0324 Microsoft Office Publisher 2013
0324 Microsoft Office Publisher 2013
0324 Microsoft Office Publisher 2013
Getting Started
Table of Contents
Introduction ............................................................................................................................................................ 4
Learning Objectives................................................................................................................................................. 4
The Publisher 2013 Interface .................................................................................................................................. 5
The Backstage View ............................................................................................................................................ 5
The Ribbon .......................................................................................................................................................... 7
Customizing the Ribbon .................................................................................................................................. 8
The Quick Access Toolbar ............................................................................................................................. 10
The Mini Toolbar ............................................................................................................................................... 12
The Status Bar ................................................................................................................................................... 13
Starting a New Publication.................................................................................................................................... 14
To begin a new Publisher publication from a template: .................................................................................. 14
Inserting Text Boxes .............................................................................................................................................. 16
Formatting Text................................................................................................................................................. 16
Adjusting your Text Box .................................................................................................................................... 17
Resizing your Text Box .................................................................................................................................. 17
Linking Text Boxes ......................................................................................................................................... 18
Navigating Between Linked Text Boxes ........................................................................................................ 19
Moving your text box .................................................................................................................................... 19
Adding a Drop Cap to your Text Box ................................................................................................................. 20
Inserting Graphics ................................................................................................................................................. 21
Insert Pictures ................................................................................................................................................... 21
Inserting Online Pictures ................................................................................................................................... 22
Resizing a Picture .......................................................................................................................................... 23
Inserting Shapes ................................................................................................................................................ 23
Modifying Shapes with Drawing Tools ............................................................................................................. 24
Resizing a Shape ............................................................................................................................................ 24
Reshaping ...................................................................................................................................................... 24
Inserting a Table.................................................................................................................................................... 24
Page Navigation .................................................................................................................................................... 26
Adding Pages ......................................................................................................................................................... 27
Deleting Pages....................................................................................................................................................... 27
Using the Scratch Area .......................................................................................................................................... 28
Creating Master Pages .......................................................................................................................................... 29
Adding Master Pages ........................................................................................................................................ 30
Adding Headers/Footers ................................................................................................................................... 31
Adding Page Numbers....................................................................................................................................... 32
Business Information ............................................................................................................................................ 33
Edit your Business Information ......................................................................................................................... 33
Adding your Business Information to a Publication ......................................................................................... 35
Review your Publication ....................................................................................................................................... 38
Spell checker ..................................................................................................................................................... 38
Design Checker.................................................................................................................................................. 39
Saving your Publication ......................................................................................................................................... 42
Save as a PDF .................................................................................................................................................... 44
Print your Publication ........................................................................................................................................... 47
Additional Help ..................................................................................................................................................... 48
Introduction
Microsoft Publisher 2013 is a powerful tool that can help you create professional looking flyers,
brochures, and other forms of print publications. It is much more versatile than using Word or
PowerPoint to create these types of documentations, and a number of ready-made templates can be
found online to help you get started with your project.
This booklet is the companion document to the Publisher 2013: Getting Started workshop. The
booklet will give users an introduction to the Publisher 2013 interface, and show you how to get
started with creating a simple newsletter flyer.
Learning Objectives
After completing the instructions in this booklet, you will be able to:
Understand the Publisher 2013 layout
Create a new publication from scratch or from a template
Insert and adjust text boxes, pictures, shapes, and tables
Understand the scratch area
Create master pages and update business information
Review the publication, save, and print
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2) The Backstage view will appear (see Figure 3).
3) From the Backstage View, you can perform the following actions:
Obtain information about your publications
Create new publications and templates
Open existing publications
Save and close publications
Print publications and see a preview of your publication
Access your Microsoft Office 2013 account information
Obtain help
Close Publisher 2013
4) To leave the Backstage View and return to your publication, click on the arrow button above Info
(see Figure 4).
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The Ribbon
The Ribbon (see Figure 5) is a panel that contains functional groupings of buttons and dropdown lists
organized by tabs. Each product in the Office Suite has a set of tabs that pertain to the functionality of that
application. Each tab is further divided into groups such as the Font and Paragraph groups shown in Figure 5.
At the bottom right-hand corner of some groups, there is a diagonal arrow called a Dialog Box Launcher
(see Figure 6). Clicking this button opens a dialog box for that group containing further option selections for
the group.
The Ribbon also contains several context sensitive tool tabs (see Figure 7) that will appear once a related
object has been selected within your publication (e.g. a graphic, textbox, or picture). These tool tabs provide
you with additional options for formatting objects within your publication.
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Customizing the Ribbon
You can hide/unhide tabs that you do not use, or create your own tab of favorite tools. The following explains
how to customize the Ribbon to build your own tabs and groups.
2) A dialog box will appear. Select Custo ize the Ribbo … (see Figure 8).
