Create and send e-mail publications using Publisher

Applies to
Microsoft Office Publisher 2003

E-mail can be an efficient and cost-effective way to keep in touch with customers. If you use Microsoft Office Outlook 2003 or Microsoft Outlook Express (version 5.x or 6.0) as your default e-mail program, you can quickly and easily send a publication in e-mail while you work in Publisher.

You can use Publisher to design and send professional-looking e-mail messages in any of the following ways:

  • Reuse your existing content by sending a single page from a publication as an e-mail message.
  • Start with one of the Publisher E-mail Wizards, which provide pre-designed e-mail publications.
  • Start with a blank page and design an e-mail publication from scratch.

Creating and sending e-mail with Publisher involves three steps:

  1. Select the e-mail delivery method (as an e-mail message or as an attachment).
  2. Create your e-mail publication.
  3. Preview and send your e-mail publication.

Select the e-mail delivery method that works best for your recipients

When you are working in Publisher, you have two options for sending a publication as e-mail:

  • You can send a single page of a publication as the body of an e-mail message.
  • You can send a publication as an attachment.

When deciding which option to use, think about your goals for your publication and the needs of your audience.

Send a single page    Sending a one-page publication by e-mail to a group of customers or friends is an efficient and inexpensive way to deliver your message. When you send a single page of a publication as an e-mail message, recipients can read your message in HTML-enabled mail clients such as MSN Hotmail, AOL, and Yahoo, and in Outlook and Outlook Express. Recipients do not need to have Publisher installed to view the message, because the page that you send appears in the body of the e-mail message.

Page as e-mail message

Send an entire publication    When you send an entire publication as an e-mail attachment, the recipient must have Publisher 2003 or Microsoft Publisher 2002 installed to view the publication. When the recipient opens the attachment, Publisher automatically opens and displays the publication that you sent. If you want to send an entire publication as an e-mail attachment, and you know that the recipients of your publication have Publisher, you can quickly send and share your publication without leaving Publisher.

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Create your e-mail publication

If you decide to send a one-page publication as an e-mail message, you may want to review tips for achieving the best results before you begin. To read the tips, click the link in the See Also section of this article.

You can create a publication to send as an e-mail message in three different ways:

Send one page of an existing publication as an e-mail message

If you already created specific print publications to keep in touch with your customers, you can easily broaden the reach of your communications by sending a page from one of these publications as an e-mail message. For example, if you create a newsletter for customers, send the first page of this newsletter — with all of your top stories — as an e-mail message.

For best results, modify the width and margins of any print publication that you plan to send as an e-mail message so that the recipients do not need to scroll horizontally to view the entire width of the message. Most print publications are not sized for e-mail delivery. Publisher does not automatically adjust the width of print publications for e-mail.

Your print publication also might use non-Web fonts, which might be converted into an image when you send your e-mail. If you want to ensure that none of the text in your publication is converted into an image, switch the text to Web fonts or a Web font scheme. For information about Web fonts and Web font schemes, click a link in the See Also section of this article.

To adjust an existing print publication for e-mail delivery

  1. Open the publication that contains the page that you want to send as an e-mail message.
  2. If you want to maintain the original version of your print publication in its original form, save a new copy of the publication for e-mail use by clicking Save As on the File menu.
  3. In the publication that you want to adjust for e-mail, click Page Setup on the File menu, and then click the Layout tab.
  4. Under Publication type, click Custom.
  5. Under Page size, in the Width box, type 5.8".
  6. Click OK.
  7. On the Arrange menu, click Layout Guides, and then click the Margin Guides tab.
  8. Under Margin Guides, change the Left, Right, Top, and Bottom measurements to 0".
  9. Click OK.
  10. In your publication, move or resize text, pictures, and any other objects as necessary for the new page width and margins.
  11. If your publication uses a non-Web font scheme, click Font Schemes on the Format menu, and then select a Web font scheme under Apply a font scheme.
  12. If you applied individual non-Web fonts to the text in your publication, select the text that you want to change, click Font on the Format menu, and then click the Web font that you want to use.
  13. Save your e-mail publication.

Start with one of the Publisher E-mail Wizards

Publisher 2003 includes new designs for publications that you can send as e-mail messages. Using these predesigned e-mail publications, you can easily create and send a wide variety of attractive, high-impact publications in e-mail.

The e-mail publication types include newsletters, letters, event notices, and product lists. For each of these e-mail publication types, you can choose from among 45 master designs to create e-mail that is consistent with the other business communications and marketing materials that you create in Publisher. You can then customize your e-mail publication by replacing the placeholder text and graphics with your own content.

