Publisher 2010 Training

Microsoft Publisher is a desktop publishing program that can be used for making flyers, brochures, and a variety of other things that can be printed and shared with others. This ITS training document deals with Publisher 2010, the latest version of Publisher.


Upon completion of this 1-on-1 training, you will be able to:

Enhancements in Publisher 2010

  • Ribbon: The Ribbon, the version of the menu bar that was implemented in most applications of Office 2007, is now present in Publisher 2010. The Ribbon is fully customizable.
  • Preview from Print Menu: Print Preview is now part of the Print “Backstage” menu. This means you can make changes to your page formatting and printing settings and see the effects on your publication immediately.
  • Catalog Merge: This feature that allows you to merge text and images from a database to quickly create a catalog is now more easily accessible.
  • More Templates: Publisher 2010 comes with an expanded library of publication templates and building blocks so that you can realize your creative visions quickly.
  • Typography: In Publisher 2010, you can customize even the smallest details of any OpenType font that you use.
  • Photo Editing: Publisher’s built-in photo editing capabilities are more powerful in Publisher 2010. For example, you can change the color saturation or invert the picture, and you can see thumbnail previews of photo edits before you make them.
  • More Export Formats: Publisher now has more powerful built-in file export capabilities, including the option to export in file formats such as .jpeg and .pdf.
  • Alignment Guides: Visual alignment guides that don’t appear in printed publications conveniently help you line up all the objects in your publication.
  • Paste Preview: You can use Paste Preview to see how the different types of pasting will affect the look of the document before actually pasting material in.

Note: When sharing files between 2007 and 2010 users, avoid using “HTML Body” formatting in Publisher 2007. That text may not display properly (or at all) in Publisher 2010.

For additional information on Office 2010, please visit If you are interested in access to please contact the Technology Help Desk at [email protected] or 563-387-1000.


Publisher 2010 now contains the menus and toolbars that you are used to from Office 2007. However, the tabs have been rearranged, and similar to the other Office 2010 programs, the file tab gives you the backstage view of a publication.

Create a Publication

Let’s begin by opening Publisher. Do this by going to Start > All Programs > Applications > Microsoft Office Publisher 2010.

Note: Publisher may be located in a different place in your Start menu.

You will see a window like the one pictured below.

Publisher - 1
Publisher - 1

We are going to use standard Letter sized paper, which is 8.5×11 inches. Click on Blank 8.5 × 11”.

Add Text Boxes and Pictures to a Publication

Right now we have a blank publication, which admittedly is not too exciting. The environment might remind you of Microsoft Word or another word processor, and it is possible to use Publisher to make the same kinds of documents you would use a word processing program to make. However, Publisher is not designed for that. Rather, Publisher uses the “page layout” paradigm. A Publisher publication consists of objects, like “text boxes” and “pictures”, which have a specific location on the page. You can move these objects around by clicking on them and dragging them to the desired location. Let’s play around with a couple of text boxes and pictures.

1. Click the Draw Text Box tool located under the Home tab, in the objects section, and somewhere in your document, click and drag to make a rectangle that will become your text box.

Publisher - 2
Publisher - 2

2. You now have a text box, and there is now a cursor in which you can type text. You can enter text in this box and edit it in much the same way you would with Microsoft Word.

Publisher - 3
Publisher - 3

3. In the text box, type “Free to Good Home.”

4. Select (highlight) the text and change it to size 36 using the Font toolbar.

5. If your text box wasn’t initially very big, you’ll notice that not all of the text can fit into the text box. Publisher indicates this by putting a little white rectangle and an ellipsis on the right side of your text box, and changing the edges of your text box into red.

Publisher - 4
Publisher - 4

6. Let’s resize the text box so that the text fits in there, and so that the text is where we want it on the page. Use the resizing handles on the edge of the text box to make it stretch to the left and right page margins, and then click and drag the text box to move it right under the top margin.

Publisher - 5
Publisher - 5

7. Change the alignment of the text to centered by clicking on it, and clicking on the Align Center button in the Alignment group. You could instead select the Center button from the Home tab in the Alignment group.

