---Microsoft Publisher 98

A Guide to Desktop Publishing



What can Microsoft Publisher do for teachers?


Microsoft Publisher is an application that turns your computer into a desktop publishing center--allowing you and your students to create a number of professional looking documents. With Publisher, you can create a class newsletter, a flier for an upcoming fundraiser, invitations for a class function, or informational brochures on any number of topics.


What’s In This Tutorial?

This tutorial will guide you through:

1.      An introduction to the various features of MS Publisher

2.      Creating a Publication by Wizard

3.      Creating a Publication using a Design

4.      Creating a Blank Publication



I.                  An Introduction to Publisher


Getting Started

Open Microsoft Publisher.  Like all other programs you can do this by opening the program from the Start menu, or, if you have a shortcut icon on your desktop, double clicking on it.



















When Publisher opens, two windows appear; a Catalog window and a main window.

The Catalog window appears on top, so you may not notice that two windows are open.  The picture on the right displays the Catalog window. 

The Catalog window gives you options for formatting your document



Looking at the top of the Catalog window, you will see four tabs: Publications by Wizard, Publications by Design, Blank Publications, and Existing Publications. 

The Catalog window defaults to Publications by Wizard tab, therefore that tab should already be open. You will now create a document using this feature; you will have a chance to explore the other options later.



II.               Creating a Classroom Newsletter Using - Publications by Wizard


Publications by Wizard provides you with templates you can modify to suit your needs. You have several formatting choices including: Newsletter, Web Sites, Announcement, Invitations, and more. These format choices are located in the left frame of the Catalog window under the title Wizard.  Within each of these formats, you will find many styles, or designs, from which to choose.

Since we are going to create a newsletter, let’s choose that format option.

Click the blue dot next to the word Newsletter in the format wizard.

When you click the blue dot, it turns into a red arrow and different styles of the Newsletter format are shown in the frame to the right. The heading, Newsletters, also appears on the title bar of this frame.  Scroll down to see the entire list of newsletter designs. 

For the purpose of this tutorial, select the Kid Stuff newsletter style.  To do this, you can either double click on that design, or click on it once and click the Start Wizard button at the bottom of the page

















The Catalog window should now disappear, leaving the main window visible. The main window is divided into two frames; a workspace (the larger frame on the right) and the Newsletter Wizard (the smaller frame on the left).







The Newsletter Wizard will assist you in formatting your newsletter by leading you through a series of decisions regarding such things as the color scheme and number of columns. 

To navigate through these decisions you will use the buttons on the bottom of the Wizard frame: Back, Next, and Finish. 

Back returns you back to the last window you were on.

Next advances you further in the formatting process.

Finish completes the formatting and allows you to leave the Wizard and begin inputting your own words and pictures.

After reading the initial message in the Wizard, click Next to start the four-step process of customizing your Newsletter.




III.           Formatting Your Newsletter Using the           Wizard


The first screen you come to allows you to select the color scheme for your first newsletter.


Scroll down and select the Iris color scheme. 


After choosing the color, click Next.

This will bring you to more options for customizing your newsletter.


Note: In each step of the process, the newsletter template in the right frame keeps track of your changes.


The next formatting decision in this process is to determine the number of columns your newsletter will have.  For this experiment, choose one column.  Click Next to proceed.

Now the Newsletter Wizard asks you if you would like to insert a placeholder for a mailing address.  Select No, then, click Next.

Finally, you must specify Single or Double-Sided printing.  For now, choose Single-Sided. 

Now that you have completed all of the formatting options, click Finish to begin working on your newsletter.  


Remember, you can always return to the Newsletter Wizard, and modify any aspect of the formatting at any time.


By default, the Newsletter Wizard stays open.  However, you can close the frame to increase the size of your working area by clicking on the Hide Wizard button at the bottom of the Newsletter Wizard frame.


Hide the Wizard now.


To return to the Wizard once it has been hidden, click on the Show Wizard button on the lower left of the workspace window.


The Zoom Buttons

Another option you can use to change the size of your working area is to use your Zoom buttons.  On the bottom of the workspace window you will see a box labeled Zoom. You may want to use this tool to get a closer view of your Newsletter as you work.


Click the (+) button to make the image larger and the (­-) button to make it smaller.


Experiment with these buttons by clicking the (+) sign until the percentage in the Zoom box reads 66%. 

What happens to the document in the workspace window as you make these changes?



IV.           Working on the Newsletter


You are now ready to begin working.  Take a close look at your Newsletter in the workspace window.  You will see boxes in a variety of sizes.  These boxes are referred to as text frames and graphic frames, and you will use them to input text and graphics.