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E-mail Wizards in Publisher 2003

To create an e-mail publication by using an E-mail Wizard

  1. On the File menu, click New.
  2. In the New Publication task pane, under New from a design, click Web Sites and E-mail, and then click E-mail.
  3. Under E-mail, click the type of publication that you want.
  4. In the Preview Gallery on the right, click the design that you want.
  5. In the Publication Designs task pane, click Color Schemes and then select the color scheme that you want.
  6. Click Font Schemes, and then select the font scheme that you want.

 Note   To prevent the text in your publication from being converted into an image when you send your e-mail message, select a Web font scheme. For information about Web fonts and Web font schemes, click a link in the See Also section of this article.

  1. In your e-mail publication, replace text and pictures in the publication with your own content.

 Note   For more information about working with text and graphics, see Publisher Help.

  1. Save the e-mail publication.

Start with a blank publication

If you want to design your e-mail publication from scratch, you can start with a blank publication. To avoid making adjustments later, set up your publication with the correct width and page margins for an e-mail message before you add text and graphics.

To create an e-mail publication from scratch

  1. On the File menu, click New.
  2. In the New Publication task pane, under New, click Blank Print Publication.
  3. On the File menu, click Page Setup, and then click the Layout tab.
  4. Under Publication type, click Custom.
  5. Under Page size, in the Width box, type 5.8".
  6. Click OK.
  7. On the Arrange menu, click Layout Guides, and then click the Margin Guides tab.
  8. Under Margin Guides, change the Left, Right, Top, and Bottom measurements to 0".
  9. Click OK.
  10. In your publication, add text, pictures, and any other objects you want.

 Note   To prevent the text in your publication from being converted into an image when you send your e-mail message, select a Web font scheme. For information about Web fonts and Web font schemes, click a link in the See Also section of this article. For more information about working with text and graphics, see Publisher Help.

  1. Save the e-mail publication.

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Preview and send your e-mail publication

After you finish your publication, you are ready to preview and send it. If you are sending a single page as e-mail, you can use the E-mail Preview feature in Publisher. When you send a page as an e-mail message, the message is sent in HTML (HTML: The standard markup language used for documents on the World Wide Web. HTML uses tags to indicate how Web browsers should display page elements such as text and graphics and how to respond to user actions.) format. When you preview your e-mail message within Publisher, the page that you are sending as e-mail is displayed in your current Web browser.

 Note   If you are sending your publication as an e-mail attachment, you do not need to preview its appearance in a browser, because e-mail recipients will open and view the publication in Publisher.

To preview a page before sending it as an e-mail message

  • On the File menu, point to Send E-Mail, and then click E-Mail Preview.

Your current message is displayed in your browser as it will appear when it is sent as an e-mail message.

 Notes 

  • To send a single page as an e-mail message or to preview it before sending, you must have Microsoft Office Outlook 2003 or Microsoft Outlook Express (version 5.x or 6.0) installed on your computer.
  • After you preview the page by using E-mail Preview, send the page as an e-mail message to yourself to see whether you want to make any final changes before you send it to your intended recipients. When you send the page to your own e-mail account, you can see what the file size is (in case the file size is an issue for you or your recipients).
  • The appearance of your e-mail message may differ slightly from one recipient's e-mail program to another. If you need to know exactly how your message will look when it is opened in a particular e-mail program, arrange for a test with someone who uses that program. If they are nearby, send the page to them and then view it yourself in their e-mail program. Or ask for their feedback before you send your message out for wider distribution.

To send a single page as an e-mail message

When you send a single page as an e-mail message, the recipient of the message does not need to have Publisher installed to view the message. The page that you send appears in the body of the e-mail message.

  1. On the File menu, point to Send E-Mail, and click Send This Page as Message.
  2. In the message header, in the To and Cc fields, type or select e-mail addresses for the recipients.
  3. In the Subject field, add a title for the e-mail message.
  4. On the toolbar above the message header, choose any other options you want.

To include the entire publication as an attachment for recipients who have Publisher 2003 or Publisher 2002 installed to view the publication, click Insert File Button image on the toolbar above the message header, select the publication you want to attach, and then click Insert.

  1. Click Send.

 Note   The e-mail message may look slightly different depending on what e-mail program a recipient uses.

To send an entire publication as an e-mail attachment

When you send a Publisher publication as an e-mail attachment, the recipient must have Publisher 2003 or Publisher 2002 installed to view the publication.

  1. On the File menu, point to Send E-Mail, and click Send Publication as Attachment.
  2. In the message header, in the To and Cc fields, type or select e-mail addresses for the recipients.
  3. In the Subject field, add a title for the e-mail message.
  4. On the toolbar above the message header, choose any other options you want.
  5. Click Send.

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Applies to:
Publisher 2003