A: Edit Text in a Publication................................................ 92
| Microsoft® Office Publisher 2016 |
Topic B: Work with Tables...................................................................... 98

Topic C: Insert Symbols and Special Characters.................................... 105
Lesson 5: Working with Graphics in a Publication................111

Topic A: Insert Graphics in a Publication...............................................112
Topic B: Customize the Appearance of Pictures.................................... 122
Lesson 6: Preparing a Publication for Sharing and Printing..129

Topic A: Check the Design of a Publication...........................................130
Topic B: Save a Publication in Different Formats................................... 135
Topic C: Print a Publication...................................................................143
Topic D: Share a Publication................................................................. 147
Appendix A: Automating Communication Using Mail Merge................155

Topic A: Create a Mail Merge................................................................ 156
Appendix B: New Features in Publisher 2016...................................... 157

Mastery Builders................................................................................. 159
Glossary............................................................................................. 165
Index.................................................................................................. 169
About This Course
Microsoft® Office Publisher 2016 is a desktop publishing software application capable of

producing greeting cards, certificates, newsletters, and other printed publications. Publisher
includes a large collection of templates that provide a great way to start a new publication.
Publisher offers a large selection of "building blocks" that can be dragged into your
documents, helping you to create page elements such as calendars, newsletter sidebars, and
borders. Publisher integrates online sharing and mail merge features, which are handy when
you need to send publications to a list of customers, and it's possible to export publications
as HTML web pages or PDF documents. With a user-friendly interface, Publisher makes it
easy to create and edit publications.
Course Description
Target Student
This course is intended for persons in a variety of job roles such as publishing specialists,
layout specialists, graphic designers, or any other knowledge workers who need to use
Microsoft Office Publisher 2016 to create, lay out, edit, and share publications.
Course Prerequisites
To ensure your success in this course, you should have experience with basic Microsoft®
Windows® 10 tasks and be comfortable in the Windows 10 environment.
You can obtain this level of skills and knowledge by taking either of the following Logical
Operations courses:
• Microsoft® Windows® 10: Transition from Windows® 7
• Using Microsoft® Windows® 10
Course Objectives
In this course, you will create, format, edit, and share publications.
You will:
• Perform basic tasks in the Microsoft Publisher interface.
• Add content to a publication.
• Format text and paragraphs in a publication.
• Manage text in a publication.
• Work with graphics in a publication.
• Prepare a publication for printing and sharing.
The CHOICE Home Screen

Logon and access information for your CHOICE environment will be provided with your class
experience. The CHOICE platform is your entry point to the CHOICE learning experience, of
which this course manual is only one part.
On the CHOICE Home screen, you can access the CHOICE Course screens for your specific
courses. Visit the CHOICE Course screen both during and after class to make use of the world of
support and instructional resources that make up the CHOICE experience.
Each CHOICE Course screen will give you access to the following resources:
• Classroom: A link to your training provider's classroom environment.
• eBook: An interactive electronic version of the printed book for your course.
• Files: Any course files available to download.
• Checklists: Step-by-step procedures and general guidelines you can use as a reference during
and after class.
• LearnTOs: Brief animated videos that enhance and extend the classroom learning experience.
• Assessment: A course assessment for your self-assessment of the course content.
• Social media resources that enable you to collaborate with others in the learning community
using professional communications sites such as LinkedIn or microblogging tools such as
Twitter.
Depending on the nature of your course and the components chosen by your learning provider, the
CHOICE Course screen may also include access to elements such as:
• LogicalLABS, a virtual technical environment for your course.
• Various partner resources related to the courseware.
• Related certifications or credentials.
• A link to your training provider's website.
• Notices from the CHOICE administrator.
• Newsletters and other communications from your learning provider.
• Mentoring services.
Visit your CHOICE Home screen often to connect, communicate, and extend your learning
experience!
How to Use This Book

As You Learn
This book is divided into lessons and topics, covering a subject or a set of related subjects. In most
cases, lessons are arranged in order of increasing proficiency.
The results-oriented topics include relevant and supporting information you need to master the
content. Each topic has various types of activities designed to enable you to solidify your
understanding of the informational material presented in the course. Information is provided for
reference and reflection to facilitate understanding and practice.
Data files for various activities as well as other supporting files for the course are available by
download from the CHOICE Course screen. In addition to sample data for the course exercises, the
course files may contain media components to enhance your learning and additional reference
materials for use both during and after the course.
Checklists of procedures and guidelines can be used during class and as after-class references when
you're back on the job and need to refresh your understanding.
At the back of the book, you will find a glossary of the definitions of the terms and concepts used
throughout the course. You will also find an index to assist in locating information within the
instructional components of the book.
| About This Course |

As You Review
Any method of instruction is only as effective as the time and effort you, the student, are willing to
invest in it. In addition, some of the information that you learn in class may not be important to you
immediately, but it may become important later. For this reason, we encourage you to spend some
time reviewing the content of the course after your time in the classroom.
As a Reference
The organization and layout of this book make it an easy-to-use resource for future reference.
Taking advantage of the glossary, index, and table of contents, you can use this book as a first
source of definitions, background information, and summaries.
Course Icons
Watch throughout the material for the following visual cues.
Icon Description
A Note provides additional information, guidance, or hints about a topic or task.
A Caution note makes you aware of places where you need to be particularly careful
with your actions, settings, or decisions so that you can be sure to get the desired
results of an activity or task.
LearnTO notes show you where an associated LearnTO is particularly relevant to
the content. Access LearnTOs from your CHOICE Course screen.
Checklists provide job aids you can use after class as a reference to perform skills
back on the job. Access checklists from your CHOICE Course screen.
Social notes remind you to check your CHOICE Course screen for opportunities to
interact with the CHOICE community using social media.
| About This Course |

1 Getting Started with
Microsoft Publisher 2016
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will get started with Microsoft® Office Publisher 2016. You will:
• Navigate the Publisher interface.
• Customize the Publisher interface.
• Create a publication.
Lesson Introduction
Creating professional-looking publications has always been a task that was left to design
specialists. Microsoft® Office Publisher 2016 allows you to easily and accurately create a
wide range of professional-looking publications. It is possible to create almost anything that
you can think up using Publisher's tools. People frequently use Publisher to create
brochures, printing labels, business cards, certificates, and flyers. Publisher 2016 comes with
templates for each of these types of documents, and thousands of other designs are
available online.
Learning a new application can often seem daunting. There may be reasons that you want to
jump right in and start trying to create impressive publications right away; however, it is
usually time well spent to invest in learning the basic features of an application.
2 | Microsoft® Office Publisher 2016
TOPIC A
Navigate the Interface
Microsoft Publisher is part of the Microsoft Office suite, so Publisher's interface is by design very
similar to other Office programs. Learning how the interface works will allow you to effectively use
the Publisher application. Once you learn how the tools and options are organized in the Publisher
interface, you will be able to produce high-quality publications more quickly and in a productive
manner. In this topic, you will navigate the Publisher interface.
Microsoft Publisher 2016

Microsoft Publisher 2016 Microsoft Publisher is an application that is a part of the Microsoft Office suite of user productivity
tools. Publisher allows you to create, edit, and share professional-quality publications. Publisher
offers several publication types to meet common business needs.
Publication Type Possible Uses Include
Brochures Sales presentations, informational material, and menus.

Labels Mailing and file organization.
Cards Business cards, invitations, save-the-date, and reminders.
Certificates Celebrations of individual or group performance and completion of a course
of study.
Flyers Sales and event promotion.
The Microsoft Publisher Interface

The Microsoft Publisher The Publisher 2016 interface displays a variety of components that allow you to work efficiently on
Interface a publication. These interface components provide access to all the commands and features in
Publisher.
Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Microsoft® Office Publisher 2016 | 3
Figure 1-1: The components of the Publisher 2016 interface.
The table describes each interface component.
Interface Component Description
Title bar Displays the name of the publication.

Quick Access Toolbar Provides access to frequently used commands.
Ribbon Organizes commands into different tabs and groups.
Page Navigation pane Shows the pages in the currently open publication and provides options
to navigate through the pages.
Status bar Provides information about the currently displayed page.
Scratch area Surrounds the page displayed in the workspace. You can use this area to
place objects for later use in a publication.
The Ribbon
The ribbon contains a selection of easy-to-browse commands for working on a publication. The The Ribbon
commands on the ribbon are grouped according to their functionality. Groups are located within a
broader functional group called a tab. The ribbon can be customized by adding or removing tabs,
groups, and commands. You can also minimize the ribbon to show only the tab names.

Figure 1-2: The ribbon displaying the groups and commands of the Insert tab.
Ribbon Keyboard Shortcuts

You can access elements of the ribbon using your keyboard. Keyboard shortcuts are letters and
numbers assigned to the commands on the ribbon that make navigating the ribbon an easy task.
ScreenTips
When you position the mouse pointer over items such as command buttons on the ribbon and
other elements in the interface, Publisher displays a label called a ScreenTip. A ScreenTip displays the
name of the command and may include a description of the command and the shortcut to access
the command. You can use a ScreenTip to identify commands or to distinguish between similar
looking buttons. Sometimes, a ScreenTip may include a Tell me more link that displays relevant
information about the command in Publisher Help.
Ribbon Tabs
Ribbon Tabs Each tab on the ribbon contains a set of task-specific command buttons and menus that perform
related tasks. The table lists the default ribbon tabs and their functions.
Tab Name Provides Commands To
File Manage files, such as Info, New, Open, Save, Print, Share, and Close.
Home Perform basic tasks in a publication. This tab contains functional groups that
enable you to edit and format a publication.
Insert Handle different object types, such as tables and pictures, that can be added to a
publication.
Page Design Work with the layout of pages, as well as apply schemes and backgrounds to pages.
Mailings Perform a mail merge and identify recipients for the merged publication.
Review Review and revise the content in a publication by using tools such as the spell
checker and thesaurus. This tab also contains commands that enable you to
translate text and set language preferences.
View Alter the display of the publication and to show layout elements such as rulers and
guides.

Dialog Box Launchers

A dialog box launcher is a small button with a downward-pointing arrow that is located at the bottom- Dialog Box Launchers
right corner of certain groups on the ribbon tabs. It allows you to launch a dialog box or task pane
with commands that are specific to the features found in that group. The dialog box or task pane
that is launched provides advanced options to adjust the settings that are not available on the ribbon
tabs.
Figure 1-3: The dialog box launchers in the Font and Paragraph groups on the Home tab.
Contextual Tabs
Contextual tabs are specialized tabs that appear on the ribbon when you select an object requiring Contextual Tabs
additional functionality. For example, the Picture Tools contextual tab appears when you select a
picture. The commands and options available on a contextual tab will enable you to modify the
selected object.
Figure 1-4: The Drawing Tools and Text Box Tools contextual tabs.
The Backstage View

The Backstage view gives you access to many features and commands for managing files and The Backstage View
configuring application settings. This view is displayed when you select the File tab in the Publisher
interface. It simplifies access to a wide range of features in a single place, so that you can save, print,
and share Publisher files quickly. From the Backstage view, you can also access commands to
create new documents, open recently used files, and save your files in many different file formats.
The table lists the tabs in the Backstage view.

Backstage View Tab Function
Info Shows information for an open file. You can access the Info tab to manage
business, printing, and file information. You can also check a publication for
design errors.
New Creates a new Publisher file.
Open Lets you open an existing publication.
Save Lets you save a new file or save the changes to the current file.
Save As Lets you assign a new file name, new file format, or new location to an
existing file.
Print Lets you preview and print the file.
Share Provides options to share a publication through email.
Export Exports a copy of a publication to different file formats.
Close Closes a Publisher file.
Account Allows you to manage user information, sign in to a Microsoft account,
update Publisher, and apply Office themes.
Options Displays the Publisher Options dialog box in which you can specify settings
to customize the interface.
The Open Screen

The Open Screen The Open screen provides options that enable you to select an existing publication that you wish to
open and work on. From this screen, you can open files that are saved locally on your computer or a
connected storage device, or online. The Open screen is divided into two panes which allow you to
navigate to the desired location and access your files.
The Open screen also provides options to open files from your Microsoft® OneDrive® - Personal
account, Office 365™ SharePoint® location, and OneDrive Business account.

Figure 1-5: The Open screen with the list of recent files displayed.
Note: OneDrive is a cloud-based service that allows you to store files online. You can open files
stored in your OneDrive account, only if you sign in to the corresponding Microsoft account.
Note: OneDrive accounts are covered in greater detail in a later lesson.
Task Panes
A task pane is an interface component that is displayed within the Publisher environment and
provides feature-specific options and commands. You can open task panes by accessing specific
commands on the ribbon or in the Backstage view. Task panes usually appear along the left or
right edges of the application window, but can be moved and resized to your requirements. You can
keep a task pane open while working on a publication.
The Page Navigation Pane

The Page Navigation pane shows thumbnail images of all the pages in the currently open The Page Navigation
publication. The Page Navigation pane is located on the left of the application window. This pane Pane
provides options that allow you to move between pages, insert new pages and sections, and
duplicate existing pages. In the Page Navigation pane, you can also access options to delete, move,
and rename pages, insert page numbers, and display the master page. In addition, you can access
settings to change the size of the thumbnail images.

Figure 1-6: A set of pages displayed as thumbnails in the Page Navigation pane.
The Quick Access Toolbar

The Quick Access The Quick Access Toolbar is a customizable menu that provides easy access to some of the most
Toolbar commonly used commands in Publisher. By default, the Quick Access Toolbar displays the Save,
Undo, and Repeat buttons. The Customize Quick Access Toolbar menu enables you to add
buttons to or remove buttons from the Quick Access Toolbar. This menu also provides options
to position the toolbar above or below the ribbon.

Figure 1-7: A customized Quick Access Toolbar.
Keyboard Shortcuts
Keyboard shortcuts allow you to perform common tasks in Publisher by using the keyboard, Keyboard Shortcuts
without having to switch over to the mouse or touch pad. The following table lists some of the
keyboard shortcuts available in Publisher.
Common Publisher Task Press
Open a new instance of Publisher. Ctrl+N

Display the Open screen. Ctrl+O
Close the current publication. Ctrl+F4 or Ctrl+W
Display the Save As screen for a new publication, or save Ctrl+S
the current publication.
Undo what you last did. Ctrl+Z or Alt+Backspace
Redo what you last did. Ctrl+Y or F4
Display the Go To Page dialog box. Ctrl+G or F5
Insert a duplicate page after the selected page. Ctrl+Shift+U
Go to the next page. Ctrl+Page Down
Go to the previous page. Ctrl+Page Up
Switch between the current page and the master page. Ctrl+M
Switch between the current view and the actual size. F9
Zoom to full page view. Ctrl+Shift+L
The Publisher Help Window

The Publisher Help window contains a library of information and tips about how Publisher 2016 The Publisher Help
works. It is a convenient way to learn more about Publisher. The Publisher Help window displays Window
links to help topics and allows you to search for topics of interest.

Figure 1-8: The default view of the Publisher Help window.
This window has a number of components that let you access the information you need.
Help Window Function

Component
Help Toolbar Gives you the commands to navigate through help pages, print help
pages, and magnify the display.
Search Field Provides options to search for specific topics using a search query and
displays relevant links to help pages.
Top Categories Displays links to topics grouped under different categories.
Note: To access the Publisher 2016 Help feature, you need to be connected to the Internet.
Publisher 2016 does not provide help resources offline.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Navigate the Interface.

ACTIVITY 1-1
Navigating the Interface
Data File
C:\091073Data\Getting Started with Publisher 2016\Getting Started.pub
Scenario
Develetech Industries is a manufacturer of home electronics. Develetech is known as an innovative
designer and producer of high-end televisions, video game consoles, laptop and tablet computers,
and mobile phones. Develetech is a mid-sized company, employing approximately 2,000 residents of
Greene City and the surrounding area. Develetech also contracts with a number of offshore
organizations for manufacturing and supply-chain support.
You have recently joined the HR department of the company, and your manager would like you to
start a campaign to recruit interns from the nearby College of Technology. She would like you to
start with a printed flyer, but she also wants you to have multiple delivery methods in mind. After
researching the available applications for publication design, you have asked your IT department to
install Microsoft Publisher on your computer. Having never used the application, you would like to
spend some time exploring its interface.
Notify students of any
Note: Activities may vary slightly if the software vendor has issued digital updates. Your changes to activities
instructor will notify you of any changes. based on digital software
updates issued by the
software vendor.
1. Launch Publisher 2016.
a) Select the Start button and select All Apps.
b) In the list of apps, scroll down to the P section.
c) Right-click Publisher 2016 and select Pin to taskbar.
d) On the taskbar, select the Publisher 2016 icon.
2. Sign in to Office with your Microsoft account.

a) At the top-right corner of the Publisher window, select the Sign in to get the most out of Office link.
b) On the Sign in screen, type your Microsoft account name and select Next.
Note: To sign in, use the Microsoft account credentials provided by your
instructor.
c) In the Password text box, type your password and select Sign in.
Note: Ensure that you have signed in to Publisher with your Microsoft account.
You can check this by verifying that your name appears at the top-right corner
of the Publisher window.
3. Open a Publisher file.

a) In the Publisher 2016 Start screen, select Open Other Publications.
b) In the Open screen, select Browse.
c) Navigate to the C:\091073Data\Getting Started with Publisher 2016 folder.
d) Select the Getting Started.pub file.
e) Select Open.
4. Access ribbon commands.

a) On the ribbon, select the Insert tab and view the different set of commands.
b) Select Insert→Pages→Page down-arrow.
Note: This course uses a streamlined notation for ribbon commands. They will
appear as "[Ribbon Tab]→[Group]→[Button or Control]" as in "select
Home→Clipboard→Paste." If the group name isn't needed for navigation or
there isn't a group, it is omitted, as in "select File→Open."
Note: Many command buttons on the ribbon contain a separate down-arrow

for displaying menus. In this course, such instances are referred to by the
notation "[Ribbon Tab]→[Group]→[Button] down-arrow." Command buttons that
contain a down-arrow that is not separated from the rest of the button will be
referred to simply by the name of the command.
c) From the drop-down menu, select Insert Blank Page.
A blank page is inserted in the publication.
d) Press F10 to view the keyboard shortcuts.
e) Press P to access the Page Design tab.
f) On the Quick Access Toolbar, position the mouse pointer over the Save button and view its
ScreenTip.
5. Access a contextual tab.

a) In the Page Navigation pane, select page 1.

®
b) Select the Microsoft Publisher 2016 text box.
c) On the Drawing Tools contextual tab, select the Format tab.
d) In the Shape Styles group, select the More button.
e) From the gallery that appears, select a style.
6. Access a dialog box.

®
a) On page 1, select the text Microsoft Publisher 2016.
b) On the Text Box Tools contextual tab, select the Format tab.

c) In the Font group, select the dialog box launcher.
d) In the Font dialog box, from the Font size drop-down list, select 28.
e) From the Font color drop-down list, select a dark blue color.
f) Select OK.
7. Explore the Backstage view.

a) Select the File tab.
b) On the Info screen, select Publication Properties.
c) From the drop-down menu, select Advanced Properties.
d) In the Getting Started.pub Properties dialog box, view the information in the different tabs.
e) Select OK.
f) Select the Print tab and view the options displayed in the right pane.
Note: The print preview displayed in the Print screen depends on the default
printer you have set for your computer. Depending on the currently selected
printer, the preview might show the publication in a single sheet or in multiple
sheets.
g) Select the back arrow button.
8. Search for a term in the Publisher Help window.
a) At the top-right corner of the Title bar, select the Microsoft Publisher Help button.
Note: Alternatively, you can press the F1 key to access Publisher 2016 Help.
b) In the Top Categories section, expand the first category and select a link.
c) In the Search text box, type Create a publication and press Enter.
d) From the list of search results, select a link and review the information displayed.
e) Close the Publisher 2016 Help window.
9. Save the file.

a) Select the File tab, and in the Backstage view, select Save As.
b) In the Save As screen, select Browse.
c) Navigate to the C:\091073Data\Getting Started with Publisher 2016 folder.
d) In the File name text box, replace the existing text with My Getting Started
e) Select Save.

