Frequently Asked Questions about MS Publisher

Q: What is MS Publisher?

A: Microsoft Publisher is a desktop publishing application from Microsoft. It is used to create documents like brochures, flyers, newsletters, calendars, and greeting cards.

Q: What is the difference between MS Word and MS Publisher?

A: Unlike Microsoft Word, which is primarily a word processor for text composition, Publisher focuses on page layout and graphic design. Microsoft Word is best for text-heavy documents, like reports, essays, or letters, where the focus is on the content and structure of the text. Microsoft Publisher, on the other hand, is better suited for design-heavy documents where the visual layout is the priority. For example, while you can create a flyer in Word, Publisher provides more flexible tools for arranging text boxes, images, and other graphics.

Q: What are Microsoft Publisher features?

A: Key Features of MS Publisher:

• The software provides a big library of pre-designed, customizable templates for documents like brochures, flyers, newsletters, calendars, and business cards.
• Unlike Word, which is more text-centric, Publisher’s tools are optimized for precise control over the placement of design elements. There are rulers, guides, and grids to align objects. The application is also great for wrapping text around images.
• As part of the Microsoft Office suite, Publisher easily integrates with other applications, so you can import data from Excel for charts and tables or use text and formatting from Word documents.
• Publisher is designed to create documents for both print and digital use. It includes features for preparing files for commercial printing, such as setting up bleeds and color schemes.
• There is also a very useful feature called the mail merge tool, which allows you to create personalized publications, using data from a spreadsheet or database.
  
  

Q: What is a template in MS Publisher?

A: In Microsoft Publisher, a template is a pre-designed document that provides a starting point for creating publications. It already has a specific layout, design, and placeholder content that allows you to quickly create professional-looking documents like brochures, flyers, newsletters, and business cards.

Q: What file extension does MS Publisher file has?

A: The file extension for documents created with Microsoft Publisher is .pub

Q: What are the alternatives/competitors of MS Publisher?

A: The competitors and alternatives to MS Publisher are divided into a few different categories, from professional-grade software to user-friendly, web-based tools.

1. Professional desktop publishing software are the industry standards for graphic designers and publishing professionals. They offer the most advanced features for layout, typography, and prepress. The examples of such tools are:

• Adobe InDesign
• QuarkXPress
• Affinity Publisher

2. Web tools These alternatives are designed for users with less design experience, similar to how Publisher is often used. They are often cloud-based and have a strong emphasis on templates and ease of use:

• Canva
• Marq (formerly Lucidpress)
• Microsoft Word

3. Free and open-source tools For users on a budget or those who prefer open-source software, there are powerful free options available:

• Scribus
• LibreOffice Draw
  
  

Q: Why can’t I convert PDF to PUB?

A: You typically can’t directly convert a PDF file into a Microsoft Publisher file (.pub) because the two file formats are structured in very different ways.

• A PDF (Portable Document Format) is designed to be a final, non-editable document. It captures a snapshot of a document’s appearance—including fonts, images, and layout—to ensure it looks the same on any device.
• The .pub file format is proprietary to Microsoft Publisher and contains all the editable components of a publication. This includes separate text boxes, individual images, and design elements that can be moved, resized, and modified.

Q: What happened to Microsoft publisher?

A: Microsoft Publisher is being discontinued. In February 2024, Microsoft announced that the application will reach its end of life on October 13, 2026.

Q: What does the MS Publisher disconnection mean for users?

A: The consequences are:

• After October 13, 2026, Publisher will not be included in new Microsoft 365 subscriptions, and existing subscribers will no longer be able to install or use the application.
• Its support will also end on this date. This means no more security updates, bug fixes, or technical support.
• Microsoft recommends that users convert their existing .pub files to another format, such as PDF or Word, before the discontinuation date, because then subscribers will not be able to open or edit Publisher files.
  
  

Q: Does MS Publisher include any AI features?

A: No, Microsoft Publisher itself does not have native AI features like the generative AI tools found in newer Microsoft products.

The tool was developed long before the recent boom in generative AI. Its core functionality is based on traditional page layout and design principles, using fixed tools for managing text, images, and shapes on a canvas. It does not have any advanced AI capabilities to generate images from text descriptions, automatically reformat content, or suggest design layouts based on your input.

Q: What are the common issues that users face with MS Publisher?

A: Here are some of the most common problems:

1. File corruption and stability issues. Users often report the application crashing or being unable to save a file, which can lead to data loss. In some cases, a corrupted file may become unopenable.

2. Compatibility issues. A common problem is trying to open a file created in a newer version of Publisher with an older version of the software, which can cause formatting and layout issues.

3. Missing fonts. If you share a Publisher file with someone who doesn’t have the same fonts installed on their computer, the text formatting will change, and the publication will not look as intended.

4. Printing Problems. Printing from Publisher can be particularly challenging, especially due to issues like incorrect margins, bleeds, color discrepancies, and unpredictable results after file export and conversion.

5. Limited file format support. Publisher’s reliance on its proprietary .pub file format is a major drawback. It can be difficult to share a Publisher file with someone who doesn’t have the software.

6. Slow Performance.