1. Intermediate Training Manual
Publisher 2007
training.csulb.edu

3. Table of Contents
Section 1: Polishing Your Publication .......................................................................................... 1
Lesson 1.1: Adding Headers and Footers ............................................................................................. 2
Viewing Headers and Footers .............................................................................................................................. 2
Using the Header and Footer Toolbar .................................................................................................................3
Removing a Header and Footer ...........................................................................................................................3
Lesson 1.2: Using Color Schemes .......................................................................................................... 5
Applying a Color Scheme .....................................................................................................................................6
Creating a Color Scheme .....................................................................................................................................7
Editing a Color Scheme .......................................................................................................................................8
Deleting a Color Scheme .....................................................................................................................................8
Lesson 1.3: Using Font Schemes ............................................................................................................ 9
Applying a Font Scheme.......................................................................................................................................9
Creating a Font Scheme ..................................................................................................................................... 10
Edit a Font Scheme ............................................................................................................................................ 11
Deleting a Font Scheme ..................................................................................................................................... 11
Setting Font Scheme Options ............................................................................................................................. 12
Section 1: Review Questions ................................................................................................................ 13
Section 2: Using Text Boxes ........................................................................................................ 15
Lesson 2.1: Working With Text Boxes ............................................................................................... 16
Adding a Text Box .............................................................................................................................................. 17
Selecting a Text Box ........................................................................................................................................... 17
Deleting a Text Box ............................................................................................................................................ 18
Inserting a Text File ........................................................................................................................................... 19
Lesson 2.2: Editing Text Boxes ............................................................................................................ 20
Moving a Text Box ............................................................................................................................................. 20
Resizing a Text Box ............................................................................................................................................ 21
Rotating a Text Box ............................................................................................................................................ 21
Using the Format Text Box Dialogue ................................................................................................................ 22
Lesson 2.3: Doing More with Text Boxes ........................................................................................... 23
Adding Columns ................................................................................................................................................. 24
Aligning Text ...................................................................................................................................................... 25
Changing Text Direction .................................................................................................................................... 26
Using AutoFit ..................................................................................................................................................... 27
Lesson 2.4: Linking Text Boxes ........................................................................................................... 28
Using the Connect Text Box Toolbar ................................................................................................................. 28
Linking Text Boxes ............................................................................................................................................. 28
Unlinking Text Boxes ......................................................................................................................................... 29
Navigating Through Text Boxes ......................................................................................................................... 29
Section 2: Review Questions ................................................................................................................ 30
Section 3: Arranging Objects ...................................................................................................... 32
Lesson 3.1: Using the Ruler to Set Guides .......................................................................................... 33
Viewing the Ruler ............................................................................................................................................... 34
Adding a Horizontal Guide ................................................................................................................................ 35
Adding a Vertical Guide..................................................................................................................................... 36

4. Formatting Horizontal Rules ............................................................................................................................. 37
Lesson 3.2: Modifying Guides ............................................................................................................. 38
Moving Guides ................................................................................................................................................... 39
Moving the Ruler’s Origin ................................................................................................................................. 39
Formatting Ruler Guides ................................................................................................................................... 40
Clearing All Ruler Guides .................................................................................................................................. 41
Lesson 3.3: Using the Layout Guides Dialogue .................................................................................. 42
Opening the Layout Guides Dialogue ................................................................................................................ 42
Setting Margin Guides ....................................................................................................................................... 43
Setting Grid Guides ............................................................................................................................................ 43
Setting Baseline Guides...................................................................................................................................... 44
Lesson 3.4: Snapping, Aligning, and Distributing Objects ............................................................... 46
Using the Snap Commands ................................................................................................................................ 46
About the Relative to Margin Guides Command ................................................................................................ 46
Using the Align Commands ................................................................................................................................ 47
Using the Distribute Commands ........................................................................................................................ 48
Using the Nudge Commands .............................................................................................................................. 48
Section 3: Review Questions ................................................................................................................ 49
Section 4: Completing Your Publication..................................................................................... 51
Lesson 4.1: Saving Your Files ............................................................................................................. 52
Using File Formats ............................................................................................................................................ 52
Using File Properties ......................................................................................................................................... 53
Using Auto Recover ........................................................................................................................................... 55
Saving a Publication as a Picture ...................................................................................................................... 55
Lesson 4.2: Using Commercial Printing Tools ................................................................................... 56
Setting Fonts ...................................................................................................................................................... 56
Setting Color Printing Options .......................................................................................................................... 57
Registering (Trapping) Settings per Publication ............................................................................................... 58
Registering (Trapping) Settings per Objects ...................................................................................................... 59
Lesson 4.3: Preparing Your Publication ............................................................................................ 60
The Design Checker ........................................................................................................................................... 60
Using the Graphics Manager ............................................................................................................................. 61
Packing a Publication to Take to Another Computer ........................................................................................ 62
Packing a Publication to take to a Commercial Printing Service ...................................................................... 63
Converting a Publication for the Web ................................................................................................................ 64
Lesson 4.4: Sending Your Publication ................................................................................................ 66
Publishing to PDF or XPS ................................................................................................................................. 66
Using E-mail Preview ........................................................................................................................................ 67
E-mailing your Publication as a Message ......................................................................................................... 68
E-mailing your Publication as an Attachment ................................................................................................... 69
Lesson 4.5: Merging Your Publication ............................................................................................... 70
Setting Up an Address List in Publisher ............................................................................................................ 72
Performing a Mail Merge .................................................................................................................................. 74
Performing an E-mail Merge ............................................................................................................................. 75
Performing a Catalogue Merge ......................................................................................................................... 76
Section 4: Review Questions ................................................................................................................ 79
Index ............................................................................................................................................. 81

5. Section 1: Polishing Your Publication
In this section you will learn how to:
 View headers and footers
 Use the Header and Footer toolbar
 Add page numbers
 Remove a header or footer
 Use color schemes
 Apply a color scheme
 Create a color scheme
 Edit a color scheme
 Delete a color scheme
 Apply a font color
 Create a font color
 Edit a font color
 Delete a font color
 Set Font Scheme options

6. Microsoft Office Publisher 2007 Intermediate 2
Lesson 1.1: Adding Headers and Footers
Headers and Footers are used for a number of things such as inserting page numbers, adding
the date and time, or dividing a publication into sections/chapters. Footers, as all students
know, are commonly used for citing references and footnotes. In Lesson 1.1, we will discuss
adding headers and footers to a publication, viewing headers and footers, using the header and
footer toolbar, adding page numbers and removing headers and footers.
Viewing Headers and Footers
When the Header and Footer command is selected from the View menu, the Header and Footer
window will appear, and the Header and Footer toolbar is automatically generated. Headers
and footers can be inserted at any time, whether at the beginning stages of the publication or
at the end. (Headers and Footers do not interfere with the actual publication design.) Inserting
a header and footer into a publication will display a header and footer on every page that
follows.
When you are in Header and Footer view, both text boxes will open for you to enter and format
the text you want in the spaces. This is done by clicking inside the header or footer and typing
your text. When finished typing and formatting your text, double-click outside the Header and
Footer or click Close on the Header and Footer toolbar.

7. Microsoft Office Publisher 2007 Intermediate 3
Using the Header and Footer Toolbar
The Header and Footer toolbar is automatically displayed when the Header and Footer View is
opened. The toolbar will help you create and manage your publications headers and footers.
Removing a Header and Footer
Publisher does not let you actually delete a Header and Footer. Header and Footers are
technically always there and hidden on every publication until they have content inserted.