TOPIC B
Customize the Publisher Interface
You examined the basic components of the Publisher 2016 interface. Publisher offers several
customization options that allow you to change the display and arrangement of these components to
better fit your individual preferences.
Whenever you start a new project, the information you need on your screen may be different from
the last project. In a complicated publication with many elements, you may want to show most
components, if not all, on screen all the time. Other times you might find the default setting
cluttered and distracting. By customizing your Publisher environment, you can use Publisher to best
fit your work flow. In this topic, you will customize the Publisher environment.
The Publisher Options Dialog Box

The Publisher Options dialog box enables you to customize the Publisher interface to your The Publisher Options
specifications. This dialog box has a collection of tabs that let you change different aspects of the Dialog Box
interface.
The table describes the uses of the tabs of the Publisher Options dialog box.
Publisher Options Use

Tab
General Enables you to set the basic work environment such as user interface
options, user name, office themes, and startup options. This tab also
provides you with access to the Mini toolbar options and the Live Preview
feature.
Proofing Provides options that determine how Publisher corrects and formats text.
The AutoCorrect option sets Publisher to correct all spelling and
grammatical errors. You can customize the AutoCorrect settings to ignore
certain words or errors in a publication.
Save Displays the options for setting how often a document is saved
automatically and in the background.
Language Allows you to set the proofing language so the correct spell checker
dictionaries are used. On this tab, you can also choose the language for
interface elements, help content, and ScreenTips.
Advanced Allows advanced customization for editing, displaying, and printing
publications.
Customize Ribbon Displays the options for customizing the ribbon. You can add tabs, groups,
and commands to the ribbon.
Quick Access Allows you to change the components of the Quick Access Toolbar. You
Toolbar can add, delete, or reposition its commands, or move the Quick Access
Toolbar above or below the ribbon.
Add-Ins Shows the list of add-in software that can be used to expand the
functionality of Publisher.
Trust Center Lets you manage the security settings of your system and documents.
Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic B

The Customize Ribbon Tab

The Customize Ribbon The Customize Ribbon tab in the Publisher Options dialog box includes options to customize
Tab the ribbon the way you want it. By using these options, you can change default tabs, and create
custom tabs and custom groups to contain your frequently used commands.
Figure 1-9: The Customize Ribbon tab in the Publisher Options dialog box.
Office Themes
Office themes are different color schemes that you can apply to Publisher and the other Office
applications. There are three Office themes: Colorful, Dark Gray, and White. The default theme is
Colorful. In Publisher, this theme displays the Title bar, ribbon tabs, and Backstage view in the
default dark green color. The Dark Gray theme presents the interface with high contrast by
applying the dark gray color throughout the interface, except the currently displayed page and the
thumbnails in the Page Navigation pane. The White theme presents a clean look by applying
white color to the interface components.
The Customize Status Bar Menu

The Customize Status The Customize Status Bar menu allows you to control the information displayed on the status bar.
Bar Menu This menu enables you to toggle the display of information such as the page number, Caps Lock
status, object position, and object size. You can also use this menu to specify whether to display the
shortcut buttons and the Show Whole Page button on the status bar.

Figure 1-10: The options in the Customize Status Bar menu.
job aids on How to Customize the Publisher Interface.

ACTIVITY 1-2
Customizing the Publisher Interface
Before You Begin

The file My Getting Started.pub is open.
Scenario
You are now familiar with the Publisher interface. Before beginning your work on new projects, you
would like to customize the interface to suit your needs. You would like to add commands that are
not available on the ribbon and the Quick Access Toolbar. Adding the required options to the
ribbon and Quick Access Toolbar will help you access them easily and make your time working on
your publications more efficient.
1. Add a new tab to the ribbon.

a) Select File→Options.
b) In the Publisher Options dialog box, select the Customize Ribbon tab.
c) From the Customize the Ribbon drop-down list, select Main Tabs.
d) In the Customize the Ribbon list box, check the Developer check box.
Note: The purpose of this step is to practice adding a tab to the ribbon. The
Developer tab allows you to access commands related to code. In this course,
you will not be using the commands in the Developer tab.
e) Select OK.
f) On the ribbon, select the Developer tab and view the commands.
Check in with remote
learners to ensure they 2. Add a custom tools tab to the ribbon.
are following along. Also a) Select File→Options.
inform them that these b) In the Publisher Options dialog box, select the Customize Ribbon tab.
customizations will be
c) Select the New Tab button to add a new tab.
used later in the course.

d) Verify that a tab named New Tab (Custom) is added to the list and that New Group (Custom) is
added right below it.
3. Rename the new tab and group.

a) Select New Tab (Custom) and select Rename.
b) In the Rename dialog box, type Additional Tools If the Rename dialog
c) Select OK. box does not appear,
d) Select New Group (Custom) and select Rename. you may have to close
the Publisher Options
e) In the Rename dialog box, in the Display Name text box, type Tools
dialog box and restart
f) In the Symbol section, select the third symbol in the first row. Publisher. Check with
the students to ensure
that they are able to
access the Rename
dialog box.
g) Select OK.
4. Add a command to the new group.

a) In the Publisher Options dialog box, select the Customize Ribbon tab, and from the Choose
commands from drop-down list, select Commands Not in the Ribbon.

b) In the Choose commands from list box, select Design Checker.
Note: You are adding the Design Checker tool to the ribbon so that you can
use it in a later lesson. The Design Checker tool is used to check a publication
for design errors.
c) In the Customize the Ribbon list box, select Tools (Custom).
d) Select Add.
e) Ensure that the Design Checker tool is added to the custom group.
f) Select OK.
g) Select the Additional Tools tab to view the newly added ribbon group and command.
Check with students to
ensure that they have 5. Add commands to the Quick Access Toolbar.
added the new ribbon a) Right-click the ribbon and select Customize Quick Access Toolbar.
tab and group b) From the Choose commands from drop-down list, select All Commands.
successfully.
c) In the Choose commands from list box, scroll down and select Close File.
d) Select Add.
e) In the Choose commands from list box, select Save As.
f) Select Add.
Note: Alternatively, after selecting Close File, hold down Ctrl and select Save
As. Then, select Add to add both items at the same time.
g) Select OK.
The Close File and Save As commands are added to the Quick Access Toolbar.
6. Apply an Office theme.

a) Select File→Account.

b) From the Office Theme drop-down list, select Dark Gray.

c) Select the Back Arrow button to view the interface.
d) Select File→Account, and from the Office Theme drop-down list, select Colorful.
e) Select the Back Arrow button. Encourage students to
try the different Office
7. On the Quick Access Toolbar, select the Close button. themes and view the
changes to the interface.
Ask them which theme
they would prefer in their
line of work.

TOPIC C
Create a Publication
Now that you've customized the Publisher 2016 environment to fit the way that you work, you are
all set to create a new publication. Publisher 2016 enables you to create publications in different
ways. So, you must choose the one that best suits how you work and the project that you need to
create. You can either build your own publication from scratch, a defined base design, or a template.
In this topic, you will create a publication.
Templates
A template is a type of file that contains formatting and style configurations to help you start
developing a publication. Templates are a great way to save time and create consistent publications.
A template is a file that is just a few steps away from completion and it serves as a starting point for
a new document. When you open a template, it is pre-formatted with built-in layouts that you can
customize to suit your project.
Publisher Templates
Publisher Templates You can access a large number of templates in Publisher. The available templates are organized by
the publication type. You can access the templates installed as part of Publisher 2016, templates that
are available online, or both. Some templates allow you to add information to customize the
template. For example, if you select a calendar template, you can specify the range of dates to be
included. When you start a new publication by using a template, a copy of the template file opens so
that the original template isn't altered by mistake. You can make a template from any publication by
saving that publication as a Publisher template file.
Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic C

Figure 1-11: A collection of featured templates in Publisher.
Note: You can access the FEATURED and BUILT-IN categories of templates only if you are
connected to the Internet. If you are not connected to the Internet, you cannot access the
featured online templates. Only the built-in templates that are already installed are listed.
You may want to show

Note: To learn more about how to use templates, you can access the LearnTO Create LearnTO Create
Business Cards presentation from the LearnTO tile on the CHOICE Course screen. Business Cards from the
CHOICE Course screen
or have students
File Types navigate out to the
Course screen and
PUB is Publisher's default file format for saving publications, but you can choose to save Publisher watch it themselves as a
files in a number of other formats. File formats other than the default file format can be used for supplement to your
sharing the publication with people who do not have the Publisher application installed on their instruction. If not, please
remind students to visit
computer. Image formats and the Portable Document Format (PDF) are useful for printing a
the LearnTOs for this
publication. course on their CHOICE
Course screen after
File Format Description class for supplemental
information and
Publisher File The file is saved in the default PUB format. additional resources.
Publisher Template The file is saved in the PUB format, but it is specifically useful as a File Types
starting point for future publications.

File Format Description

Publisher 98 File The file is saved in a form of the PUB format compatible with
Publisher 98.
Publisher 2000 File The file is saved in a form of the PUB format compatible with
Publisher 2000.
PDF The file is published in the PDF format.
JPEG Pages in the publication are saved as web-quality JPEG images.
GIF Pages in the publication are saved in GIF format.
TIFF Pages in the publication are saved in TIFF format.
PNG Pages in the publication are saved as print-quality PNG graphics.
Device Independent Pages in the publication are saved in BMP format.
Bitmap
Web Page, Filtered Pages in the publication are saved in HTML format.
The Save As Screen

The Save As Screen The Save As screen provides you with access to the commands you will use to name and save your
publications. You can access the Save As screen to save a new publication or to save a copy of an
existing publication in a different name or location. You can save your files both locally on your
computer or a connected storage device, or online. The Save As screen is divided into two panes,
which allows you to navigate to and save your publication in the desired location.
Figure 1-12: The Save As screen with the list of recent locations displayed.
The Save As screen includes several elements that allow you to choose a location for saving your
publication.

Save As Screen Used To

Element
OneDrive Store a publication in the cloud using a OneDrive account associated with
your Microsoft account.
Note: To save files to OneDrive, you need to sign in to your
Microsoft account.
This PC Save a publication to a location on your computer. By using this option,

you can select the desired location for your publication from a list of most
recently accessed locations.
Add a Place Add a location in the cloud where you need to save your publication. Using
this option, you can add an Office 365 SharePoint or a OneDrive account.
Browse Navigate to the desired location on your computer and save your
publication at that location.
Note: The list of recently used locations displayed in the Save As screen may change as you
work in Publisher further.
job aids on How to Create a Publication.

ACTIVITY 1-3
Creating a New Publication
Before You Begin

The Microsoft Publisher 2016 application is open.
Scenario
In one of the HR department meetings a coworker was discussing the creation of a newsletter for
the company, so you volunteered to look for available templates and present to the team.
1. Explore the different blank publication sizes.

a) In the Backstage view, on the New tab, select More Blank Page Sizes.
b) Scroll down to view the different publication types and sizes.
c) In the Standard section, select Legal (Landscape) 14 x 8.5" and view the properties in the right task
pane.
2. Select a template to use for your publication.

a) In the More Blank Page Sizes screen, select Home.
b) Select BUILT-IN.
Note: On the New screen, you can access the FEATURED and BUILT-IN
categories of templates only if you are connected to the Internet. If you are not
connected to the Internet, you cannot access the featured online templates.
Only the built-in templates that are already installed are listed.

c) Scroll down and select Newsletters.
d) In the More Installed Templates section, select Banded.
e) In the Banded pane, select Create.
3. Navigate the new template.

a) In the Page Navigation pane, select pages 2 and 3.
Note: In a publication that has multiple pages, you can use keyboard shortcuts
to navigate between the pages. To go to the next page, use Ctrl+Page Down,
and to go to the previous page, use Ctrl+Page Up.
b) Select page 4.
4. Change text in a template placeholder.

a) Navigate to page 1.
b) Select the title text "Newsletter Title."
c) Type Monthly Digest
5. Save your new publication.

a) On the Quick Access Toolbar, select Save.
Ask students why the
Save As dialog box Note: You can also save a file by using the keyboard shortcut Ctrl+S.
appears though they
selected the Save
b) In the Save As screen, select Browse.
option. It's because this
is the first time they are c) Navigate to the C:\091073Data\Getting Started with Publisher 2016 folder.
saving a new d) Save the file as My Publisher Newsletter
publication. e) On the Quick Access Toolbar, select the Close button to close the file without closing the Publisher
window.

Summary
In this lesson, you were introduced to Publisher 2016 and the types of publications that you can
create. By learning the basics of Publisher, you can produce professional publications effectively.
Setting the interface the way you want it will save you time. Finally, creating a publication from a
template will allow you to build on the pre-defined layouts to meet your creative needs.
Encourage students to
Which tasks that you performed in the past would have been easier to accomplish using Publisher 2016? use the social
A: Answers will vary, but may include creating newsletters, brochures for sales presentation, event networking tools
promotion flyers, and business cards. provided on the CHOICE
Course screen to follow
Which of the customization options do you think you will use most often? up with their peers after
the course is completed
A: Answers will vary, but adding frequently used commands to the Quick Access Toolbar, customizing
for further discussion
the ribbon tabs, and applying an Office theme are some of the most frequently used customization and resources to support
options. continued learning.
Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
Lesson 1: Getting Started with Microsoft Publisher 2016 |

2 Adding Content to a
Publication
Lesson Time: 1 hour, 15 minutes
Lesson Objectives
In this lesson, you will add content to a publication. You will:
• Add text to a publication.
• Add pages and picture placeholders to a publication.
• Identify ways to display content in text boxes.
• Apply building blocks to a publication.
Lesson Introduction
Now that you have created a publication, you will want to include different types of content.
Microsoft® Office Publisher 2016 gives you the flexibility to use different types of content,
such as text and graphics, together in a publication. Whether you start from scratch or from
a template, you will need to include additional items to finish your project. Being able to add
various kinds of content will help you effectively create powerful, professional publications.
TOPIC A
Add Text to a Publication
Text is the backbone of any successful publication. It acts as the most powerful and direct way to
exchange information such as addresses, phone numbers, financial data, and other facts. The type of
publication that you are creating will determine how much text you can use and how it will be most
skillfully displayed. Being able to successfully handle text in a publication will be one of the most
important skills you need when you create publications. In this topic, you will add text to a
publication.
Text Boxes
Text Boxes Publisher 2016 manages text with text boxes that hold text as a unit. Text boxes serve as the
containers of text in a publication. They can be moved anywhere on a page. Text boxes have a
defined shape, and the text you specify conforms to this shape. Text boxes can be part of a template
or created for a publication.
The Draw Text Box command helps you to draw a text box of the required size. Publisher
provides several options that enable you to move, resize, format, change the orientation of, and
delete a text box. It also provides options to display and format text box outlines.
Figure 2-1: Text boxes in a publication.
Object Boundaries
The Boundaries option enables you to view the boundaries of objects in a publication. This option
is helpful when you insert multiple objects, such as text boxes and pictures, on a single page.
Lesson 2: Adding Content to a Publication | Topic A

Rulers
Rulers are visual reference tools that allow you to accurately position objects on a page. Rulers Rulers
display marked increments that make it easy for you to place objects. In Publisher, you can use the
horizontal and vertical rulers to create objects of the required size and position them precisely. You
can also use rulers to adjust margins and indentation of text within text boxes.
Figure 2-2: Horizontal and vertical rulers on a page.
Ruler Guides
Ruler guides are straight, non-printing lines that can be used to help design a publication. Ruler guides Ruler Guides
can be either horizontal or vertical, and it is quite common to use both at the same time. Ruler
guides help to align objects on a page. You can use as many ruler guides as you need on a page. You
can add ruler guides either by using the built-in set of ruler guides available in Publisher or by
inserting custom ruler guides at the desired locations on a page.

Figure 2-3: Horizontal and vertical ruler guides on a page.
Discuss how ruler

guides will help to
design the layout of a Margin Guides
publication. Ask students
what benefits they can Margin guides are non-printing lines that establish the distance from the edges of a page in a
derive by using ruler publication. Margin guides in Publisher 2016 are set by default to a half-inch on the left, right, top,
guides. and bottom of a page. You can adjust these guides to any length to fit your design needs, or you can
Margin Guides use the Wide, Moderate, or Narrow options. The Wide option sets the margins at one inch, the
Moderate option sets the margins at half an inch, and the Narrow option sets the margins at a
quarter of an inch.
Figure 2-4: Margin guides in a publication and Publisher options to set margins.

Need for Setting Up a Layout

Before you start working on a publication, you need to set up its layout. It is important to design the
layout before you start populating a publication with text and graphics, because you need to know
where each object fits into your publication. You also need to know the space available for each
block of content. You can create as many ruler guides as you want to set up the layout of a
publication. Having a clear vision of the end product will help you do this easily.
job aids on How to Add Text to a Publication.

