How to Create a New Catalog in Word

By Kathryn Hatashita-Lee

Descriptions inserted in a Word text box will update a layout.
i Mario Tama/Getty Images News/Getty Images

Microsoft Word enables you to compile a catalog of your product images and descriptions as an inexpensive marketing tool. Setting up the page orientation and formatting the headers and pagination will give your document a consistent look. Inserting your descriptions in a text box gives you the flexibility to resize the box's dimensions and move the text anywhere on your layout for the best impact. Your new catalog saved as a PDF will quickly attach to any email message to your customers.

Page Format

Click the "Page Layout" tab on the command ribbon, and then click the "Orientation" arrow button in the Page Setup group to open the drop-down list. Select "Portrait" for a vertical layout or "Landscape" for a horizontal layout.

Click the "Insert" tab, click the "Header" or "Footer" arrow button in the Header & Footer group to open the gallery of styles and then select a style. Enter your text, such as your company name and website address. The Header & Footer Tools ribbon will display with the Design tab. Click the header or footer area to activate the Design tab commands. Add a tick to the check box for "Different First Page" in the Options group to start the header or footer on page 2. Double-click the document to close the header or footer and to access the main command ribbon.

Click the "Insert" tab, click the "Page Number" arrow button in the Header & Footer group to open the drop-down list, point over a preferred area for your pagination and then select the style. For example, point over "Bottom of Page" and then select "Page X, Accent Bar 1." Click "Close Header and Footer" in the Close group on the Design tab to return to the document.

Text and Images

Click the "Insert" tab, click the "Text Box" arrow button in the Text group and then select "Draw Text Box" to insert a movable frame on your document. Click inside this text box and enter your title. Click the "Home" tab and select an editing tool, such as the font options for size in the Font group, to update your title’s appearance. Click the text box border to change the cursor to four arrows, and then drag to move your text box on your layout.

Click the "Insert" tab followed by "Pictures" in the Illustrations group to open your photo gallery. Click the image file, and then click "Insert" to display your photo on your document. Click the photo to convert the cursor to four arrows and drag the photo to the preferred area. Click the frame’s sizing handles, and then click and drag a handle to resize the dimensions to fit your layout.

Click the "Insert" tab, click the "Text Box" arrow button in the Text group and select the preferred style, such as "Facet Sidebar Right" or "Draw Text Box," to frame your text. Enter your text and apply the edit commands on the Home tab to make the text more legible. For example, enter your product code and price with a font size 12 selected from the Font group.

Click in the document, click the "Insert" tab and then click "Blank Page" or "Page Break" in the Pages group to add more pages to your catalog. The header or footer will display. Continue inserting text and images.

Press "Ctrl-S" often to save your work frequently as a Word document.


To remove the border around the text box, click inside the text box to bring up the Format tab on the Drawing Tools ribbon. Click the "Format" tab, click the "Shape Outline" arrow button in the Shape Styles group and then select "No Outline."

Resize your image files to a smaller size that still retains a high image quality before you insert it in your Word catalog. A smaller image file will take up less storage space.

Click an image to display the Picture Tools ribbon and the Format tab commands. For example, click the "Format" tab, click "Compress Pictures" in the Adjust group and then select the target output.

Save this Word document as a PDF when you finish entering every detail. Click the "File" tab, click "Export" in the sidebar, click "Create PDF.XPS" and then click "Create PDF/XPS." Select the file location, and then click "Publish." You also retain the original Word document.


Information in this article applies to Microsoft Office Word 2013 Home & Business. It may vary slightly or significantly with other versions or products.