8. Microsoft Office Publisher 2007 Intermediate 4
Therefore, ‘removing’ headers and footers from the publication is done by clicking the header
or footer, selecting or highlighting text (which we learned how to do in the foundation) and
pressing delete on your keyboard. This will remove the text and hide the headers and footers
once more.

9. Microsoft Office Publisher 2007 Intermediate 5
Lesson 1.2: Using Color Schemes
Color Schemes are color combinations accessible to a publication. A color scheme will display
five color boxes which represent headline and body text color, hyperlink and AutoShapes color,
line color, and border color. In Lesson 1.2, we will learn a little more about color schemes such
as apply a color scheme, creating a color scheme, editing a color scheme and deleting a color
scheme.

10. Microsoft Office Publisher 2007 Intermediate 6
Applying a Color Scheme
A color scheme can be applied to any publication. We briefly visited the Color Schemes task
pane in the Foundation level; therefore, let’s take a closer look at applying those color schemes.
Color schemes, aside from the getting started menu can also be applied from the application
window. When a publication is opened the Format publication task pane will appear on the left
side; our color schemes are one of the Formatting sections found on the task pane. To apply a
Color scheme, collapse Color Schemes and click on any of the schemes available to you, then
click Apply Scheme as shown below.

11. Microsoft Office Publisher 2007 Intermediate 7
Creating a Color Scheme
At the bottom of the color scheme task pane, you will find the Custom Color Scheme link. The
color scheme link will take you to the custom color Dialogue box where you can create a color
scheme based off of a built in scheme, or create a new scheme altogether.
With the custom color scheme Dialogue box, you have to select each new color item to create a
successful scheme. For example, a color scheme must consist of the following: Main Color,
Accent’s 1 through 5, Hyperlink and Followed Hyperlink. There are many items and accents
involved in a publication and color scheme, but if you can mix and match, complimenting colors
then you will be able to create some interesting color schemes. Each new color scheme is
named and saved at the bottom of the Custom Color Scheme Dialogue box.

12. Microsoft Office Publisher 2007 Intermediate 8
Editing a Color Scheme
Publisher only allows you to edit the Schemes you have created (Custom Schemes). You will
find all of the Custom color schemes at the top of the color scheme list. You can re-open a
Custom Color Scheme from the Color Scheme task pane, by right-clicking the custom scheme
and then click Edit Scheme. This will bring you back into the Create Custom Scheme Dialogue
for you to make any changes by selecting new colors (as you did when you originally created
the scheme).
Deleting a Color Scheme
Publisher only allows you to delete Custom Schemes. You can modify Built-in schemes but you
cannot delete Publisher’s schemes. To delete a custom scheme, right-click the scheme from
the task pane, then click Delete Scheme.

13. Microsoft Office Publisher 2007 Intermediate 9
Lesson 1.3: Using Font Schemes
Since font is the style of the text, it plays an important role in publications. Fonts can either turn
viewers away or make them read further. The publication as a whole must be appealing to the
eye, especially for advertising publications. Basic font tasks include changing the style/type,
size, and color; these tasks can all be done from the standard toolbar, as we saw in the
Foundation level.
A font scheme is a certain font style that is associated with a publication. Font schemes have a
Major font and a Minor font; the major fonts are used for titles and headings, while the minor
fonts are used for the text body. The major and minor fonts are chosen and partnered to
provide publications with a professional appearance.
In our mission to make you all expert Desktop Publishers, this lesson is dedicated to font
schemes; we will show you how to apply a font scheme, create a new font scheme, edit font
schemes, delete font schemes, and set font scheme options.
Applying a Font Scheme
All of Publisher’s font schemes are organized in the Font schemes task pane (Format Publication
task pane). Font schemes are to be used along with built-in templates, this way you can click on
a Font Scheme and Publisher will change the scheme for you. The task pane lists all possible
schemes for the chosen publication in order to keep you productive and to help you find your
selections quickly.

14. Microsoft Office Publisher 2007 Intermediate 10
To apply a Built-in (made by Publisher) Font Scheme, simply click on the scheme, and then click
Apply Scheme, as we did with the Color Scheme task pane.
Creating a Font Scheme
At the bottom of the Font Scheme task pane is the Create New Font Scheme link. When the
Dialogue opens, you can click and select your Heading and Body Fonts to create a scheme.
Publisher also provides you with a preview box to see the Fonts together. When finished
making your selections, name and save the scheme.

15. Microsoft Office Publisher 2007 Intermediate 11
Edit a Font Scheme
Editing Font schemes involves changing the Heading or Body font on one of your custom
schemes, Duplicating a Font scheme in order to modify the Fonts, or Renaming the Scheme. All
of these editing tasks are found under the Font Scheme’s options.
We looked at the Font Scheme’s option previously when we discussed Applying Font Scheme’s.
The menu ‘Apply Scheme’ is on is the Font Scheme option list, and we can click any active
command found on that list.
Deleting a Font Scheme
Resembling built-in Color Scheme’s, built-in Font Schemes cannot be deleted. The only Font
Schemes available for deletion are the custom schemes you have created. The Delete Font
Scheme command is also listed on the Font Scheme option list (shown above). To delete a
Custom Font Scheme, click the Font Scheme, and then click Delete Scheme.

16. Microsoft Office Publisher 2007 Intermediate 12
Setting Font Scheme Options
Font Scheme Options consist of three options; update custom text styles, override applied text
formatting, and adjust font sizes. Each option, by default is active, but can be inactivated by
clicking (un-checking) the selected option. When finished click ok to return to the publication
window.

17. Microsoft Office Publisher 2007 Intermediate 13
Section 1: Review Questions
1. Headers are used for…
A. Logos and titles
B. Date
C. Time
D. All of the Above
2. To insert a footer…
A. Click View → Header and Footer → Switch to header and footer → click page #
B. Click View → header and Footer → Type: Header → Close
C. Click View → Header and Footer → Switch to header and footer → Click Date
D. Both A & C
3. The Header and Footer toolbar allows you to perform which tasks?
A. Insert Text
B. Insert pictures
C. Insert the Date and Time
D. All of the Above
4. To apply a Color Scheme to a publication…
A. Click publication, and Click Fill → select color
B. Click Color Schemes → Click Moss
C. Click Color Schemes → Click Citrus → Click Apply Scheme
D. Both B & C
5. To edit a Color Scheme…
A. Click Color Scheme → Click Apply Scheme
B. Click Color Scheme → Click Edit Scheme
C. Click Color Scheme → Click Delete Scheme
D. Both B & C
6. To delete a Color Scheme…
A. Click Color Scheme → press Delete
B. Click Color Scheme → Click Options → Click Delete Scheme
C. Click Color Scheme → Click options → Click Rename Scheme
D. Click Color Scheme → Click Options → Edit Scheme

18. Microsoft Office Publisher 2007 Intermediate 14
7. To apply a Font Scheme…
A. Click Font Scheme → Click options → Click Apply Scheme
B. Click Font Scheme in the pane
C. Click Font Scheme → Click Options → Click Duplicate Scheme
D. Both A & B
8. To create a Font Scheme…
A. Click Create new Font scheme → click Heading and Body text → save
B. Click Font Scheme Options
C. Click Styles and Formatting → click your text styles
D. Both A & B
9. To edit a Font Scheme…
A. Click Font Scheme → Options → Apply Scheme
B. Click Font Scheme → Options → Duplicate scheme
C. Click Font Scheme → Options → Rename scheme
D. Both B & C
10. To Set Font Scheme options…
A. Click Font Scheme Options → uncheck Update Custom Text Styles
B. Click Font Scheme Options → check Adjust font sizes
C. Click Font Scheme Options → uncheck Override applied text formatting
D. All of the Above

