How to Use Microsoft Publisher

Last Updated: January 27, 2021

Microsoft Publisher is an Office application that allows you to create professional documents such as newsletters, postcards, flyers, invitations, brochures, and more using built-in templates. After selecting one of Publisher’s built-in templates, you can add text and pictures as desired before saving and printing your document.

Part 1

Part 1 of 7:

Selecting a Template

1
Launch Microsoft Publisher. Upon opening the application, the Catalog window will display on-screen. The Catalog window features a number of different publication types and templates you can use to design your document, including newsletters, brochures, signs, greeting cards, letterheads, envelopes, banners, advertisements, and more.
2
Click on the publication type you want to create in the left column. A number of different templates for the chosen publication type will display in the pane on the right.

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3
Scroll through the templates in the right pane to find the template you want to use. For example, if you chose “Newsletter” as the publication type and your newsletter is geared toward children, you may want to use the “Kid Stuff Newsletter” template.
4
Select your template, then click on “Start Wizard” at the bottom right corner of the Catalog window. The Catalog window will disappear, and display your template in the main Publisher window.

Part 2

Part 2 of 7:

Creating Your Document

1
Click on “Next” in the left pane after starting the wizard for your Publisher template. The wizard will guide you through the process of formatting your document.
2
Follow the instructions provided by the Publisher wizard to create your document. The steps will vary for each document based on your publication type. For example, if creating a newsletter, the wizard will ask you to select a color scheme, and indicate whether you want the recipient’s address printed on the document.
3
Click on “Finish” on the last tab of the Publisher wizard. The wizard will be minimized, and you can now begin adding text and pictures to your document.
4
Click on the section of the document to which you want content added. Your document will feature multiple frames, into which text or pictures can be added. In most cases, Publisher places example text and photos in each template to provide you with a general idea of how to write and format your document. For example, if creating an envelope, Publisher inserts dummy addresses in the appropriate text frames on the document so you can replace the text with your own information.
5
Type content or insert images into each frame in the document as desired. You can also insert additional frames into the document as needed.

Part 3

Part 3 of 7:

Inserting Additional Frames

1
Click on the “Insert” tab and select “Draw Text Box.”
2
Position your cursor where you want the top left corner of the frame to begin.
3
Drag your cursor diagonally down and to the right until the frame is in the size desired.
4
Click inside the frame and start typing text.

Part 4

Part 4 of 7:

Inserting an Image

1
Position your cursor where you want the image added to your document.
2
Click on the “Insert” tab and select “Picture” under the Illustrations group. This opens the “Insert Picture” dialog box.
3
Click on the folder in the left pane that contains the image you want added to your document.
4
Open the same folder in the right pane of the dialog box.
5
Select the picture you want added to your document, then click “Insert.” The image will be added to your document.^{[1]
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Part 5

Part 5 of 7:

Cropping an Image

1
Click on the picture in your document you want cropped. The outline of a box will appear around the image.
2
Click on the “Format” tab and select “Crop” under Picture Tools.
3
Position the cropping handle over the edge or corner of your picture as desired.
4
Drag the cropping handle over the portion of picture you want cropped, or removed.
- Hold down CTRL when dragging a center handle to crop both sides evenly.
- Hold down CTRL + Shift when dragging a corner handle to crop all four sides evenly while maintaining the proportions of your image.

Part 6

Part 6 of 7:

Saving Your Document

1
Click on “File” and select “Save.”
2
Type a name for your document in the “Save As” dialog box.
3
Specify the location to which you want your document saved. Otherwise, Publisher will save your file to the default working folder.
4
Click on “Save.” Your document will now be saved.^{[2]
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Part 7

Part 7 of 7:

Printing Your Document

1
Click on “File” and select “Print.”
2
Enter the number of copies you want printed next to “Copies of print job.”
3
Verify your printer is selected next to “Printer.” In most cases, the properties of your default printer will automatically display in this field.
4
Indicate the paper size you’re using to print your document under “Settings.”
5
Select your print color preferences, then click “Print.” Your document will now be sent to the printer.

Community Q&A

Question

How do I crop to fit the shape of a picture to insert?

Community Answer

Hold down CTRL and drag to crop both sides evenly and/or hold down CTRL and Shift to drag a corner to crop all 4 sides evenly maintaining proportions.
Question

How do I put text on top of a photo?

Community Answer

That can be done through the use of text box; just create text box above the picture and insert your text.
Question

How do I text in the text box using Publisher? My letters just look like tiny dots.

Community Answer

Highlight the words, then press the logo of the bigger text. Then press the fonts and choose what you like.