Top tips for Publisher

Applies to
Microsoft® Office Publisher 2003
Microsoft Publisher 2002 and 2000

Use these tips to get your work done more quickly, and to get the most from Publisher as you design and build your publications.

Startup and settings

  • To display the name of a toolbar button, point to the button.
  • To move a toolbar button, press ALT while dragging the button.
  • To copy a button, press ALT+CTRL while dragging the button. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To remove a button from a toolbar, press ALT and drag the button into the publication window. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To close a dialog box, press ESC.

Creating a publication

  • To create a new publication using the keyboard, press CTRL+N.
  • To add navigation bars to a Web newsletter in Publisher, click Design Gallery Object on the Insert menu, click Web Navigation Bars on the Objects by Category tab, and then choose the design that you want to use in your publication. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To update your name, address, and phone number automatically in any publication that you base on a pre-designed publication, click Personal Information on the Edit menu.
  • To add just one personal information set component, such as your fax number to a publication, on the Insert menu, point to Personal Information, and then click the component you want to add.
  • To import a Word document into Publisher so that you can apply a Publisher design to it, click Import Word Document on the File menu. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To insert the current date in your publication, press ALT+SHIFT+D. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To open one of the last publications you worked on, click the file name at the bottom of the New Publication task pane (at the bottom of the File menu in Publisher 2000).
  • To select verse to add to a greeting card, click Select a suggested verse at the bottom of the Greeting Card Options task pane, and then pick the verse options that you want. (Applies to Publisher 2003 and Publisher 2002 only.)

Page layout

  • To add a page after the current page using the keyboard, press CTRL+SHIFT+N.
  • To add a page to your open publication, go to the page that will either come before or after the pages you want to add, click Page on the Insert menu, select the options you want, and then click OK.
  • To move a page, click the page on the page sorter and drag it to a new location on the page sorter. (Applies to Publisher 2003 only.)
  • To duplicate a page, hold down the CTRL key while clicking the page you want to copy on the page sorter and dragging it to a new location on the page sorter. (Applies to Publisher 2003 only.)
  • To repeat specific design and layout elements on every page of your publication, such as a watermark, add these design and layout elements to the master page by clicking Master Page on the View menu. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To move rulers around, press SHIFT and use the mouse to drag them. (Applies to Publisher 2003 only.)
  • To switch between viewing one page at a time, and viewing a two-page spread, click Two-Page Spread on the View menu.
  • To quickly launch the Measurement toolbar, double-click anywhere in the status bar at the bottom of the page except on a page icon.
  • To create a grid to help you position text and graphics evenly on the pages of your publication, click Layout Guides on the Arrange menu.
  • To hide or show layout guides, ruler guides, and object boundaries, press CTRL+SHIFT+O.

Working with and customizing the workspace

  • To use a button on the Objects toolbar multiple times, double-click the button. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To zoom in on text that you are typing or any selected object, press the F9 key.
  • To fit a publication to the width of your screen, click the Zoom box on the Standard toolbar, and then click Page Width.
  • To display paragraph marks, tab characters, spaces, and table cell markers, click the Special Characters (Show Special Characters in Publisher 2000) button on the Standard toolbar.
  • To move the entire page within the workspace using a 5-button mouse, hold down the Forward mouse button as you drag the Hand pointer. (Applies to Publisher 2003 only.)
  • To zoom in on a specific part of a page using a 5-button mouse, click and drag with the Back mouse button on the area you want to zoom in on. (Applies to Publisher 2003 only.)
  • To fill the workspace with the entire page using a 5-button mouse, click once on the Back mouse button. (Applies to Publisher 2003 only.)
  • To undo the change you applied to a publication (for most changes), click the Undo button on the Standard toolbar.
  • To undo or redo several changes at the same time, click the arrow next to the Undo button or Redo button. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To display a shortcut menu, click the right mouse button.

Working with graphics and objects

  • To measure an object, click the object you want to measure, and then look in the lower-right corner of the status bar at the bottom of the screen.
  • To copy all attributes of an object to several objects, double-click the Format Painter button, and then select several objects in succession. Click Format Painter again when you're done.

Moving and grouping graphics

  • To select multiple objects one at a time, hold down SHIFT as you click each object.
  • To select all of the objects on a page, click Select All on the Edit menu.
  • To rotate an object freely in 15-degree increments, select the object you want to rotate, hold down SHIFT, point to the green rotation handle, and drag the mouse in the direction you want the object to rotate. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To rotate an object freely in 15-degree increments, hold down both CTRL and ALT as you drag the object with the Rotator. (Applies to Publisher 2000 only.)
  • To align objects down the center of a page, select the objects you want to align, point to Align or Distribute on the Arrange menu, and then click Relative to Margin Guides, then point to Align or Distribute on the Arrange menu, and then click Align Center. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To align objects down the center of a page, select the objects, click Align Objects on the Arrange menu, click Centers under Left to right and Top to bottom, and select the Align along margins check box. (Applies to Publisher 2000 only.)
  • To keep the center of an object in the same place when resizing the object in your publication, click the object, then hold down CTRL while you resize the object. Release the mouse button before you release CTRL.
  • To resize an object while maintaining its original proportions, click the object and then hold down SHIFT while you resize the object from one of the corners. Release the mouse button before you release SHIFT.
  • To move an object forward or backward within a stack of objects, point to Order on the Arrange menu, and then click the option that you want. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To move an object forward or backward within a stack of objects in Publisher 2000, click the Bring or Send command you want on the Arrange menu.

