Publisher 2016 PDF
Publisher 2016 PDF
Microsoft® Office
Publisher 2016
Microsoft® Office
Publisher 2016
Microsoft® Office Publisher 2016
Part Number: 091073
Course Edition: 1.0
Acknowledgements
PROJECT TEAM
Notices
DISCLAIMER
While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their
accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of
merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any
resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this
course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an
independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies.
The use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for
editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by nor any affiliation of
such entity with Logical Operations. This courseware may contain links to sites on the Internet that are owned and operated by third
parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any
External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites.
TRADEMARK NOTICES
Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates.
®
The Microsoft products and services discussed or described may be trademarks or registered trademarks of Microsoft Corporation.
All other product and service names used may be common law or registered trademarks of their respective proprietors.
Copyright © 2016 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the
software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without
express written permission of Logical Operations, 3535 Winton Place, Rochester, NY 14623, 1-800-456-4677 in the United States
and Canada, 1-585-350-7000 in all other countries. Logical Operations’ World Wide Web site is located at
www.logicaloperations.com.
This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or
other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books
or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or
transmitted without permission, please call 1-800-456-4677 in the United States and Canada, 1-585-350-7000 in all other countries.
Microsoft® Office
Publisher 2016
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.
| Microsoft® Office Publisher 2016 |
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 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.
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.
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.
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.
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.
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.
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.
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.
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.
Figure 1-6: A set of pages displayed as thumbnails in the Page Navigation pane.
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.
This window has a number of components that let you access the information you need.
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.
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.
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."
®
b) Select the Microsoft Publisher 2016 text box.
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.
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.
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.
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.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Customize the Publisher Interface.
ACTIVITY 1-2
Customizing the Publisher Interface
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.
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.
g) Select OK.
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.
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.
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.
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.
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.
Note: The list of recently used locations displayed in the Save As screen may change as you
work in Publisher further.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Create a Publication.
ACTIVITY 1-3
Creating a New Publication
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.
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.
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.
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 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.
32 | Microsoft® Office Publisher 2016
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.
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.
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.
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 2-4: Margin guides in a publication and Publisher options to set margins.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Add Text to a Publication.
ACTIVITY 2-1
Adding Text to a Publication
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.
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.
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.
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.
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
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:
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.
Figure 2-5: Business information specified on the Create New Business Information Set dialog
box.
Access the Checklist tile on your CHOICE Course screen for reference information and
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
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.
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.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Add Pages and Picture Placeholders to a Publication.
ACTIVITY 2-3
Adding Pages and Picture Placeholders to a
Publication
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.
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.
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.
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.
c) Similarly, drag the sizing handle at the bottom of the picture placeholder up to the 10 inch horizontal
ruler guide.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
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
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.
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
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
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Apply Building Blocks.
ACTIVITY 2-5
Adding a Building Block to a Publication
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.
d) In the Building Block Library dialog box, select Borders & Accents.
e) Scroll down to the Frames section.
f) Double-click Border 1.
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.
h) Select Borders & Accents and scroll down to the Boxes section to view the new building block.
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.
Encourage students to
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.
Course screen to follow
up with their peers after Which building blocks would you find most useful in your publications?
the course is completed
A: Answers will vary, but students will most likely find it useful to add borders, sidebars, frames, and
for further discussion
and resources to support advertisements in their publications.
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 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.
64 | Microsoft® Office Publisher 2016
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.
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.
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.
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.
Figure 3-2: The commands in the Typography group on the ribbon and the Font dialog box.
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
Figure 3-3: The Mini toolbar with commands related to text and images.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
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
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.
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.
Note: You can also drag the slider to set the Transparency.
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.
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.
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.
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.
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.
Figure 3-5: The Special Characters button on the ribbon and text in a text box with paragraph
and formatting marks.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Format Paragraphs.
ACTIVITY 3-2
Formatting Paragraphs
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.
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.
d) Select the Home→Paragraph→Special Characters button to turn off the special characters.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Work with Paragraph Styles.