You might think this seems like an awful lot of work to get some centered text on a page. After all, this same task was a lot quicker in Word, but it’s important to keep in mind that as the number of objects on your page gets larger, the more advantageous Publisher becomes to help you control your layout. If you have a page with 4-5 text objects and several graphics and shapes, moving objects around would be a nightmare in Word unless you manually set every single object to not move with text. So if you’re wondering whether Word or Publisher is the superior program, the answer is neither. However, there are certain kinds of documents that Word handles well, and there are certain kinds of documents that Publisher handles well.

8. Let’s add a picture of what it is that we’re trying to free to a good home. If you are feeling devious, grab a picture of your spouse or children, or otherwise, let’s head over to Google and do an Image Search for kittens. Once you have found a cute picture, click on the link to see a full-size image, and then click on the picture and drag it down to your Task Bar and find the button for your Publisher publication. Drag the picture there and hold it there until Publisher becomes the active program. Then drag the picture onto your document and drag it until it’s in the center of your page. Your publication should now look something like this:

Publisher - 6
Publisher - 6

Change Template and Background

With publisher 2010 you can add a lot to your publication. You can now give a better look to the white page by changing the template. Go to the Page Design tab, click on Change Template in the Template section on the left. Let’s double click on the Accessory Bar template which you can see once you click on the All Event folder.

A message pops up asking if you want to change the existing application or create a new one. Select apply template to the current publication, and say Ok.

If your text and picture have disappeared, they are in the Extra Content sidebar on the right. Check all the boxes, then as you hover the cursor over the text or picture, click on the downward arrow and select Insert.

Delete all unwanted items by placing the cursor on the edge of the text box and clicking on it when a cross with four outward arrows appears with the cursor. Next hit Delete on your keyboard.

You can re-arrange your text box and image on the page by dragging them. Once you have your publication well arranged, you can change the background color. In the Page Design tab, click on Background in the Page Background section on the right of the ribbon. Let’s click on the second background to the right. Your publication now looks something like this:

Publisher - 7
Publisher - 7

Save a Publication

To save your publication, go to File > Save and save it in the location that you want, with the file name you would like. You can also use the Ctrl+S keyboard shortcut.

Print a Publication

To print your publication, go to File > Print. You can also use the Ctrl+P keyboard shortcut.

Customize the Ribbon

Publisher and other 2010 Office programs give you the option to customize the Ribbon in order to have quick access to commands you use most often, such as save, or cut. Now let’s say you want to have the Quick print command right under your eyes for easy access. To do this:

  1. Click on the File tab, then click Options, and select Customize Ribbon.
  2. In the box on the right labeled Customize the Ribbon assure Main Tabs is selected.
  3. The box below will now read Main Tabs. Select Home, then click on New Group at the bottom of the page.
  4. The title New Group (Custom) immediately pops under the tab Home. You can click on Rename and call it whatever you want.
  5. Next go to the box on the left, select Quick Print and click Add.
  6. Then click on OK at the bottom of the Publisher Options page. You now have a new group under your Home tab.
Publisher - 8
Publisher - 8

You can always go back later and delete your created tab by selecting it from the Customize the Ribbon box, and click on Remove. Note: your created groups or tabs will have (custom) next to them, although the word custom does not appear on the ribbon.

Additional Resources

Review the Help within Publisher

Microsoft Publisher has a built-in help system. To access it, press F1 or use the Help menu.

  • You can select a topic by clicking on the text, such as Getting started with Publisher.
  • You can also type a word or phrase into the box at the top of the window, click the Search button, and then select the topic of interest.

Review Online Microsoft Resources

Consult is a provider of web-based software training videos and resources. If you are interested in access to please contact the Technology Help Desk at [email protected] or 563-387-1000.

Review the Technology Help Desk web site

Since Publisher 2007 and Publisher 2010 are very similar, Publisher 2007 information is still useful.

Contact the Technology Help Desk