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Microsoft Publisher 2007

Working with Linked Text Boxes

When you are working with columns of text, stories that will extend beyond one page, or any other text that will be spread throughout multiple text boxes, you will want to work with linked text boxes. Linked text boxes allow text in the same story to be continued in multiple text boxes located on different pages. When you link text boxes, Publisher gives you visual clues as to whether there is text previous to or following the current text box, and whether there is text in your story that is not yet displayed in your publication.

return to topAbout Text Boxes

A text box is a frame to contain your text, which is usually a portion of a story. A story is text that Publisher recognizes as a single unit. A story can be one letter or several pages of text and can be contained in a single text box or threaded through many different ones. Stories that are spread throughout several text boxes make use of linked text boxes.

Several stories may appear on the same publication page and continue elsewhere in the publication, but each story is a separate unit (e.g., a newsletter may have several articles on the front page which are all continued elsewhere, and each article would be considered a separate story).

While it is possible to simply manually divide text between two unlinked text boxes, using threaded stories ensures that the text will flow between the linked text boxes. For example, if you delete a paragraph in the first of two linked text boxes, information from the second text box will automatically be moved to fill the first text box (rather than leaving a gap of empty space or forcing you to move the text by hand).

If you add or remove text in a threaded story, you may need to adjust the size of the last text box or create a new text box so that all of the text is visible.

Text Box Indicators

Publisher uses icons as visual cues to the status of text within text boxes.

Icon Meaning
additional next text Go to Next Frame: additional text in the next text box
additional previous text Go to Previous Frame: additional text in a previous text box
additional text not displayed Text in Overflow: additional text not displayed in a text box

Text boxes with icons labeled

The Connect Boxes Toolbar

You will be using the Connect Boxes toolbar as you work with linked text boxes. The toolbar and a description of its buttons are presented here.

Connect Boxes toolbar

Button Name Description
Create Text Box Link button Create Text Box Link Establishes a forward link to a text box.
Break Forward Link button Break Forward Link Unlinks the text box after the one selected.
Previous Text Box button Previous Text Box Moves to the text box before the one selected.
Next Text Box button Next Text Box Moves to the text box after the one selected.

return to topLinking Text Boxes

As you link text boxes, Publisher assumes a forward progression such as adding links to a chain. You may link two empty text boxes, but you can not link to a text box that already contains text. Linked text boxes do not have to be on the same page.

  1. Create the text box(es) needed to fit the text of your story

  2. Select the text box with text in overflow

  3. Click CREATE TEXT BOX LINKCreate Text Box Link button
    Your cursor becomes a pitcherLink text cursor

  4. Click within the text box you want to link to
    HINT: You cannot link to a text box that already contains text. 
    Text flows into the newly linked text box. If there is still text in overflow, the indicator is now associated with this text boxText in overflow

  5. Repeat steps 2-4 until all the text of your story is placed

return to topUnlinking Text Boxes

When you unlink a text box, you will be unlinking the next text box in the "chain" of text boxes that make up your story. Text from the unlinked text box, and any linked text boxes following it, will be located in overflow in the selected text box.

  1. Select the text box previous to the one you want to unlink

  2. Click BREAK FORWARD LINKBreak Forward Link button
    Text from the unlinked text box is moved to the selected text box. This may result in text in overflow.

return to topMoving Between Linked Text Boxes

If your story is comprised of multiple text boxes or spans more than one page, there are two methods that you can use to move efficiently between the text boxes.

Moving Between Linked Text Boxes: Toolbar Option

  1. Select a text box in your story

  2. Click PREVIOUS TEXT BOXPrevious Text Box buttonor NEXT TEXT BOXNext Text Box button
    You are moved to the previous (or next) text box, it is selected, and your cursor appears within the text box.
    NOTE: Depending on where you are in your story, one of these options may not be available.

Moving Between Linked Text Boxes: Text Box Indicators

  1. Select a text box in your story

  2. Click GO TO PREVIOUS FRAMEGo to Previous Frame buttonor GO TO NEXT FRAMEGo to Next Text Frame button
    You are moved to the previous (or next) text box, it is selected, and your cursor appears within the text box.
    NOTE: Depending on where you are in your story, one of these options may not be available.

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