Microsoft Publisher 2007

Working with Text

Many of the concepts and techniques that you know from working with a word processor like Microsoft Word, will carry over into Publisher. One important thing to remember is that all text needs to be laid out in a text box. The document contains the following sections:

Creating a Text Box
Adding Text
Selecting Text
Editing Text
Changing Type Specifications
Cutting, Copying, and Pasting Text

Creating a Text Box

A text box is an area that contains text only and can be moved to any part of the publication. Type within a text box can only fill the area of the text box, not the entire publication. Before typing text, a text box must be created.

From the Objects toolbar, click TEXT BOX
NOTES:
The cursor looks like a cross.
If the Objects toolbar is not visible, from the View menu, select Toolbars » Objects
On the document, place the cursor where the text box should begin
To create the text box, click and drag
Release the mouse button when the text box is the desired size
A text box with a cursor appears.

Adding Text

Usually, if you are using a text box for a large amount of text (such as the body text of an essay or article) you will be copying it from a word processing program. Typing large volumes of text inside Publisher is not advised; however, using Publisher to type headlines, titles, captions, headers, and footers (type which is usually set off with a different style or placement) is easy.

Adding Text: Typing

HINT: If you need to type or edit a large amount of text, you may want to use Word.

Create a text box
Type the text
HINT: To see the text better, zoom in by pressing [F9]. To zoom out, press [F9] again.

Adding Text: Paste Special

Text files from Publisher-compatible word processing programs such as Microsoft Word can be placed into a Publisher document. Text with little or no formatting generally works best. After placing the text into Publisher, you can edit, format, and manipulate it using the same methods as you would for text typed directly into Publisher.

To paste content from another program into Publisher, you should use the Paste Special feature. There are various ways that your text can be pasted. Your options when using Paste Special are as follows:

Option	Description
Microsoft Office Word Document Object	Inserts the copied text from Word and gives you the ability to edit it from Publisher using Word.
Unformatted Text	Inserts the copied text, removing any existing formatting.
New Table	Inserts the copied text as a new Publisher table.
New Text Box	Inserts the copied text as a new Publisher text box.
Picture	Inserts the copied text as a new Publisher picture frame. You can select whether you want to use a Windows Metafile or an Enhanced Windows Metafile. NOTE: This text can not be edited.
Formatted Text	Inserts the copied text, preserving existing formatting.
HTML	Inserts the copied text as HTML.

When you paste text, Publisher will create the text boxes necessary to accommodate it or will allow you to create the text boxes. These two options are described here:

Option	Description
Autoflow	Autoflow allows you to place text and have Publisher create the text boxes as needed. Text will flow automatically into each text box on the page and onto subsequent pages (added if necessary).
Manual Flow	Manual text flow requires you to create the text boxes and add the pages necessary to accommodate the text you are placing. If you choose to use the manual text flow option, be sure to have the Connecting Frames toolbar displayed.

To add text using Paste Special:

Select the text to be copied
Copy the selected text
In Publisher, from the Edit menu, select Paste Special...
The Paste Special dialog box appears.
In the As scroll box, select an option
HINT: For text that you will want to edit or format, select New Text Frame.
Click OK
The text is now pasted.

Adding Text: Inserting a Text File

Create a text box
From the Insert menu, select Text File...
The Insert Text dialog box appears.
Locate and select the desired file
Click OK
If the text file is larger than the text box, a confirmation dialog box appears asking you to choose between Autoflow or Manual Flow.

Selecting Text

You will select text when you want to change its type specifications, cut it, copy it, or delete it. Use the Select Objects tool to select text for editing.

HINT: If you have problems selecting the first character at the edge of a text block, start with the last character and drag to the first character.

Selecting a Portion of Text

Using the Select Objects tool, click within the appropriate text box
Place the cursor at the beginning of the text you wish to select
Click and drag to select the appropriate text

Selecting an Entire Story

A story consists of text that is connected, such as text that was placed from a single word processing file or text that was typed in Publisher from a single insertion point. A story can consist of one letter or of many pages.

Using the Select Object tool, click within the appropriate text box
From the Edit menu, select Select All

Editing Text

If you make a mistake while typing, you can always go back and fix it. Editing text in Publisher is much like editing text in a word processor. You have the following options when editing text:

To insert text, simply type and text will appear at the insertion point
To delete selected text, press [Delete]
To delete text to the right of the insertion point, press the [Delete] key
To replace the selected text, begin typing.
The selected text will be replaced by the new text that you type.
To change type style, select the appropriate options from the Formatting toolbar.
NOTE: For more information, refer to Changing Type Specifications.
To move or duplicate the text, from the Edit menu, select Cut, Copy, or Paste.
NOTE: For more information, refer to Cutting, Copying, and Pasting Text.

To edit text:

Using the Select Objects tool, click within the appropriate text box
Create an insertion point by clicking the cursor within the text you wish to edit
Use the mouse or the arrow keys on the keyboard if necessary to move to the correct location
Make the appropriate changes
NOTE: Existing text in the same text block will automatically reposition to adjust to the new or deleted text.
HINT: You can also delete or type over large sections of text by first selecting the text and then pressing [Delete] or typing new text. For more information, refer to Selecting Text.

Changing Type Specifications

Changing Type Specifications: Existing Type

Select the text
From the Formatting toolbar, select the appropriate options
Click outside of the selected text area to deselect text

Changing Type Specifications: Before You Type

Using the cursor, set the insertion point where the text will begin
From the Formatting toolbar, make the appropriate selections
Type the text (do not reset the insertion point)
The new text will have the characteristics that you selected in step 2.
HINT: If you change the insertion point before you begin typing, text will revert back to previous type settings.

Cutting, Copying, and Pasting Text

Cut and copied items are placed on the Clipboard (a temporary storage location). The most recently cut or copied text remains on the Clipboard and is inserted into the document when the Paste command is selected. To cut, copy, or clear a portion of text from a single letter to an entire text block, select the text you wish to cut or copy.

For instructions on cutting, copying, and pasting text, refer to the Office 2007 document Cutting, Copying, and Pasting Text.