Lay out a newsletter in publishing layout view

You can easily lay out a complex publication in publishing layout view. You can create elements that appear on all pages by placing them on a master page. After you save the document as a template, you can create a new version of the document based on the template, and then revise its content. The template keeps the layout the same.

In the following example, you create a monthly newsletter that has recurring elements. Most of the content in the newsletter (for example, the text and articles) changes every time that you publish it. However, the layout and photo formatting is consistent from one edition to the next. You also create elements that appear on every page, such as a company logo and a legal disclaimer. To complete these steps, you have to have some photos and a picture to import, such as a company logo.

Assume that you want the newsletter to have the layout that is shown in the following example:

Template document with picture in image drop zone
Newsletter layout that shows layout guides and image drop zones

Step 1: Set up master pages

A master page contains text or pictures that appear on every page that is based on that master page. Master pages can also include layout guides. You can use these guides across multiple pages to make sure that placement of pictures, text boxesA movable, resizable container for text or graphics. Use text boxes to position several blocks of text on a page or to give a text block a different orientation from other text., and other elements is consistent.

Set up guides

Assume that you want to lay out your newsletter with columns of text and graphics aligned. Guides can help you align these elements.

On the View menu, click Publishing Layout.
In the lower-right corner of the document window, click the Master Pages tab .
You are now viewing a master page that has no content.
Rest the pointer on the vertical ruler until the cursor changes to , and then drag a vertical guide onto the page.
Tip After you drag a guide onto the page, you can adjust its position. Rest the pointer on the guide until it changes to or , and then drag the guide to where you want it.
Repeat step 3 and drag five more vertical guides (for a total of six) onto the master page. Position them to create three columns for text and graphics, with space between the columns and margins between the edges of the page and the columns.
Drag a horizontal guide from the horizontal ruler onto the page.
Repeat step 5 and drag two more horizontal guides (for a total of three) onto the page, positioning them to help align the text boxes and pictures that you want to insert.

Insert and position a picture

Because the picture is on a master page, it appears on every page of your newsletter. In this example, you add the company's logo (logo.jpg).

On the Insert menu, point to Picture, and then click From File.
Locate the picture that you want to import (for example, logo.jpg), and then click Insert.
Drag the picture to the position on your master page where you want it to appear throughout your newsletter. To align it, use the guides that you created.
In this case, drag the logo to the lower-left corner of the page between the guides that you created.

Add a text box for a sidebar

This sidebar text, a legal disclaimer, appears on the left side of each page, above the company's logo.

Click Text Box .
On the master page, drag to add a text box between the two vertical guides in the left column, above the logo.
Click the sidebar text box, and type the text that you want to appear above the company's logo on every page (for example, a legal disclaimer).
In the lower-right corner of the document window, click the All Contents tab .
The master page closes, and you are now viewing a regular page.

Step 2: Add a picture and make it an image drop zone

You can maintain a consistent look for imported pictures by using image drop zones. An image drop zone applies a consistent look to any image that is dropped on to it. When you update the newsletter, you can drag a new picture to an image drop zone to quickly apply the appropriate scaling, rotation, decorative effects, and any other transformations that you want.

Insert and position a picture

On the Insert menu, point to Picture, and then click From File.
Locate the picture that you want to use in the newsletter, click it, and then click Insert.
Drag the picture to the location that you want.
In this example, the picture is positioned at the top of two columns of text.

Apply formatting and transformations to a picture

By using image drop zones, transformations and effects that you apply to the original picture are automatically applied to any pictures that you drag to the drop zone in the future. In this example, you resize the picture, rotate it 10 degrees counterclockwise, and apply a shadow to the frame. Any pictures that you drag to the drop zone in the future are also resized, rotated 10 degrees counterclockwise, and have the same shadow applied.

Document with resized and rotated picture

To resize the picture, click the picture, rest the pointer on a corner of the picture until the pointer changes to or , and then drag the corner.
To rotate the picture, double-click it, click Size, and then under Size and rotate, enter a value for Rotation (for example, 10), and then click OK.
To apply a shadow, click the picture, and then on the Formatting Palette, under Shadow, select the Shadow check box, and then select any other options that you want.

Convert the image to a drop zone

You can use your picture without applying any additional formatting. However, by converting the picture to a drop zone, you can replace the picture in future issues and maintain a consistent look.

Double-click the picture.
Click Layout, and then click Advanced.
Click the Picture Position tab, and then under Options, select the Picture Placeholder check box.
Click OK.
Click OK again.

Step 3: Save your document as a reusable template

Step 4: Create the current edition of the newsletter

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Word 2008 Help and How-To

Lay out a newsletter in publishing layout view

Step 1: Set up master pages

Set up guides

Insert and position a picture

Add a text box for a sidebar

Step 2: Add a picture and make it an image drop zone

Insert and position a picture

Apply formatting and transformations to a picture

Convert the image to a drop zone

Step 3: Save your document as a reusable template

Step 4: Create the current edition of the newsletter

See also