Notice that the Newsletter is already filled with text and graphics. 


These text and graphics frames are called placeholders. 


The Newsletter Wizard uses this sample text and graphics (placeholders) to help you visualize the layout of your publication.  Depending on your particular needs, the placeholders are either deleted altogether, or the text is deleted and replaced with your own text.

Adding a Title

Click on the Newsletter Title placeholder on the very top of the page. This will highlight the text in the title placeholder. 

Note: When you type over the highlighted text causes the original text to be deleted and replaced by the new text you are typing.


We are going to experiment with Word Art for the title. 

Since we are not merely typing in new text, we will want to delete the placeholder text.  Make sure the text is highlighted. 

Go to the Edit Menu located at the top of the window.  Select Delete Object. 

The text should now be gone and you are ready to insert a title using Word Art.


Click the Word Art button on the tool bar that is located along the left side of the window.  Notice that your cursor has turned into a cross. 


Place the cursor where you want the title for you Newsletter to be (hint: try and keep it within the frame that has been defined for the title).  Click and drag the cursor across the title area to form a box.


The Word Art toolbar and window will appear.

Type - School Daze in the window titled Enter Your Text Here and then close the window. 

This text will serve as the title of your Newsletter.



At the top of the Word Art screen are three pull-down menus:


Reading the menu bar from left to right:

The left menu allows you to select the shape of your text, the default is Plain Text

The center menu allows you to select the font.

The right menu allows you to select the size of the text the default is Best Fit, which means it will be as large as possible, while still fitting within the text box.


First, you should change the shape of your title. Click on the pull down arrow of the left menu and choose Arch Up (Curve). The menu will then look like this:


Once you have selected the shape for your title text,

Go to the font pull-down menu and select - Comic Sans.


Keep the third menu with the default Best Fit

Since you are now finished with the title, click on the gray area to the left of the document to return to the regular Publisher work area.


Replacing Placeholder Text with Your Own Text: Sidebars

The first text we will change will be in the “sidebars” on the right hand side of the page, the first of which is adjacent to the lead story headline. 


This sidebar consists of three boxes: the author/publisher of the newsletter is in the first box, the issue number in the second, and the date in the third.  Click on the first box. 

The text should now be highlighted. 


To delete this placeholder text and replace it with your own name, just begin typing 

(Note: once the text is highlighted, you can also press the delete key on your keyboard to erase the text before you begin typing).


Type in the your name and class:

Example: Ms. Brown

       Class 2-201



Directly below the sidebar you’ve just rewritten is another sidebar, which has the heading Special Points of Interest.   


Highlight the heading (by clicking and dragging over that line) and change it to read Important Dates. 

Change the font size on the heading to 12 point. 


Note: This is a similar process to what you did with Word Art.  Changes are made through the font pull-down menu that is located along the top of the document, just above the ruler.

Center the heading by, highlighting the text and clicking on the Center button on the toolbar.


Next highlight the bulleted text in the box and delete it.


Type in the following:  (Hit the Enter button after each line)

PTA meeting – Nov 4

Bake Sale – Nov 9

Fall Dance – Nov 22

Thanksgiving Break – Nov 25 – 28


Now change the font size of the newly inputted text to 10 point.

Your box should now look like the image on the right:


Replacing Placeholder Text

To begin working on the body of the newsletter, click on the lead story headline placeholder and replace the text with your own.  When you are done, click on the text body to replace this text with your own lead story.  Write a few sentences to get started.


You may decide that your columns (or text boxes) need to be resized.


To resize a column, click on the text frame.  Handles will appear on the edges of the text box (handles are small boxes that stud the outline around the text). If you place your cursor directly on one of the handles, it will change from an arrow to a double-sided arrow. Click and drag the handle in or out to resize the frame accordingly.


V.               Inserting Images

To insert images into your newsletter, click on the picture placeholder to select it.


This will cause a little gray rectangle to appear below the picture area. This box gives you the option to Group or Ungroup. Grouping allows you to keep the picture and the caption that you write together, no matter where you move it on the screen.


To replace this picture, go to Insert menu on your top menu bar and select Picture. 

In the Picture sub-menu, you have several choices. 

If you have a picture saved, choose: From File.

If you would like to select from a list of Microsoft pre-saved (and copyright free) images, select Clip Art. 

There are also options to import a picture from a scanner and/or digital cameral, as well as import a new image. 


Choose the picture or graphic that you want to insert.




VI.           Newsletter Features


While we are still on the first page of the newsletter, there are a few other aspects of the page yet to explore.

