Creating a Newsletter in Word in 10 Steps - LifeSPAN

  • Doc File 1,384.50KByte

Here are three sets of directions for creating a Newsletter using MS Word. There are additional links to directions at the end of this document.

Creating a Newsletter in Word in 10 Steps

Simona Pfreundner


Creating a newsletter in Word is a simple 10-step process. Here’s how to do a newsletter in Word:

Step 1

Open up a new document in Word & by clicking on the Microsoft Icon on the top left.


Step 2

Click on the Page Layout Tab and select the Columns Icon. There choose Three Columns.


Step 3

Next thing, double click on the Header Section (under “View”) and add a title. Set the font to bold and relatively large.

Step 4

Add a rectangle via the Insert Tab > Shapes. We will set this shape behind the title and give it a color.

Step 5

I chose a blue color and placed the shape behind the text. You can do so by right-clicking on the shape and in the pop up window select “Order” and “Place Behind Text”.

Step 6

Now add some text. Since we added three columns, we already have a nice looking layout

Step 7

Let’s add some headers and sub headers. Add a header before your text (go to “View”) in a nice big font. I chose Arial Black, 24pt. In MS Word you have preset Style for headers, sub-headers and so on. You can save your own style too (just highlight the text, right click and in the pop up window choose “Styles” >” Save Selection” as a new “Quick Style”.) (NOTE from Beth: I don’t have this feature on my version of MS Word).

Step 8

Add another sub title (e.g. a quotation). Quotations stand out nicely in a newsletter and highlight a message well. Repeat step 7 and add this to the quick styles so you can add it at any time.

Step 9

Let’s add a picture. Enter with the cursor at a point between the text where you would like to add an image. Then add a paragraph and select the Insert Tab, choose Picture and browse to the image you would like to add. (See tips for more info).

Step 10

This is what we have so far. I added a footer the same way I added a header in step 3.


I fancied up the newsletter a bit by adding a First Edition Tab, a by-line and some vertical lines. All elements are easily added via the Insert Tab. In case you have more to say, just add another page, the header and footer will stay, so will the columns and your newsletter will look continues. Now if you like, you can convert it into a PD via the Acrobat Tab in Microsoft or print it out on your desktop printer.

TIP from Beth:

Adding photos:

• Save the photos you want to use in your newsletter in a file so that you can easily navigate to them when you want to insert one.

o Be sure that the photos are edited the way you want (for orientation, cropping, exposure etc).

• When you are done with your newsletter, right click on a photo.

o Go to “Format Picture”

o Hit the “Compress” tab

o Hit “Apply to All Pictures”

o Decide if you want print or web.

▪ You can print up your hard copies first, then change it to “web” in order to more easily send it out to your network via email.

Creating a PDF version

• Hit the “Print” tab and select pdf (instead of your printer).

• It will then save your file as a pdf that you can then send out to the network.

Creating Newsletters in Microsoft Word

Step 1. Open Microsoft Word.

Step 2. Open a new blank document using keyboard commands

o PC - Use Ctrl+N (Hold down the Ctrl key and tap the N key one time)

o Macintosh - Use Command+N (Hold down the Command key and tap the N key one time)

Step 3. Go to View menu and select Header and Footer. Create your title in the header. Center, change font and/or insert an image to your liking. When finished, close the Header and Footer dialog box. Your header will appear light gray.

Step 4. Go to the Format menu and select Columns. Decide how many you wish and select the appropriate number. Most newsletters use two columns. You will see no difference in the set up of the page right away. As you type, the words will fill down in column one first.

Step 5. If you wish for your newsletter to look like an actual newspaper, you should select Justify which aligns the print both on the left and the right.

Step 6. Insert pictures as you go along. Place your cursor where you wish to insert the picture. You will need to resize most pictures to fit into the column. Further information follows if you need help in modifying your clip art.

If you need no assistance, jump to step 7 below.

Click on the picture and a box appears. Go to the Format menu and select Format Picture . There are several things that you can do with a picture.

|Tab |Actions available |

|Picture |Crop the picture one margin at a time |

| |Change the color to grayscale, black and white, or make a very light watermark|

| |out of the image |

| |Change the brightness or contrast of the image |

|Wrapping |Five styles of wrapping allow you to place an image in the middle of a block |

| |of text |

| |Four possible alignment of text choices are offered |

| |distance from the text to the picture can also be specified |

|Colors and Lines |Place a block of color or a pattern behind the image |

| |Place a box around the image, change the thickness and character of the line |

| |making the box |

|Size |Change the size of the picture using an inches scale, or a percent scale |

| |( best done by clicking and dragging ) |

|Position |Change the position of the image on the page |

| |( best done by clicking and dragging ) |

Resize the image by clicking and dragging. Click once on the image and it will be surrounded by eight boxes; one at each corner, and one in the middle of each line.

If you click on a box in the middle of a line and drag outward from the center of the image you will change only the width or height of the picture, causing distortion.

If you click on a corner box, hold the shift key down, and drag outward from the picture you will change width and height proportionally. If the aspect ratio is locked, Word automatically does this without your having to hold down the shift key.

Move the image by clicking and dragging. Click once on the image and it will be surrounded by eight boxes; one at each corner, and one in the middle of each line.

Move your cursor over the image and it becomes a pointer with a four headed arrow attached to it. Click anywhere in the picture and drag it to the desired location. �

Step 7. At the bottom of your newsletter you may wish to add information about the staff in charge of this project. Add a footer to this page (View/Header and Footer) and type in the information just as you did in step 3.

Step 8. Save and print the newsletter.


1. Go to MS Word and select “File” and “New.”

2. Type “newsletter” in the “Search online for” text box in the “New Document” task pane. Then click on “Go.” Matching results from Microsoft[pic] Office Online (see resources) will be displayed.

3. Click on the newsletter template you want to preview. A “Template Preview” dialog box will open. Click on “Download” to load the template onto your page or click on the left and right arrows to preview additional designs.

4. Click on the title in the newsletter template and correct it to match your own.

5. Update or insert a date and volume number to your newsletter at the bottom of each page. MS Word should already have a page number inserted for you in the footer (if your template has multiple pages).

6. Select any headings you want to change and replace them with the correct headings for your newsletter. Click within the text box beneath each heading and add your story or message. Also, change any text in the margins and insert special news or information you’d like people to see.

7. Replace images with images from events for your organization or school[pic]. To replace an image, click on the image you want to change, then choose “Insert” and “Picture” from the toolbar.

8. Choose “From File” to add a picture from your file or “Clipart” to use one from your MS Word collection. Double-click on the image you want. It will replace the selected image on your page.

9. Save the newsletter by choosing “File” and “Save.” Click on the “Create New Folder” button in the “Save” dialog box and name it “Newsletters.” Name your file and click on “Save.” Your file will be saved in the new folder you created. You can save additional newsletters to the folder.

Read more:

Links for additional Directions on how to do a Newsletter using MS Word:


In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download