ACTIVITY 2-1
Adding Text to a Publication
Before You Begin

The Microsoft Publisher 2016 window is open.
Scenario
After meetings with other departments in the company to discuss the creation of the newsletter, it is
time to start its development. You are expecting content and images, such as the logo and other
graphical elements, from the Marketing department. Your manager is also working with another
member of the team to create a Word document with all the details of the Internship Program.
Once the print version is ready, you would like to deliver the newsletter electronically as the majority
of your audience uses tablet devices.
You decide to create a two-page publication printed front and back on a single page. As for the
layout, you would like to use landscape orientation. Your manager wants the newsletter to look
unique and fresh, so you decide to create a new publication from scratch and add content to it. After
creating the publication, you will design the layout with ruler guides, and then start adding text to it.
1. Create a new publication.

a) If necessary, select File→New.
b) In the New screen, in the FEATURED section, select More Blank Page Sizes.
c) In the Standard section, select Tabloid (Landscape) 17 x 11".
d) Select Create.
On page 1 of the new publication, notice that the default margin guides are set up.
2. Draw horizontal ruler guides to set up the page layout.

a) Position the mouse pointer on the horizontal ruler, and when it changes to a double-headed arrow,
click and drag a horizontal ruler guide to the page at the intersection of the 1 inch mark on the
vertical ruler.

b) Draw four more horizontal ruler guides to the following intersection positions on the vertical ruler: 2
inches, 2.5 inches, 3 inches, and 10 inches.
Check with the students

3. Draw vertical ruler guides. to ensure that they have
a) From the vertical ruler, drag a vertical ruler guide to the page at the intersection of the 1 inch mark inserted all the required
on the horizontal ruler. horizontal ruler guides at
the correct locations.

b) Draw five more vertical ruler guides at the following intersection positions on the horizontal ruler: 5
inches, 6 inches, 10 inches, 11 inches, and 15 inches.

to ensure that everyone 4. Add a text box to the page.
is following along and a) Select Home→Objects→Draw Text Box.
that everyone's page b) From the intersection point of the 1 inch horizontal and 1 inch vertical ruler guides, draw a text box
layout looks the same. up to the 6 inch vertical ruler guide and expand it up to the 2 inch horizontal ruler guide.
Note: The text box inserted on the page appears slightly bigger than the
rectangle shape you created. This is because of the default margins that are
set for the text box.
5. Add text to the text box.

a) Press the F9 key to zoom the view.
Note: When you press the F9 key, the view will switch between the current
view and the actual size. You can also use the Zoom slider in the bottom-right
corner of the status bar.
b) In the text box, type Internship Opportunities at Develetech

6. Add two more text boxes at the bottom of the page.

a) Press the F9 key to zoom out.
b) Select Home→Objects→Draw Text Box.
c) From the intersection of the 3 inch horizontal and 6 inch vertical ruler guides, draw a text box to the
10 inch vertical ruler guide, and expand it up to the 10 inch horizontal ruler guide.
d) Check the View→Show→Boundaries check box.
Note: Showing the boundaries will ensure that the text boxes are visible, even
when not selected.
e) Select Home→Objects→Draw Text Box.
Note: The Draw Text Box tool must be selected for every new text box.
f) From the intersection of the 3 inch horizontal and 11 inch vertical ruler guides, draw a text box to the
15 inch vertical ruler guide, and expand it up to the 10 inch horizontal ruler guide.
If you select both text boxes it will look like this:
You may want to take

7. Save the publication. this opportunity to ask
a) Select File→Save As. remote students to show
their work.
Note: You can also use the Save As button you added to the Quick Access
Toolbar.
The 02 in the file name
is for the lesson number.

b) Navigate to C:\091073Data\Adding Content to a Publication and save the file as My Publication

Internships 02.pub
Need for Importing Text

You may need to import text when you already have the required text in another application.
Perhaps you have used it in another document or would like to input the text once and use it in a
number of different documents. Reusing the existing material in Publisher 2016 by importing text
from another document would help you save your time and reduce the chance of mistakes.
Methods of Importing Text in a Publication

Methods of Importing Publisher 2016 allows you to import text from other applications in three different methods. These
Text in a Publication methods are using the Insert File option, copying and pasting text, and opening an existing
Microsoft® Word document in Publisher. The table describes these methods.
Import Method Enables You To
The Insert File Insert text from a file directly into a text box. By using this option, you can
option import text from Microsoft Word documents, other word processing
application files, plain text files, and HTML files.
Copy/Paste Copy text from another application and paste it into a text box.
Open a document Open an existing Microsoft Word document in Publisher, so that you can
work on the document and then save it as a Publisher publication.
Note: The Insert File option inserts the imported text into the currently selected text box or
creates a new text box if no text box is selected. If a new text box is created, the imported text is
copied into it.
Business Information Sets

Business Information Business information sets are used to store frequently needed information about individuals or
Sets organizations. This information can be used to populate fields and text boxes to help you quickly
produce business documents such as flyers, business cards, and brochures. The Info tab in the
Backstage view provides options to create business information sets for a publication. Publisher
2016 lets you create as many business information sets as you need. Some of the data usually added
in business information sets include name, organization, phone numbers, address, email address, and
logo.
The Create New Business Information Set dialog box enables you to create new business
information sets. Once created, you can access options to edit or delete the business information
sets.

Figure 2-5: Business information specified on the Create New Business Information Set dialog
box.
job aids on How to Import Text into a Publication.

ACTIVITY 2-2
Importing Text into a Publication
Data Files
C:\091073Data\Adding Content to a Publication\Summer Internship Program.docx
C:\091073Data\Adding Content to a Publication\Summer Internship Program Requirements.docx
Before You Begin

The file My Publication Internships 02.pub is open.
Scenario
Your manager emailed you the documents with all the details of the internship program. You want
to quickly copy the required information from these documents into your publication without any
mistakes. You decide to import text from these files into the text boxes you created.
1. Import text into the big text box at the center of the page.
a) Click in the big text box at the center of the page.
b) Select Insert→Text→Insert File.
c) In the Insert Text dialog box, navigate to the C:\091073Data\Adding Content to a Publication folder.
d) Select the Summer Internship Program.docx file.
e) Select OK.
Instruct students to wait
a few seconds for the Note: While importing a file from another Office application, Publisher retains
import operation to finish the formats. To import plain text, you can either create a Notepad document or
and the text to appear in save your document as a .txt file.
the text box.
2. Import text into the big text box on the right of the page.
a) Click in the big text box on the right of the page.
b) Select Insert→Text→Insert File.
c) If necessary, navigate to the C:\091073Data\Adding Content to a Publication folder.
d) Select the Summer Internship Program Requirements.docx file.
e) Select OK.
3. Press the F9 key to zoom in the page and view the text.
4. Save the file.

TOPIC B
Add Pages and Picture Placeholders to a
Publication
Your publication has text that has either been input directly into Publisher or imported from
another file. Text or pictures may not be appropriately sized for the space available in your
publication. It is easier to resize a picture or change the size of a text box than to rewrite your text to
make it fit. Now, you will want to resize and position this text to best fit your publication. In this
topic, you will add pages and organize text boxes and picture placeholders.
Pages
A page is a unit of a publication that contains content. Pages can include different types of content Pages
such as text, images, shapes, and tables. The size and layout of the pages in a publication depend on
the publication type. You can set margins, apply a background, and format the border of the pages
in your publication.
Figure 2-6: A page in a publication.
Picture Placeholders
A picture placeholder is a container for a graphic. Picture placeholders have defined borders and occupy Picture Placeholders
a specific location on the screen. They can be moved, resized, formatted, or deleted.
Lesson 2: Adding Content to a Publication | Topic B

Figure 2-7: A picture placeholder.
Dynamic Guides
Dynamic Guides Dynamic guides are the lines that appear as you move a text box or picture placeholder closer to
another object or a page margin. These guides allow you to align objects in relation to other objects
or to the page margins.
In Publisher, objects can align based on their edges or their mid-lines. As you drag an object towards
another object's edge or mid-line, or towards a guide, the object you are dragging appears to become
sticky when it aligns and non-sticky as you move it past the alignment.

Figure 2-8: Dynamic guides that appear when a picture placeholder is moved.
job aids on How to Add Pages and Picture Placeholders to a Publication.

ACTIVITY 2-3
Adding Pages and Picture Placeholders to a
Publication
Before You Begin

Scenario
The Marketing department provided you with access to a stock photography site. You are still in the
process of selecting photographs for the publication, but you have a pretty good idea of the
intended size and location of pictures in the publication: a large image on the front of the
publication showing students working on computers, and a large image on the back showing a
group of students in an internship-style setting. Smaller images will accompany the text. However,
before getting the images ready, you want to add another page to the publication and include picture
placeholders for the images you want to add.
1. Insert a new page.

a) Select Insert→Pages→Page down-arrow.
b) From the drop-down menu, select Insert Blank Page.
2. Add ruler guides to the new page.

a) From the vertical ruler, drag a vertical ruler guide to the page at the intersection of the 4 inch mark
on the horizontal ruler.
Note: If necessary, press the F9 key to zoom out. You will find it easier to work
on the page layout when the screen size is small.
b) Drag another vertical ruler guide to the page at the intersection of the 13 inch mark on the horizontal
ruler.
c) From the horizontal ruler, drag a horizontal ruler guide to the page at the intersection of the 3 inch
mark on the vertical ruler.

d) Drag another horizontal ruler guide to the page intersecting at the 8 inch mark on the vertical ruler.
Check with the students,

3. Add a picture placeholder to the page. onsite and remote, to
a) Select Insert→Illustrations→Picture Placeholder. ensure that everyone is
following along. Make
Verify that a picture placeholder is placed in the middle of the page.
sure that all students
have added the ruler
4. Resize the picture placeholder. guides correctly.
a) Position the mouse pointer over the sizing handle at the right of the picture placeholder, and when
the pointer changes to a double-headed arrow, drag it up to the 13 inch vertical ruler guide.
b) Similarly, drag the sizing handles on the left, right, and bottom of the picture placeholder so that the
picture placeholder fits into the large rectangle formed by the ruler guides in the middle of the page.

5. Add picture placeholders to page 1.

b) Select Insert→Illustrations→Picture Placeholder.
c) Drag the picture placeholder to the top-right corner of the big text box at the center of the page.
Note: Ensure that you do not click the picture icon at the center of the picture
placeholder. Move the mouse pointer towards the upper-right corner of the
picture placeholder. Click and drag only when the mouse pointer changes to
cross-hairs.
Point out to the students

that the text reflows as
the picture placeholder
is moved.
d) Select Insert→Illustrations→Picture Placeholder.

e) Drag the picture placeholder to the top-right corner of the big text box on the right of the page.
f) Select Insert→Illustrations→Picture Placeholder.

g) Drag the picture placeholder and place it at the intersection of the 3 inch horizontal ruler guide and
the 1 inch vertical ruler guide.
6. Resize the picture placeholder.

a) Ensure that the last picture placeholder you inserted is in the selected state.
b) Drag the sizing handle on the right of the picture placeholder up to the 5 inch vertical ruler guide.

c) Similarly, drag the sizing handle at the bottom of the picture placeholder up to the 10 inch horizontal
ruler guide.
7. Save the file.

TOPIC C
Control the Display of Content in Text Boxes
Now that you have properly sized and positioned your text boxes and picture placeholders, you
would like to focus on the presentation of text to make it as appealing as possible. The space
restrictions of your publication may require you to adjust how you place text. Publisher provides
several text arranging tools that help you organize text in multiple columns or across several text
boxes. In this topic, you will learn to control the display of content in text boxes.
Text Box Linking Techniques

Text Box Linking When a text box is too small to accommodate text, you can link the text box with another text box
Techniques and display the excess text. By linking text boxes, you can continue a block of text in another text
box on the same page or on a different page.
If a text box has more text than it can display, an overflow indicator appears in the bottom-right
corner. You can link an existing text box to display the overflow text or allow Publisher to
automatically create a new text box for the overflow text. When you resize a linked text box or edit
the text, the flow is automatically adjusted.

LearnTO Link Text
Boxes from the CHOICE
Course screen or have
students navigate out to
the Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit Figure 2-9: Linked text boxes.
course on their CHOICE
Course screen after Note: To learn more about how to use linked text, you can access the LearnTO Link Text
class for supplemental Boxes presentation from the LearnTO tile on the CHOICE Course screen.
information and
additional resources.
Lesson 2: Adding Content to a Publication | Topic C

Text Box Columns

Text is sometimes best presented in more than one column. Publisher lets you add columns to a text Text Box Columns
box by specifying the number of columns and the space between them. You can also display a
vertical line between the columns to add visual clarity.
Figure 2-10: One column vs. two columns in a text box.
Master Pages
A master page contains a set of elements, such as text and graphics, that you want to display on a Master Pages
number of pages in a publication. The master page in your publication determines the appearance Discuss the advantages
and position of elements that appear on multiple pages. Master pages give your publication a of using master pages in
consistent look because master page elements are exactly the same on every page where they a publication. Ask
appear. They help to minimize time and effort because once you create the required elements on a students about the type
master page, the elements will be displayed automatically on the individual pages. When you change of content they would
the master page, the changes are applied to all the pages that use the master page. like to include in a
master page.
You can add a variety of elements to a master page, but the most commonly used elements are
graphics, text, page numbers, headers, and footers.

Figure 2-11: Text on the master page and a linked page.
Headers and Footers

Headers and footers are master page elements that serve as placeholders for small content. While
headers appear on the top margin of a page, footers appear on the bottom margin. Headers and
footers can contain formatted text and graphics. They are commonly used to display information
such as date, time, and page number.
job aids on How to Control the Display of Content in Text Boxes.

ACTIVITY 2-4
Controlling the Display of Content in Text
Boxes
Data File
C:\091073Data\Adding Content to a Publication\About the Company.docx
Before You Begin

Scenario
Your manager asked you to add the company's location to the publication. Adding elements in a
two-page publication might not require that much effort, but you know that this is a work in
progress and this flyer might end up being a multi-page publication.
1. Edit the master page.

a) Select View→Views→Master Page.
b) Select Insert→Text→Draw Text Box.
c) At the top-right corner of the page, outside the page margin, draw a text box approximately 4.5 inch
in width and 0.5 in height.
d) In the text box, type Greene City, RL 99999 You may want to point
out to the students that
Note: "Greene City, Richland" is the fictional city and state used in the the ruler shows the
storyline of this course. dimensions of the text
box when the cursor is
Note: You can press the F9 key to zoom in the page for better readability. visible in the text box.
2. Add content to the header of the master page.

a) Select Master Page→Header & Footer→Show Header/Footer.

b) In the header, type Develetech Industries
3. Insert page number to the footer of the master page.

a) Scroll down to the bottom of the page.
b) Click in the dotted rectangle.
c) Select Master Page→Header & Footer→Insert Page Number.
4. View the master page content on the pages of the publication.

a) Select Master Page→Close→Close Master Page.
b) In the Page Navigation pane, select each page one after the other to view the information you added
to the master page.
5. Insert a text box on page 2.

b) From the horizontal ruler, drag a horizontal ruler guide to the page at the intersection of the 9.5 inch
mark on the vertical ruler.
c) Select Home→Objects→Draw Text Box.
d) From the intersection point of the 8 inch horizontal and 4 inch vertical ruler guides, draw a text box
up to the 13 inch vertical ruler guide and expand it up to the 9.5 inch horizontal ruler guide.
6. Add content to the text box from another file.

a) Open File Explorer.
b) Navigate to the C:\091073Data\Adding Content to a Publication folder and open the About the
Company.docx file.
c) Press Ctrl+A to select all of the text in the document.
d) Press Ctrl+C.
e) Switch to the Publisher window and press Ctrl+V.
Note: Alternatively, you can select Home→Clipboard→Copy and

Home→Clipboard→Paste for copying and pasting content.
7. On the Text Box Tools contextual tab, select Format→Alignment→Columns→Two Columns.

8. Save the file and close the Microsoft Word window.

TOPIC D
Apply Building Blocks to a Publication
You inserted content in a master page so that it could be used in multiple pages of a single
publication. Reusing content across multiple publications is another way to minimize time and
effort. Publisher enables you to work with blocks of content that you can reuse in multiple
publications. In this topic, you will create building blocks and insert them in different publications.
Building Blocks
A building block is a chunk of content that can be reused in multiple publications. Building blocks can
be a combination of graphics, text, and even other building blocks. Publisher includes several built-
in building blocks and also provides options to create and save custom building blocks. Built-in
building blocks include calendars, frames, advertisements, headings, sidebars, and stories. You can
customize built-in building blocks to suit your needs. Once you insert a built-in building block into
your publication, you can edit it and save the edited building block as a user-defined building block.
Discuss scenarios where
building blocks would
help to ensure The Building Block Library
consistency across
multiple publications. The Building Block Library displays a collection of built-in building blocks available in Publisher.
Ask students to quote Developing high-quality compelling graphics and designs can take a very long time. You can save a
examples from their great deal of time by accessing Publisher's large library of professionally created designs and using
work environment where them in your publications. The Building Block Library contains five galleries of building blocks.
they have come across Each gallery is made up of categories that enable you to access the required building blocks.
the need to maintain
consistency across
multiple projects.
The Building Block
Library
Lesson 2: Adding Content to a Publication | Topic D

Figure 2-12: The Borders and Accents gallery in the Building Block Library.
The table describes each building block gallery and identifies its categories.
Gallery Description
Advertisements Includes the categories Advertisements, Attention Grabbers, and Coupons.

You can include a logo in these building blocks.
Borders and Includes the categories Bars, Boxes, Emphasis, Frames, Lines, and
Accents Patterns.
Business Includes the categories Contact Information and Logos. You can set the
Information graphic for the logo and the number of lines of text to run alongside the logo.
Calendars Displays a gallery of calendars. You can set the month and year to be
displayed.
Page Parts Includes the categories Headings, Pull Quotes, Reply Forms, Sidebars,
Stories, and Table of Contents.
job aids on How to Apply Building Blocks.

ACTIVITY 2-5
Adding a Building Block to a Publication
Before You Begin

Scenario
After you started with the development of your publication, you have been following several
forums, blogs, and online tutorials that teach some basic principles of graphic design—especially
print layouts. You are looking into reference content about adding a border around the content of
your publication to make it aesthetically appealing. Because Publisher provides a huge library of
building blocks, you decide to make use of a built-in building block in your publication. For
consistency between the pages, you want to add it to the master page.
1. Add a building block to the master page.

b) Select the Insert tab.
c) In the Building Blocks group, select the dialog box launcher.
d) In the Building Block Library dialog box, select Borders & Accents.
e) Scroll down to the Frames section.

f) Double-click Border 1.
2. Resize the building block object.

a) Drag the sizing handle at the right of the object up to the page margin.
b) Similarly, drag the sizing handles at the left, top, and bottom of the object up to the corresponding
page margins.
3. Format the building block object.

a) Right-click the object and select Format Object.
b) In the Format Object dialog box, in the Width text box, type 2 pt
c) Select OK.
4. Save the object to the Building Block Library.

a) Right-click the object and select Save as Building Block.
b) In the Create New Building Block dialog box, in the Title text box, type 2 pt Orange Border
c) From the Gallery drop-down list, select Borders & Accents.
d) Ensure that the Show in Gallery check box is checked.
e) From the Category drop-down list, select Boxes.
f) Select OK.
g) On the Insert tab, in the Building Blocks group, select the dialog box launcher.

h) Select Borders & Accents and scroll down to the Boxes section to view the new building block.
i) Close the dialog box.
5. Select Master Page→Close→Close Master Page.
Note: Ensure that the orange border is visible on pages 1 and 2.
6. Save and close the file.

Summary
In this lesson, you added content to a publication. Using text boxes, ruler guides, and building
blocks, you set up an elegantly designed publication. You also learned how to organize text boxes
and how to change the display of text in a text box. Finally, you used building blocks to quickly add
design elements to your publication.
use the social Which tools would you use to organize the content in your publications?
networking tools A: Answers will vary, but using ruler guides, adding picture placeholders, linking text boxes, and adding
provided on the CHOICE columns to text boxes are some of the most frequently used tools to organize content in publications.
up with their peers after Which building blocks would you find most useful in your publications?
A: Answers will vary, but students will most likely find it useful to add borders, sidebars, frames, and
and resources to support advertisements in their publications.
continued learning.
Lesson 2: Adding Content to a Publication |

3 Formatting Text and
Paragraphs in a
Publication
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will format text and paragraphs in a publication. You will:
• Format text.
• Format paragraphs.
• Apply font and color schemes to a publication.
Lesson Introduction
You have created the basic elements of your publication's design. Formatting text to
improve readability and make it more attractive is the next step in creating professional
publications. Publications with many pages of text can seem monotonous and lead to
readers losing interest and focus. The use of attractive formatting can make a big
publication more pleasing and effective. Proper use of colors and fonts helps attract and
retain a reader's attention.
TOPIC A
Format Text
Microsoft® Office Publisher 2016 provides several options that enable you to select the right font
styles, colors, and spacing for the text in your publication. Whereas laying out text into attractive
paragraphs makes your content more accessible to readers, formatting text gives your content an
elegant and professional look. Publisher enables you to make these changes quickly and easily for
individual paragraphs or for the entire publication. In this topic, you will format text.
Text Formatting Methods

Publisher has many different options for accessing text formatting tools. While the Font group on
the ribbon and the Mini toolbar enable you to access some of the basic formatting tools, the Text
Box Tools contextual tab provides access to a comprehensive set of text formatting tools. In
addition, the Font dialog box provides advanced options to format text. Using the different text
formatting methods, you can format a text box as well as the text it contains.
Text Editing Techniques

Text Editing Techniques Publisher offers several ways to edit text. The table lists some of the most common text editing
tasks in Publisher.
Editing Task Action
Insert a manual line break. Position your cursor where you want to break a
line of text, and then press Shift+Enter.
Insert an indented line of text under an item in Press Shift+Enter at the end of the preceding
a bulleted or numbered list without having a line, and then type the text.
bullet or number.
Replace text quickly. Select the text and type.
Go to the beginning or end of a line. Press the Home or End key.
Select all content on a page or select all text in a Press Ctrl+A.
text box when the cursor is in the text box.
Move selected text from one text box to Drag the text to the required text box.
another.
Copy selected text from one text box to Press Ctrl while dragging the text to the required
another. text box.
Select a paragraph. Triple-click within the paragraph.
The Format Text Box Dialog Box

The Format Text Box Publisher gives you many options to adjust the appearance of text boxes. The Format Text Box
Dialog Box dialog box provides access to all of the options you need to format a text box. This dialog box
enables you to change the fill and line color of a text box, resize and reposition a text box, and
specify the margins and alignment settings of a text box.
Lesson 3: Formatting Text and Paragraphs in a Publication | Topic A

Figure 3-1: The options in the Format Text Box dialog box.
The following table describes the options you can find in the different tabs of the Format Text
Box dialog box.
Tab Provides Options To
Colors and Apply or change a fill, line color and weight, or a pattern.
Lines
Size Set the height, width, and degree of rotation of a text box. Using the options in
this tab, you can also scale up or scale down a text box. The Lock aspect ratio
option enables you to resize a text box while keeping its proportions.
Layout Position a text box at the desired location on a page. Using the options in this tab,
you can also set how you would like text to wrap within the text box when it
overlaps the margins.
Text Box Align the text and set margins. This tab also provides options to specify how text
is accommodated and oriented in a text box. From this tab you can access the
Columns dialog box.
Alt Text Set alternative text to be displayed when a page is viewed in a browser.