You will notice that on the right hand side of the document, there is a section entitled - In this issue


This section provides a Table of Contents for your newsletter.


The table provided works the same as a table in a Microsoft Word document.


Imagine we only have three stories in this newsletter.  If this were the case, we would want to delete four rows of this table.


Highlight (or select) the lower four sections (or “cells”) of this table of contents by clicking and dragging your mouse over all four rows.


Under the Table menu, scroll down and select Delete Row.  This will delete the cells that you have highlighted. 


To resize the table of contents, click on the frame above the words Inside this issue.


This frame is now selected and frame handles will appear. Go to any of the handles and click and drag the box to the size you prefer.


You may want to move, or reposition, this text box now.  To move any text or graphic box, select it, then place your cursor over the frame in an area where there is no handle.  Click on the frame and drag the box to a new location. 

Note: Another way to move a box is to select it and then use the arrow keys on your keyboard to move the frame around.


After you complete the title page, Go to the bottom of the page – you will see a page indicator, allowing you to track your pages.


On either side of the page indicator field are arrow buttons pointing to the right and to the left.

To go to the next page of the newsletter, you can click on the right arrow button.



The Newsletter Wizard gives you, as a default, four pages of newsletter with which to work.  For this project, we will only need two pages.  To become comfortable changing the Wizard-created template, we will guide you through the process of deleting two pages from the newsletter – namely, pages three and four.  This is easily done if you follow the steps below:


Return to the Newsletter Wizard to make certain that you chose single-sided printing. 

Note:  to return to the Wizard, you must click the Show Wizard button on the bottom left of the Publisher window.


Go to Page 3 of the newsletter.  To do this, click on the right arrow button on the bottom of the window until you get to page three.  This arrow is located to the right of the Page toolbar.


Once you are on Page 3, go to the Edit menu and select Delete Page.


To delete Page 4, repeat the previous steps.


Note: If you ever want more than the four pages for your newsletter, open the Insert menu and select Page (it is the last option at the bottom of the pull down menu).  An extra page will be inserted.  






VII.        Exploring MS Publisher 


Once your first newsletter attempt is saved, select New under the File menu.  Near the top of the Catalog window that has just appeared, you will see the same four different tabs: Publications by Wizard, Publications by Design, Blank Publications, and Existing Publications. 


Select Publications by Design.  Listed here are all of the same templates that you saw before in Publications by Wizard, except here they are grouped differently. 


If you remember, the Publications by Wizard has templates grouped by format (e.g., Newsletter, Web site, etc.), and you scroll down to find the specific design you wanted for your newsletter (e.g., Kidstuff, nature, etc.).


The Publications by Design has the templates grouped by design (e.g., Kidstuff, nature, etc.), and you have to scroll down to find the format you need (e.g., Newsletter, Web site, etc.).  This is the way to go if you have already decided on a particular design that you want to use across the board—for all of the types of documents you create.  All printed material (and even your Web site) will

reflect the same color scheme and design elements.

The coordinated designs give a consistent look to your documents.


Using a Publications by Design template

In the Design Sets frame on the left, click the blue dot next to the design style you like.

Note:  The documents in the right window change each time you select a new design.


Choose a new format with which to experiment and double click on it to launch the corresponding Wizard.

Follow the steps outlined by the Wizard and replace the placeholder text with your own.


When you are done experimenting with the Publications by Design, you will move on to the Blank Publications tab in Publisher.  Make sure to save the document you were working on in the Publications by Design process if you plan to resume work later.


Using a Blank Publication

Select New under the File menu again, but this time choose Blank Publication from the tabs at the top of the window.

This option is for people who do not want to be boxed-in by existing design templates and would rather build their document from scratch. 


Therefore, the Blank Publication Wizard does not give you the same kind of templates as the previous two options.

Instead of giving you designs, it gives you options for sizes of paper.  Double clicking on one of the paper layout options, brings you to a blank document that is the size and shape you selected.  Using the tool bar to the left of the window, you can add shapes, text, and graphics to your document, wherever you choose, without the constraints of the templates.  Exploring the menus will give you a good idea of how to insert pictures, columns, and other helpful elements into your document.


Using an Existing Publication

When you are done experimenting with the three formatting options in Publisher, select New Document under the File menu again.  This time choose the Existing Publication tab. This shows you documents that are in progress.  So, each of the Publisher documents that you have saved during this process should be viewable here. 


Wow!  You’ve accomplished a great amount in this tutorial.


You are now well equipped to continue your work in Publisher at your own pace.  You can either return to one of the documents you’ve begun, or start a new Publisher document that may be used with your students in your own classroom.