3) The Customize Ribbon window will appear. Click the New Tab button (see Figure 9).
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4) A New Tab has been added in the list of Main Tabs. Under New Tab, you will see New Group is already
selected for you (see Figure 10).
5) From the column on the left, select a command from the list under Choose commands from: to add to
the New Group (see Figure 11).
7) The command will be added to your new group (see Figure 12).
8) To rename the tab or group, right-click on the New Tab or New Group.
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10) To hide a tab, remove the check-mark next to the name of the tab (see Figure 14).
1) Click on the dropdown arrow in the Quick Access Toolbar (see Figure 15).
2) The Customize Quick Access Toolbar menu will appear. Click the command(s) you wish to add or
remove from your Quick Access Toolbar (see Figure 16).
3) To customize the Quick Access Toolbar with more commands, click More Co a ds…
(see Figure 17).
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4) The Customize Quick Access Toolbar window will appear. From the column on the left, select a
command from the list under Choose commands from: to add to your Quick Access Toolbar
(see Figure 18).
6) The command will be added to the Quick Access Toolbar (see Figure 19).
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8) To reorganize commands in your Quick Access Toolbar, select the command underneath Customize
Quick Access Toolbar and click the arrows to the right to move the command up or down
(see Figure 20).
9) When finished customizing the Quick Access Toolbar, click the OK button.
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The Status Bar
The Status Bar is located at the bottom of the Offi e appli atio i do a d gi es ou a at a gla e
snapshot of important information regarding your current publication (e.g. number of pages, objects
position, object size, etc.). Figure 23 shows the default Status Bar for Publisher.
You can customize the Status Bar to display the specific information that you want to see:
1) Right-click on the Status Bar. The Customize Status Bar menu will appear (see Figure 24).
3) When finished, click anywhere outside the Customize Status Bar window to close.
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Starting a New Publication
Publisher is a powerful tool that can help you create professional looking flyers, brochures, and other
forms of print publications. For example, the tools in Publisher can help you create a newsletter that is
organized and neat that would be difficult to recreate in Word.
1) After opening Publisher 2013, select blank 8.5 x 11 (see Figure 26).
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2) A list of Publication Categories will appear. one of the publication categories (e.g. Newsletters)
(see Figure 28).
3) A list of built in templates will appear. Double-click on a template to open it (see Figure 29).
4) The template will open and you can begin creating your publication.
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Inserting Text Boxes
When working with publications in Publisher, you will need to insert a text box to be able to type your
text. Text boxes can be inserted to contain your information, which will make it easier to adjust the
spacing and positioning of your text during development.
1) Under the Home tab, click on Draw Text Box (see Figure 30).
2) Your mouse cursor will change into a crosshair. On your page, left-click & drag to create a text
box (see Figure 31).
4) You can now begin typing text into your text box.
Formatting Text
Character and paragraph formatting commands are found on the Home tab of the Ribbon
(see Figure 32). To apply any of the formatting options, first select the text and then click the button
for the option(s) that you want to apply.
Note: Clicking the dialog box launcher will bring up additional formatting options. See The Ribbon
section for more information on accessing the dialog box launcher.
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Adjusting your Text Box
Once placed within your publication, your text box can be resized and moved within your publication.
When selected, a text box will display sizing handles that can be used to reposition and resize the text
box (see Figure 33).
When there is not enough space within the text box to display all the text, it will be partially cut off and
the sizing handles will turn red (see Figure 34). This can be fixed by resizing your text box, or linking the
text box to another text box.
2) To resize the text box, place your mouse over one of the sizing handles, click and drag.
Note: The sizing handle at the top of the text box allows you to rotate it (see Figure 36).
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Linking Text Boxes
Linking text boxes can create a connection between one or more text boxes, allowing your text to flow
from one box to another.
2) Under the Text Box Tools tab, click on Create Link (see Figure 37).
3) Your cursor will turn into a pitcher pouring letters. Left-click on the text box you want to link
between (see Figure 38).
4) The text boxes will be linked and text will flow from the origin box into the newly linked box
(see Figure 39).
5) You can continue linking boxes using the same method outlined above.
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Note: You can also link text boxes by clicking on the icon that appears when there is no space in the
text box (see Figure 40). Once clicked, the pitcher pouring letters icon will appear to initiate the link.
1) Click on the text within your text box. The sizing handles will appear around the border of the
text box (see Figure 42)
2) Hover the mouse cursor in between the sizing handles. The cursor will change to a crosshair
(see Figure 43).
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Note: When moving objects in Publisher (e.g. text boxes, pictures, etc.), red guidelines will appear to
indicate when the edges of the selected object lines up with another object in your publication
(see Figure 44).
1) Click within a paragraph that you wish to add a drop cap to.