Typography Group Commands

Typography Group Publisher offers predefined tools that enable you to apply additional type effects. These effects help
Commands to make your publications more attractive and compelling.
Figure 3-2: The commands in the Typography group on the ribbon and the Font dialog box.
The following table describes the commands in the Typography group.
Typography Function
Command
Drop Cap Applies a stylistic effect by making the first letter of a paragraph larger when
compared to the rest of the paragraph. A drop cap may span the first few lines
of a paragraph.
Number Style Sets the display style for numbers. You can specify options to display numbers
with proportional or even spacing. You can also specify options to display
numbers with the same height or with different heights.

Typography Function
Command
Ligatures Enables ligatures to make text easier to read. Ligatures are sets of characters
that require different spacing when they occur next to each other since they do
not conform to normal spacing conventions. Some common ligatures include
fi, th, and ff.
Stylistic Sets Provides sets of typography styles for the selected font. Stylistic sets are used
to display characters in different styles.
Swash Adds embellishments to stylize specific characters by giving them more
flamboyant and aggressive serifs.
Stylistic Allows you to select different character shapes for selected letters.
Alternatives
The Mini Toolbar

The Mini toolbar is a floating set of tools that appears when you select text or right-click an image in The Mini Toolbar
your publication. It allows you to access some of the most commonly used text and image
formatting tools without the need to navigate to them on the ribbon. The Mini toolbar disappears
when you move the mouse pointer away from the text or the text is no longer selected.
Figure 3-3: The Mini toolbar with commands related to text and images.

The Format Painter Tool

The Format Painter tool is a formatting tool that provides you with an easy way to copy only the
formatting of selected text and apply it to other text portions. It can also be used to apply basic
graphic formatting. The Format Painter tool does not provide any formatting options of its own.
Note: Double-clicking the Format Painter button enables the sticky mode. In this mode, you
can apply the copied formatting options to multiple items. You can deactivate the sticky mode
by selecting the Home→Clipboard→Format Painter button again.
WordArt
WordArt WordArt is a collection of predefined formatting configurations that can be applied to text. These
formatting configurations can be applied to selected text or to all text within a text box. The
WordArt Styles gallery enables you to preview different WordArt styles and apply them to text.
Figure 3-4: The WordArt Styles gallery.
job aids on How to Format Text.

ACTIVITY 3-1
Formatting Text in a Publication
Data File
C:\091073Data\Formatting Text and Paragraphs in a Publication\Publication Internships 03.pub
Before You Begin

The Publisher window is open.
Scenario
You have almost finalized the text content for your publication. You want to enhance the
appearance of the text and draw attention to it by formatting the text.
1. Open the Publication Internships 03.pub file.

a) Select File→Open.
b) In the Open screen, select Browse to display the Open Publication dialog box.
c) Navigate to the C:\091073Data\Formatting Text and Paragraphs in a Publication folder.
d) Select the Publication Internships 03.pub file.
e) Select Open.
2. Format the title text in the first page.

a) In page 1, in the text box at the top-left corner, select the text "Internship Opportunities at
Develetech."
Note: Press the F9 key to zoom in and out of the page as and when required.
b) On the Mini toolbar, from the Font drop-down list, select Calibri.
c) From the Font Size drop-down list, select 18.
d) Select the Center button.
3. Format the text box border.

a) Right-click the text box and select Format Text Box.
b) In the Format Text Box dialog box, in the Line section, from the Color drop-down list, select Accent 1 Encourage students to
(RGB (91, 155, 213)), which is the second color in the first row. experiment with different
c) In the Transparency spin box, select the up arrow button several times to set the value to 40%. formatting options.
Note: You can also drag the slider to set the Transparency.
4. Align the text in the text box.

a) In the Format Text Box dialog box, select the Text Box tab.
b) From the Vertical Alignment drop-down list, select Middle.
c) Select OK.
5. Apply a WordArt style to the title.

a) Select the title text "Internship Opportunities at Develetech."
b) On the Text Box Tools contextual tab, select the Format tab.

c) In the WordArt Styles group, select the More button.

d) From the gallery that appears, select Fill - Accent 1, Shadow.
Note: You can preview the effect of each WordArt style by hovering over the
style in the WordArt Styles gallery. Such previews are also available in other
galleries and formatting tools in Publisher.
6. Format the text in the text box at the center of the page.
a) Click in the text box at the center of the page, which contains a block of text starting with "Summer
Internship program."
b) Press Ctrl+A to select all the text.
c) On the Home tab, in the Font group, from the Font drop-down list, select Calibri.
d) From the Font Size drop-down list, select 16.
7. Apply a drop cap effect to the first letter of a paragraph.

a) Position the cursor at the start of the text, before the first word, "Summer."
b) On the Text Box Tools contextual tab, select Format→Typography→Drop Cap.

c) From the gallery that appears select Drop Cap Style 11.
d) On the Text Box Tools contextual tab, select Format→Typography→Drop Cap again, and from the
drop-down menu, select Custom Drop Cap.
e) In the Drop Cap dialog box, in the Size of letters field, set the value to 2.
f) In the Select letter appearance section, check the Use current font check box.
g) Select OK.
8. Copy formatting from one text box to another.

a) Ensure that the cursor is in front of the letter "S" to which you applied the drop cap effect.
b) Select Home→Clipboard→Format Painter.
Note: Notice that the mouse pointer is displayed as a paintbrush followed by

an insertion point when placed over text.
c) On the right of the page, in the text box, starting from the first letter, drag the mouse pointer to select
all of the text.
Note: You can also select text starting from the bottom of the text box to the
top. You may find it easier to apply the formatting by selecting the text from
the bottom of the text box to the top.

Note: The Drop Cap style is not copied when you use the Format Painter tool.
9. Move the orange border in the master page.

b) On the top-right corner of the page, select the text box.
Note: You are unable to select the text box because the orange border is
placed on top of the text box. It is good practice to add text boxes first in
publications.
c) Select the orange border and drag it to the left of the text box up to the 11 inch mark on the
horizontal ruler.
d) Select the text box with the text "Greene City, RL 99999."
e) On the Drawing Tools contextual tab, select Format→Arrange→Bring Forward down-arrow.
f) From the drop-down menu, select Bring to Front.
g) Drag the orange border to its original position above the margin guides.
10. Format the text in the Master Page text box.

a) Select the text "Greene City, RL 99999."
b) On the Home tab, in the Font group, from the Font drop-down list, select Calibri.
c) From the Font Size drop-down list, select 18.
d) Select Master Page→Close→Close Master Page.
11. Save the publication.

a) On the Quick Access Toolbar, select the Save As button.
b) Save the file in the C:\091073Data\Formatting Text and Paragraphs in a Publication folder as My
Publication Internships 03.pub

TOPIC B
Format Paragraphs
You have formatted the text in your publication to make sure that it is readable and attractive. You
may also need to format whole paragraphs to make a publication look its best. A poorly aligned
paragraph will look sloppy and take the reader's focus away from your publication. A passage that is
formatted in a confusing way can make the text difficult to read. By changing the space between text
blocks, you can control the flow of the text and enhance the look of your content. In this topic, you
will format paragraphs.
Paragraph Formatting Methods

Publisher includes many methods for formatting a paragraph. Using these methods, you can align a
paragraph horizontally or vertically, set the indent length, and specify the spacing between lines and
paragraphs. You can also set a paragraph to display as a list, and set the display style for paragraphs
that are spread across multiple pages.
The Special Characters Option

The Special Characters option enables you to view the paragraph marks and formatting marks in a The Special Characters
publication. You may find the need to view paragraph marks and hidden formatting marks in a text Option
box when you edit text or when you design content based on a specific layout. Paragraph marks can
help you determine if an extra space between characters is due to justification of text or due to data
entry errors. They also help to determine whether breaks between paragraphs are true breaks or
consist of several soft returns.
Lesson 3: Formatting Text and Paragraphs in a Publication | Topic B

Figure 3-5: The Special Characters button on the ribbon and text in a text box with paragraph
and formatting marks.
Paragraph and Formatting Marks

Some of the most common marks that you can view in a text box when you enable the Special
Characters option include dots, paragraph symbols, arrows pointing to the left, and arrows pointing
to the right. A dot identifies a space, a paragraph symbol identifies the end of a paragraph, an arrow
pointing to the left identifies a soft return, and an arrow pointing to the right identifies an indent.
Indent Markers
Indent Markers Indent markers are markers on a ruler that help you to set the space between a paragraph and the left
or right margin. There are four indent markers in Publisher that are used to set the indents for a
paragraph. The Indents and Spacing tab of the Paragraph dialog box provides options that
enable you to customize the alignment, indentation, and line spacing of paragraphs.

Figure 3-6: Indentation settings in the Paragraph dialog box.
The following table describes the indent markers in Publisher.
Indent Marker Sets
First Line The left boundary of the first line.

Hanging The left boundary of every line except the first. Generally used to align the first
line with the margin and indent the remainder of the paragraph away from the
margin.
Left The left boundary of every line.
Right The right boundary of every line.
Paragraph Flow Options

Paragraph flow options enable you to specify how paragraphs split across text boxes and between Paragraph Flow Options
the columns in a text box. The following table describes these options.

Paragraph Flow Adjusts Text Flow in Such a Way That

Option
Window/Orphan The first or last line of a paragraph doesn't appear all by itself in a separate
text box.
Keep Lines All the lines of a paragraph appear in a single text box or column.
Together
Keep With Next Paragraphs are not split. For instance, this option would be useful for
keeping introductions with the text they introduce.
Start in Next The current paragraph always appears at the top of a text box.
Bulleted Lists
Bulleted Lists Bulleted lists are lists that are used to display a sequence of items for which the order is not important.
Each of the list items displays as a line of text with a bullet to the left. Publisher 2016 allows you to
add bulleted lists to your textual content. You can select the appearance of the bullets in your lists,
select characters and symbols for the bullets, create bulleted lists with multiple sub-levels, and alter
the distance between the margin of the text box and the bullet items in your lists. The Bullets and
Numbering dialog box provides several options to format bulleted lists.
Figure 3-7: The Bullets tab in the Bullets and Numbering dialog box.
Numbered Lists
Numbered Lists Numbered lists are lists that are used to display a series of items for which the order is important; for
example, the steps in a process or procedure. As with bulleted lists, Publisher 2016 provides options
for formatting your numbered lists. You can use Arabic or Roman numerals in your numbered lists,
as well as letters. The Bullets and Numbering dialog box provides options to format numbered
lists.

Figure 3-8: The Numbering tab in the Bullets and Numbering dialog box.
job aids on How to Format Paragraphs.

ACTIVITY 3-2
Formatting Paragraphs
Before You Begin

Scenario
You notice that it is hard to read text in your publication. The line spacing needs to be adjusted and
the paragraphs have to be separated from each other. You want to format the paragraphs in your
text by increasing the line spacing and adding bullets to deliver the message in a more concise way.
This will help your readers to quickly skim the page for important information.
1. Adjust the line spacing in the center text box.
a) Select the Home→Paragraph→Special Characters button.

b) Select all the text in the text box at the center of the page.
c) Select the Home→Paragraph→Line Spacing button.

d) From the drop-down menu, select 1.5.
e) Position the cursor at the end of the first paragraph and press Enter.
2. Format the paragraphs in the right text box.

a) In the text box located at the right of the page, position your cursor at the start of the text "Job
Requirements" and press Enter twice.
b) Select the last three paragraphs.
c) Select the Home→Paragraph→Bullets button.

d) From the Bullet Styles menu, select Arrow Bullets.
3. Increase the indent of the bullet points.

a) Ensure that the bullet points are selected.
b) On the horizontal ruler, drag the hanging indent marker to the 1/2 inch mark.

to ensure that they are c) Drag the first line indent marker to the 1/4 inch mark.
dragging the correct
indent marker.
d) Select the Home→Paragraph→Special Characters button to turn off the special characters.
4. Save the file.
Paragraph Styles
Paragraph Styles A style is a collection of settings that can be applied to paragraphs in a publication. The use of styles
guarantees consistency across a publication or across multiple publications. A style can include font
and character styles, colors, spacing settings, paragraph formats, lists, ruling options, and tab

settings. Publisher provides a library of built-in styles, and also provides options to create your own
styles.
Figure 3-9: The built-in paragraph styles in Publisher.
job aids on How to Work with Paragraph Styles.

ACTIVITY 3-3
Working with Paragraph Styles
Before You Begin

Scenario
While reviewing your publication, you realize that there are some areas in the content that are more
important than others. You want to use different formatting styles to emphasize such key text. You
decide to use the predefined paragraph styles available in Publisher to highlight this text. You are
also open to modifying the selected style to get the desired effect on the text.
1. Apply a paragraph style to text.

a) In the center text box, select the last sentence that starts with "Internships."
b) Select Home→Styles→Styles.
c) From the Styles in use menu, select Accent Text 10.
Note: If you deselect the text, notice that the font color of the text has changed
to black.
d) Select the first paragraph in the right text box and apply the Accent Text 10 style.
2. Modify the style.

a) Ensure that the first paragraph is selected.
b) In the Font group, select the Font Color down-arrow.
c) From the drop-down menu that appears, select Sample Font Color.
d) Select the first letter in the center text box, which is a big orange "S."
e) Select the Home→Font→Bold button.

f) Set the font size to 16.
3. Update the modified style.

a) Select Home→Styles→Styles.
b) Right-click Accent Text 10 and select Update to match selection.
c) Verify that the last sentence in the center text box is now the same orange color as the text in the
right text box.
4. Save the file.

TOPIC C
Apply Schemes
You have formatted the text in your publication. A publication that uses many different fonts and
colors would be distracting to many readers. Using a set of consistent font and color schemes will
give your publication a professional look and feel that won't distract the reader. Applying schemes
will also help to improve the readability of text and deliver your message to the reader. In this topic,
you will apply schemes.
Schemes
A scheme is a combination of settings that is used to standardize the appearance of a publication. You
can use schemes to specify a standard set of fonts and colors for a publication. Schemes enhance a
publication by giving all the pages a consistent look. You can apply schemes to text, tables, borders,
and outlines. Publisher provides you with a built-in library of schemes, and also enables you to
create your own schemes.
Font Schemes
Font Schemes A font scheme is a standard set of fonts that ensures typographical consistency across an entire
publication or range of publications. Every font scheme needs to specify a heading and body text.
Publisher provides several built-in font schemes that you can apply to your publication. If required,
you can edit these built-in font schemes and save them as your own, or you can create brand new
font schemes from scratch. You can also specify options that determine how fonts will be applied in
a publication.
Lesson 3: Formatting Text and Paragraphs in a Publication | Topic C

Figure 3-10: The Font Schemes gallery.

Note: To learn more about how to use font schemes, you can access the LearnTO Create LearnTO Create Custom
Custom Font Schemes presentation from the LearnTO tile on the CHOICE Course screen. Font Schemes from the
CHOICE Course screen
or have students
Color Schemes navigate out to the
Course screen and
A color scheme is a group of colors designed to work well together. Publisher provides you with a set watch it themselves as a
of built-in color schemes. You can either apply a built-in color scheme, or create a new color supplement to your
scheme for your publication. When you change the color scheme, Publisher automatically updates instruction. If not, please
the colors applied to all the text and objects in the publication based on the new color scheme.
Course screen after
class for supplemental
information and
Color Schemes

Figure 3-11: The Color Schemes gallery.
job aids on How to Apply Schemes.

ACTIVITY 3-4
Applying Schemes
Before You Begin

Scenario
Your manager reviewed the current state of your publication and she seemed very happy with your
work so far. She asked you to create a couple of publications with the same layout but a different
color scheme so that she can compare them with the one you are working on.
1. Apply a color scheme to the publication.

a) Select the Page Design tab.
b) In the Schemes group, select the More button.
c) From the gallery, in the Built-In (classic) section, select Harbor.
2. Apply a font scheme.

a) Select Page Design→Schemes→Fonts.

b) From the gallery, in the Built-In section, select Flow Calibri Constantia.
3. Save the file with a different name.

a) On the Quick Access Toolbar, select the Save As button.
b) In the Save As dialog box, in the File name text box, type My Publication Internships 03 Harbor Flow
Schemes
c) Select Save.
4. Apply a different color and font scheme to the publication.

a) On the Page Design tab, in the Schemes group, select the More button.
b) From the gallery, select a color scheme you like.
c) Select Page Design→Schemes→Fonts.
d) From the gallery, select a font scheme you like.
experiment with the 5. Save the file with a different name.
different color and font a) On the Quick Access Toolbar, select the Save As button.
schemes. b) In the Save As dialog box, in the File name text box, type My Publication Internships 03 [your
selections] and select Save.
Note: Indicate the color and font scheme you selected in the new file name.
6. Close the file without closing Publisher.