19. Microsoft Office Publisher 2007 Intermediate 15
Section 2: Using Text Boxes
In this section you will learn how to:
 Add a text box
 Select a text box
 Delete a text box
 Insert a text box
 Move a text box
 Resize a text box
 Rotate a text box
 Format a text box
 Add columns
 Align Text
 Change text direction
 Use AutoFit
 Use the Format text box Dialogue
 Use the Connect text box toolbar
 Link text boxes
 Unlink text boxes
 Navigate through text boxes

20. Microsoft Office Publisher 2007 Intermediate 16
Lesson 2.1: Working With Text Boxes
A text box is a movable, resizable container for text or graphics. Text boxes are used to place
text anywhere on a publication. For example, you can add a caption to a picture, or add text to
an AutoShape that won’t attach to the shape. Text boxes can have a border, fill color, shadow,
or 3-D effect, and you can change the shape of the box. In this lesson we will learn how to add
a text box, select, delete and move a text box, resize and rotate a text box, and format a text
box.
Throughout the Foundation level, we have already seen what a text box looks like. This lesson
will show you how to Work with text boxes found in Publisher Templates, and Personal Designs;
by Adding, Selecting, Deleting Text Boxes, as well as Inserting Text Files.

21. Microsoft Office Publisher 2007 Intermediate 17
Adding a Text Box
Text boxes are added to hold text or graphics, they are great to use for captions or text areas on
blank publications. Publisher allows you to add text boxes from the Insert menu or Objects
toolbar, which we looked at in the Foundation level. Once you have selected the text box
command, you can resize the text box on the publication or simply click on the publication, and
size the text box after you have typed in your text.
Selecting a Text Box
Selecting a text box is necessary for you to make changes to the box itself without affecting the
text. You can move the pointer over the outside of the text to display a move pointer , or
you can use the two-step method: first, to display the text box you click in the text. The text box
borders appear but the insertion point is still in the text. Anything you do now will affect the
text and not the text box.

22. Microsoft Office Publisher 2007 Intermediate 18
For example, pressing the Delete key will delete the text and not the text box. The second step
is to click again near an edge of the text box to remove the insertion point from the text.
Step 1
Step 2
Deleting a Text Box
Text boxes can be removed easily from your publication. Select the text box, and make sure
that the insertion point is not flashing in the text. Press the Delete key on the keyboard. The
text box disappears from the slide. Since you will continue to use this text box, you can undo
the deletion.

23. Microsoft Office Publisher 2007 Intermediate 19
Inserting a Text File
Inserting a text file into a Publisher file would be attaching or linking a file of another format,
such as Word, Excel etc. Text Files are inserted from the Insert menu. Click inside the new text
box, then click Insert  Text File. Select your document from My Documents folder. This will
convert and insert the newly compatible file so that it can be viewed and used, in your
publication.

24. Microsoft Office Publisher 2007 Intermediate 20
Lesson 2.2: Editing Text Boxes
Editing text boxes is also important to know when working with Text boxes. When creating
text boxes you may want to move, resize, rotate, and otherwise format a text box. This lesson
will discuss these concepts.
Moving a Text Box
Text boxes can be placed anywhere on in a publication. Make sure the text box is selected.
Move the pointer over an edge of the text box until it changes to a move pointer. Click and
drag the text box to a new position on the publication.
Step 1 Step 2 Step 3

25. Microsoft Office Publisher 2007 Intermediate 21
Resizing a Text Box
You can resize a text box to fit the text more neatly inside. You will notice if this needs to be
done when the AutoFit icon is present. The height of the text box depends on the size of the
text in the box. You can’t make text taller by dragging the top and bottom sizing handles. The
text size has to be increased.
Resizing Handles
Rotating a Text Box
Text boxes can be rotated 360 degrees and appear on your slide at any angle. This can be very
useful for dressing up a publication or to avoid having text interfere with pictures.
The green adjustment handle above the top sizing handle is used to rotate the text box. You
can also use the Rotate command found in the Standard toolbar.

26. Microsoft Office Publisher 2007 Intermediate 22
Using the Format Text Box Dialogue
Text boxes can be formatted with borders, background color, and shadow effects. You can even
change the shape of the text box and precisely size and position the Text box on your
publication. All of these tasks can be completed in one central location; the Format Text Box
Dialogue. By clicking Format  Text Box, it will open the Dialogue for you to customize Color
and Lines, Size, Layout etc.

27. Microsoft Office Publisher 2007 Intermediate 23
Lesson 2.3: Doing More with Text Boxes
Working with text boxes is not just modifying dimensions, applying fill color and borders. You
can do much more with text boxes in order to acquire the design you are looking for. In the
last exercise we briefly looked at the Format Text Box Dialogue, this lesson will discuss the
Dialogue box in depth looking at how to add columns, align text, and change text direction;
Lesson 2.3 will also look at how to use AutoFit, and format a text box using the Formatting
Toolbar commands.

28. Microsoft Office Publisher 2007 Intermediate 24
Adding Columns
If you are designing a publication without the use of a template, this feature will create a
professional and orderly publication. Columns are great to use in articles, brochures,
catalogues, calendars, etc. Columns are applied through the Format Text Box Dialogue, under
the text box tab. When you click the Columns button, the Columns Dialogue will open allowing
you to enter the number for columns to add to the text box.

29. Microsoft Office Publisher 2007 Intermediate 25
Aligning Text
At the top of the Text Box tab, you will find the Text Alignment feature. The default text
alignment is vertical alignment and the Dialogue provides you with three vertical alignment
settings; Top, Middle and Bottom. These settings are changed by clicking the List box and
selecting your setting. This setting will only be applied to the selected text box.

30. Microsoft Office Publisher 2007 Intermediate 26
Changing Text Direction
The Text box tab also allows you to change the alignment to horizontal alignment. By clicking
the Rotate text within AutoShape by 90° option, you can select the Right, Middle and Left
Alignment settings.

31. Microsoft Office Publisher 2007 Intermediate 27
Using AutoFit
AutoFit is Publisher’s way of making sure that the text you typed into a text box will fit within
the borders. That is, if the text becomes too large for the text box, Publisher will resize the text
to make it fit.
The AutoFit feature provides you with three settings: Do Not AutoFit, Best Fit and Shrink Text
on Overflow. These three settings can be applied before or after text is entered. Do Not
AutoFit is the Default setting. Best Fit can be applied before or after the text and will Maximize
the text size in conjunction with the text box size. Shrink Text on Overflow is great to use when
cutting and pasting text into the text box, this feature will shrink the text according to the text
box size, and will make all of the text fit into the designated text box.

32. Microsoft Office Publisher 2007 Intermediate 28
Lesson 2.4: Linking Text Boxes
Linking text boxes is useful when you have a large amount of text. When one text box is full, the
overflow text will move to the next box creating a chain (story) of text boxes. This way the story
can extend over multiple pages and columns without interference. In Lesson 2.4, we will show
you how to use the connect text boxes toolbar, link and unlink text boxes, as well as navigate
through linked text boxes.
Using the Connect Text Box Toolbar
The Connect Text Box toolbar is an extra toolbar used only for linking, unlinking and navigating
connected boxes.
Break Link
Create Link Go to Next text Box
Go to Previous text Box
Linking Text Boxes
There are a few ways to create Linked text boxes: If you are pasting text into a text box that is
too small for text, Publisher will ask you to create additional text boxes as well as create a link
to the additional text boxes.
If you say no to both of these options, then you will have to create the Link and Text boxes
manually. This is done by creating the Text box, and then clicking Create Link . A pitcher
will appear on the publication for you to ‘pour’ the text into the additional text boxes.
The other way is to continue typing in the text and Publisher will ask you if you want to use
Auto flow and to connect text boxes; select Yes to this prompt.

