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Microsoft Publisher 2003

Working with Text

Many of the concepts and techniques that you know from working with a word processor will carry over to Publisher. One important thing to remember is that all text needs to be in a text box.

return to topCreating 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 fill only the area of the text box, not the entire publication. Before typing text, a text box must be created.

  1. From the Objects toolbar, click TEXT BOXText Box button
    HINT: If the Objects toolbar is not visible, from the View menu, select Toolbars » Objects

  2. Move the tool across the screen
    The cursor looks like a cross.

  3. Place the cursor where the text box should begin

  4. To create the text box, click and drag 

  5. Release the mouse button
    A text box with a cursor appears.

return to topAdding Text

Typing large volumes of text in Publisher is not advised. But 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

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

  1. Create a text box

  2. 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.

Pasting text into Publisher that has been copied from another file can be done using 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:

  1. Select the text to be copied

  2. Copy the selected text

  3. In Publisher, from the Edit menu, select Paste Special...
    The Paste Special dialog box appears.
    Paste Special dialog box

  4. In the As scroll box, select an option
    HINT: For text that you will want to edit or format, select New Text Frame.

  5. Click OK
    The text is now pasted.

Adding Text: Inserting a Text File

  1. Create a text box 

  2. From the Insert menu, select Text File...
    The Insert Text dialog box appears.

  3. Locate and select the desired file

  4. Click OK
    If the text file is larger than the text box, a confirmation dialog box appears asking you to choose between auto or manual flow.

return to topSelecting Text

You will select text when you want to change its type specifications, cut or copy it, or delete it. Use the Select Objects toolSelect Objects (pointer) 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

  1. Using the Select Objects toolSelect Objects (pointer) tool, click within the appropriate text box 

  2. Place the cursor at the beginning of the text you wish to select

  3. 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.

  1. Using the Select Object toolSelect Objects (pointer) tool, click within the appropriate text box

  2. From the Edit menu, select Select All

return to topEditing 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 edit text:

  1. Using the Select Objects toolSelect Objects (pointer) tool, click within the appropriate text box

  2. Create an insertion point by clicking the cursor within the text you wish to edit

  3. Use the mouse or the arrow keys on the keyboard if necessary to move to the correct location

  4. 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.

return to topChanging Type Specifications

Changing Type Specifications: Existing Type

  1. Select the text

  2. From the Formatting toolbar, select the appropriate options
    Formatting toolbar

  3. Click outside of the selected text area to deselect text

Changing Type Specifications: Before You Type

  1. Using the cursor, set the insertion point where the text will begin

  2. From the Formatting toolbar, make the appropriate selections

  3. 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.

return to topCutting, 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 2003 document Cutting, Copying, and Pasting Text.

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