Save a publication as a Word document

You can bring information from your Publisher publication into a Microsoft Word document. For example, if your publication contains a large amount of text that you want to reuse, you can save the text from your publication as a Word document. Or, if you designed a page in Publisher that you want to use as a book cover in your Word document, you can paste the page into the Word document and then print the document from Word.

For more information about sharing a publication with someone who doesn't have Publisher, click a link in the See Also section of this article.

 Note   Although you can export part or all of your publication to Word, you cannot save your entire publication  — all text, graphics, and layout — in Word document format in one step.

You can use any of the following methods to export part or all of your publication to Word:

Save the text in your publication as a Word document

If you use the Word 97-2003 & 6.0/95 – RTF converter to save your publication, a message tells you that the selected file type supports only text. The text and font formatting (font, size, style, underline, color, and effects) are preserved. However, design elements such as graphics, columns, headers and footers, and page numbers are not preserved.

Tips for best results when saving the text in your publication as a Word document:

  • Make sure that text box boundaries in your publication don't overlap.
  • Headers and footers and page numbers are not preserved when you save your publication; you can add these to your document in Word after you save it.
  • Page breaks in your publication are ignored; you can insert page breaks in the Word document after you save it.
  • Graphics in your publication are not preserved. Plan to add graphics to the Word document after you save it. If you want to add graphics from the publication, you can copy any graphics you want and paste them into the Word document.

Save your publication as a Word document

  1. Open the publication that you want to save as a Word document.
  2. On the File menu, click Save As.
  3. In the File name box, type a name for the Word document.
  4. In the Save as type box, click Word 97-2003 & 6.0/95 – RTF.
  5. Click Save.

Copy and paste a page or objects on a page

You can copy a single object, a selection of objects, or all of the objects on a page in your publication and paste into a Word document in HTML format. When you paste in HTML format, the formatting and text styles are preserved, and you can make changes to any objects or text that you paste into the Word document.

Tips for best results when pasting objects into a Word document in HTML format:

  • If you copy a publication page that contains text that flows to a text box on another page, none of the text is pasted into the Word document. For best results, copy only pages with text that does not flow to another page in the publication.
  • If you copy an entire page from your publication, you may need to change the margins and page orientation in the Word document. You can do this either before or after you paste the page into the Word document.
  • If your publication contains a table, such as a calendar, save the objects in your publication as a picture file to preserve the layout of your table on the page.

 Note   You can't make changes to the table in the Word document when you use this method.

  • If you want to copy a group of objects as an individual picture, you may find it easiest to group these objects before you copy them.

ShowHow?

  1. Click the Select Objects tool Button image, and then drag the selection box around the objects that you want in the group.
  2. In the lower-right corner of the selection box, click Group Objects Button image.
  • If your publication has multiple pages, you can copy an entire page, but not the entire publication at one time. If you are viewing a two-page spread in a multiple-page publication (Two-Page Spread command on the View menu), you can copy two pages at a time.
  • Text that is displayed vertically (top to bottom or bottom to top) in your publication will be displayed with horizontal orientation in the Word document. You can change the text orientation in the Word document after you paste.

ShowHow?

  1. In Word, click the text that you want to change.
  2. On the Format menu, click Text Direction.
  3. Click the orientation that you want.

Paste a page or objects from your publication into Word

  1. Select the objects that you want to copy.

 Note   To select all of the objects on a page, click a blank area on the publication, or click the scratch area (scratch area: The area that surrounds a page in Publisher that is used to hold objects that are not currently on a page. Objects in the scratch area will not print and will not export as part of a Web page.), and then click Select All on the Edit menu.

  1. On the Edit menu, click Copy.
  2. Switch to the Word document that you want, and then click where you want to paste the objects.
  3. On the Edit menu in Word, click Paste Special.
  4. In the Paste Special dialog box, click HTML Format.
  5. Repeat the steps in this procedure until you have pasted all of the objects or pages that you want.

Save a page or objects on a page as a picture file

You can save a single object, a selection of objects, or an entire page in your publication as a picture file and then insert that picture in a Word document.

 Note   You can't make changes to the publication text or objects that you insert in the Word document when you use this method.

Tips for best results when pasting objects into a Word document in HTML format:

Insert a page or objects from your publication into Word as a picture

  1. Select the objects that you want to save:
    • To save the entire page as a picture, click Save As on the File menu.
    • Right-click the picture, WordArt, AutoShape, or group of objects that you want to save, and then select Save as Picture on the shortcut menu.
  2. In the Save as type list in the Save As dialog box, select a picture format, such as PNG Portable Network Graphics Format (PNG: A graphic file format that is supported by some Web browsers. Short for Portable Network Graphics, PNG supports variable transparency of images and control of image brightness on different computers. PNG files are compressed bitmaps..) or JPEG File Interchange Format (JPEG: A graphics file format (.jpg extension in Microsoft Windows) supported by many Web browsers that was developed for compressing and storing photographic images. It's best used for graphics with many colors, such as scanned photos.).
  3. If the picture format supports multiple resolutions (the Change button is available in the Save As dialog box), click Change, select the resolution option that you want, and then click OK. For best results with viewing and printing, select the Commercial printing (300 dpi) option.
  4. Click Save.
  5. Switch to the Word document that you want, and then click where you want to insert the picture.
  6. On the Insert menu, point to Picture, and then click From File.
  7. Locate the picture that you saved in Publisher and double-click it to insert it in the document.
  8. Repeat the steps in this procedure until you have inserted all of the objects or pages that you want.
 
 
Applies to:
Publisher 2003