Convert Your Publisher Newsletter for Use on the Web

If you have a Web site, one of the biggest challenges you face is keeping your site fresh and interesting with updated content. Many Web sites go for months at a time without change. This greatly reduces their effectiveness, because there's no reason for clients or customers to return to see what's new.

Microsoft Publisher 2002 makes it possible for you to convert your print newsletter for use on the Web, a feature that you can use to help keep your Web site fresh and current. Although editing and touch-up will be needed after converting it, you'll still save time when you use your newsletter content to update your Web site.

During the conversion, Publisher reformats your newsletter. It creates a separate Web page for each article. Publisher also creates a home page, which provides you with an opportunity to introduce your company or the articles that follow. Publisher automatically changes the multi-column formats appropriate for print newsletters to the single-column layout appropriate for Web sites.

Newsletter pages side-by-side with corresponding Web layout

1 Printed newsletter created using a newsletter design from Microsoft Publisher
2 Web site created by automatically converting a Publisher newsletter design

Creating a Web site from your newsletter content offers many advantages, including:

  • Reducing printing, addressing, and mailing costs if you send out fewer print newsletters.
  • Getting information to your customers faster by avoiding printing, addressing, and mailing timetables.
  • Keeping your Web site up to date with new content and with less work.

Each time you update the newsletter on your Web site, consider sending customers an e-mail message announcing the new issue and describing some of the new content.

Before you begin

To take advantage of the ability to convert a newsletter into a Web site, you must begin by using a Publisher newsletter design to create the original print newsletter. During the conversion process, Publisher identifies the various page elements from the newsletter design template, and transfers them to likely places on the matching Web design template.

If you want to test the conversion process before you create your newsletter, open a new Publisher newsletter design and replace the placeholder text with your own brief sample text. For example, replace the "Story 1 Headline," "Story 2 Headline," "Body text for first story," "Body text for second story," and other placeholders with your text. This will allow you to see the effects of the conversion more clearly. Publisher will prompt you to save the newsletter before converting it to a Web site.

 Note    For improved file-size management of Web pages, install Microsoft Office XP Service Pack 1 or later. The service pack fixes a problem with Web file sizes, so that Publisher optimizes file sizes for faster downloads. Click Check for Updates on the Downloads on Office Online Web page to find out which updates are available for your computer.

Convert a newsletter to a Web site

Here's how Publisher can help you reuse your newsletter to create the initial Web site structure.

To convert an existing newsletter into a Web site

  1. Start Publisher. On the File menu, click New.
  2. In the New Publication task pane, under New, click From existing publication.
  3. Click the file name of the newsletter publication you want to convert into a Web site, and then click Create New.
  4. Make any needed changes to the content, and then save the file with a descriptive file name (such as January2002Web.pub).
  5. In the Newsletter Options task pane, click Convert to Web Layout.

 Notes 

  • By default, the home page contains text hyperlinks to each of the article titles on the following pages. Each succeeding page contains a Web navigation bar link back to the home page.
  • If you already have a Web site, you will probably want to add these pages to your Web site file, and then add navigation to and from the existing Web site pages and the new newsletter content.
  • If you have converted a newsletter to a Web site and then want to return to the original newsletter, do not choose Convert to Print Layout in the Web options task pane. This will convert a converted file, and result in changes to your original publication. Instead, on the File menu, click Open and then locate your original newsletter publication.

To preview your Web site

  1. On the File menu, click Web Page Preview.
  2. In the Web Page Preview dialog box, do one of the following:
    • Click Current page to preview the single page, and not navigate to other pages.
    • Click Web site if you want to preview the entire Web site.
  3. Navigate from page to page by clicking links in the Web navigation bar and text hyperlinks.

Add navigation and complete your Web site

Some editing remains before your Web site is complete. The following steps will help you finish and polish your site.

Add introductory information     In the text box on the first page of your new Web publication, enter a description of the theme of your newsletter, or other introductory information.

Check layout of text and graphics     Some of your pictures may not have correctly matched up with the intended corresponding story. Move text and graphics around by copying and pasting within your Web site, until it looks the way you want.

Review graphic file formats     Review the file formats of each of the graphic images in your newsletter. If your original newsletter contained high-resolution photographs or illustrations, you will want to use an image editing program like Microsoft Picture It!® to manually resize and resave them in a Web-friendly format. This will help speed file download times. (See Choosing the Best Graphic Format for the Job for a primer on different graphic file formats.)

Add navigational links     By default, a list of links to the newsletter stories appears on the home page, but the Web navigation bar will only contain a navigation bar link to the home page. This is because many Web sites include broader topics on the navigation bar (such as Contact Us, About Us, etc.), versus individual stories. However, you can add any page of your Web site to the navigation bar on each page of your Web site.

To add navigational links

  1. At the bottom of the Publisher working space, click the page navigation controls to navigate to the page you wish to add to the navigation bar.
  2. On the Tools menu, click Options.
  3. On the General tab, click the Web Options button.
  4. In the Page title box, enter the name of the page as you want it to appear in the navigation bar of the Web site.
  5. Select the Add hyperlink to Web navigation bar check box.
  6. Under Web search engine information, you may want to add some keywords and a description, to make your Web site easier for your customers to find.
  7. Click OK.

Add hyperlinks     You can create additional hyperlinks to other pages of your Web site, to pages on external Web sites, or to an e-mail address.

To add more hyperlinks

  1. Select the text or picture which you want to contain the hyperlink.
  2. On the Insert menu, click Hyperlink.
  3. Under Link to, make the appropriate selection.
  4. In the Address box, type the address of the link target.
  5. Click OK.

Add pages     If needed, you can add more pages to your Web site.

To add more pages

  1. On the Insert menu, click Page.
  2. Under Available page types, you can select Story, Calendar, Event, Special offer, Price list, or Related links. Or, click More Options to insert a blank page on which you can create other types of content.

Post your Web site

When editing is complete, you are ready to create your actual Web files. Then, follow your Internet service provider's instructions for the best way to post your Web site.

To export a newsletter publication to Web format

  1. On the File menu, click Export as Web Page (or Save as Web Page).
  2. In the File name box, choose an appropriate file name for your home page. Be sure to comply with any naming requirements of your Internet Service Provider.
  3. Click Save.

 Note   Files for the second and subsequent pages are saved by default in a separate folder, along with any graphics in your Web site. Be sure to upload this folder along with your home page.