ACTIVITY 3-3
Working with Paragraph Styles
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.
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.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Apply Schemes.
ACTIVITY 3-4
Applying Schemes
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.
b) From the gallery, in the Built-In section, select Flow Calibri Constantia.
Note: Indicate the color and font scheme you selected in the new file name.
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.
Encourage students to
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
for further discussion
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.
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 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.
92 | Microsoft® Office Publisher 2016
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.
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.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
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.
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.
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.
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.
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.
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
Figure 4-3: The tabs and options in the Table Tools contextual tab.
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.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Work with Tables.
ACTIVITY 4-2
Working with Tables
Data File
The file My Publication Internships 04.pub is open.
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.
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.
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.
Check with the students
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.
c) From the gallery, select Table Style 8, which is the third tile in the second row.
d) On the Table Tools contextual tab, select the Layout→Alignment→Align Center button.
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.
Note: Symbols can only be inserted in a text box or other area containing text, such as a table.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Insert Symbols and Special Characters.
ACTIVITY 4-3
Inserting Symbols and Special Characters in a
Publication
Data File
The file My Publication Internships 04.pub is open.
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.
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.
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.
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.
Encourage students to
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.
Course screen to follow
up with their peers after What are some uses of tables while displaying business information?
the course is completed
A: Answers will vary, but will likely include displaying calendars and program schedules, comparing
for further discussion
and resources to support performance, and analyzing business data.
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 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.
112 | Microsoft® Office Publisher 2016
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.
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.
You may want to show
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 on their CHOICE
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
additional resources.
Shapes
Note: One of the most common uses of adding text within shapes is logo creation.
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.
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 following table describes the elements in the Graphics Manager task pane.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
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.
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.
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.
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.
Note: Notice that cropping is complete and the portions of the image that were
partially hidden earlier are now removed.
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.
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.
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.
ACTIVITY 5-2
Customizing the Appearance of a Picture
Data File
The file My Publication Internships 05.pub is open.
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.
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.
Note: The logo behind the horizontal bar image is visible because the
horizontal bar image is transparent.
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.
c) Similarly, select the tablet.png image and press the Down Arrow key three times.
d) Close the Graphics Manager pane.
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.
Encourage students to
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
up with their peers after
What are the uses of graphics in publications? the course is completed
for further discussion
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.
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 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.
130 | Microsoft® Office Publisher 2016
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 following table describes the different elements of the Design Checker task pane.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
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
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.
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.
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.
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 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.
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.
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
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Save a Publication in Different Formats.
ACTIVITY 6-2
Saving a Publication for Web Distribution
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.
Note: Publisher saves the HTML files in the same location as the publication,
by default.
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
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.
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.
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Print a Publication.
ACTIVITY 6-4
Printing a Publication
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.
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.
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.
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.
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,
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.
• Post links to your OneDrive files on websites, and share files via popular social networking sites
such as facebook.com and twitter.com.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Share a Publication.
ACTIVITY 6-5
Sharing a Publication Using OneDrive (Optional)
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.
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.
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.
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.
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.
Encourage students to
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.
up with their peers after
the course is completed How might cloud storage options, including OneDrive, change the way you work?
for further discussion
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.
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.
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.
156 | Microsoft® Office Publisher 2016
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.
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.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Perform a Mail Merge.
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.
160 | Microsoft® Office Publisher 2016
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.
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.
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.
Mastery Builders
Microsoft® Office Publisher 2016 | 161
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.
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.
Mastery Builders
162 | Microsoft® Office Publisher 2016
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.
8. Insert a copyright symbol at the end of the term "Telecommuting Eligibility Checklist."
Mastery Builders
Microsoft® Office Publisher 2016 | 163
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
Telecommuting Requirements.pub file.
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.
7. Set the brightness of the image to 40% and the contrast to 70%.
Mastery Builders
Glossary
Glossary
Microsoft® Office Publisher 2016 | 167
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
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
Microsoft® Office Publisher 2016 | 171
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
091073S rev 1.0