33. Microsoft Office Publisher 2007 Intermediate 29
Unlinking Text Boxes
To break (unlink) a text box link, the link has to be broken from the first initial text box. When
you are on the same page as the initial text box, the break link icon, on the Connect Text Boxes
toolbar will be available, select the icon and the link will break .
Navigating Through Text Boxes
You can navigate through text boxes by using the Next and Previous commands on the Connect
Text Boxes toolbar, as well as the icons directly on the publication (an example is shown below).
Each text box will have an icon to proceed with the next box or go back to the previous.

34. Microsoft Office Publisher 2007 Intermediate 30
Section 2: Review Questions
1. To add a text box…
A. Click Insert Text Box from the Objects Toolbar
B. Click Insert → Text Box
C. Click Insert → Text File
D. Both A & B
2. To select a text box…
A. Click the Text box so the curser is active
B. Click the Text box edge
C. Click Format → Text Box
D. All of the Above
3. To delete a text box…
A. Click Text Box → Text Box handle → press Delete
B. Click Text box → press Delete
C. Click Text Box → Format → Text Box
D. None of the Above
4. To format a text box…
A. Right Click → Format text box
B. Click Insert → Text Box → Fill Color → Accent 1
C. Click Format → Text Box
D. All of the Above
5. To add columns to a text box…
A. Click Format → Text Box → Text Box → Columns
B. Click Text Box → Table → Insert Columns to the Left
C. Click Text Box → Tools → Customize
D. Click Format → Format Publication
6. To align text horizontally…
A. Click Text box → Format → Text Box → Text Box → Vertical Alignment Middle
B. Click Text box → Format → Text Box → Text Box → Check Rotate Text within
AutoShape by 90°
C. Click text box → Format → Text box → text box →Check Rotate text within
AutoShape by 90° → Align Left
D. Both B & C

35. Microsoft Office Publisher 2007 Intermediate 31
7. To align text in the middle of the text box…
A. Click Center
B. Click Arrange → Align or Distribute → Align Center
C. Click Format → Text Box → Text box → Vertical Align Middle
D. Both A & C
8. To maximize text within a text box…
A. Click Format → AutoFit Text → Best Fit
B. Click Format → AutoFit Text → DO Not AutoFit
C. Click Format → AutoFit Text → Shrink text on Overflow
D. Both A & C
9. To create a link between text boxes…
A. Copy and Paste Text into Text box → Click Yes to use Auto Flow → Click Yes to add
text boxes
B. Copy and Paste Text into Text box → Click NO → Insert Text Box → Click Text Box 1
→ Click Create text box link → Click Text box 2
C. Click Paste → Click Yes to use Auto Flow → Click No to additional text boxes
D. Both A & B
10. To navigate between linked text boxes…
A. Click Next from the Connect text boxes toolbar
B. Click Previous from the Connect text boxes toolbar
C. Click Go to Previous Text box from the publication’s text box
D. All of the above

36. Microsoft Office Publisher 2007 Intermediate 32
Section 3: Arranging Objects
In this section you will learn how to:
 View a Ruler
 Add a Horizontal guide
 Add a Vertical guide
 Format a Horizontal guide
 Move guides
 Reset Ruler Origin
 Format Ruler guides
 Clear all Ruler guides
 Open the Layout Guides dialogue
 Set Margin Guides
 Set Grid Guides
 Set Baseline Guides
 Use the Snap command
 Use the Relative to margin guides command
 Use the Align commands
 Use the Distribute commands
 Use the Nudge commands

37. Microsoft Office Publisher 2007 Intermediate 33
Lesson 3.1: Using the Ruler to Set Guides
Guides are non-printed lines that assist in lining up objects. Working with rulers and guides is
effective when creating publications from a blank page. Rulers and guides help line up objects
and text boxes; it will also contribute to a neatly assembled publication. This lesson introduces
rulers and guides by looking at viewing the ruler, adding a horizontal guide, vertical guide and
formatting horizontal rulers.

38. Microsoft Office Publisher 2007 Intermediate 34
Viewing the Ruler
Publisher’s ruler by default is active when Publisher is opened; therefore, every new publication
will display the Ruler. You can hide the Ruler by clicking the Ruler command from the View
menu, as well as show the Ruler by re-clicking the Ruler command from the View menu.

39. Microsoft Office Publisher 2007 Intermediate 35
Adding a Horizontal Guide
Publisher allows you to add as many horizontal guides as you need. Horizontal guides run from
the left of the publication to the right of the Publication. These additional guide lines will assist
you in lining text, object etc, and are not visible when the publication is printed. Horizontal
lines are added from the Arrange menu, under Ruler Guides.

40. Microsoft Office Publisher 2007 Intermediate 36
Adding a Vertical Guide
Publisher allows you to Add as many vertical guides as you need. Vertical guides run from the
top of the publication to the bottom of the Publication. Vertical lines are added from the
Arrange menu, under Ruler Guides.

41. Microsoft Office Publisher 2007 Intermediate 37
Formatting Horizontal Rules
The Horizontal Rules found in the Format menu are used to separate text, objects, graphics etc.
within a text box and is visible when printed. Clicking Horizontal Rules from the Format menu
opens the Horizontal Rules Dialogue box, were you can apply Horizontal rules before and/or
after the text in the text box, as well as apply color to the horizontal rule.

42. Microsoft Office Publisher 2007 Intermediate 38
Lesson 3.2: Modifying Guides
This second introductory lesson is modifying Rulers and Guides. In Lesson 3.2, we will show you
how to move guides, reset guides, format ruler guides and clear all ruler guides from a
publication.

43. Microsoft Office Publisher 2007 Intermediate 39
Moving Guides
When and working with Horizontal and Vertical Guides you need to be able to move the guides
to any location on the publication. When a guide has been added, place the curser over the
line in order to move it to the left or right, then click and drag the guide to its new location.
Moving the Ruler’s Origin
With Publisher’s ruler, you can move the Ruler anywhere on the publication; the Ruler can be
moved to line the publication in cases where the exact measurement is needed.
The Ruler is moved from the Rulers Zero point. The zero point is where both Vertical and
Horizontal Rulers meet or connect. Simply click and drag the Ruler to its new location.
Zero Point

44. Microsoft Office Publisher 2007 Intermediate 40
Formatting Ruler Guides
The Format Ruler Guide Dialogue will display the exact dimension of each Horizontal and
Vertical guide, where you can erase and enter the dimension you need for each guide. When
you have entered the ruler guide’s position, click set and Publisher will update the publication
rulers.

45. Microsoft Office Publisher 2007 Intermediate 41
Clearing All Ruler Guides
Although Ruler guides are not visible when printing a publication, you may want to clear the
Ruler guides after you have finished the publication. You can do this by clicking and dragging
the guides off the publication, or by clicking arrange, then ruler guides to click clear all ruler
guides, as shown below.