Creating graphics

  • To quickly create a mock-up using an empty picture frame as a placeholder for a graphic, click the Picture Frame button on the Objects toolbar, click Empty Picture Frame, and then drag the mouse on your publication until you have the size you want. (Applies to Publisher 2003 only.)
  • To replace a placeholder graphic in a pre-designed publication, right-click the graphic (you might have to click it twice if it's part of a group), point to Change Picture, and then click the option that you want. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To create a perfect circle, hold down SHIFT while dragging a shape on your publication using the Oval tool from the Objects toolbar.
  • To save a group of objects as a picture, right-click the frame of the group you want, and then click Save As Picture. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To add a Publisher-designed object from the Design Gallery to your publication, click Design Gallery Object on the Objects toolbar.
  • To add slanted, arched, or stretched words to your publication, point to Picture on the Insert menu, and then click Word Art. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To add slanted, arched, or stretched words to your publication in Publisher 2000, click Object on the Insert menu, click the Create New option, and then click Microsoft WordArt.

Working with text

Fonts

  • For a quick way to make your publication look professional with fonts that look good together, select a font scheme by clicking Font Schemes on the Format menu, and then clicking a font scheme in the Font Schemes task pane. (Applies to Publisher 2003 and Publisher 2002).
  • To select a different font using the keyboard, press CTRL+SHIFT+F and then enter or select the font you want (in the Font list on the Formatting toolbar.)
  • To quickly change the fonts in a pre-designed publication, click Font Schemes on the Format menu, and then click the font scheme you want in the Font Schemes task pane. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To select a different font size using the keyboard, press CTRL+SHIFT+P and then enter or select the size you want (in the Font Size list on the Formatting toobar.)
  • To use the keyboard to increase or decrease the size of selected text by 1 point, select the text you want to change, and then press CTRL+] or CTRL+[.
  • To use the keyboard to increase or decrease your font size to the next smaller size in the Font Size box, highlight the text you want to change, and then press CTRL+SHIFT+> or CTRL+SHIFT+<.
  • To use the keyboard to increase or decrease space between letters in a word (kerning), select the text you want to change, and then press CTRL+SHIFT+} or CTRL+SHIFT+{.

Formatting

  • To remove all text formatting, select the text you want, click Styles and Formatting on the Format menu, and then click Clear Formatting in the Styles and Formatting task pane. (Applies to Publisher 2003 and Publisher 2002.)
  • To restore selected text to its original formatting, press CTRL+SPACEBAR.
  • To copy formatting from one object or paragraph to another, select the item with the format you want to copy, click the Format Painter button on the Standard toolbar, and then click the object or paragraph you want to format.
  • To change the color of text, click the arrow next to the Font Color button (click the Font Color button in Publisher 2000) on the Formatting toolbar, and click the color you want.
  • To apply or remove bold, italic, or underline formats on selected text, press CTRL+B, CTRL+I, or CTRL+U.
  • To create a numbered or bulleted list, click the Numbering or Bullets button on the Formatting toolbar.

Editing

  • To insert a manual line break, click where you want to break a line of text, and then press SHIFT+ENTER.
  • To insert an indented line of text under an item in a bulleted or numbered list without having a bullet or number appear , press SHIFT+ENTER at the end of the preceding line, and then type the text.
  • To quickly replace text, select it and type.
  • To create and format a table, point to Insert on the Table menu, click Table, and then click an option in the Table format list. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To go to the beginning or end of a line, press HOME or END.
  • To create superscript or subscript text, select the text and press CTRL+PLUS SIGN or CTRL+EQUAL SIGN.
  • To move selected text between windows, drag it to another window.
  • To copy selected text between windows, press CTRL while you drag it to another window.
  • To select all of the text in a story, press CTRL+A.

Printing

  • To quickly find a commercial printer prepared to handle Publisher files, click Microsoft Office Online on the Help menu, click Publisher on the Office Online home page, and then click Find a local printer on the Publisher home page.
  • To ensure that you don't leave any essential files behind when you deliver a publication to a commercial printer or move it to a new computer, point to Pack and Go on the File menu, and then click the option you want.
  • To see a publication as it will print, click the Print Preview button. Press ESC to return to draft view. (Applies to Publisher 2003 and Publisher 2002 only.)
  • To print specific pages of a publication on your desktop printer, click Print on the File menu. Under Print range, click Pages, and then type the page numbers of the first page and last page of the range you want to print in the From and To boxes.
 
 
Applies to:
Publisher 2003