Effective internal communication is key to keeping your team informed, engaged, and aligned with company goals. One of the best tools for achieving this is a well-designed monthly newsletter. It not only disseminates important updates but also fosters a sense of community within your organization. In this guide, we’ll walk through how to create a visually appealing, organized company newsletter of about three to four pages using Microsoft Word 2016. ## Step 1: Setting Up Your Document
Start by opening Microsoft Word 2016. Instead of using a template, choose a Blank Document for maximum customization. Because Word’s default page size may differ depending on your version or region (for example, European versions default to A4), adjust your page size to the US Letter if needed:
- Navigate to the Layout tab.
- Select Size, then choose Letter (8.5" x 11").
This size ensures your newsletter will print properly on standard paper. Once you’ve set the page size, save your document immediately to avoid losing progress:
- Click the Save icon or go to File > Save As.
- Choose your desired folder (e.g., Documents).
- Name your file descriptively, such as “BYOL Newsletter – April 2017 V1” to keep versions organized.
Step 2: Designing Your Layout with Margins and Columns
A newsletter layout should be easy to read and visually appealing. In Word 2016, while it’s possible to create multicolumn text layouts similar to magazines, you can also mix columns with text boxes for more design flexibility.
Adjust Margins for a Modern Magazine Feel
- Go to Layout > Margins.
- Choose Narrow margins for a layout where text stretches closer to the edges.
- For fine control, select Custom Margins at the bottom:
- Set the Right Margin to about 3.3 inches to create a wider space on the right side. This will be perfect for placing additional text boxes or graphical elements without crowding the main text.
Working with Columns
Depending on the style of your newsletter, you might want multiple text columns:
- Head back to the Layout tab.
- Click Columns and select a preset like Right to set two columns on the left with a wider column on the right.
This option works well if your design is primarily text and you want the text to flow naturally across columns.
Pro Tip: If you prefer, keep your document in a single column and insert text boxes manually on the side margins to create designated areas for sidebars, announcements, or images.
Step 3: Adding Placeholder Text to Visualize Layout
Before inserting your actual content, you can use Word’s built-in placeholder text feature to fill the document:
- Type
=lorem(30)and press Enter.
This command populates your document with 30 paragraphs of “Lorem Ipsum” text, helping you visualize how text will flow in your chosen layout.
Step 4: Importing and Formatting Your Text Content
Importing text into Word without transferring unwanted formatting can be tricky, especially when copying from emails, PDFs, or websites. Here’s how to retain control over your newsletter’s appearance:
- Open the source document or file with your newsletter text (e.g., “Newsletter Text – page 1.docx”).
- Select all the text (Ctrl + A), then copy (Ctrl + C).
- Return to your newsletter document.
- Instead of pressing Ctrl + V directly, use the paste options to control formatting:
- Paste your content.
- Look for the small Paste Options icon that appears near the pasted text.
- Hover over it to preview the formatting options:
- Keep Source Formatting: Retains all fonts and styles (usually not recommended for newsletters).
- Merge Formatting: Keeps basic styles like bold and italics but adapts to your document’s styles.
- Keep Text Only: Strips all formatting, giving you clean plain text which you can then style uniformly.
For newsletters, Keep Text Only is often the best choice since it ensures consistent font style and size throughout your document.
Step 5: Enhancing Your Newsletter with Design Elements
Once your text is in place, consider adding images, colored text boxes, or shapes to break up content and make your newsletter visually engaging.
- Insert images via Insert > Pictures.
- Use Text Boxes for sidebars or highlighted sections:
- Go to Insert > Text Box.
- Draw a box in your desired location (e.g., the right margin with the wider margin you previously set).
- Customize the background color to match company branding.
Playing with colors and layout elements can turn your newsletter from a simple Word document into a professional communication piece that reflects your company’s identity.
Final Thoughts
Crafting a monthly newsletter in Word 2016 doesn’t require advanced graphic design skills—just an understanding of layout tools like margins, columns, and formatting options. By starting with a blank document and strategically applying these features, you can create a magazine-style newsletter that satisfies both aesthetic and functional needs.
Remember to save iterations of your newsletter (e.g., V1, V2) as feedback comes in to maintain an organized revision history.
For those interested in deepening their skills in Microsoft Word, exploring comprehensive courses can provide further tips and techniques.
By mastering these basic design and formatting techniques in Word, your company communication will become clearer, more consistent, and visually compelling—keeping your team informed and connected every month.
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