46. Microsoft Office Publisher 2007 Intermediate 42
Lesson 3.3: Using the Layout Guides Dialogue
The Layout Guide Dialogue is a central location for setting all margins, grid, and baseline guides.
Lesson 3.3 will show you how to set margin guides, set grid guides, and baseline guides.
Opening the Layout Guides Dialogue
To open the Layout Guides Dialogue, click Arrange and then Layout Guides. This will open the
Dialogue for you to set Margin, Grid and Baseline Guides.

47. Microsoft Office Publisher 2007 Intermediate 43
Setting Margin Guides
Margins are the white space surrounding the publication (the space allocated to frame the
publication). The Margin Guide on a publication is the blue line surrounding the margin
perimeter.
You can change the Margin guide from the Layout Guide Dialogue box; under the Margin
Guides, you can increase or decrease the top, left, right and bottom dimensions of the
publication.
Setting Grid Guides
Grid Guides are used to insert column and rows in order to separate sections of the publication
evenly. Setting grid guides will save time instead of adding and moving horizontal and vertical
ruler guides.

48. Microsoft Office Publisher 2007 Intermediate 44
To set grid guides click the Grid Guides tab and then increase or decrease the number of
columns and rows you would like to apply to the publication.
Setting Baseline Guides
Baseline guides are lines for text not linked between text boxes in columns. Applying a baseline
guide makes it look like a regular piece of lined paper, meaning text can be evenly spaced
between columns or sections.

49. Microsoft Office Publisher 2007 Intermediate 45
In order to set the baseline guides you need to indicate the size of the font you are going to use
for the publication; for example if you are using 12pt font, then the Baseline guides are set at
12pts, as shown below.

50. Microsoft Office Publisher 2007 Intermediate 46
Lesson 3.4: Snapping, Aligning, and Distributing Objects
Snapping, aligning and distributing objects is an effective way for you to organize and manage
objects. In Lesson 3.4, we will show you how to use the Snap commands, Align commands, and
Distribute commands, Nudge commands and we will tell you about the Relative to Margin
Guides command.
Using the Snap Commands
Snapping objects to guides is an easy way to align objects. Essentially, when you snap an object,
you are attaching it to the ruler, guide, or another object. To snap an object to a guide, select
Arrange from the main menu, point to Snap, and select the option To Objects, To Ruler marks
or To Guides. Then, hold your cursor over the object for the cursor to change. Once the cursor
changes hold and drag object to the guide.
About the Relative to Margin Guides Command
Relative to margin guides will allow you to use the Align and Distribute commands. When
clicking the command it will active all the commands on the toolbar for you to use the
commands within the publications margin guides.

51. Microsoft Office Publisher 2007 Intermediate 47
Using the Align Commands
The Align commands are located on the Align and Distribute toolbar, located on the Arrange
drop down menu. To place the toolbar in the toolbar area of the publication, select the top bar
and drag away from the menu.
To begin using the Align feature, first select Relative to Margin Guides (discussed previously)
this will allow the object to be placed in conjunction with your publication’s margins. The align
and distribute toolbar contains features such as Align left, right, center, top, middle and
bottom. The below table introduces you to the Align and Distribute toolbar buttons and
commands.
Align Left lines the object up with the publication’s left margin.
Align Center places the object in the center of the publication (the top, middle, or
bottom of the publication, depending on the area where the object was originally
inserted).
Align Left lines the object up with the publication’s right margin.
Align Top aligns the object at the top of the publication.
Align Middle places the object in the center of the publication, with respect to
where the object is located. This means if the object is aligned right, the object
will be sent to the middle of the right hand side of the publication.
Align Bottom lines the object up with the bottom margin of the publication, with
respect to where the object is located on the publication.

52. Microsoft Office Publisher 2007 Intermediate 48
Using the Distribute Commands
The Distribute commands are also located on the Align and Distribute toolbar, the toolbar
consists of two major commands: Distribute Horizontally and Distribute Vertically. Distribute
Horizontally will distribute the object evenly from right to left. For example, if the object is
located top right, this feature will place the object in the top middle area of the publication.
Distribute Vertically will distribute the object evenly between the top and bottom of the
publication. For example, if the object is located top middle, this feature will place the object in
the center of the publication.
Using the Nudge Commands
Nudging an object will gently shift the object in the direction you command. When aligning an
object freely with your mouse, there may be times when the mouse does not recognize small
object movements; in these cases, the Nudge commands will perform the adjustment for you.
You will find the Nudge toolbar under the Arrange menu.
Nudge up will slightly move the object up.
Nudge down will slightly move the object down.
Nudge left will slightly move the object left.
Nudge right will slightly move the object right.

53. Microsoft Office Publisher 2007 Intermediate 49
Section 3: Review Questions
1. To view the Ruler…
A. Click View → Boundaries and Guides
B. Click View → Ruler
C. Click View → Baseline Guides
D. All of the Above
2. To add a horizontal ruler guide…
A. Click Arrange → Layout Guides → Grid Guides → 2 columns
B. Click Arrange → Ruler Guides → Add Horizontal Ruler Guide
C. Click Arrange → Ruler Guides → Add Vertical Ruler Guide
D. Click Arrange → Layout Guides → Baseline Guides
3. To format horizontal rules….
A. Click Format → Horizontal Rules
B. Click Arrange → Ruler Guides → Format Ruler Guides
C. Click Arrange → Ruler Guides → Clear all Ruler guides
D. None of the Above
4. To move a guide…
A. Click Vertical Guide, drag to new location
B. Click Horizontal guide, drag to new location
C. Click Arrange → Ruler Guides → Clear All Ruler guides
D. Both A & B
5. To format ruler guides…
A. Click Format → Horizontal Rules
B. Click Arrange → Ruler Guides → Format Ruler Guides
C. Click Arrange → Ruler Guides → Clear All Ruler Guides
D. Both A & B
6. To set baseline guides…
A. Click View → Boundaries and Guides
B. Click View → Ruler
C. Click Arrange → Layout Guides → Baseline Guides
D. All of the Above

54. Microsoft Office Publisher 2007 Intermediate 50
7. To set grid guides…
A. Click Arrange → Ruler Guides → Add Horizontal ruler guide
B. Click Arrange → Ruler Guides → Add Vertical ruler guide
C. Click Arrange → Layout Guides → Grid Guides
D. All of the Above
8. Margin guides are…
A. The guides surrounding the publication
B. Guides that run from the top of a publication to the bottom
C. Guides that run from the left of the publication to the right
D. None of the Above
9. Objects can be snapped to…
A. Rulers
B. Objects
C. Guides
D. All of the Above
10. To place objects in the middle of the page, right on a publication click….
A. Align Right, Distribute Vertically
B. Align Right, Distribute Horizontally
C. Align Center, Distribute Horizontally
D. None of the Above

55. Microsoft Office Publisher 2007 Intermediate 51
Section 4: Completing Your Publication
In this section you will learn how to:
 Use file formats
 Use file properties
 Use Auto Recover
 Upgrade a publication
 Save a publication as a picture
 Set fonts
 Set color print options
 Register settings per publication
 Register settings per object
 Use the Design Checker
 Use the Graphics Manager
 Pack a publication to take to another computer
 Pack a publication to take to a commercial printing service
 Convert a publication for the Web
 Publish PDF or XPS
 Use e-mail preview
 E-mail a page of your publication
 E-mail your publication as an attachment
 Set up an address list in Publisher
 Perform a mail merge
 Perform an e-mail merge
 Perform a catalogue merge

56. Microsoft Office Publisher 2007 Intermediate 52
Lesson 4.1: Saving Your Files
In the Foundation level, we learned basic saving tasks you can do with Publisher and other MS
Office program files. In many situations, you may be sending files to coworkers, or other offices
that may not have the newest version of MS Office, or programs that are compatible with
Publisher or MS Office. In these cases, you may want to change the format of the file you are
saving. In this lesson, we will look at changing file formats, using file properties, using auto
recover, upgrading a publication, and saving the publication as a picture.
Using File Formats
When changing the format of a Publisher file, it is easiest to use the Save As command located
in the File menu, and then choose the format from the list provided. In some cases, not
everyone will upgrade to the 2007 version, and Publisher 12 makes it easy to save using other
file formats (as we learned in the Foundation). Although, we want to make sure that your file is
compatible with computers that do not have MS Office, in this case the best form of action is to
find out what format is best suited for the viewer.