Summary
In this lesson, you formatted text and paragraphs. You also applied styles and schemes to maintain
consistency in your publication. Text is one of the most important parts of a publication, and getting
it to look exactly the way that you want it to is a key to producing high-quality publications that
deliver the right message to your audience.
What features do you think will help enhance the appearance of text on a page? use the social
A: Answers will vary, but students are most likely to identify separating huge blocks of text into small networking tools
paragraphs, highlighting key blocks of text, and using appropriate font styles and color as the key provided on the CHOICE
features that enhance the appearance of text. Course screen to follow
up with their peers after
When will you use styles and schemes in your publications? the course is completed
A: Answers will vary, but students will most likely want to use styles and schemes when they want to and resources to support
reduce design effort and when they want to ensure a consistent look across a set of publications. continued learning.
Lesson 3: Formatting Text and Paragraphs in a Publication |

4 Managing Text in a
Publication
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will manage text in a publication. You will:
• Edit text in a publication.
• Work with tables in a publication.
• Insert symbols and special characters.
Lesson Introduction
You have formatted the text in your publication and applied color and font schemes. While
designing a publication there may be times when you need to add, delete, or modify your
text. Getting the text correct, well organized, and free of errors will be a major part of your
effort in creating a professional publication. If your text is misleading, incomplete, or
confusing, your publication and your organization will lose credibility. Microsoft® Office
Publisher 2016 provides a number of options to help you create error-free publications.
TOPIC A
Edit Text in a Publication
The text in your publication is now formatted. However, the early versions of your publication may
not have all the information that you want to convey to your audience. You may notice that some of
the text needs to be corrected or reorganized. In the process of creating a publication, the need for
editing is quite common. The best publications present information clearly and accurately. Knowing
how to use Publisher's editing tools will help you create effective and professional publications. In
this topic, you will edit text in a publication.
The Cut, Copy, and Paste Commands

Just like any other Office or Windows® application, Publisher supports the basic Windows editing
commands. The Cut, Copy and Paste commands enable you to copy or move text within a page,
across pages, between different publications, and from other applications. While the Cut command
removes the selected text, the Copy command duplicates the text. Both of these commands place a
temporary copy of the text on the clipboard. The Paste command enables you to place a copy of
the text in the clipboard in any text box within your publication.
Note: You can also use the Cut, Copy, and Paste commands on images and other objects.
Paste Options
Paste Options While pasting text from one location to another, it is possible that the formats applied at the source
of the text may be different from the formats at the destination. Publisher provides several paste
options that enable you to specify how the pasted text is to be formatted. The paste options are
Paste, Merge Formatting, and Keep Text Only. The following table describes these options.
Paste Option Pastes the Text
Paste With the formatting applied to the source text.

Merge With a combination of formatting applied to the source and destination.
Formatting
Keep Text Only As plain text. The text is formatted based on the formats at the destination.
The Paste Special Dialog Box

The Paste Special The Paste Special command is used to paste text and other objects according to your
Dialog Box specifications. The Paste Special dialog box provides options that enable you to paste the selected
item in different formats. For example, you can use the Paste Special dialog box to paste images in
different image file formats.
Lesson 4: Managing Text in a Publication | Topic A

Figure 4-1: The options in the Paste Special dialog box.
The Editing Group Commands

The Editing group on the Home tab provides commands that allow you to find, replace, and select The Editing Group
the desired text in a publication. The following table describes the commands in the Editing group. Commands
Command Function
Find Find and replace text using advanced options. The Find and Replace pane provides
tools to search for the desired text in a publication. It also provides options to match
whole words and match case.
Replace Search for text you would like to replace, and replace it with new text. The Find and
Replace pane provides options to replace specific occurrences or replace all the
occurrences of the search text.
Select Select text or objects in your publication.
The Text Review Tools

Publisher 2016 includes tools for proofreading your publications. These tools allow you to search
your publication for a specific piece of text, look up information using online references, check for
spelling errors, use a thesaurus, and set up preferred languages to translate text. The Research pane
and the Review tab provide access to the text review tools in Publisher.
Note: The text review features available in Publisher are limited compared to other Office
applications. If your content requires extensive research and review, a good practice will be to
complete your review tasks in Microsoft® Word and then import the content to Publisher.
The Review Tab

The Review tab provides several commands that enable you to research and proofread your The Review Tab
content. The table describes the commands available on the Review tab.

Command Function
Spelling Check the spelling of text in a publication. The Check Spelling dialog box
provides options that enable you to correct the spelling of misspelled text,
add new words to the dictionary, and ignore words for which correction is
not required.
Research Search for information using a variety of online reference tools in the
Research pane. To use all the available references, you will need an Internet
connection.
Thesaurus Find synonyms and antonyms of a word. The Thesaurus pane provides
options to look up synonyms and antonyms, and insert them into your
publication.
Translate Translate selected text to other languages. However, to use this feature, prior
Selected Text language setup in Windows is required.
Language Set your preferred language to perform proofreading and editing tasks.
job aids on How to Edit Text.

ACTIVITY 4-1
Editing Text in a Publication
Data File
C:\091073Data\Managing Text in a Publication\Publication Internships 04.pub
Scenario
A coworker had the chance to see your publication while you were working on it. She suggested that
it might be a good idea to move some of the text around. Her suggestion was to move the
Application Details section to the bottom of the text box. She also suggested to display the title in
both pages. In addition, your manager has asked you to revise the GPA value for eligibility. You
decide to perform these changes and also review the publication for errors.
1. Move a paragraph from the top to the bottom of a text box.

a) Navigate to the C:\091073Data\Managing Text in a Publication folder and open Publication
Internships 04.pub.
b) On the right of the page, select the first paragraph in the text box.
c) Press Ctrl+X.
Note: You can also right-click and select Cut, or select Home→Clipboard→Cut. use any cut and paste
method they are
comfortable with, or to
d) Position the cursor at the end of the bulleted list and press Enter twice to add space.
experiment with different
e) Press Ctrl+V. methods.
Note: You can also right-click and select Paste, or select
Home→Clipboard→Paste.
f) Position the cursor at the beginning of the sub-title "Job Requirements" and press the Backspace
key to move the paragraph up.
2. Place a copy of the title text in the second page.

a) Select the text box with the title text "Internship Opportunities at Develetech."
b) Press Ctrl+C.

Note: You can also right-click and select Copy, or select

Home→Clipboard→Copy.
c) In the Page Navigation pane, select page 2.
d) Select the Home→Clipboard→Paste down-arrow.
e) From the drop-down menu that appears, select Paste Special.
f) In the Paste Special dialog box, select Publisher Object.
Note: The Publisher Object option pastes a copy of an object by retaining its
formatting and content. In this instance, the Publisher object is a text box.
g) Select OK.
h) Select the scratch area to deselect the text box.
3. Replace text in the publication.

a) Select Home→Editing→Replace.
b) In the Search for text box, type 3.0
c) In the Replace with text box, type 3.3
d) Select Find Next to find the first occurrence of the search text.
e) Select Replace to replace the existing text with the new text.
f) Select Replace again to replace the second occurrence.
Note: You can also select Replace All to replace all the occurrences at the
same time.
g) In the Microsoft Publisher message box, select OK.
h) Close the Find and Replace pane.
4. Check the publication for spelling errors.

a) Select Review→Proofing→Spelling.
b) In the Check Spelling dialog box, select Ignore All to ignore spelling for all instances of the word
"Develetech."
c) If necessary, in the Microsoft Publisher dialog box, select Yes to continue searching for spelling
errors.
d) For the next error text "comunication," in the Change to text box, ensure that the correct spelling is
displayed and select Change.
e) In the Microsoft Publisher message box, select OK.
5. Research on the content in the publication.

a) If necessary, navigate to page 1.
b) In the right text box, in the second bullet point, select the text GPA.
c) Select Review→Proofing→Research.
d) In the Research pane, select the Start searching button.

e) From the drop-down list below the Search for text box, select All Research Sites.
f) In the list of search results, select the first link that is specific to "GPA."

Note: When you select All Research Sites, the Research pane provides
search results by running a Bing web search. You need to be connected to the
Internet to use this feature. If you are not connected to the Internet, search
results will not be displayed.
g) In the Microsoft Edge window, view the information on the website and then close the window.
h) In the Publisher window, close the Research pane.
6. Save the publication as My Publication Internships 04.pub

TOPIC B
Work with Tables
You have edited the text in your publication. While creating a publication, your goal must be to
make the information easily accessible to the reader. Sometimes you will need to provide your
content in a very structured format in order to improve its readability and clarity. Whenever
numerical or financial data is included within text, there is a risk that the reader might miss key
information. Arranging such data in tables reduces the time and effort your audience needs to access
the required information. In this topic, you will work with tables in a publication.
Tables
Tables A table is a matrix used for efficient organization of data. It is made up of cells. In a table, the cells
arranged horizontally are called rows, and the cells arranged vertically are called columns. Every cell
in a table has a position in both a row and a column, and a single piece of information is stored
there. Tables can be used to show data that compares information in two variables. In Publisher,
you can create tables with the desired number of rows and columns, and format them with borders,
effects, and styles.
Figure 4-2: A multiple row/column table.
Table Data Example

Suppose the columns of a table display the months of the year, and the rows display sales data from
different regions. By looking at the intersection of a column and a row, you can identify the sales
data of a specific region in a month. You can also make very quick comparisons of sales data for
different months and different regions.
The Table Creation Methods

There are two methods to create tables in Publisher. The first method is to create a table by
graphically selecting the desired number of rows and columns from the Insert Table menu. The
Lesson 4: Managing Text in a Publication | Topic B

second method is to create a table by specifying the desired number of rows and columns in the
Create Table dialog box.
Discuss the benefits of
Keyboard Shortcuts for Table Navigation using tables in a
publication. Ask students
The table lists the keyboard shortcuts to navigate within a table in Publisher. the scenarios in which
they would use tables.
Action Key Some of the common
scenarios for using
Move one cell to the right Tab or the Right Arrow
tables are presenting
Move one cell to the left Shift+Tab or Left Arrow schedules, sales data,
and other financial data.
Move down one row Down Arrow
Move up one row Up Arrow
The Table Tools Contextual Tab

Whenever you select a table in a publication, the Table Tools contextual tab is displayed The Table Tools
automatically. The Table Tools contextual tab consists of two tabs, namely, the Design tab and the Contextual Tab
Layout tab. While the Design tab provides commands to format the table, the Layout tab provides
commands to modify the table layout and alignment settings.
Figure 4-3: The tabs and options in the Table Tools contextual tab.
The Design Tab

The Design tab in the Table Tools contextual tab provides access to the commands that you can The Design Tab
use to format a table and the text it contains. This tab provides options to apply a table style,
customize the border and line style, set the position of the table on the page, and resize the table.
The following table lists the groups on the Design tab and describes the commands they contain.
Design Tab Provides Commands To

Group
Table Formats Select pre-defined table styles from a gallery, and specify fill colors and fill
effects.
Borders Select the desired border, and apply a border style and color.
WordArt Styles Apply WordArt styles to the text in a table.
Typography Apply typography effects to the text in a table.
The Layout Tab

The Layout tab on the Table Tools contextual tab provides access to the commands that you can The Layout Tab
use to modify the table layout and specify the text alignment settings. This tab provides options to

select whole tables or specific cells, rows, or columns, insert rows or columns, merge and split cells,
and set the alignment and typography options for the table text. The following table lists the groups
on the Layout tab and describes the commands they contain.
Layout Tab Provides Commands To

Group
Table Select a cell, row, or column within a table, and display gridlines.
Rows & Insert or delete rows and columns.
Columns
Merge Merge or split cells.
Alignment Align text, change text direction, specify hyphenation settings, and specify cell
margins.
Arrange Arrange objects within cells and arrange the table in relation to other objects.
Size Modify the height and width of the table.
job aids on How to Work with Tables.

ACTIVITY 4-2
Working with Tables
Data File
Scenario
Your coworker Jenna has been working with your manager to host an Open House for students to
attend. She just locked in the days for two events and she has asked you to add this information to
the newsletter.
1. Add a table to page 2.

b) Select Insert→Tables→Table.
c) In the Insert Table grid, move the mouse pointer over the first two columns and three rows.

d) Click the box at the intersection of the third row and second column to insert the table.
Note: The table is placed by default at the middle of the page. The placement
is approximate and will depend on the device you are using and its current
screen resolution. You can drag the table to the desired location.
2. Reposition and resize the table.

a) Select the table and drag it to the right of the page so that it is placed at the intersection of the 3 inch
horizontal ruler guide and 13 inch vertical ruler guide.
b) With the table selected, drag the sizing handle at the bottom-right corner up to the right orange
border and the 8 inch vertical margin guide.
to ensure that they have 3. Add content to the table.
created the table, a) In the first cell in the first row, type Open House
positioned it at the right
place, and resized it as
required.

Note: Press the F9 key to zoom in or zoom out the page as and when
required.
b) Type the text in the rest of the table cells as given in the following image.
4. Merge the cells in the first row.

a) In the first row, select the first cell, hold down Shift, and then select the last cell.
b) On the Table Tools contextual tab, select Layout→Merge→Merge Cells.
5. Apply a table style to the table.

a) On the Table Tools contextual tab, select the Design tab.
b) In the Table Formats group, select the More button.

c) From the gallery, select Table Style 8, which is the third tile in the second row.
6. Format the first row of the table.

a) If necessary, select the text in the first row.
b) On the Home tab, in the Font group, set the font style to Calibri.
c) Change the font size to 16.
d) On the Table Tools contextual tab, select the Layout→Alignment→Align Center button.
7. Format the last two rows of the table.

a) Select the cells in the last two rows.
Note: You can select the cells either by using the mouse or by using the
keyboard. You can also select the two rows by selecting the first cell in the
second row, holding down Shift, and then selecting the second cell in the third
row.
b) Change the font style to Calibri and font size to 12.

TOPIC C
Insert Symbols and Special Characters
You have created tables in your publication to make your content easily accessible. You may also
need to make your content more accurate and specific by adding symbols and special
characters. There are some characters that you may want to use that are not found on a standard
keyboard; for example, the registered trademark symbol (®). Publisher provides a large library of
symbols and special characters that you can quickly and easily include in your publication. In this
topic, you will insert symbols and special characters into a publication.
Symbols
Symbols and special characters expand the typographical possibilities in your publication. Many Symbols
technical and scientific ideas are best expressed through symbols, but sometimes you may need the
character sets of other languages to present the required information in a publication.
In Publisher, the Symbol gallery and dialog box enable you to insert symbols. Commonly used
business symbols include copyright (©), trademark (™), and registered trademark (®). Other
symbols include currency signs (€, £, and ¥), scientific and mathematical notations (≥, ÷, and Δ),
and characters from different alphabets (β, л, and ѱ). Every font has a set of symbols, but you will
likely need the symbol sets of different fonts to find all the symbols you require.
Figure 4-4: Symbols available in Publisher.
Note: Symbols can only be inserted in a text box or other area containing text, such as a table.
Lesson 4: Managing Text in a Publication | Topic C

Special Characters
Special Characters Special characters include punctuation marks, spacing marks, and other typographical characters that
are not available on a standard keyboard. The Special Characters tab in the Symbol dialog box
allows you to insert special characters into a publication.
Figure 4-5: The list of special characters in the Symbol dialog box.
job aids on How to Insert Symbols and Special Characters.

ACTIVITY 4-3
Inserting Symbols and Special Characters in a
Publication
Data File
Scenario
Enhancing your publication and making it stand out is your priority. After all, this is your first
project in your new job. You have been playing around with the text, but just plain font might not
be enough. You know of the symbols and special characters available in Publisher, so you decide to
dress up some of your text with non-font elements. The Marketing team also informed you that you
need to add the copyright and trademark characters to your publication.
1. View the available symbols.

a) Navigate to page 1 and position the cursor in front of the first letter in the title text box.
b) Select Insert→Text→Symbol→More Symbols.
c) From the Font drop-down list, select Wingdings and scroll down to view the available symbols.
Allow the students time
2. Insert symbols in the title text box. to explore the symbols
a) From the Font drop-down list, select Calibri. available. Instruct them
b) In the Subset drop-down list, scroll down and select Box Drawing. to change the selection
from the Font drop-down
list and explore the
options in the Subset
drop-down list.

c) In the symbol selection pane, select Box Drawings Light Vertical, which is a symbol that appears as
a vertical line.
d) Select Insert.
Note: The symbol is inserted in the text box and is also added to the list of
recently used symbols in the Symbol menu.
e) Select Close.
f) Position the cursor at the end of the text in the title text box.
g) Select Insert→Text→Symbol.
h) From the drop-down menu that appears, select the Box Drawings Light Vertical symbol you inserted
earlier.
3. Add special characters to indicate copyright and trademark.

a) Select Insert→Text→Symbol→More Symbols to display the Symbol dialog box.
b) Select the Special Characters tab.
c) In the Character list, select the Copyright character.
d) Select Insert to insert the copyright character.
e) Select Close.

f) Similarly, in the text box at the center of the page, position the cursor after the term "Summer
Internship Program," and insert the Trademark special character.
4. Save and close the publication without closing Publisher.

Summary
In this lesson, you managed text in a publication. You edited text, created and formatted tables, and
inserted symbols and special characters. These tasks enable you to ensure the accuracy of content,
present data in an organized manner, and include characters that are not available on a standard
keyboard.
use the social Which text editing tools in Publisher do you find the most useful?
networking tools A: Answers will vary but students will most likely identify the Cut, Copy, and Paste commands, the paste
provided on the CHOICE options, and the Editing group commands as some of the most useful text editing tools in Publisher.
up with their peers after What are some uses of tables while displaying business information?
A: Answers will vary, but will likely include displaying calendars and program schedules, comparing
and resources to support performance, and analyzing business data.
continued learning.
Lesson 4: Managing Text in a Publication |

5 Working with Graphics in
a Publication
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will work with graphics in a publication. You will:
• Insert graphics in a publication.
• Customize the appearance of pictures.
Lesson Introduction
Your publication contains all the required textual information. Pictures and other graphic
objects can complement and reinforce the text to make the message of your publication
more powerful and effective.
Graphics provide an easy way to sustain the reader's interest. Many people don't like to see
an entire page filled with text from top-to-bottom; effective use of graphics can help you
keep your whole audience engaged. The use of pictures can give your publication a
sophisticated look that cannot be achieved by using only text in your publication.
TOPIC A
Insert Graphics in a Publication
Microsoft® Office Publisher 2016 offers a number of different ways to insert graphics that enhance
the visual impact of a publication. Using graphics can help you break the monotony of large blocks
of text so that readers find your content engaging and attractive. Creative use of graphics and shapes
will make your publication more interesting. In this topic, you will insert graphics in a publication.
Image File Formats

Image File Formats Publisher supports many image file formats. You can import image files in many common formats.
The following table lists the image file formats you can use with Publisher and their uses.
Image File Format Suitable For
Encapsulated PostScript (.eps) Line art, art with clipping paths, duo tones, and spot colors that
include CMYK color data.
Graphics Interchange Format Low-resolution, flat-color, sharp-edged line art, and animations
(.gif) that require small file size, few colors, transparency, and
compression without loss of detail.
Joint Photographic Expert Photographs that need to support small file size, a large number of
Group (.jpeg or .jpg) colors, and compression with loss of detail.
Portable Network Graphics Line art and animations. This format is an improvement on the
(.png) GIF format and it supports smaller file size, a large number of
colors, and compression without loss of detail.
TIFF, Tagged Image File Line art and photographs that require large file size, extensive
Format (.tif) RGB and CMYK color data, and compression without loss of
detail.
Microsoft Windows Bitmap Line art that includes small size, few colors, and little compression.
(.bmp)
Windows Metafile (.wmf) Line art. This format is an improvement on the BMP format with
reduction in file size.
Windows Enhanced Metafile Line art. Like the WMF format, this format is also an
(.emf) improvement on the BMP format with reduction in file size.
LearnTO Apply a
Background from the Note: To learn about how to use background graphics, you can access the LearnTO Apply a
CHOICE Course screen Background presentation from the LearnTO tile on the CHOICE Course screen.
or have students
navigate out to the
Course screen and
watch it themselves as a Shapes
supplement to your
instruction. If not, please A shape is a closed space that is made up of lines and curves. Shapes can add simple, yet highly
remind students to visit effective and distinctive, graphic elements to your publication.
the LearnTOs for this A shape can be filled with a solid color, a gradient, a pattern, or a picture. Text can also be inserted
Course screen after
into a shape. Publisher allows you to format the size, fill color, line width and color, pattern, and
class for supplemental texture of a shape.
information and
Shapes
Lesson 5: Working with Graphics in a Publication | Topic A

Figure 5-1: Shapes available in Publisher.
Note: One of the most common uses of adding text within shapes is logo creation.
Picture Insertion Methods

Pictures are the most common form of graphic content that you can add to your publication. There Picture Insertion
are many methods to insert pictures into a publication. Depending on the nature of your work and Methods
the source of the pictures you need to insert, you can choose the most suitable method to insert
pictures. The table lists the picture insertion methods in Publisher.
Insertion Method Used To
From a graphics library Access a re-usable collection of pictures for a project or a set of projects.
From a file Insert an image file from your hard drive or other storage location. While
the Insert Picture dialog box allows you to insert pictures stored locally
on the hard drive or other storage device, the Online Pictures
command enables you to insert pictures from the Internet.
From a scanner or a Import pictures directly from a scanner or digital camera, which is
digital camera TWAIN or WIA compatible.

