Flow pasted text to the next page or text box

When a text box or AutoShape (AutoShapes: A group of ready-made shapes that includes basic shapes, such as rectangles and circles, plus a variety of lines and connectors, block arrows, flowchart symbols, stars and banners, and callouts.) in your publication contains more text than it can display, Publisher stores the extra text in overflow (overflow: Text that does not fit within a text box. The text is hidden until it can be flowed into a new text box, or until the text box it overflows is resized to include it.). You can manually move your text out of overflow and back into your publication by moving the text into another text box or AutoShape. When you're pasting text into a text box, you can use autoflow (autoflow: The automatic flowing of text from one frame to another.) to automatically flow the extra text to the next page or text box.

 Note   For more information about manually moving text out of overflow, click a link in the See Also section, which is visible when you are connected to the Internet.

When you paste more text into a text box than the text box can hold — for example, when you paste text that you copied from another publication or another program — a message asks whether you want to use autoflow. This same message appears when you insert more text from a text file (Text File on the Insert menu) than the text box can hold. Autoflow helps you to locate an empty text box or create a new text box to hold the extra text.

When the autoflow message appears, you can choose one of the following options to control how the text flows in your publication:

  • Use autoflow to locate an empty text box or create a new text box to hold the extra text.
  • Insert the text without using autoflow (allow the text to go into overflow ), and then locate or create a text box to hold the extra text.

 Note   When you paste text directly into a publication without using a text box, one large text box is inserted on the current page, and the pasted text is inserted without using autoflow or overflow. To move text to the next page or text box in this case, you can change the size of the text box (so that the extra text goes into overflow) and then locate or create a text box to hold the extra text.

Tips for adding pages and text boxes

When you use autoflow to create a new page, a blank page is inserted at the end of your publication. If you want more control over the layout of your publication, you can add pages before you use autoflow, or you can create text boxes yourself. You can include the formatting that you want by doing the following:

  1. In your open publication, select the page that will come either before or after the pages that you want to add.
  2. On the Insert menu, click Page.
  3. To add more than one new page to your publication, type the number of pages that you want to add in the Number of new pages box.
  4. Do one of the following:
    • To add one page-size text box to each new page, click Create one text box on each page.
    • To copy all of the objects and formatting from any page in the publication to each new page, click Duplicate all objects on page, and then type in the box the number of the page that you want to copy.

Use autoflow

If your publication contains at least one empty text box and you want to use autoflow to move text to this text box, do the following:

  1. Click Yes in the message that is displayed asking whether you want to use autoflow.

The first empty text box in your publication is selected, and a new message asks whether you want to continue flowing text in the selected text box.

  1. Click Yes to flow the text to the existing text box.

If more text is inserted than that existing text box can hold, the next empty text box is selected, and so on.

If there is not enough room in the empty text boxes in your publication to fit all of the inserted text, a message asks whether you want to create text boxes.

  1. Click Yes to add new pages to your publication, one for each linked text box that is needed to fit all of the text that you inserted in your publication.

If your publication doesn't contain any empty text boxes and you want to use autoflow to move text to a new text box, do the following:

  1. Click Yes in the message that is displayed asking if you want to use autoflow.

A message asks whether you want to create text boxes.

  1. Click Yes to to add new pages to your publication, one for each linked text box that is needed to fit all of the text that you inserted in your publication.

Locate or create a text box for overflow text

If you insert more text into a text box than that text box can hold, and you don't want to use autoflow, the text is inserted into the text box, and the text that does not fit goes into overflow. The overflow indicator Overflow indicator appears at the bottom of the text box to show that more text is in the overflow area and is not currently displayed on screen.

Connecting text boxes to get text out of overflow in a publication

Callout 1 The overflow indicator appears below a text box that contains more text than it can display.
Callout 2 After you identify a text box to flow the extra text into, click the new text box, and then click Create Text Box Link on the Connect Text Boxes toolbar to move the overflow text in the selected text box to an empty text box in the publication.
Callout 3 The pointer changes to a pouring pitcher when you hold it over an empty text box in the publication.
Callout 4 The overflow text flows into the empty text box, and the Go to Previous Text Box indicator appears to show that the text boxes are linked.

To move the overflow text to a new or existing text box so that it is visible, do the following:

  1. If you do not have an empty text box in your publication, create a new text box with the size and at the location that you want.

ShowHow?

  1. If you want the new text box to appear on a new page in the publication, click Page on the Insert menu, click Insert blank pages under Options, and then click OK.
  2. On the Objects toolbar, click Text Box Button image.
  3. In your publication, click where you want one corner of the text to appear, and then drag diagonally until you have the box size that you want.
  1. Click the text box with the text in overflow (the text box that has more text than it can hold).
  2. On the Connect Text Boxes toolbar, click Create Text Box Link.

The pointer changes to a pitcher Text filling up pitcher.

  1. Move the pointer to the new text box (the pointer changes to a pouring pitcher Pitcher pouring text into linked text box ) and click inside.

The overflow text from the first text box is displayed in the linked text box.

  1. If the linked text box displays the overflow indicator Overflow indicator, repeat steps 1 through 4 until all of the text is displayed.
 
 
Applies to:
Publisher 2007, Publisher 2003