57. Microsoft Office Publisher 2007 Intermediate 53
Using File Properties
With file properties, you can customize any file you have created. Folder and files added by
you, and folders created by Microsoft, have different attributes regarding customization.
Folders added to a location, can be renamed, shared and have pictures displaying the contents
of the folder. Default folders (created by Microsoft) can be shared and renamed. By right
clicking on the folder, the folder or file option will be listed, and at the bottom of that list is the
Properties option. The file properties have three categories you can access: General, Shared
and Customize.

58. Microsoft Office Publisher 2007 Intermediate 54

59. Microsoft Office Publisher 2007 Intermediate 55
Using Auto Recover
Auto Recover is great to use for backing up files. It can be set to every one minute or every
hour. It is like automatically saving your work. In cases, of power failure or system crashes,
Auto Recover will hold onto the last copy of the file and display the file in the recovery task
pane when the program is re-booted. Auto Recover displays all of the copies it has made, so be
sure not to mix up the most recent file with the original, that would be disastrous, as there is no
way to recovery your work once it has been re-saved. Click Tools, Options and click the Save
tab to access Auto Recover Settings.
Saving a Publication as a Picture
When saving a publication as a picture, you are changing the format of the publication.
Publisher automatically saves flies in .pub format when saving it as a picture the publication as
a whole converts to a format with a picture extension, such as .jpeg or GIF. Select the .JPEG or
GIF format is done by clicking Save As and selecting from the Format As list.

60. Microsoft Office Publisher 2007 Intermediate 56
Lesson 4.2: Using Commercial Printing Tools
When publications need to be printed with a high quality of color it is best to use commercial
printers, as desktop printers will only produce a certain quality of color. In cases such as this,
commercial printing tools will help you prepare for commercial printing. This lesson will teach
you about publisher’s font settings, color print options, and registering settings per publication
and object.
Setting Fonts
One thing to take into consideration is the Fonts used in Publications. The Font setting
Dialogue is a Commercial Printing Tool that will allow you to view details about the fonts used
in the publication. This will make it easier to tell if you are using a True Font type (preferred by
commercial printers).
From the Tools menu, click Commercial Printing Tools and then click Fonts to open the Fonts
Dialogue.

61. Microsoft Office Publisher 2007 Intermediate 57
Setting Color Printing Options
Color Print settings can be accessed from the Tools menu under Commercial Printing Tools. The
decision to use a commercial printer should be made before the publication is created, that
way the color settings can be determined beforehand. When color is involved, you should
decide on whether to use spot color or process color. Spot Colors will print the publication in
tints of two or more inks. Process colors will print the publication in full color combining a
variety of translucent process color inks, and is very expensive.

62. Microsoft Office Publisher 2007 Intermediate 58
Registering (Trapping) Settings per Publication
When you trap a setting, you are trapping a color into the publication in order to bring it to a
commercial printer. Publisher can only trap a setting when it prints separations. A publication
can be trapped as a publication or per object. From the Commercial Printing tools menu, point
to Registration. Then, select Publication (to trap the entire publication) or Per Object (to trap
colors per item). Publisher has internal rules involving trap settings, but can these rules can be
customized.

63. Microsoft Office Publisher 2007 Intermediate 59
Registering (Trapping) Settings per Objects
To set trapping for individual objects you must use Trapping per Object. From the Commercial
Print Tools menu, select Registration per Object. Then, from the Dialogue, customize your
settings and click Close when finished.

64. Microsoft Office Publisher 2007 Intermediate 60
Lesson 4.3: Preparing Your Publication
Preparing your presentation involves performing various tasks for one purpose; taking the
publication to another computer, commercial printer or converting to a Web publication. In
Lesson 4.3, we will discuss The Design Checker and The Graphics manager which are performed
before the publication is packed as well as converting the publication to a Web Publication.
The Design Checker
The Design Checker is an easy way to check for design errors on your publication. The Design
Checker will search for empty text boxes, text that has overflowed in a text box that will not be
visible when printed, elements that have been aligned off the page, and pictures that have
been scaled excessively. The design checker is fast, reliable, and should be used for every
publication created. This short lesson will show you how to display, run, and change design
checker options.
The Design Checker comes in the form of a task pane. From the Tools menu select Design
Checker; this will open the task pane. The design checker will then automatically scan the
publication for design errors.

65. Microsoft Office Publisher 2007 Intermediate 61
At the bottom of the task pane, you will find the Design Checker Options link. This will open the
Design Checker Options Dialogue box. In the General section are the Display options and the
page range you would like the checker to scan. The Checks tab lists all possible errors the
design checker is able to search for; the error options can be selected or unchecked depending
on how strict you want the scan to be.
Using the Graphics Manager
The Graphics Manager makes it easy for you to save pictures as a linked file, replace the
picture, and view details of the picture/object all from the publication window.

66. Microsoft Office Publisher 2007 Intermediate 62
From the Tools menu, select Graphics Manager. It will be displayed in the form of a task pane,
as shown below.
Packing a Publication to Take to Another Computer
The Pack and Go wizard packs your publication and any linked or embedded files belonging to
that publication in order to transport your file to another computer or a commercial printer.
Publisher makes this easy to do by providing a Wizard to assist you in packing the publication.
The wizard is equipped to pack linked and embedded files, separate large publications over a
variety of disks or CD’s, and print composite and separation proofs.

67. Microsoft Office Publisher 2007 Intermediate 63
In many cases, you may need to take a publication to another computer in order for it to be
edited. In situations as this, the Wizard will include linked graphics, embed true font types, and
give you the options to separate the publication over a variety of disks or CD’s.
Packing a Publication to take to a Commercial Printing Service
The Pack and Go Wizard will pack your publication differently depending on the purpose. When
packing to take to a commercial printer the Wizard will create links for any embedded graphics,
include all graphics that were originally linked, embed true font types, advise you of any fonts
that cannot be embedded, produce a report of problems that occurred with linked graphics,
and gives you the option to separate the publication and whether to print a composite or
separation proof.

68. Microsoft Office Publisher 2007 Intermediate 64
Unlike packaging to take to another computer, packaging to take to a commercial printer
wizard is in the form of a task pane. The task pane will open displaying any errors or printing
conflicts found on the publication. When finished correcting the errors, click Save and the
publication will be ready to go.
Converting a Publication for the Web
In the Advanced and Expert levels of Publisher, we will discuss more about Web publications.
For now, we would like to discuss converting a publication for the Web. Many of the
publications you will be creating will be for the Web, and will need to be converted. From the
File menu, click Convert to Web Publication; this will open the Conversion Wizard.