Discuss the scenarios in

Note: Publisher 2016 does not support the Clip Art gallery. Therefore, you will not be able to
which each insertion
method would be most access Clip Art images.
suitable. Also, discuss
the benefits of each
method based on a The Online Pictures Command
scenario.
The Online Pictures The Online Pictures command enables you to insert pictures from the Internet. It displays the Insert
Command Pictures window that provides options to search for pictures on the web using Bing.com's image
search feature. The Online Pictures command enables you to download the picture you need and
insert it into your publication. If you have a Microsoft account, you can also search for and insert
pictures that you have saved in your OneDrive® folder. Additionally, you can download and insert
pictures from your facebook.com and flickr.com accounts.
Figure 5-2: The options in the Online Pictures window.
Note: You may require specific licenses to use pictures from the Internet in your publication.
Check whether a picture requires a license before using it in your publication.
The Graphics Manager Task Pane

The Graphics Manager The Graphics Manager task pane lets you display and manage all the pictures used in a publication.
Task Pane It serves as a graphics library that provides access to all the pictures you need.

Figure 5-3: The elements in the Graphics Manager task pane.
The following table describes the elements in the Graphics Manager task pane.
Graphics Manager Element Enables You To
The Display options View all pictures or only missing and modified pictures. In this
section section, you can specify the way pictures are sorted in the Graphics
Manager task pane. You can set pictures to be sorted by file name,
file extension, file size, page number, or status. You can also choose
to display picture names or thumbnails.
The Select a picture list View pictures based on the options set in the Display options
box section. From this list, you can locate every instance of a picture in a
publication, save a picture as a linked picture, or replace a picture
with another one from the list. You can also access the Details
dialog box to view information about a picture, such as resolution,
color model, file size, and scale percentage. Also, you can choose to
view or hide thumbnails.

Graphics Manager Element Enables You To

The Change picture Access the Picture Display dialog box in which you can set how
display link you would like pictures to be displayed in the Graphics Manager
task pane. In the Picture Display dialog box, you can select either
the Detailed display or the Hide pictures option. The Detailed
display option is used to view pictures with the highest detail and
the Hide pictures option is used to prevent the display of pictures
onscreen.
The Help with Graphics Access tips for working with images in the Publisher Help window.
Manager link
The Picture Tools Contextual Tab

The Picture Tools The Picture Tools contextual tab contains the Format tab, which provides access to all the
Contextual Tab commands that you need to edit and format pictures.
Figure 5-4: The groups and commands in the Picture Tools contextual tab.
The following table lists the groups in the Format tab and describes the commands they contain.
Group Provides Commands To
Insert Add pictures to a publication.

Adjust Edit the brightness and contrast settings of a picture. This group also includes
commands to apply color variations, compress pictures, replace a picture, and reset
a picture to its original settings.
Swap Interchange pictures between different picture placeholders.
Picture Apply picture styles to a picture. You can also use the commands in this group to
Styles change a picture's border, shape, picture placeholder, or caption. You can either use
the pre-defined styles available in Publisher or build your own custom styles.
Shadow Apply preset shadow settings to a picture. Using the commands in this group you
Effects can also modify the position and color of shadows.
Arrange Position text and other objects on top of a picture or behind it. You can group and
ungroup pictures and other objects, and then rotate and align the groups. Using the
commands in this group, you can also specify the necessary wrap settings for text
that surrounds a picture.
Crop Hide from display unwanted parts of a picture. This group also provides commands
to resize a picture with or without maintaining its height and width proportion.

Group Provides Commands To

Size Adjust the height and width of a picture.
job aids on How to Insert Graphics in a Publication.

ACTIVITY 5-1
Inserting Graphics in a Publication
Data Files
C:\091073Data\Working with Graphics in a Publication\Publication Internships 05.pub
C:\091073Data\Working with Graphics in a Publication\students-on-computers41.jpg
C:\091073Data\Working with Graphics in a Publication\tablet.png
C:\091073Data\Working with Graphics in a Publication\student_male.jpg
C:\091073Data\Working with Graphics in a Publication\hBar.png
C:\091073Data\Working with Graphics in a Publication\logo.png
C:\091073Data\Working with Graphics in a Publication\student_computer_desk.jpg
Scenario
You have collected all the pictures required for your publication and are ready to insert them. But,
you still need one illustration. Having no access to a graphic designer, you would like to find an
illustration on the Internet that you can add to your publication. You are looking for an image that
calls for attention and matches the color scheme of the publication.
1. Insert an image using Bing image search.

a) Navigate to the C:\091073Data\Working with Graphics in a Publication folder and open the
Publication Internships 05.pub publication.
b) Select Insert→Illustrations→Online Pictures to display the Insert Pictures window.
Note: You can access online pictures only if you are connected to the Internet.
If you are not connected, you can still continue the activity by skipping step 1
and proceeding to step 2.
c) In the Bing Image Search text box, type attention
d) Press Enter.
e) From the web search results, select the first picture that represents "attention."
f) Select Insert.
2. Resize and reposition the image.

a) If necessary, drag the resizing handle at the bottom-right corner of the image in such a way that the
height of the image is approximately 1 inch and the width is approximately 1 inch.
b) Drag the image to the upper-right corner of the page and position it to the right and below the
address.
3. Display the Graphics Manager pane and object boundaries.

a) Check the View→Show→Graphics Manager check box to display the Graphics Manager task pane.
b) Check the View→Show→Boundaries check box.
Note: Ensure that you are able to view the boundaries around all text boxes,
picture placeholders, and graphic objects.
4. Insert a picture in the left side picture placeholder.

a) Move the mouse pointer over the picture placeholder at the bottom-left of the page and select the
picture icon.
b) In the Insert Pictures window, in the From a File section, select Browse.
c) Navigate to the C:\091073Data\Working with Graphics in a Publication folder.
d) Select the students-on-computers41.jpg file.
e) Select Insert.
Note: The image you inserted is also added to the Graphics Manager pane.
Notice that the image is bigger than the picture placeholder and portions of the
image that exceed the width of the placeholder are partially hidden.
5. Adjust the image before cropping.

a) On the Format tab, in the Crop group, ensure that the Crop button is automatically selected.
Note: When a picture is bigger than its placeholder, cropping is automatically

enabled.
b) Position the mouse pointer over the center of image and when it changes to cross-hairs, move the
picture to the right within the placeholder so that the picture shows the three students at the front.
c) Select the scratch area to deselect the picture.
Note: Notice that cropping is complete and the portions of the image that were
partially hidden earlier are now removed.
6. Insert a picture in the center picture placeholder.

a) In the picture placeholder at the top-right corner of the center text box, select the picture icon.

b) In the Insert Pictures window, select Browse.

c) From the C:\091073Data\Working with Graphics in a Publication folder, insert the tablet.png file.
7. Insert a picture in the picture placeholder on the right of the page.

a) In the picture placeholder to the right of the Job Requirements section, select the picture icon.
b) In the Insert Pictures window, select Browse.
c) From the current folder, insert the student_male.jpg file.
8. Insert a horizontal bar.

a) Select Insert→Illustrations→Pictures.
b) From the current folder, insert the hBar.png image.
c) Drag the image and position it in the space between the title text box and the image of the students
working on computers.
Note: You will resize the image in the next activity.
Instruct the students to

select the edge of the
image and not the
middle. Selecting the
middle of the image will
prompt you to change
the image.
9. Insert a logo.
a) Select Insert→Illustrations→Pictures.
b) From the current folder, insert the logo.png image.

c) Drag the image to the right of the horizontal bar, and align its right edge with the 15 inch vertical
ruler guide and the bottom edge with the image of the male student.
10. Insert an image on page 2.

b) In the picture placeholder at the center of the page, select the picture icon.
c) In the Insert Pictures window, select Browse.
d) Insert the student_computer_desk.jpg file.
e) Move the image within its placeholder to adjust it before cropping.
f) Select the scratch area to deselect the image.
11. Save the publication in the C:\091073Data\Inserting Graphics in a Publication folder as My Publication
Internships 05.pub

TOPIC B
Customize the Appearance of Pictures
Now that you have inserted various graphic objects into your publication, you may have to edit
them to add to their appeal or fit them into your design. Pictures should fit into the overall design of
your publication. A picture that is either too large or too small can disturb the flow of text, and a
picture that clashes with the rest of the page can be distracting to your readers. Using Publisher's
image formatting and manipulation tools can help you get your images right so that your
publications look at their professional best. In this topic, you will customize the appearance of
pictures.
Picture Styles
Picture Styles Picture styles are predetermined sets of formatting configurations that you can apply to a picture. You
can also customize the pre-defined formats by changing the color, weight, and pattern of the
picture's border, applying effects to the picture, and modifying the size and style of the picture's
caption.
Figure 5-5: Picture styles gallery and a picture with picture styles applied.
Lesson 5: Working with Graphics in a Publication | Topic B

Picture Adjustment Options

Publisher provides several options that enable you to adjust the appearance of pictures. The Picture Adjustment
following table describes these options. Options
Picture Adjustment Allows You To

Option
Corrections Correct the brightness and contrast of a picture. You can apply several
picture correction options to adjust a picture that is too bright or too dim.
Recolor Display pictures in a single color, such as black. Pictures with plenty of
colors demand large file sizes and incur huge printing costs due to color
variations. Recoloring a picture to fewer colors helps to reduce printing
costs, and achieve stylized and artistic looks. Pictures with the same color
theme have a consistent look across all your publications.
Compress Picture Reduce the file size of a picture. There are many different compression
file types for pictures, which help to reduce file size. Compression also
enables you to convert pictures quickly and easily to the file types
supported by printers.
Change Picture Replace a picture with another picture. You can also remove a picture
from its picture placeholder.
Reset Picture Resets a picture to its original appearance and size.
Ask students about the

Note: To learn more about how to use picture styles, you can access the LearnTO Edit Images different strategies they
presentation from the LearnTO tile on the CHOICE Course screen. have applied to reduce
file size when using
images in other
The Set Transparent Color Option
applications. Compare
The Set Transparent Color option allows you to make one of the colors in a picture transparent. those strategies with the
This enables you to customize pictures to suit your publication and make them more useful for the techniques used in
design. For example, by setting a color transparent, you can display text within a picture. Publisher.
LearnTO Edit Images
Access the Checklist tile on your CHOICE Course screen for reference information and from the CHOICE
job aids on How to Customize the Appearance of Pictures. Course screen or have
students navigate out to
the Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
Course screen after
class for supplemental
information and

ACTIVITY 5-2
Customizing the Appearance of a Picture
Data File
Scenario
All your graphics are now in place and have really made a difference to the way your publication
looks. You decide to enhance the appearance of the images by applying styles and shadow effects to
them. Adding a shadow to your images will give them more of a 3D look and make them stand out
when the publication is printed.
1. Apply a style to the pictures.

b) In the Graphics Manager pane, select the students-on-computers41.jpg image file.
c) On the Picture Tools contextual tab, select the Format tab.
d) In the Picture Styles group, select the More button.
Note: You can preview different styles by hovering the mouse over each style.
e) From the gallery, select the Drop Shadow Rectangle style, which is the fourth style in the first row.
f) Similarly, apply the Drop Shadow Rectangle style to the logo.png, tablet.png, and student_male.jpg
images.
Check with the students,
onsite or remote, to
make sure everyone is
following the steps
correctly.

g) Navigate to page 2 and apply the Drop Shadow Rectangle style to the image.
2. Resize the horizontal bar image.

b) In the Graphics Manager pane, select hBar.png.
c) Using the sizing handles, expand the image to the right orange border.
Note: The logo behind the horizontal bar image is visible because the
horizontal bar image is transparent.
3. View detailed information about an image.

a) Select the image representing attention at the top-right corner of the page.
b) In the Graphics Manager pane, select the down-arrow to the right of the selected image.
c) Select Details.
d) In the Details dialog box, view the information and select Close.
4. Apply a glow effect to the attention image.

a) On the Picture Tools contextual tab, select Format→Picture Styles→Picture Effects→Glow.
b) From the Glow gallery, in the Glow Variations section, select Accent 1, 8pt glow, which is the first
item in the second row.
5. Adjust the appearance of an image.

a) In the Graphics Manager pane, select the students-on-computers41.jpg file.
b) On the Picture Tools contextual tab, select Format→Adjust→Corrections.
c) From the gallery, select Brightness 40%, Contrast 40%, which is the second tile in the second row.
Note: You can preview the corrections by hovering the mouse over the
different tiles.
d) On the Picture Tools contextual tab, select Format→Adjust→Recolor.
e) From the gallery, select Sepia, which is the third tile in the first row.
f) Select Format→Adjust→Recolor.
g) From the gallery, select No Recolor, which is the first tile in the first row.
6. Reposition the tablet and student images.

a) In the Graphics Manager pane, select the student_male.jpg image.
b) Press the Down Arrow key three times.

c) Similarly, select the tablet.png image and press the Down Arrow key three times.
d) Close the Graphics Manager pane.
7. Save the publication and close the file.

Summary
In this lesson, you inserted graphic objects into your publication and customized their appearance.
Inserting graphics into a publication will make your content engaging and attractive. Customizing
the appearance of graphics will fine tune their appearance and give your publication a polished look.
How do some of your favorite magazines or newspapers use graphics? use the social
A: Answers will vary, but students will most likely talk about the magazines and newspapers they are networking tools
familiar with. Photographs, illustrations, shadows, and picture effects are some ways in which provided on the CHOICE
magazines and newspapers use graphics. Course screen to follow
What are the uses of graphics in publications? the course is completed
A: Answers will vary, but readers remember images that evoke some type of emotional response. Also, and resources to support
images can help to replace large amounts of text and make a point more quickly. continued learning.
Lesson 5: Working with Graphics in a Publication |

6 Preparing a Publication
for Sharing and Printing
Lesson Time: 1 hour, 15 minutes
Lesson Objectives
In this lesson, you will prepare a publication for sharing and printing. You will:
• Check the design of a publication by using the Design Checker tool.
• Save a publication in different formats.
• Preview and prepare a publication for printing.
• Share a publication.
Lesson Introduction
Now that your publication is finished, you want to share it with the world. Before you share
the publication with everyone, there are a few final steps that you must take to make sure
that the publication you worked so hard on will get to your audience exactly as you designed
it. The effort that you put into this publication can be wasted if it goes out with design
errors. To avoid this, you will want to make sure that it gets a thorough review so that any
problems get fixed before it is printed or published. Since your audience may use your
publication in many different ways, you will also need to make sure that you save the file in
a format that they can access. Microsoft® Office Publisher 2016 provides many tools to
prepare and share an error-free publication with your readers.
TOPIC A
Check the Design of a Publication
Your publication is ready and you have explored the file format options that will make it most
accessible to your target audience. Every step of the way, you worked hard to make your publication
the best it could be, so you want to review it to make sure that it is free of design errors.
Whenever you work on a complicated project with many contributors on tight deadlines, it is only
natural that there will be errors, oversights, and mistakes. There might be a graphic that you thought
was perfectly aligned to the margin that actually runs off the page and will be cut off when
viewed. Another image may look fine on your screen but will look pixelated and unprofessional if
the file is printed. You might think that you have all the text you need, but after the last set of edits
the end of the piece may be cut off. Publisher includes a set of tools to make sure that you catch any
of these costly and embarrassing problems before your file goes public. In this topic, you will check
the design of a publication.
The Design Checker Tool

The Design Checker tool scans a publication in order to identify potential design and layout problems
and bring them to your attention. The errors identified by the Design Checker tool include:
• Text that overflows its text box and gets cut off.
• Inappropriately scaled pictures.
• Elements that run off the page.
• Missing pictures and empty text boxes.
• Content in the scratch area.
The Design Checker Task Pane

The Design Checker The Design Checker task pane provides access to several options that let you scan your publication
Task Pane for design errors. Using these options you can locate and fix issues either manually or
automatically. Publisher allows you to run a number of different types of scans based on your target
audience and potential areas of concern. Each type of scan targets problem areas for that specific
delivery method. For example, graphics that would be a problem for a professionally printed
publication may be just fine for a website. You can also focus your scans to specific pages of your
publication. In addition, Publisher provides options to add or delete certain issues from the list that
Design Checker will look for.
Lesson 6: Preparing a Publication for Sharing and Printing | Topic A

Figure 6-1: The elements in the Design Checker task pane.
The following table describes the different elements of the Design Checker task pane.
Design Checker Task Pane Function

Element
Run general design checks Checks the publication for design errors. For example, use of
check box empty text boxes.
Run final publishing Checks the publication for issues that might affect the final
checks check box publishing tasks of the publication. For example, picture is missing
or content is found in scratch area.
Run web site checks check Checks the publication for issues that might affect the web display
box of the publication. For example, pictures without alternative text.
Run email checks (current Checks the current page for issues that might affect its display in
page only) email viewers. For example, there may be gaps in text that include
hyphenation.
Select an item to fix list Lists the issues in the publication along with a description. You can
also access options to locate, fix, or ignore an issue.

Design Checker Task Pane Function

Element
Close Design Checker Closes the Design Checker task pane.
button
Design Checker Options Displays the Design Checker Options dialog box in which you
link can specify the display options for the issues listed in the Design
Checker task pane. You can also specify the page range, and select
the design checks to be done for a particular type of scan.
Help with Design Checker Displays the Help page relevant to the Design Checker tool in
link Publisher.
job aids on How to Check the Design of a Publication.

ACTIVITY 6-1
Checking the Design of a Publication
Data File
C:\091073Data\Preparing a Publication for Sharing and Printing\Publication Internships 06.pub
Before You Begin

The ribbon has been customized to include the Design Checker command.
Scenario
Besides print, you still don't know the other methods of delivery for this publication—but you know
that your deadline is fast approaching. You are at the stage now that you can start checking the
publication for any issues that might affect all methods of delivery.
1. Run the Design Checker tool.

a) Navigate to the C:\091073Data\Preparing a Publication for Sharing and Printing folder and open the
Publication Internships 06.pub publication.
b) Select Additional Tools→Design Checker.
Note: If your Publisher window is not customized to include the Design

Checker command, you can access the command by selecting File→Info→Run
Design Checker.
c) In the Design Checker pane, verify that the default Run general design checks check box is checked
and an error is listed.
Assure students that any
2. Fix the error identified by the Design Checker tool. other errors aren't
a) Select the down-arrow to the right of the Object partially off page (Page 1) error. significant; this was
b) From the drop-down menu, select Go to this Item. staged deliberately to
create a predictable
c) Reduce the size of the image so that it fits within the margin of the page.
error.
d) If necessary, drag the image and position it in such a way that the bottom edge of the image is
aligned with the horizontal bar and the right edge of the image is aligned with the right margin guide.
3. In the Design Checker task pane, check the Run web site checks check box.