2) On the Text Box Tools tab, click on Drop Cap (see Figure 45).
3) The drop cap menu will appear. Click on a drop cap style (see Figure 46).
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4) The drop cap will be applied to the paragraph in your selected text box (see Figure 47).
Inserting Graphics
The use of graphics will enhance your publications and allow you to provide the reader with additional
information in the form of a visual aid. The following will explain how to insert pictures and shapes to you
publication.
Insert Pictures
1) Under the Insert tab, click on the Pictures button (see Figure 48).
2) The Insert Picture dialog box will appear. Select the picture you wish to insert from your
computer (see Figure 49).
4) Click the Insert button. The picture will be added to your publication.
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Inserting Online Pictures
The Online Pictures tool provides access to online picture resources such as Microsoft Clipart and Bing
Image Search. The following explains how to insert online pictures into your Publisher publication from
a variety of internet sources.
1) Under the Insert tab, click on the Online Pictures button (see Figure 50).
2) The Insert Pictures window will open. In the search box next to Bing Image Search, type a word
or phrase that describes the desired image (see Figure 51).
3) Press Enter.
4) A list of your search results will appear. Select the desired picture you wish to add and click the
insert button (see Figure 52).
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Resizing a Picture
Similar to resizing a text box, a picture can be resized by using the sizing handles that appear when the
picture is selected. Refer to the Resizing your Text Box section for more information.
Inserting Shapes
The following explains how to insert a variety of predefined shapes into your Publisher publication.
1) Under the Insert tab, click on the Shapes button (see Figure 53).
2) A dropdown window will appear with a library of shapes to choose. Click on a shape to select it
(see Figure 54).
3) Your cursor will change to a crosshair and you will be ready to insert your selected shape.
4) To draw your selected shape within your publication, hold the left mouse button and drag the
cursor to draw your shape (see Figure 55).
5) Release the left mouse button when you are finished drawing your shape. The shape will be
added to your publication.
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Modifying Shapes with Drawing Tools
You can modify shapes in a number of ways. The following describes some of the ways that shapes can
be changed:
Resizing a Shape
Re-sizing a shape is similar to re-sizing a text box. Refer to the Resizing your Text Box section for more
information.
Reshaping
After clicking on a shape, the shaping handles will appear (along with the sizing handles) as yellow
squares. A two-dimensional shape can be altered by clicking and dragging the yellow squares to alter a
certain aspect of the shape (see Figure 56).
Inserting a Table
Tables can be used to aid with the layout and alignment of content within the publication. A table gives
you a group of cells into which you can type text and insert images. Once you have inserted your table,
you can access the formatting options to further modify the table.
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2) A dropdown will appear. Select the number of rows and columns that you would like in your table. You
can do this by dragging your mouse vertically and horizontally down the boxes (see Figure 58).
3) Click on your selection to confirm. The table will appear in your workspace page (see Figure 59).
4) Move and adjust your table by using the four point arrow which is visible when you mouse over the
border of your table (see Figure 60).
5) You can now click in the cells of the table and either type text or insert pictures (see Figure 61).
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Note: The Table Tools Contextual Tab will appear on the menu bar when your table is selected and provides
additional formatting options for your table (see Figure 62).
Page Navigation
The Page Navigation bar is located to the left of your workspace, and provides a thumbnail view of all pages
within your publication (see Figure 63). You can use the Page Navigation bar to see what page you are on, and
to easily navigate between the pages in your publication by clicking on the thumbnails.
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Adding Pages
You can add more pages to your publication as it develops. To add a page to your publication:
1) Under the Insert tab, click on the Page button (see Figure 64).
2) The new page will be added to your publication (see Figure 65).
Deleting Pages
To delete a page from your publication:
1) On the Page Navigation bar, right-click on the page you wish to delete (see Figure 66).
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2) A pop-up menu appears. Click on Delete (see Figure 67).
1) Select an object in your publication (e.g. picture, text box, table, etc.) and drag it into the
scratch area (see Figure 68).
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2) The object is now in the scratch area. You can still make changes to the object while it is in the
scratch area.
3) To add the object back into your publication, simply drag the object into your publication.
1) Under the View menu, click on Master Page (see Figure 69).
2) The Master Page toolbar will appear and display the current Master Page (see Figure 70).
3) From here, you can edit the master page as desired. All content added to the master page will
repeat on all pages throughout your publication.
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4) When finished editing the master page, click on Close Master Page under the Master Page tab
(see Figure 71).
1) Under the View menu, click on Master Page (see Figure 72).
2) The Master Page toolbar will appear. Click on Add Master Page (see Figure 73).
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3) The New Master Page window will appear. Click on OK (see Figure 74).
Note: Check the Two-page master box to create a two-page master page.
