Using Text Frames in Publisher 2000

When you use a word processing program, you open the program and begin typing. A key difference with Publisher is that text in Publisher only exists in a text frame.Text frames enable you to position blocks of text on a page. You create a text frame, type or import your text, and then move or resize the frame, if necessary. Publisher distinguishes between the content of the frame and the actual frame itself, so you can work with them independently.

Creating a Text Frame

It's simple to create a text frame. On the Objects toolbar, click the Text Frame tool. Position the mouse pointer where you want one corner of the text frame to appear, click and hold down the button, and then drag the mouse diagonally. Release the mouse button when the text frame is the size and position you want.

Text frame tool

Getting the Text to Fit

If your text is too long to fit in a text frame, you can do one of several things:

  • Increase the size of the frame.
  • Manipulate the text.
  • Turn on automatic copyfitting.
  • Connect frames so text flows from one frame to another.
Increasing the Size of a Text Frame

If you want to increase the size of a text frame, click anywhere in the text frame. The selection handles appear. Position the mouse pointer over one of the eight handles until you see the Resizer tool. Hold down the mouse pointer and stretch the text frame by dragging the mouse to a new position.

Resizer tool

Manipulating Text

There are several ways to make text fit in a frame. You can decrease the size of the text characters, reduce line spacing, tighten character spacing, reduce the margins, choose a different font, or simply delete some text.

Turning On the AutoFit Feature

In Publisher, copyfitting is the resizing of text to fit in an allotted amount of space. When you use automatic copyfitting, Publisher resizes the text for you in order to save you time. On the Format menu, point to AutoFit Text, and then choose either Best Fit or Shrink Text On Overflow.

Connecting Text Frames

Using the Text Frame Tool, you can create any number of text frames on the same page or on different pages of your publication. The text in the frames is called a "story." You can continue to flow a story by connecting text frames together.

When text frames are connected, text that won't fit in the first text frame automatically appears in the next text frame. A chain of connected text frames can span multiple pages and have numerous columns.

To connect text frames, click the original frame that has text in overflow. On the Tools menu, click Connect Text frames. On the Connect Frames toolbar, click Connect Text Frames. The mouse pointer becomes a pitcher of text. Click anywhere inside the empty text frame to release, or "pour," the text into the second frame.

Connect Text Frames icon

Once you've connected text frames, the Go to Next Frame and Go to Previous Frame buttons will be displayed on the lower-right or upper-left corner of the frames.

Overflowing text As you type, the text fills the frame until it runs out of space. When a text frame is too small to display all of the text in a story, Publisher stores the remaining text in the "overflow area." The graphic below shows the Text in Overflow indicator, which indicates additional text stored is stored in the overflow area.

The Text in Overflow indicator

Continuing text on another page     To guide readers through a story that continues on another page, add a "continued on" notice to tell readers where to turn for the rest of the story. To help the reader know where the story continues from, add a "continued from" notice.

To add a continued notice, right-click the connected text frame, point to Change Frame, and then click Text Frame Properties. Under Options, click either Include Continued on page or Include Continued from page to add a check mark. Click OK. Repeat these steps each time you want to insert a continue notice. Publisher automatically inserts the correct page number in your publication and updates it, if necessary.

Jumping Between Text Frames

You can quickly jump from one connected text frame to another by moving back and forth between the frames.

To jump to the previous frame in the chain, click Go to Previous Frame.

Go to Previous Frame icon

To jump to the next frame in the chain, click Go to Next Frame.

Go to Next Frame icon

Publisher makes it easy to disconnect text frames. Click the first frame. On the Connect Frames toolbar, click Disconnect Text Frames.

Disconnect Text Frames icon

Deleting Text Frames

Deleting text frames is not the same as deleting text. When you delete a frame that's part of a connected story, what happens to the text follows these rules:

  • If you delete a text frame from the beginning or middle of a chain of connected frames, text that was in the deleted frame is added to the next frame. All the other text is pushed down into other frames in the chain.
  • If you delete the text frame at the end of the chain of frames, any text that was in the deleted frame now goes in the overflow area of the previous frame.
  • If you delete all the frames in a chain of connected text frames, you delete all the text as well.

To delete a frame, right-click inside it and then click Delete Object. Or, press CTRL+SHIFT, and then press X. If you delete the wrong text frame, you can click Undo on the Edit menu. If you press DELETE, Publisher deletes the text, but not the text frame.