Note: Ignore the errors related to links at this point. You will add hyperlinks in the
next activity.
4. Correct a missing alternative text error.

a) In the Select an item to fix list, select the error with the text "Picture does not have alternative text
(Page 1)."
b) Select the down-arrow to the right of the item.
c) From the drop-down menu, select Fix: Add Alternative Text.
Note: When exporting a publication to HTML, the alt text will display when you
move the mouse pointer over an image or when an image fails to load.
d) In the Format Picture dialog box, in the Alternative Text text box, type Male Student
e) Select OK.
Note: Verify that the error is now removed from the list. The small green bar at
the bottom of the Design Checker task pane indicates your progress when
fixing errors.
5. In the Design Checker task pane, select Close Design Checker.
6. Save the publication in the C:\091073Data\Preparing a Publication for Sharing and Printing folder as My
Publication Internships 06.pub

TOPIC B
Save a Publication in Different Formats
When your publication is ready for distribution, you will need to save it in an appropriate format.
With all the different media devices and printing methods available, you have to make sure that your
file is accessible to your audience. It is also important to ensure that your publication retains its
aesthetics and visual appeal irrespective of the file format you choose for delivery. In this topic, you
will save a publication in different formats.
Publisher File Formats

Publisher enables you to save your publication in several file formats for various uses. The following Publisher File Formats
table describes these file formats.
File Format Saves Files With
Publisher The default .pub extension. This format is suitable when you need to retain
Publisher features and work closely with other Microsoft Office
applications.
Plain Text A .txt extension. A TXT file is very small in size but cannot retain text
formats.
Rich Text Format A .rtf extension. An RTF file can retain text formats, but does not support
sophisticated formatting features.
Image Formats A .gif, .jpg, .tif, .png, or .bmp extension. The choice of the image format
depends on the output medium and the required quality of output. For
example, GIF files are very portable and are widely used in the Internet but
do not include enough colors to accurately reproduce high-quality
photographs.
PostScript A .ps extension. This format is used to generate a print-ready
file. Although PostScript® is still used, it has lost popularity to other
formats such as XML Paper Specification (XPS) and Portable Document
Format (PDF).
Microsoft Word A .docx extension. Saving a file in this format allows you to send text
generated in Publisher to Word so that you can use Word's more
sophisticated word-processing tools.
Unicode A unicode text file. Saving a file in Unicode allows nearly every language in
the world to be represented by a single character set.
PDF and XPS Output A .pdf or .xps extension. These formats retain the appearance of the
original publication and are widely used for print and online distribution of
files.
Web Output A .htm, .html, .mht, or .mhtml extension. Saving a publication in one of
these formats generates a web page.
PDF File Output

Portable Document Format (PDF) is an open format that allows documents to be opened, viewed, or PDF File Output
printed on any device regardless of the operating system or configuration as long as it has a PDF
reader. The benefit of PDF is that it retains the formatting and graphics of the original file when it is
Lesson 6: Preparing a Publication for Sharing and Printing | Topic B

printed or posted online. PDF files are very small, which has led to their great popularity online.
There are two methods to create a PDF file. The first method is to save the publication as a .pdf file
and the second method is to export the publication to the PDF format. In both methods, you can
set publish options to specify how the PDF output is printed or distributed.
Figure 6-2: PDF Publish Options and file output.
Printer's Marks
Printer's Marks Printer's marks are indicators that enable the printer to print a publication precisely. They are set
before generating a print output. Publisher provides three options to set printer's marks. The
following table describes these options.
Option Used To
Crop Marks Specify the locations where a page is to be cropped.

Allow Bleeds Enable the use of bleeds. Bleeds are used to allow tiny errors while printing
images in color. They specify the amount of content that falls out of the
printing boundary.
Bleed Marks Indicate the locations where bleeds are allowed.

XPS File Output

XML Paper Specification (XPS) is a file format based on XML. XPS files are created using Microsoft's
XPS Document Writer. XPS files retain the layout and appearance of the original document when
they are printed or displayed online. Like PDF files, XPS files can be used across different
platforms. XPS files have an additional security benefit because digital signatures can be applied to
them.
Web File Output – HTML

HyperText Markup Language (HTML) is the language of the World Wide Web. The ubiquity of Web File Output - HTML
HTML files is a testimony to the format's incredible flexibility. People all over the world can view
your publication easily if you save it as an HTML file. However, one of the drawbacks of this
flexibility is that HTML files do not retain original formatting nearly as well as PDF or XPS
files. Therefore, when you save your publication as an HTML file, you need to ensure that it is
suitable for web display.
Publisher provides two options to generate a web output. The Web Page (HTML) option is used
to create an HTML file with a supporting files folder, and the Single File Web Page (MHTML)
option is used to create an MHTML file without any supporting files folder.
Figure 6-3: The Publish HTML command and the web file output in HTML.

Hyperlinks in Publisher
A hyperlink is a graphic or a piece of text in an Internet document that can connect readers to
another web page, or another portion of a document. Web users will usually find at least one
hyperlink on every web page. The simplest form of a hyperlink is an embedded text or an embedded
link. In Publisher 2016, you can create hyperlinks to files, web pages, email addresses, other pages in
a web publication, and specific locations on web pages called bookmarks.
Alt Text
Also known as alternative text or the alt attribute, the ALT tag in HTML is used to provide images
with a text description in case images are turned off in a web browser or assistive technology, such
as a screen reader, is in use. The image's text description is usually visible when the user hovers over
the image. Alt text allows a user with visual impairment to understand the meaning of the image.
This means that the alt text should convey its meaning to the user.
The Pack and Go Feature

The Pack and Go The Pack and Go feature allows you to package your publication and move it to another computer,
Feature or prepare and package your files to send them to a commercial printing service. The Pack and Go
Wizard names and numbers packed files and adds a .puz file extension. In addition, a Readme.txt
file and an Unpack.exe program are included with the packed files. Pack and Go is an easy way to
simplify the process of preparing, packing, and unpacking your publication files.
Figure 6-4: The commands in the Pack and Go feature.
The Pack and Go Commands

The Pack and Go The Pack and Go feature includes three commands. The table describes these commands.
Commands

Command Used To
Save for Photo Printing Save your publication as a set of images to print at a photo center.
Each page in the publication is saved as a separate image.
Save for a Commercial Prepare your publication for commercial printing by selecting the
Printer file quality and the file type appropriate for the printer.
Save for Another Computer Prepare your publication to be used at another computer.
job aids on How to Save a Publication in Different Formats.

ACTIVITY 6-2
Saving a Publication for Web Distribution
Before You Begin

Scenario
The IT department has been discussing ideas with your department about creating a web portal for
internships. After all, interns have always played a big part in the acquisition of talent for the
company. They asked you to save your publication as an HTML file so they can test some delivery
methods internally.
1. Add a text box to page 1.

a) Select Home→Objects→Draw Text Box.
b) Draw a text box in the lower-right corner of the page and type Page 2
c) Set the Font size to 14.
2. Insert a hyperlink from page 1 to page 2.

a) If necessary, select the text "Page 2."
b) Select Insert→Links→Hyperlink.
c) In the Link to section, select Place in This Document.
d) In the Select a place in this document list, select Page 2. Page Title.
e) Select OK.
f) Hold down the Ctrl key and select the hyperlink with the text "Page 2."
3. Export the publication as an HTML file.

a) Save the file.
b) Select File→Export.
c) In the Export screen, in the left pane, select Publish HTML.
d) In the Publish HTML pane, ensure that Web Page (HTML) is selected and select the Publish HTML
button.
e) In the Publish to the Web dialog box, verify the destination folder and select Save.
Note: Publisher saves the HTML files in the same location as the publication,
by default.

4. View the HTML version of the publication in a web browser.

a) In File Explorer, navigate to the C:\091073Data\Preparing a Publication for Sharing and Printing
folder.
Note: Verify that this folder now contains an index.htm file and an index_files
folder.
b) In the C:\091073Data\Preparing a Publication for Sharing and Printing folder, double-click index.htm. Allow the students time
to view the files in the
Note: You may wonder why the images appear with a dark thick border index_files folder and
around them and why the text is not aligned the same way as the publication. ask them what files they
Exporting HTML from Publisher might require adjustments to the images and are. Inform the students
text to avoid compression and layout issues. When a file is exported to HTML, that all the images that
the images are compressed for HTML delivery. In this instance, the border they added to their
publication in previous
appears because of the styles applied to the images.
activities, and the page 2
c) In the Microsoft Edge window, scroll down and select the Page 2 link. file that was linked from
d) Close the Microsoft Edge and File Explorer windows. page 1 earlier in the
activity, are included in
the set of published files.

ACTIVITY 6-3
Saving a Publication as a PDF File
Before You Begin

Adobe Reader is installed.
Scenario
Your manager has been advertising your publication during a meeting with other managers.
Everybody has expressed interest in reviewing it. However, none of the managers have Publisher
installed, and after the way things looked with HTML, you would like to save the file in a format
that preserves the layout and the image and text integrity. You decide that the best option for this
scenario is to export the file as a PDF.
1. Display the Publish as PDF or XPS dialog box.

a) Select File→Export.
b) In the Export pane, select the Create PDF/XPS button.
2. Set the PDF publishing options.

a) In the Publish as PDF or XPS dialog box, in the Save as type drop-down list, ensure that PDF (*.pdf)
is selected.
b) Ensure that the Open file after publishing check box is checked and select Options.
c) In the Specify how this publication will be printed or distributed list, select Standard.
d) Select the Print Options button.
e) In the Printer's marks section, check the Crop marks check box.
f) Select OK.
g) In the Publish Options dialog box, select OK.
3. Publish and view the PDF file.

a) In the Publish as PDF or XPS dialog box, verify the destination folder and select Publish.
Note: Publisher saves the PDF file in the same location as the publication, by
default.
b) Review the PDF file in Adobe Reader, and when you are done, close the Adobe Reader window.

TOPIC C
Print a Publication
You have a finished publication that has been checked for errors and saved in your desired file
format. Now it's time to print your publication. Many people like to print a document and edit from
a hard copy, but this can be time consuming and, in the case of publications with colorful graphics
and text, quite expensive. Publisher has many options and settings that let you preview your
publication and specify settings to control the way the publication is printed. In this topic, you will
print a publication.
The Print Option

Publisher allows you to print your output in many different methods. These methods include The Print Option
printing a publication:
• To OneNote® 2016. OneNote is a digital notebook where you can save all of your notes and
documents, and since OneNote files can be stored in the cloud using Microsoft OneDrive®, you
can access your notebook at anytime.
• To the XPS file format using the Microsoft XPS Document Writer.
• By sending it to a fax machine.
• On a printer. Publisher provides options to add a printer and specify print settings.
Figure 6-5: The Publisher Print option.
Lesson 6: Preparing a Publication for Sharing and Printing | Topic C

The Advanced Output Settings Dialog Box

The Advanced Output Settings dialog box allows you to access advanced print options. Using the
options in this dialog box, you can set the print output, display printer's marks, allow bleeds, set
fonts, and specify how pictures will display.
Print Settings
Print Settings The Print Settings section in the Print screen provides various options for controlling how your
publication is printed. The following table describes the print settings.
Print Settings Allows You To
Pages Select between printing all pages or printing only specific pages in a publication.
If you choose to print specific pages, you can specify a page range or provide a
comma separated list of pages to be printed. The default setting is to print the
entire publication.
Pages Per Sheet Specify how each sheet of paper is used. Depending on your printer, you can
select an option that prints each sheet with multiple pages, various folded styles,
or tiles. The default setting is One page per sheet.
Page Size Set the type of paper to be printed on. Depending on your printer, Publisher
allows you to print to various paper sizes, such as letter, tabloid, legal, A3, A4,
and B4.
Orientation Select either the Landscape or Portrait orientation.
Single-side or Set the output to be printed on a single side of paper or on both sides. Single-
two sides sided is the default option, and many printers can only print on one side.
Color Set the output as either composite RGB color or composite
grayscale. Composite RGB is the default option.
RGB vs Grayscale
The RGB color model is an additive color model in which red, green, and blue colors are added
together in various ways to reproduce a broad array of colors. The name of the model comes from
the initials of the three additive primary colors: red, green, and blue.
Grayscale color is composed exclusively of shades of gray, varying from black at the weakest
intensity, to white at the strongest intensity.
The Print Preview Pane

The Print Preview Pane The Print Preview pane allows you to preview the output of a publication without having to print
it. The Print Preview pane has various tools to help you preview your publication. You can zoom
in and out anywhere between 10 and 1000 percent of the original publication to evaluate the output
at the desired level of detail. You can also preview the output in a single sheet or in multiple sheets.

Figure 6-6: A sample preview in the Print Preview pane.
job aids on How to Print a Publication.

ACTIVITY 6-4
Printing a Publication
Before You Begin

The My Publication Internships 06.pub is open.
Scenario
You are waiting for your manager to provide you with details on printing the publication. In the
meantime, you are going to adjust the print settings and use Print Preview to make sure everything
will print true to the publication.
Unless you have a
physical printer, explain
to the students that for 1. Preview the publication before you prepare it for printing.
this activity, they will a) Select File→Print.
prepare the publication
for printing but they will b) In the preview area, select the Ruler button to hide the rulers.
not be printing it.
Note: By default, rulers are turned on in the preview area.
c) Select the Zoom In button to zoom in the preview.
d) Select the Next Sheet button to view the next page.
Note: The print preview depends on the default printer settings on your
computer. The preview is Publisher's best guess on how the publication will
be printed. Your preview might show multiple sheets or multiple tiles of pages.
You can use the Next Sheet and Previous Sheet buttons to preview the
different sheets.
2. Prepare the publication for printing.

a) In the Settings section, in the first drop-down list, ensure that Print All Pages is selected, and in the
fourth drop-down list, ensure that Print One Sided is selected.
b) From the fifth drop-down list, select Composite Grayscale to view the presentation in grayscale.
Note: Selecting Composite Grayscale desaturates the publication and it will

appear in black and white.
c) Select Composite RGB to revert to RGB colors.
3. Print the publication.

a) From the Printer drop-down list, select Microsoft Print to PDF.
b) In the Settings section, from the second drop-down list, select One page per sheet.
c) Select Print to generate a print output.
d) In the Save Print Output As dialog box, navigate to the C:\091073Data\Preparing a Publication for
Sharing and Printing folder.
e) In the File name text box, type My Publication Internships Print
f) Select Save.

TOPIC D
Share a Publication
When your publication is ready and published, you may need to distribute it to others in your
organization. Perhaps you work for a large organization with offices around the country or the
world. It is possible that your publication isn't perfect for their local market and requires some
customization. Instead of making all the changes and managing tens or hundreds of different
versions of essentially the same file, it may be useful to have the local offices make the changes and
manage the process themselves. By using the features in Publisher, you can easily share your
publication and collaborate with your team irrespective of the team's size. In this topic, you will
share a publication.
Share Through Email

In Publisher, you can use the Share option to prepare your file so that it can be sent by email. There Share Through Email
are four methods for preparing a publication for email distribution. The table describes the
Publisher commands that correspond to these methods.
Command Action
Send Current Page Converts the currently selected page to HTML and then pastes the
HTML content into an email message.
Send as Attachment Packages the entire publication so that it can be sent as an email
attachment. The drawback of this method is that the recipient requires
Publisher in order to access the file.
Send as PDF Saves the publication as a PDF file and attaches it to an email
message. The PDF file retains formatting, fonts, graphics, and other
design elements, but it is very difficult to make changes to a PDF file.
Send as XPS Saves the publication as an XPS file. XPS files also maintain the design
elements, but like PDF files, XPS files are difficult to edit.
The Email Preview Command

The Email Preview command allows you to preview the HTML output of your publication before The Email Preview
sending it through email. You can use the Email Preview command to preview the HTML output Command
generated by the Send Current Page sharing option. This HTML output may appear different
compared to the publication. Therefore, it is a good idea to preview the output before you send it
through email.
OneDrive
OneDrive is an online file-storage and document-sharing service provided by Microsoft. It enables OneDrive
users to store documents in the cloud and access those documents from any web browser or local
devices, including PCs, Macs, smart phones, and tablets. When you create a OneDrive account, the
first 5 GB of storage are provided at no cost, and you can purchase additional storage as needed. By
default, OneDrive provides you with a Documents folder and a Photos folder for storing your
personal files and pictures. You can also create additional folders.
You can specify whether files stored on OneDrive should be kept private, shared with contacts, or
shared publicly. Publicly shared files do not require a Microsoft account to access. For all folders,
Lesson 6: Preparing a Publication for Sharing and Printing | Topic D

and single files, you can set permissions for individual users. You can allow others to edit the files
you share with them, or give them read-only access.
Figure 6-7: OneDrive storage locations.
Requirements for Using OneDrive

To use OneDrive, you need the following:
• For OneDrive for Windows, Windows Vista® with Service Pack 2 and the Platform Update for
Windows Vista, or later. In Windows® 8 and 10, OneDrive is included when you install the
operating system. The OneDrive app is not supported on Windows XP.
• For OneDrive for Mac, Mac OS X® 10.7 (Lion) or later.
• At least 1 GB of RAM, 1,024 x 576 minimum screen resolution, and a high-speed Internet
connection.
• A Microsoft account with an email address and password created in live.com, outlook.com,
Skype®, office.com, or Xbox Live®.
Benefits of Using OneDrive

Using OneDrive provides several benefits. OneDrive enables you to:
• Automatically access the latest versions of your files, no matter where you are or what type of
device you use.
• Share files between PCs and Macs, smart phones, and tablets by downloading OneDrive for
Windows, OneDrive for Mac, and OneDrive apps for mobile devices.
• Automatically synchronize file versions on all devices by downloading OneDrive to all of your
computers and placing the files in your OneDrive folder.
• Remotely share files that are not stored on OneDrive, as long as the computer that holds the
files is on and is running OneDrive, by using the Fetch files feature.
• Securely store and share files up to 2 GB in size, even with people who do not have OneDrive.

• Post links to your OneDrive files on websites, and share files via popular social networking sites
such as facebook.com and twitter.com.
OneDrive Sharing Methods

With Windows 10, you can save your files directly to OneDrive right from the Save As
screen. Once saved, you can easily select who should have access to your files, set access
permissions, and share your files.
Not everyone has access to Publisher, and for those without it viewing your Publisher file is not
automatic. You will have to prepare your file so that other people can access it. There are a number
of different ways to share Publisher files depending on how the file will be used. The most flexible,
but least exact, would be to save the publication as a web page, so that everyone with access to a
browser can access the document. This method works well if the other users only need to read the
text and get a general overview of the project. Another method is to use the Paste Special option
to paste the content into a Word document. More people have Word or another word processing
program that can open .docx files, and the resulting file will be closer to the original. For users that
need a more exact copy, Publisher can output the file to a PostScript file that can be sent to other
users who can convert it to a PDF.
job aids on How to Share a Publication.

