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A Quick Beginner's Guide to Using Microsoft Office Publisher

Patrick, a computer technician, is a dedicated writer who wishes to make the world better by informing individuals who seek more knowledge.

Introduction to Microsoft Publisher

Microsoft Publisher is a desktop publishing software (like Adobe Page Maker), that enables you to design and publish professional works.

These publications can be printed or shared online. For instance, using a publisher, you can be able to come up with greeting cards, wedding cards, brochures, business cards, company logos, calendars and many more.

You do not have to buy the Microsoft Office Publisher separately as it comes embedded with the other Microsoft Office programs.

The application provides you with affordable and easy-to-use desktop publishing features. It is a great option for small businesses, everyday users, educators, bloggers, parents or freelancers who need to design publications and do not possess graphic design skills.

The application allows them to create professional branding and sales material.

MS Publisher Window

Publisher window

Publisher window

How to Open MS Publisher

Follow these steps to open Microsoft Publisher.

  1. Click on start.
  2. Click on all programs.
  3. Select Microsoft Office.
  4. Locate Microsoft Publisher and click on it. The startup page appears.

MS Publisher Options

Publisher gives the following four options. To create:

  1. Publications for print
  2. Websites and E-mails
  3. Design sets
  4. Blank publications

When your publisher page opens, you have three choices; to create,

  1. A new publication from a design
  2. Create a new blank print publication, blank web page, from an existing publication
  3. Or open a recent publication.

The MS Publisher Templates

Publisher editable templates

Publisher editable templates

Working With a New Publications for Print From a Design Template

This is one of the easiest methods to come up with a quick publication. Select publications for print and then under the categories, select the one you want.

For instance, if you want to design a business card, select the category of business cards. You will get a subcategory where you will select the paper type you want to use. This comprises either plain paper or special paper.

Clicking on either, you will get a list of various templates of different kinds of business card designs. They are all available for you to choose from and customize.

After selecting the design template you want to use, a dialogue box appears which you will use to customize your card.

The dialogue box will help you fill in the personal information that will appear on your card. Alternatively, you can enter this information directly into your card. So instead of using this dialogue box, you close it.

Then, you can be able to edit the information by replacing it with your own details. At this juncture, if you don’t like the card design you had selected, you can change by picking another design. This is by going to page design and selecting the change template option.

Scroll to Continue

Microsoft Publisher Window

The Microsoft Publisher window is much similar to that of Microsoft Word. This is concerning the title bar, menu bar, standard toolbar and formatting toolbar.

Working With a Blank Publication

Go to file > new > then under the new from a design, select blank print publication. You will be provided with a blank working area.

To create a publication, you will be required to use available tools found on the objects toolbar. If it is missing on your main window, go to view > toolbars > objects.

  1. Select objects – for selecting, picking and dragging objects.
  2. Text box – use this for typing text.
  3. Insert table – use this tool for inserting a table into your work.
  4. Insert WordArt – for inserting word arts.
  5. Picture frame – for inserting pictures from clipart, file, scanner or camera.
  6. Line tool – for drawing a line.
  7. Arrow – use this for drawing arrows.
  8. Oval – for drawing ovals and circles. Note, to draw a perfect circle, hold the shift key before dragging.
  9. Rectangular tool - for drawing rectangles and squares.
  10. Auto shapes – this contains a list of different types of auto shapes available.

Saving Your Publication

By default, Publisher saves a file in a default working folder usual my Documents folder. You are free to specify a different location.

  • Click the File tab, and then click Save.

    If you are saving a file for the first time, do the following:

  • Click on File Save As to open the Save As dialogue box, in the File name box type a name for your publication.
  • Select the location and or the folder you want to save it.
  • Click Save.

Printing Your Publication

Once you are done with your design, you might think of printing your artwork. This is the procedure to follow:-

  • Click the File tab, and then click on Print.
  • In the Print section, enter the number of copies to print in the Copies of the print job box or leave it as it is if you are printing just one document.
  • In the Printer section, make sure that the correct printer that you want to use is selected.

Note that the properties for your default printer will automatically appear.

In the Settings section, do the following:

  • Make sure that the correct range of pages or sections you want to print is selected.
  • Select the format for imposing your pages on the sheet.
  • Set the paper size.
  • Set whether to print on one side of the sheet or both.
  • If your printer is capable of colour printing, choose if you want to print colour or greyscale.

Click the Print button when you are ready to print.

Saving Your Publication as PDF

You can save your file as a PDF document.

  • Click the File tab, and then click Save As.
  • In the File name box type a name for your publication.
  • Select the location and or the folder you want to save it.
  • On the Save as Type select the PDF option.
  • Click Save.

The Beginner's Guide to Microsoft Publisher

This content is accurate and true to the best of the author’s knowledge and is not meant to substitute for formal and individualized advice from a qualified professional.

© 2012 Patrick Kamau


Patrick Kamau (author) from Nairobi, Kenya on July 22, 2014:

@lyns. Glad that you are finding my hubs useful. thanks for the visit.

Lynn Jones from USA on July 21, 2014:

Thanks another great one, thanks for sharing voted up/Plus. 721201411p lyns

Patrick Kamau (author) from Nairobi, Kenya on November 07, 2012:

Thanks watergeek for reading and commenting. Yes publisher is easy to learn and master. It is also a great design program for basic designs. Thanks for approving this work.

Susette Horspool from Pasadena CA on November 07, 2012:

I loved using Publisher when I had a PC. If anyone's tempted to learn how, I highly recommend it!!

Patrick Kamau (author) from Nairobi, Kenya on September 21, 2012:

dwachira, I agree with you that Ms Publisher is a powerful publication program with ready made templates. The other good thing with it is that it is easy to use even for those who don't have much skills. Thanks for the visit and the vote. All the best.

Danson Wachira from Nairobi, Kenya on September 21, 2012:

I have been using MS Publisher for sometime now and it is a very powerful tool when it comes to publications. I like the fact that if has ready made templates, designs and color themes that can easily be edited and customized to suit ones need. Voted up and useful.

Patrick Kamau (author) from Nairobi, Kenya on August 29, 2012:

Hi joanveronica, thanks for reading and commenting. Publisher is a good and easy to use program. I agree with you the two are a bit different, I based my tutorial on 2003. But the others are coming, just keep checking. Thanks for your support. I am glad you liked it.

Joan Veronica Robertson from Concepcion, Chile on August 28, 2012:

Hey, I didn't know I had this program on my computer! But mine is 2007 and seems to have more indications than those that figure on your article. Still, I can start to work it out, there are a lot of explanations available! So thank you, this information is really interesting for me! Voted up, etc.

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