69. Microsoft Office Publisher 2007 Intermediate 65
The wizard begins by asking you to save the publication original to a location, and then asks you
if you would like to add a navigation bar; click Finish and Publisher will convert the Publication.

70. Microsoft Office Publisher 2007 Intermediate 66
Lesson 4.4: Sending Your Publication
Sending publications by e-mail is the fastest way to send a document, and in today’s
world, it is a necessary skill. Sending your publication concentrates on publishing publication to
PDF or XPS formats, use E-mail preview, as well as sending pages of your publication and as an
attachment.
Publishing to PDF or XPS
When changing Publications to different formats, the best format to use is PDF (Portable
Document Format). PDF is an interchangeable format used on Mac, Pc and UNIX computers,
and the Adobe reading software will preserve all fonts, formatting, colors, graphics etc. Due to
the fact that PDF is the most used interchangeable format, PowerPoint provides a wonderful
shortcut for all of its users. In the File Menu, you will find the Publish as PDF or XPS format in
the Save As dialogue box. This command will automatically convert your presentation to PDF’s
readable version for all to view.

71. Microsoft Office Publisher 2007 Intermediate 67
Using E-mail Preview
The e-mail preview feature shows you what the document will look when it is received. To
change to this view, click the File menu, choose Send E-Mail, and choose E-mail Preview.

72. Microsoft Office Publisher 2007 Intermediate 68
E-mailing your Publication as a Message
To send a publication page as a message, click the File menu, choose Send E-Mail, and choose
Send This Page as Message. This command will open your e-mail program, with the publication
page as the body of the message.

73. Microsoft Office Publisher 2007 Intermediate 69
E-mailing your Publication as an Attachment
To send a publication page as an attachment, click the File menu, choose Send E-Mail, and
choose Send Publication as Attachment. This command will open your e-mail program, with the
entire publication attached to the message.

74. Microsoft Office Publisher 2007 Intermediate 70
Lesson 4.5: Merging Your Publication
Publisher provides you with three Merge Wizards, Mail Merge, E-mail Merge and Catalogue
Merge. Each type of Merge is created with the Wizard and focuses on three steps for the
Merge: For the Mail Merge the Wizard focuses on The Recipient List, Merge Fields, and Merged
Publications. The E-mail Merge focuses on The Recipient List, Publication with merge Fields,
and Multiple E-mail Messages. The Catalogue merge focuses on the Product list, Merge
Results, and Merge Areas. Each Merge brings you through Step by Step instructions that you
will find at the bottom of each task pane; therefore, when you have finished a step, click the
link to go to the next step. All Merges are found by clicking Tools and Mailings and Catalogues.
The first concept discussed in this Lesson will show you how to set up an Address list in
Publisher, which is the first step completed for the Mail and E-mail merge; let’s take a closer
look at the different Merges.

75. Microsoft Office Publisher 2007 Intermediate 71
A Mail Merge is the process of combining information from a data source with a publication. A
data source can be any file containing information such as an address list or a database. The
purpose of mail merges is to combine information in order to print multiple copies of the
publication that are customized individually. Mail merges can be used for mass mail outs, each
having a different address; publications displaying names; customized messages; or product
items. Mail merges make it easier to create large quantities of unique publications.
The next merge type is E-mail Merge were you can send individual e-mail message that are
addressed and customized for each recipient.

76. Microsoft Office Publisher 2007 Intermediate 72
The Catalogue merge is different from the Mail and E-mail Merges. The Catalogue Merge is an
easy way to organize large product lists into organized catalogues, directories, or any other kind
of publication to distribute to customers or for employee reference. Catalogues can be created
from lists, spreadsheets, or contact lists. In this lesson we will give an overview of performing a
Catalogue merge.
Setting Up an Address List in Publisher
Recipients can be selected from an existing list, a newly created list, or from Microsoft Outlook.
The merges Recipient Lists are your Data sources, as they are the reason of the merge.

77. Microsoft Office Publisher 2007 Intermediate 73
An Existing List is a list that has already been created prior to the mail merge. Select the existing
list option from the data source area; then locate and select the list you want to use. When you
have located the list, select Open, this will open the Mail Merge Recipients Dialogue box for you
to select the recipients or make any changes. Next, select OK and begin creating the publication
if you haven’t already done so.
Outlook Contacts can also be used as your mail merge list; from the task pane select the
Outlook Contacts option from the data source area. Next, select the Choose Contact Folder link
in the Outlook Contacts area (as shown below). This will generate the mail merge recipients
Dialogue box for you to select recipients or make any changes. Select Next at the bottom of the
task pane when you are ready to create the publication.
Create a New List; if you do not have a contact list already created or decide against using an
Outlook folder, Publisher’s Mail Merge makes it easy to create a new list. From the data source
area, select Type a New List, then select Create (as shown below). The Create link will generate
the New Address List Dialogue box for you to enter recipient names. When you have entered
your first address, select New Entry. When the list is complete, select Close; select the location
to save the list to and enter the List name to Save. Once you have saved the list the Mail Merge
Recipient Dialogue box will open for you to select recipients and make any changes.

78. Microsoft Office Publisher 2007 Intermediate 74
Performing a Mail Merge
The next step after choosing the data source is creating or preparing the publication. Publisher
allows you to include certain aspects of recipient information as well as More Options to
customize the merge such as Picture Fields, Address Blocks, Greeting Lines, and Address Fields.
Let’s take a quick look at the different kinds of Items available.
Picture Fields are areas on the publication were pictures are going to be added or included.
Address Blocks are standard home and company addresses. It contains fields such as name,
company, street number and name, State/Province, Country, and Zip/Postal code. The address
block allows you to specify address elements and provides a preview area.
Greeting Lines allow you to combine the recipient’s name along with a greeting for a personal
touch. The Greeting Line Dialogue box allows you to format the position of certain words along
with greeting options for unknown names.
Address Fields are a variety of fields to include in the publications. From the list provided, you
can customize your own address block. If the names in the data source do not match the
address fields in Publisher, select match fields, which will allow you to create corresponding
fields from the drop down lists.
Step 4 of 5 of the Wizard’s Mail Merge is previewing the publication. When you have
constructed the publication, the text box containing the address block, field or greeting line

79. Microsoft Office Publisher 2007 Intermediate 75
does not show the specific contact names; the names appear in the preview stage. Each
publication can be viewed by selecting the forward and backward arrows.
Performing an E-mail Merge
An E-mail Merge is very similar to a Mail Merge; and is used when you want to send out
numerous e-mails that are virtually the same except for mailing information. With e-mail
merges, you can create personalize messages for each recipient, or send out product
announcements to your customers.
After you have selected your Data Source (recipient list), it is time to prepare your publication
by creating your one message (viewed by all) by inserting a text box and typing your message;
and adding one or more placeholders that will have a personalized message for each copy.
After completing these functions, you can add more items such as a greeting and the individual
names of recipients. Preparing the publication is basically where you are creating the
publication so do not forget about everything we have learned thus far about text, Font, Rulers
and Guides, Background styles, Picture etc.

80. Microsoft Office Publisher 2007 Intermediate 76
When inserting various placeholders and information, know that each field can be edited and
customized, a small mail icon will appear after you have entered a placeholder and merge field
with editing options, as shown below.
The next step is merging and sending the e-mails.
Performing a Catalogue Merge
To create a catalogue merge, you must first decide what kind of information you want in the
finished publication. Knowing this information will help you decide the type of data source to
create and use for the catalogue merges. A data source is a file that can be merged into a
publication. Data sources are usually in a table format; therefore, if you are new to this use
Excel to create the data source. When creating a data source the headings you choose will be
the Data fields in the catalogue merge and are necessary. A sample data source is provided for
this lesson, but if you want to create your own, feel free to open and view the one provided to
get a feel of the layout required.