ACTIVITY 6-5
Sharing a Publication Using OneDrive (Optional)
Before You Begin

You are logged in to Publisher with a Microsoft account.
Scenario
Your manager provided you with a new list of coworkers that she would like you to send the
publication for printing. You want to send separate emails so you can address everybody personally.
Sending twenty different emails with a large attachment might not be the best thing for your
mailbox capacity. You decide to share the publication using OneDrive and generate a link that can
be sent to everybody.
1. Set up OneDrive on your machine.
Note: You only need to set up OneDrive once. If you log in to your computer
using a Microsoft account, OneDrive is automatically set up. If you log in to your
computer using a local account, you will need to set up OneDrive.
Step 1 will not be a) Open File Explorer.

necessary if students b) Navigate to the C:\091073Data\Preparing a Publication for Sharing and Printing folder.
have machines set up
c) In the left pane, select OneDrive.
differently than the
course setup (e.g., d) In the Microsoft OneDrive window, select Get Started.
remote students). e) In the Sign in screen, in the Microsoft account text box, type the email address associated with your
Microsoft account.
f) In the Password text box, type the password and select Sign in.
g) In the Introducing your OneDrive Folder screen, select Next.
Note: Notice that OneDrive starts syncing and lists the available folders.
h) Select Next.
i) In the Fetch your files from anywhere screen, select Done.
Note: Notice that the Getting Started page in OneDrive.com opens in the
Microsoft Edge window.
2. Save the publication to OneDrive.

a) Switch to the Publisher window.
b) Select File→Save As.
c) In the Save As screen, in the left pane, select OneDrive - Personal.
d) In the right pane, select OneDrive - Personal.
e) In the Save As dialog box, in the left pane, select the OneDrive folder.
f) Double-click the Documents folder.
g) In the File name text box, type My Publication Internship Shared
h) Select Save.
3. Access the publication in OneDrive.

a) Switch to the Microsoft Edge window.

b) In the address bar, type onedrive.com and press Enter.

c) Select Sign in.
d) Type the email address associated with your Microsoft account and select Next.
e) Type the password and select Sign in.
f) In the OneDrive screen, select the Documents icon.
4. Share the publication.

a) Check the check box at the top-right corner of the My Publication Internship Shared.pub icon.
b) From the OneDrive menu, select Share.
c) In the Share dialog box, select the Get a link option.
d) In the Choose an option drop-down list, ensure that Edit is selected.
e) Select Create Link.
f) Select Shorten Link to obtain a short link to the file.
Note: You can copy this link and email it to the recipients so that they can
download the file from it.
g) Select Close.
h) Sign out of OneDrive.com and close the Microsoft Edge window.
5. Close Microsoft Publisher.

Summary
In this lesson, you prepared a publication for publishing and shared it using email and
OneDrive. You used the Design Checker tool to make sure that your publication is error free, saved
your file in the most popular and useful file formats, printed a copy of the file, and shared the
publication with Microsoft's OneDrive cloud solution.
use the social Why is it important to check your publication for design errors?
networking tools A: Answers will vary, but students will likely find fixing layout issues, overflow text in text boxes, empty
provided on the CHOICE placeholders, and accessibility issues as important factors for checking a publication for design
Course screen to follow errors.
the course is completed How might cloud storage options, including OneDrive, change the way you work?
and resources to support A: Answers will vary, but students will likely find OneDrive as a single, convenient point of access for
continued learning. storing, sharing, and accessing work-related documents on multiple devices. Concerns about
reliability and security, however, may keep some people from relying too heavily on cloud-based
services.
Lesson 6: Preparing a Publication for Sharing and Printing |

Course Follow-Up
Congratulations! You have completed the Microsoft® Office Publisher 2016 course. You have
successfully created and developed engaging, professional-quality publications. You used techniques
to add and import text, edit and format text, import images and other graphical objects, and prepare
a publication for sharing and printing.
What's Next?
You now have the knowledge to start working on your own publications to improve your Publisher
skills. Don't forget to visit the CHOICE Course screen to access the available LearnTOs.
You are encouraged to explore Publisher 2016 further by actively participating in any of the social
media forums set up by your instructor or training administrator through the Social Media tile on
the CHOICE Course screen.
Course Follow up
A Automating
Communication Using
Mail Merge
Appendix Introduction
Frequently in your business you will come across situations in which you have to send
multiples copies of the same content to different customers. Re-creating multiple
documents can be quite a tedious task. Instead, you can use the Mail Merge feature in
Microsoft® Office Publisher 2016 to automatically generate multiple copies that are
customized for individual customers.
TOPIC A
Create a Mail Merge
Suppose you are in charge of sending out invitations to a marketing event in your organization. You
have designed an attractive invitation in Publisher and are ready to email it to the customers. Instead
of typing out the names and email addresses of all the individual customers, you would like to obtain
the details stored in the organizational database and use those details to send out the invitations.
Publisher provides powerful features that enable you to make use of existing contact lists and
quickly generate customized copies of your publication. In this topic, you will generate a merged
publication.
The Mail Merge Feature

The Mail Merge feature enables you to send personalized mail to multiple recipients easily. By using
the Mail Merge feature, you can automatically generate a large number of customized publications,
which include personalized notes and unique addresses. While each individual publication consists
of the same content, personalized information such as the names, addresses, and salutations, are
different. For example, you can create a mail merged publication to announce a new marketing
initiative and customize it for each individual recipient.
The E-Mail Merge feature works the same way as the Mail Merge feature. The only difference is
that the E-Mail Merge feature enables you to distribute copies of the merged publication to
recipients through email. You can use the Mail Merge feature to create mailers for print and the E-
Mail Merge feature for online distribution.
Recipient List
The Recipient List contains details of the unique information you need in order to customize a
merged publication. Publisher provides features that allow you to either use an existing data source
or create a new recipient list for the mail merge. The data source can be a list of Outlook® contacts,
a Microsoft® Excel® worksheet, a table in Microsoft® Word, a database table in Microsoft®
Access®, or a comma-separated text file. The Select Data Source dialog box provides options that
allow you to connect to the required data source.
job aids on How to Perform a Mail Merge.
Appendix A : Automating Communication Using Mail Merge | Topic A

B New Features in
Publisher 2016
Microsoft® Office Publisher 2016 has a few new features and a set of features that have
been enhanced compared to the previous Publisher version, Publisher 2013. These features
are briefly described in the following table.
Feature Name Feature Type Allows You To
Office Themes New Apply the three new Office themes for your
Publisher interface.
Publisher Enhancement Download and use a huge collection of
Templates templates from office.com.
OneDrive® Enhancement Share publications by saving them to
Integration OneDrive.
Online Pictures Enhancement Use Bing® image search to download and insert
online pictures.
Open Screen Enhancement Open publications from different locations
including local hard drive, network storage, and
OneDrive folders.
Save As Screen Enhancement Save publications to different locations
including local hard drive, network storage, and
OneDrive folders.
Mastery Builders
Mastery Builders are provided for certain lessons as additional learning resources for this
course. Mastery Builders are developed for selected lessons within a course in cases when
they seem most instructionally useful as well as technically feasible. In general, Mastery
Builders are supplemental, optional unguided practice and may or may not be performed as
part of the classroom activities. Your instructor will consider setup requirements, classroom
timing, and instructional needs to determine which Mastery Builders are appropriate for you
to perform, and at what point during the class. If you do not perform the Mastery Builders
in class, your instructor can tell you if you can perform them independently as self-study,
and if there are any special setup requirements.
Mastery Builder 2-1

Working with Text Boxes
Activity Time: 10 minutes
Data File
C:\091073Data\Adding Content to a Publication\Telecommuting Eligibility.docx
Scenario
A lot of employees at Develetech are requesting information about telecommuting
guidelines. Your manager has asked you to create a simple publication that can be
printed and posted on bulletin boards around the office. You have the content in a
Word document so you can import it into your publication.
1. Create a blank publication with dimensions of 11 x 8.5.
2. Ensure that the margin and ruler guides are displayed.
3. Add vertical ruler guides on the page intersecting at the following horizontal ruler
positions: 1 inch, 5 inches, 6 inches, and 10 inches.
4. Add horizontal ruler guides intersecting at the following vertical ruler positions: 1 inch and
7.5 inches.
5. Draw a text box that spans from the intersection of the 1 inch horizontal and 1 inch
vertical ruler guides to the 5 inch vertical and 7.5 inch horizontal ruler guides.
6. From the C:\091073Data\Adding Content to a Publication folder, import the

Telecommuting Eligibility.docx file to the text box.
7. Add a column to the text box.
8. Insert a picture placeholder and position it at the intersection of the 1 inch horizontal ruler
guide and the 6 inch vertical ruler guide.
9. Save the file as My Telecommuting Requirements.pub.
10. Close the file.
Mastery Builders
Mastery Builder 3-1

Formatting Text
Data File
C:\091073Data\Formatting Text and Paragraphs in a Publication\Telecommuting
Requirements.pub
Scenario
You created a simple publication which contains information about the telecommuting requirements
in your organization. There is a lot of text on the first page and it is difficult to read. You want to
enhance the appearance of the text in the publication so that it is easy to read.
1. From the C:\091073Data\Formatting Text and Paragraphs in a Publication folder, open the
Telecommuting Requirements.pub file.
2. Select the title text "Telecommuting Guidelines."
3. Set the font size to 20.
4. Apply a WordArt style.
5. Using the Format Text Box dialog box, apply a light blue border of 2 pt thickness to the title text box.
6. Select all of the text in the big text box and set the font size to 16.
7. In the first paragraph, position the cursor in front of the word "Generally" and press Enter to split the
paragraph.
8. Select the last paragraph and apply the Body Text 4 style to it.
9. Save the file as My Telecommuting Requirements.pub.
10. Apply the Opulent Trebuchet font scheme.
11. Save the file as My Telecommuting Requirements Opulent Scheme.pub.
Mastery Builders
Mastery Builder 4-1

Reviewing Text in a Publication
Data File
C:\091073Data\Managing Text in a Publication\Telecommuting Requirements.pub
Scenario
You are now finished with the layout of the Telecommuting Requirements document.
After adding a header and the company logo, you noticed some spelling mistakes in the
content.
1. Navigate to the C:\091073Data\Managing Text in a Publication folder and open the

2. Run a spelling check and correct all spelling errors.
3. Replace all the instances of the word "develetech" with "Develetech."
4. Replace the word "offsight" with "off-site."
5. Replace the word "nonoffice" with "non-office."
6. Select the word "deemed" and open the thesaurus.
7. Replace the word "deemed" with one of the suggested synonyms.
8. Insert a copyright symbol at the end of the term "Telecommuting Eligibility Checklist."
9. Save the file as My Telecommuting Requirements.pub and close the file.
Mastery Builders
Mastery Builder 5-1

Working with Graphics
Data Files
C:\091073Data\Working with Graphics in a Publication\Telecommuting Requirements.pub
C:\091073Data\Working with Graphics in a Publication\logo.jpg
Scenario
The text in the telecommuting requirements publication is ready. You now have to add the company
logo to the file. After inserting the logo in the file, you want to enhance its appearance so that it is
attractive.
1. Navigate to the C:\091073Data\Working with Graphics in a Publication folder and open the
2. If necessary, display the boundaries of objects.
3. From the C:\091073Data\Working with Graphics in a Publication folder, insert the logo.jpg file.
4. Move the image and position in the empty space at the bottom-right of the page.
5. Resize the image so that it fits within the space enclosed by the 6 inch and 10 inch vertical ruler guides.
6. Apply a picture style to the logo image.
7. Set the brightness of the image to 40% and the contrast to 70%.
8. Apply a shadow effect to the image.
9. Save the file as My Telecommuting Requirements.pub and close the file.
Mastery Builders
Glossary
alt text Design Checker tool

Alternative text that is used to provide A tool that scans a publication in order to
images with a text description in case identify potential design and layout
images are turned off in a web browser or problems and bring them to your
assistive technology, such as a screen attention.
reader, is in use.
dialog box launcher
Backstage view A small button with a downward-pointing
An interface that appears when you select arrow that is located at the bottom-right
the File tab. corner of certain command groups on the
ribbon tabs and provides access to a dialog
building block box or task pane.
A formatted piece of content that can be
reused in multiple publications. dynamic guide
A line that appears as you move a text box
bulleted list or picture placeholder closer to another
Displays a sequence of items for which the object or a page margin.
order is not important.
font scheme
business information set A defined set of fonts that is applied to
A collection of frequently used text.
information about an individual or a
company. footer
The area in a page's bottom margin where
color scheme you can add information that is common
A collection of colors that are applied to to all pages.
elements in a publication.
Format Painter tool
column A formatting tool that allows you to copy
A vertical arrangement of cells in a table or only the formatting applied to text.
text box.
header
contextual tab The area in a page's top margin where you
An additional tab with specialized can add information that is common to all
commands that is displayed on the ribbon pages.
when you select an object.
HTML numbered list

(HyperText Markup Language) The Displays a series of items for which the
language of the World Wide Web that order is important.
allows people all over the world to view
files. Office themes
Color schemes that you can apply to
hyperlink Publisher and the other Office
A graphic or a piece of text in an Internet applications.
document that can connect readers to
another web page, or another portion of a OneDrive
document. An online file-storage and document-
sharing service provided by Microsoft that
indent marker enables users to store documents in the
A marker on a ruler that helps to set the cloud and access those documents from
space between a paragraph and the left or any web browser or their local devices.
right margin.
Online Pictures
keyboard shortcuts A command that enables you to insert
Letters and numbers assigned to the images from the Internet.
commands on the ribbon that make
navigating the ribbon an easy task. Open screen
Provides options to select and open an
ligature existing publication.
A set of characters that requires different
spacing when they occur next to each page
other since they do not conform to normal A unit of a publication that contains
spacing conventions. content.
Mail Merge feature Page Navigation pane

A Publisher feature that enables you to Shows thumbnail images of all the pages in
send personalized mail to multiple the currently open publication and allows
recipients by automatically generating a you to navigate between pages, insert new
large number of customized publications. pages and sections, and duplicate existing
pages.
margin guides
The non-printing lines that are used to PDF
define page margins. (Portable Document Format) A file format
that is used to enable viewing and printing
master page of documents created in other applications.
A page in a publication that can contain
common design layouts or objects that picture placeholder
appear in all pages. A container used for placing graphics in a
publication.
Microsoft Publisher
An application that is a part of the picture styles
Microsoft Office suite of user productivity Predetermined sets of formatting
tools. configurations that you can apply to a
picture.
Mini toolbar
A floating toolbar that appears beside Publisher Options dialog box
selected text and graphics. Provides options to customize the
Publisher interface.
Glossary
Quick Access Toolbar task pane

A customizable menu of frequently used An area within the Publisher environment that
commands. provides a list of feature-specific options and
commands.
ribbon
A panel at the top portion of the Publisher template
window that contains a selection of A type of file that contains formatting and style
commands. configurations to be used as a base for
developing new publications.
ruler guides
The non-printing lines that are used to place text box
objects in a publication. A container that is used for placing text in a
publication.
rulers
Visual reference tools that help you to WordArt
accurately position objects on a page. A collection of predefined formatting
configurations that can be applied to text.
Save As screen
Provides you with access to the commands you XPS
will use to name and save your publications. (XML Paper Specification) A file format that
retains the information of the original file and
scheme can be viewed using an XPS viewer.
A combination of color or font settings that
provides a consistent visual look and feel to a
publication.
ScreenTip
A label that appears when you position the
mouse over command buttons on the ribbon
and other elements in the interface.
shape
A geometric object that is made up of lines and
curves.
special characters
The punctuation and typographical characters
that are not available on a standard keyboard.
style
A collection of formatting settings that can be
applied for formatting consistency.
symbols
Character marks that can be used to visually
represent an idea or a word.
table
A container of information that is stored in
cells arranged in rows and columns.
Glossary
Index
A E-Mail Merge feature 156

Email Preview command 147
aligning objects 44
alt text 138
F
B file formats
HTML 137
Backstage view
overview 135
commands 5
PDF 135
sharing from 147
XPS 137
building blocks
footers 52
Building Block Library 56
Format Painter tool 68
built-in 56
business information sets 40
G
C Graphics Manager task pane 114
columns
in text boxes 51 H
contextual tabs headers 52
overview 5 HTML 137
tables 99 hyperlinks 138
Copy command 92 HyperText Markup Language, See HTML
Customize Status Bar menu 16
Cut command 92 I
images
D editing 116, 123
Design Checker tool file formats 112
overview 130 inserting 113
task pane 130 managing 114
dialog box launchers 5 Online Pictures command 114
dynamic guides 44 picture styles 122
placeholders for 43
E Set Transparent Color option 123
indent markers 74
Editing group commands 93
K Publisher 2016 interface

components 2
keyboard shortcuts
customization options 15
for Publisher 9
Publisher Help 9
ribbon 4
Publisher Options dialog box 15
L Q
lists
Quick Access Toolbar
bulleted 76
customizing 8, 15
numbered 76
R
M
Review tab 93
Mail Merge feature 156
ribbon
margin guides 34
customizing 15, 16
master pages
overview 3
headers and footers 52
tabs 4
overview 51
ruler guides 33
Mini toolbar 67
rulers 33
O S
Office themes 16
Save As screen 24
OneDrive
schemes
benefits 148
color schemes 85
requirements for use 148
font schemes 84
sharing publications on 147, 149
in general 84
Online Pictures command 114
ScreenTips 4
Open screen 6
shapes 112
sharing a publication
P options 149
Pack and Go feature 138 through email 147
Page Navigation pane 7 through OneDrive 147
pages 43 special characters
Paste command paragraph marks 73
options 92 punctuation marks 106
using 92 styles
Paste Special command 92 paragraph options 80
PDF 135 symbols 105
picture placeholders 43
Picture Tools contextual tabs 116 T
Portable Document Format, See PDF
tables
printer's marks 136
creating 98
printing
navigating in 98
options for 143
overview 98
settings for 144
Table Tools contextual tab 99
Print Preview pane 144
task panes 7
publications
templates
checking for errors 130
available in Publisher 22
creating with templates 22
overview 22
types of 2
text
Index
checking spelling 93
editing 64, 92
finding and replacing 93
formatting 64, 68
importing 40
overflow 50
paragraph formatting 73, 80
stylistic alternatives 66
text boxes
adding columns 51
adding text 40
creating 32
formatting 64
linking 50
overview 32
paragraph flow 75
typography options 66
W
WordArt 68
X
XML Paper Specification, See XPS format
XPS format 137
Index
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STUDENT MANUAL

Author Production Support Media Designer Content Editor

Bharathi G Tamara Hagen Brian Sullivan Michelle Farney

Lesson 1: Getting Started with Microsoft Publisher

Lesson 2: Adding Content to a Publication.................... 31

Lesson 3: Formatting Text and Paragraphs in a

Lesson 4: Managing Text in a Publication .................... 91

Topic B: Work with Tables...................................................................... 98

Lesson 5: Working with Graphics in a Publication................111

Lesson 6: Preparing a Publication for Sharing and Printing..129

Appendix A: Automating Communication Using Mail Merge................155

Appendix B: New Features in Publisher 2016...................................... 157

Microsoft® Office Publisher 2016 is a desktop publishing software application capable of

The CHOICE Home Screen

How to Use This Book

| About This Course |

A Note provides additional information, guidance, or hints about a topic or task.

| About This Course |

Microsoft Publisher 2016

Publication Type Possible Uses Include

Brochures Sales presentations, informational material, and menus.

The Microsoft Publisher Interface

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Figure 1-1: The components of the Publisher 2016 interface.

The table describes each interface component.

Interface Component Description

Title bar Displays the name of the publication.

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Ribbon Keyboard Shortcuts

Tab Name Provides Commands To

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Dialog Box Launchers

The Backstage View

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Backstage View Tab Function

The Open Screen

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Note: OneDrive accounts are covered in greater detail in a later lesson.

The Page Navigation Pane

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

The Quick Access Toolbar

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Figure 1-7: A customized Quick Access Toolbar.

Common Publisher Task Press

Open a new instance of Publisher. Ctrl+N

The Publisher Help Window

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Figure 1-8: The default view of the Publisher Help window.

Help Window Function

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

2. Sign in to Office with your Microsoft account.

3. Open a Publisher file.

4. Access ribbon commands.

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

Note: Many command buttons on the ribbon contain a separate down-arrow

5. Access a contextual tab.

Lesson 1: Getting Started with Microsoft Publisher 2016 | Topic A

c) On the Drawing Tools contextual tab, select the Format tab.