Adding Headers/Footers
Editing the header/footer of your publication will allow you to place text that repeats every page (e.g.
adding an issue number to the bottom of your page). The following will explain how to add a footer to
your publication:
2) The Master Page toolbar will appear and the footer section of the publication will be selected
(see Figure 76).
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3) Add your text to the footer, and then click Close Master Page (see Figure 77).
2) A dropdown menu will appear. Select a location to insert a page number (see Figure 79).
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Business Information
You can have Publisher 2013 store contact information that can later be inserted into your publication
as either the complete contact information, or selected parts.
2) The Backstage View will appear. Click on Edit Business Information (see Figure 81).
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3) The Create New Business Information Set window will appear. Click in the individual fields to
edit contact information (see Figure 82).
4) In the Business Information set name field, type a name for the contact information
(see Figure 83).
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6) The Business Information window will appear and your contact information will be saved
(see Figure 84).
Note: To create a new contact, click on New and follow the steps above.
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2) The Master Page toolbar will appear and the header section of the publication will be selected
(see Figure 86).
3) Under the Insert tab, click on Business Information (see Figure 87).
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4) A dropdown menu will appear showing your currently selected contact information. Click on
the Organization Name, Address, and Phone/Fax/Email fields (see Figure 88).
5) The contact information will be added to the header of your publication (see Figure 89).
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Review your Publication
You can use the Spell checker and Design checker tools to proof your publication before sending it to a
printer. The following sections explain how to access these tools.
Spell checker
Publisher automatically che ks for spelli g istakes as ou t pe. Ho e er, it’s a good idea to ru the
Spellchecker tool as the final step when finishing your publication. When run, the Spellchecker tool will
check your entire publication for spelling & grammar errors, and allow you to insert the corrections.
1) Under the Review tab, click on the Spelling button (see Figure 90).
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3) The Spellchecker tool will continue to check your publication for any misspelled words. The
Spellchecker check will notify you when it has completed checking your publication.
Design Checker
The design checker can be used to find potential design and layout problems in your publication, and
provides options to fix them. It is a good idea to run this tool before sending your publication to a
printer.
8) The backstage view will appear. Click on Run Design Checker (see Figure 93).
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9) The Design Checker will appear to the right of your publication. Click a checkbox to run the
following checks (see Figure 94):
a. Run general design checks: Checks for design problems like empty text boxes
b. Run commercial design checks: Checks for problems that may impact printing your
publication at a commercial printing business (e.g. pictures in RGB mode)
c. Run web site checks: Checks for problems that may impact your web site publication
(e.g. pictures without alternative text)
d. Run e-mail checks (current page only): Checks for problems that may cause gaps in the
message when it is viewed in certain e-mail viewers (e.g. text that contains a
hyphenation)
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10) To fix an item, hover over it and click the dropdown arrow (see Figure 95).
11) A dropdown menu will appear. Click one of the following options: (see Figure 96).
a. Go to this Item: Selects the item on your document
b. Fix: Place Text on a New Page: Fixes the selected error using the suggested method
c. Never Run this Check Again: Removes the selected error from the design checker
search
d. Explai …: Opens up a Help article with more information on the selected error
12) Continue addressing errors found by the design checker until they have been addressed.
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13) To close the design checker, click on Close Design Checker (see Figure 97).
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2) The backstage view will appear. Click on Save As to access the save options (see Figure 99).
Figure 99 - Save As
3) The save options will appear. Click on Computer to choose your location to save
(see Figure 100).
4) Click on Desktop to save the file to your desktop (see Figure 100).
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5) A dialog box will appear. In the File name: field, type a name for your publication
(see Figure 101).
Save as a PDF
Saving your file as a PDF will ensure that your printed or viewed file retains the formatting you
intended, and is useful if you wish to send your publication to a commercial printer.
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2) The backstage view will appear. Click on Save As to access the save options (see Figure 103).
3) The save options will appear. Click on Computer to choose your location to save
(see Figure 104).
4) Click on Desktop to save the file to your desktop (see Figure 104).
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5) A dialog box will appear. In the File name: field, type a name for your publication
(see Figure 105).
6) Next to Save as type, click the dropdown and select PDF (see Figure 106).
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Print your Publication
If your computer is connected to a printer, you will be able to print your publication to share a hard
copy with others.
2) The backstage view will appear. Click on Print to access the print options (see Figure 108).
3) The print options will appear. Under Printer, click the dropdown arrow to select a printer
(see Figure 109).
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4) Click the printer you want to use to print your publication (see Figure 110).
Note: Your list of available printers will be determined by the printers currently installed.
5) Set the number of copies you want to print (see Figure 111).
6) Click the Print button. Your publication will be sent to the printer you selected for printing.
Additional Help
For additional help or installation issues, please contact the KSU Service Desk:
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