81. Microsoft Office Publisher 2007 Intermediate 77
The Catalogue Merge Wizard provides you with information about each step and informs you of
the next step. This wizard is very flexible; it allows you to go back to the previous step if you
need to make any adjustments. The Wizard is found in the Tools menu under Mail and
Catalogue merge.
The next step in the catalogue wizard is creating the publication and inserting the data fields. If
you remember, the headings you have created in the data source are the data fields. Each data
field will be listed in the wizard task pane. By selecting each item you can insert the data field as
text or a photo. When the data field has been inserted you can arrange the text box in order to
create the catalogue. The arrangement of data fields determines how the items are displayed.
The preview Stage is where each item contained in the data source will be separated into
records for you to preview. This is where the photo paths are created. Double click on the
photo text box in the catalogue area and locate the file containing the pictures. Each picture
must be inserted separately for each record.

82. Microsoft Office Publisher 2007 Intermediate 78
Adding photos to a catalogue merge is tricky as you are not actually inserting them; you are
creating a path to them. Therefore, it is best if you have the photos in one folder for you to
access them easily. The photo paths are created when you create the catalogue template.

83. Microsoft Office Publisher 2007 Intermediate 79
Section 4: Review Questions
1. Publisher Files can be changed to which formats?
A. Publisher 2000
B. PDF
C. GIF Interchangeable format
D. All of the Above
2. Auto Recover will…
A. Recover any work that is closes unusually
B. Makes a backup copy every 5 minutes
C. Displays recovered copies in a task pane
D. All of the Above
3. To save a publication as a picture use the following format…
A. GIF
B. JPEG
C. PNG
D. All of the Above
4. To set commercial printing fonts…
A. Click Tools → Commercial Printing Tools → Color Printing
B. Click Tools → Commercial Printing Tools → Fonts
C. Click Tools → Commercial Printing Tools → Registration Setting → Publication
D. Click Tools → Commercial Printing Tools → Registration Setting → Per Object
5. To set color print options…
A. Click Tools → Commercial Printing Tools → Color printing
B. Click Tools → Commercial Printing Tools → Registration Setting → Publication
C. Click Tools → Commercial Printing Tools → Registration Setting → Publication
D. Click Tools → Commercial Printing Tools → Fonts
6. The design checker is used to…
A. Check for Spelling in the publication
B. Check for Grammar in the publication
C. Check for Designs in the Publication
D. All of the Above

84. Microsoft Office Publisher 2007 Intermediate 80
7. The graphics manager is used to…
A. Check for design errors
B. Save pictures as a linked file
C. View picture details
D. Both B & C
8. To pack a publication to bring to another computer…
A. Click File → Pack and Go → Take to another Computer
B. Click File → pack and Go → Take to a Commercial Printing Service
C. Click File → Import Word Document
D. Both A & B
9. To send recipients a product announcement use the ___________ Merge
A. Mail
B. E-mail
C. Catalogue
D. Both A & B
10. Which of the following items cannot be a Catalogue data source?
A. A Word document
B. A Word table or graph
C. Excel Worksheet
D. Outlook Address List

85. Microsoft Office Publisher 2007 Intermediate 81
Index
Aligning Objects
Aligning and distributing ........................................................................................................... 47
Distribute horizontally or vertically .......................................................................................... 48
Nudging objects ........................................................................................................................ 48
Relative to margin guides ......................................................................................................... 46
Snapping to object .................................................................................................................... 46
Auto Recover..................................................................................................................... 51, 55, 79
Options ...................................................................................................................................... 55
AutoFit................................................................................................................... 15, 21, 23, 27, 31
Settings...................................................................................................................................... 27
Catalogue Merge................................................................................................... 51, 70, 72, 76, 77
Color Schemes........................................................................................................6, 7, 8, 10, 11, 13
Adding ......................................................................................................................................... 6
Creating ....................................................................................................................................... 7
Custom schemes ......................................................................................................................... 8
Removing .................................................................................................................................... 8
Commercial Printing Tools
Color printing options ............................................................................................................... 57
Registering object settings ........................................................................................................ 59
Registering publication settings ................................................................................................ 58
Setting fonts .............................................................................................................................. 56
Design Checker.................................................................................................................. 51, 60, 61
What is? .................................................................................................................................... 60
E-mail Merge ............................................................................................................... 51, 70, 71, 75
Creating a new list..................................................................................................................... 72
E-mail Preview .............................................................................................................................. 67
E-mailing a Publication.................................................................................................................. 68
File Formats............................................................................................................................. 51, 52
Selecting a format ..................................................................................................................... 52
Font Scheme ........................................................................................................1, 9, 10, 11, 12, 14
Applying .................................................................................................................................... 10
Creating ..................................................................................................................................... 10
Duplicate and customize ........................................................................................................... 11
Other options ............................................................................................................................ 12
Removing .................................................................................................................................. 11
What is? ...................................................................................................................................... 9
Graphics Manager ............................................................................................................. 51, 61, 62
Headers and Footers
Entering Text ............................................................................................................................... 2
Removing .................................................................................................................................... 3

86. Microsoft Office Publisher 2007 Intermediate 82
Toolbar ........................................................................................................................................ 3
Viewing........................................................................................................................................ 2
What are?.................................................................................................................................... 2
Layout Guides ................................................................................................................... 42, 49, 50
Baseline guides ......................................................................................................................... 45
Grid guides ................................................................................................................................ 43
Margin guides ........................................................................................................................... 43
Options dialogue ....................................................................................................................... 42
Mail Merge .......................................................................................................51, 70, 71, 73, 74, 75
Merging Your Publication ............................................................................................................. 70
Pack and Go ...................................................................................................................... 62, 63, 80
Packaging a Publication
For another computer .............................................................................................................. 62
For commercial printing............................................................................................................ 63
For Web publication ................................................................................................................. 64
To PDF or XPS ............................................................................................................................ 66
PDF .......................................................................................................................................... 66, 79
Ruler Guides .....................................................................................................35, 36, 40, 41, 49, 50
Enabling the ruler...................................................................................................................... 34
Formatting horizontal guides .................................................................................................... 37
Horizontal.................................................................................................................................. 35
Moving ruler guides .................................................................................................................. 39
Moving ruler origin point .......................................................................................................... 39
Removing .................................................................................................................................. 41
Setting exact dimension............................................................................................................ 40
Vertical ...................................................................................................................................... 36
What are?.................................................................................................................................. 33
Save As .......................................................................................................................................... 55
Text Boxes
Adding columns......................................................................................................................... 24
Advanced formatting ................................................................................................................ 22
Aligning text .............................................................................................................................. 25
Inserting .................................................................................................................................... 17
Inserting another file type ........................................................................................................ 19
Linking ....................................................................................................................................... 28
Moving ...................................................................................................................................... 20
Navigating through linked......................................................................................................... 29
Removing .................................................................................................................................. 18
Resizing ..................................................................................................................................... 21
Rotating ..................................................................................................................................... 21
Selecting .................................................................................................................................... 17
Text direction ............................................................................................................................ 26
Toolbar ...................................................................................................................................... 28
Unlinking ................................................................................................................................... 29

87. Microsoft Office Publisher 2007 Intermediate 83
What are?.................................................................................................................................. 16
Viewing File Properties ................................................................................................................. 53