How to create postcard layouts in Publisher

SUMMARY
This article explains how to use Microsoft Publisher to create a postcard layout and then print multiple copies of the postcard on each page. In the following examples, a 3-by-5-inch postcard is used and then printed on 8.5-by-11-inch paper. After you know how to create the publication layout, you can change the variables to match any postcard size to any paper size.

To create postcards in Publisher, you must first decide on the size of your postcard, and then set your layout margins accordingly. Use the following methods to calculate the proper layout margins and then print the optimal number of postcards on each sheet of paper.

Note You will need a measuring ruler or small tape measure, a postcard of the same size as those that you want to create, and the paper on which you plan to print the postcards.

Calculate the Layout Margins

1. Locate a sample postcard of the size that you want your postcards to be.
2. With a ruler or small tape measure, measure and record the width and height of the postcard.
3. With a ruler or small tape measure, measure and record the width and height of the paper on which you plan to print the postcards.
4. Subtract the width of the paper by the width of the postcard, and then divide that number by 2, as follows:
X (width of paper) - Y (width of postcard) / 2 = Size of each margin (left and right)
5. To determine how many postcards you can print on a single sheet of paper, divide the height of the paper by the height of the postcard, as follows:
A (height of paper) / B (height of postcard) = N (number of postcards per sheet of paper)
Note Use only whole numbers in this calculation, without any fractional remainders.
6. Multiply the number of postcards per sheet (N) by the height (B) of the postcard, and then subtract by the height (A) of the paper, as follows:
A (Height of the paper) - [N (number of postcards per sheet) * B (height of postcard)] / 2 = top and bottom margins
7. Record the top, bottom, left, and right margins.
8. The following equations apply when you plan to print 3-by-5-inch postcards on an 8.5-by-11-inch sheet of paper:
8.5 (width of paper) - 5 (width of postcard) / 2 = 1.75 (left and right margins)
11 (height of paper) / 3 (height of postcard) = 3.6667 (number of postcards per sheet)

Note Round your result down to 3 for the number of postcards per sheet.
11 (height of paper) - [3 (number of postcards per sheet) * 3 (height of postcard)] / 2 = 1 (top and bottom margins)
Top and bottom margins = 1 inch

Left and right margins = 1.75 inch

Note This example assumes that you want as many postcards per sheet of paper as possible.

Print the Same Postcard Multiple Times on One Sheet of Paper

Microsoft Publisher 2002 or Microsoft Office Publisher 2003

To create and then print the same postcard multiple times by using the measurements from the "Calculate the Layout Margins" section of this article, follow these steps:

1. Start Publisher.
2. On the File menu, click Page Setup.
3. On the Layout tab in the Page Setup dialog box, select Postcard in the Publication type list.
4. Under Page size, change the Width setting to 5 and the Height setting to 3.
5. Under Orientation, click Portrait.
6. On the Layout tab, click Change Copies Per Sheet.
7. In the Small Publication Print Options dialog box, change the Side Margin and Horizontal Gab settings to 1.75.
8. Change the Top Margin setting to 1.
9. Change the Vertical Gap setting to 0, and then click OK.
10. In the Page Setup dialog box, click OK.
12. On the File menu, click Print Preview. Notice that all three postcards are identical.

Note It is a good idea to print a test page on inexpensive paper before you start final printing.

Microsoft Publisher 2000
1. Start Publisher 2000.
2. On the File menu, click Page Setup.
3. In the Page Setup dialog box, click Special Size.
4. In the subsequent list, select the size of postcard that you want to use.

Note To set the postcard size to any size that you want, change the Width and Height settings to the dimensions that you want, and then click OK.
5. Under Orientation, click Portrait, and then click OK.
7. On the File menu, click Print.
8. In the Print dialog box, click Page Options.
9. In the Page Options dialog box, click Custom Options.
10. In the Custom Options - Small Publications dialog box, change the Side Margin and Horizontal Gab settings to 1.75.
11. Change the Top Margin setting to 1.
12. Change the Vertical Gap setting to 0, and then click OK.
13. In the Page Options dialog box, click OK.
14. In the Print dialog box, click OK. Notice that all three postcards are identical.

Note It is a good idea to print a test page on inexpensive paper before you start final printing.

Print Three Different Postcards on One Sheet of Paper
Note The following steps apply to both Publisher 2000 and Publisher 2002.

1. Start Publisher, and then create a new publication.
2. On the Arrange menu, click Layout Guides.
3. In the Layout Guides dialog box, change the Left and Right margin settings to 1.75.
4. Change the Top and Bottom settings to 1.
5. Under Grid Guides, set the Columns setting to 1 and the Rows setting to 3.
6. In the Layout Guides dialog box, click OK.

Your publication is now set up to print three postcards on one sheet of paper. If you have already created the postcards, use the Cut and Paste commands to insert the postcards into the new publication.

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APPLIES TO
? Microsoft Office Publisher 2003
? Microsoft Publisher 2002 Standard Edition
? Microsoft Publisher 2000 Standard Edition