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Publisher 2010 Insert

Publisher 2010 Insert Pages Ribbon

When designing your professional publication, such as a newsletter, brochure, catalog, flyers, signs and more, you will most likely need to utilize the functions within the Insert tab. The Publisher 2010 Insert tab allows you to add catalog pages, clip art, pictures, calendars, text boxes, WordArt and much more to your publication.

We will continue to work on the horse boarding brochure we started in the Home tab tutorials, as well as some new publications, to ensure you have a complete understanding of the functions within the Insert tab. As in the Home tab, we will go through each section of the Insert tab, starting with Pages.

Publisher 2010 Insert Pages Group

As you can see in the image to the left, we have the ability to add pages to our publication and catalog pages.

Publisher 2010 Insert Pages Add Page

When adding a page, you can add a blank or duplicate page. Locate the Insert tab and select the Page drop down menu to view the options shown in the image to the right. Select either Insert Blank Page or Insert Duplicate Page. The new page will be inserted after the currently selected page.


In our example below, we selected page two in the Page Navigation pane to the left of the publication, and then we selected Insert Blank Page.

Publisher 2010 Insert Pages Insert Blank Page

The final option in the Page drop down menu is Insert Page. Select this option and the Insert Page drop down box will open.

Publisher 2010 Insert Pages Insert Page

Here you can input more specific information on the page(s) you are inserting. Make your selections and select OK.


Publisher provides you with a quick and easy way to create a product catalog by using the Catalog Pages feature. This feature allows you to create a product catalog that contains information such as product name, description, price, and picture. Once you have that information, you can easily merge it into the catalog pages in Publisher to create a custom product catalog.

Publisher 2010 Insert Pages Catalog Pages

To insert catalog pages into your publication, select the page in the navigation pane that is immediately before the place where you want to insert the catalog pages in your publication. Then select the Catalog Pages button in the Pages section of the Insert tab. 

The catalog pages appear automatically for you and are inserted into your publication. They appear as a single, selectable object in the navigation pane.



When the catalog pages are selected in the navigation pane, you’ll see the catalog merge area appear within your publication page. This is the area into which you will place the merge fields from your product data source. This area will also be repeated for each record in your product data source. Objects placed outside of this area, such as page numbers, will not. 

Publisher 2010 Insert Pages Catalog Merge Area

You should also see the Format tab of the Catalog Tools contextual tab within the ribbon when your catalog pages are selected. You can select this tab to access the groups of buttons that will allow you to complete the product catalog creation.

Publisher 2010 Insert Pages Format Tab
Publisher 2010 Insert Pages Add List

To associate the data source with the catalog pages, click the Add List button in the Start group on the Format tab of the Catalog Tools contextual tab in the ribbon. If you want to create a new product list, click the Type New List command to open the New Product List dialog box.


Here you can enter a product name, description, ID, price and picture into the fields available. When you have finished entering your products, you can then press the OK button to save the file. 

Publisher 2010 Insert Pages New Product List

If you want to select an existing product data source, then select the Use Existing List command from the Add List button’s drop down menu. Publisher will then open the Select Data Source window, which you can use to choose the existing product data source and then click the Open button.

Publisher 2010 Insert Pages Use Existing List
Publisher 2010 Insert Pages Layout

You can choose what type of product layout you want for your catalog page by selecting a desired layout from the list shown in the Layout section of the Format tab of the Catalog Tools contextual tab. Select one of the various layouts shown or scroll down to see the various options.

If you want to create your own custom layout of columns and rows of information, you can click the Rows and Columns button in the Layout section on the Format tab of the Catalog Tools contextual tab.

The Fill Order button lets you decide how Publisher should fill each of those cells, either across then down, or down then across.

Publisher 2010 Insert Pages Repeating Areas

You can decide how the information in the repeating areas within the catalog will be repeated by selecting a choice from the Repeating Areas drop down.


Publisher 2010 Insert Pages Insert

In the Insert section, you will find the buttons you can use to insert data into the repeating sections of the page. These buttons give us access to the fields in your list that were created earlier.

Publisher 2010 Insert Pages Text Field

To do this, place your insertion marker at the place in the catalog where you would like to insert a merge field or select the text in the repeatable area you would like to replace with a merge field.

If the catalog layout that you have selected contains a picture placeholder, you can click the placeholder to open the Insert Picture Field dialog box.

Publisher 2010 Insert Pages Preview Page

To the right of the Insert section, you will find the Preview Page section. From here, you can preview the results, locate any entry, and even exclude a selected entry from the catalog.


Publisher 2010 Insert Pages Merge

Now it is time to merge the catalog. This is the part of the process where Publisher creates all of the individual pages it needs in order to display all of the items in your list.

On the far right of the Format tab in the Catalog Tools contextual tab, you will find the Merge section. You can elect to merge your catalog into a new document, add it to an existing one, or just print it.

Clicking Merge to New creates an entirely new document based on the document you originally created the catalog merge for. Publisher automatically inserts all of the necessary pages into your document.

If you selected the Add to Existing button, Publisher would give you the opportunity to locate the document on your computer and select it. It would then enter all of your catalog entries into that document, creating as many pages as necessary.

The Print button creates the pages and allows you to print them. You can also preview the pages before printing.           


Next Tutorial

This concludes the Pages tutorial.
Click next to continue to the Tables tutorial.