How to convert existing Publisher documents to editable documents.

Question

How to convert existing Publisher documents to editable documents.

Lorraine GRAY 20

I have created my entire GCSE and A Level resources using Publisher - at least 15 years worth. In October Publisher is being removed from Microsoft 365. I need to convert all my booklets from Publisher to software which will provide me with an editable version so I can regularly update them. Converting to Word is not an option as it removes pics and doesn't even know to change a portrait page to landscape when I 'save as' Word (and there is no option to 'save as' PowerPoint). Anyone got a work around... I'm not old enough to retire. All I can think of is to save them all as PDFs and buy a PDF editor package.

0 comments

Answer accepted by question author

Liora D 18,915 Microsoft External Staff Moderator

Dear @Lorraine GRAY,

Thank you for sharing this update, I’m really glad to hear you were able to find a workable solution within the limits of your school’s managed IT environment. Opening your Publisher files as PDFs in Adobe Acrobat Pro to create an editable version is a very sensible approach, and it’s encouraging to know that this method lets you continue updating your existing resources while planning your longer‑term transition.

I also want to reassure you once more that because Publisher is already installed on your school devices, it won’t suddenly disappear in October. You’ll still be able to open and edit your .pub files as usual, which means you can make changes at your own pace rather than rushing to convert everything at once. Many educators in similar managed environments are taking exactly the same gradual approach.

If your IT team can confirm that Publisher will remain part of your school’s managed Office deployment, that will give you even more stability moving forward. And your discovery with Acrobat Pro is an excellent bridge solution during this period.

Please feel free to return to the thread anytime if you run into new questions or if your IT team provides information you’d like help interpreting. I’m really glad the discussion has been helpful for you, and I truly appreciate the thoughtful way you’ve approached such a big transition.

Warm regards,

MMC Secretary 0 Reputation points

2026-08-25T13:29:37.8+00:00

You say "You’ll still be able to open and edit your .pub files as usual"

Microsoft support website says "What happens to my existing Publisher files after the end of support? If you have a Microsoft 365 subscription, you will no longer be able to open or edit your Publisher files using Microsoft Publisher. It is recommended to convert your existing files to PDF or Word format before this date. If you have the Perpetual version of Publisher, you will still be able to access and edit your files."

Yes, my business uses Microsoft 365.

A business that sells perpetual Publisher says "Dear Margaret, No, it is not possible to use them [Microsoft 365 and Microsoft Publisher 2021] separately on the same computer.

Even if you try to open them at different times, there will be direct interference. Both products share the same underlying system files and background services. Attempting to run both will cause the installation to fail or result in constant licensing and activation errors for both programs."

So... can I get the perpetual version? or will Microsoft 365 render it unusable?

4 additional answers

Your answer

MMC Secretary 0 Reputation points

2026-08-25T13:29:37.8+00:00

You say "You’ll still be able to open and edit your .pub files as usual"

Microsoft support website says "What happens to my existing Publisher files after the end of support? If you have a Microsoft 365 subscription, you will no longer be able to open or edit your Publisher files using Microsoft Publisher. It is recommended to convert your existing files to PDF or Word format before this date. If you have the Perpetual version of Publisher, you will still be able to access and edit your files."

Yes, my business uses Microsoft 365.

A business that sells perpetual Publisher says "Dear Margaret, No, it is not possible to use them [Microsoft 365 and Microsoft Publisher 2021] separately on the same computer.

Even if you try to open them at different times, there will be direct interference. Both products share the same underlying system files and background services. Attempting to run both will cause the installation to fail or result in constant licensing and activation errors for both programs."

So... can I get the perpetual version? or will Microsoft 365 render it unusable?

Answer 1

To convert your existing Publisher documents into editable formats, you have a few options:

Use LibreOffice: This is a free, open-source office suite that can read and create Microsoft Office files, including Publisher documents. You can open your Publisher files in LibreOffice and then save them in a more editable format, such as .odt or .docx.
PDF Editor: As you mentioned, saving your documents as PDFs and using a PDF editor can be a viable option. This allows you to make changes directly to the PDF files. However, keep in mind that editing PDFs can sometimes be cumbersome compared to working with native document formats.
Online Conversion Tools: There are various online tools that can convert Publisher files to other formats. However, the quality of the conversion may vary, and you might need to check the output to ensure that all elements are preserved correctly.
Manual Recreation: If the above options do not meet your needs, you might consider manually recreating the documents in a more stable format like Word or Google Docs, especially if you have specific formatting requirements that need to be maintained.

Given the limitations with Word and the removal of Publisher from Microsoft 365, exploring these alternatives will help you maintain your resources in an editable format.

Answer 2

Lorraine GRAY 20

If you convert Publisher files to PDF they can be opened in Adobe Acrobat Pro which produces an editable version of the doc. It's not by any means perfect but it's lightyears better than Word. This at least means you can edit current Publisher files whilst transitioning to new software.

Sarah P 0 Reputation points

2026-03-23T11:56:28.25+00:00

There is a much cheaper programme for editing PDFs than Acrobat: PDF-XChange Editor. I've been using it for years and I strongly recommend it.

Answer 3

Liora D 18,915 Microsoft External Staff Moderator

Dear @Lorraine GRAY,

Welcome to Microsoft Q&A.

Thank you so much for taking the time to explain your situation. I’m truly sorry that you’re facing this after investing more than 15 years into creating GCSE and A‑Level resources in Publisher. While looking into your question, I found that many long‑time educators and designers are in the same position right now. I completely understand how difficult it is when a tool you’ve relied on every day for your work suddenly approaches retirement, it’s upsetting and disruptive, and you’re definitely not alone in this.

During my research, I found several realistic options that may help you maintain your 15 years of GCSE and A‑Level resources without having to rebuild everything from scratch.

Continue using a standalone version of Publisher (most practical short‑term option)

Even after Publisher is removed from Microsoft 365, standalone versions (such as Publisher 2021) will continue to open and edit .pub files. This gives you time to work with your existing documents normally while planning a gradual transition instead of converting everything at once.

You could use Home | LibreOffice - Free and private office suite - Based on OpenOffice - Compatible with Microsoft free, to open edit etc.

Use LibreOffice Draw for editable conversions

LibreOffice Draw can open most Publisher files with better layout preservation than Word. It’s not perfect, but for many users it provides the most workable editable alternative when transitioning away from Publisher.

You can refer to this article: Mastering Publisher Files In Libreoffice: A Comprehensive Guide

Note: Microsoft is providing this information as a convenience to you. The sites are not controlled by Microsoft. Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please make sure that you completely understand the risk before retrieving any suggestions from the above link

Save as PDF (for preservation)

While this won’t solve the editing needs, exporting your booklets as PDF ensures you have a stable, long‑term archive of each resource. It’s a good safety step before Publisher is discontinued.

I hope these suggestions help you move forward more confidently. I know this change can feel overwhelming, especially with so many years of valuable work involved. I’ll continue to watch for any improved or more seamless conversion methods, and if something new becomes available, I’ll be happy to update you.

If you run into any issues while trying the steps, or if something still doesn’t feel quite right, please don’t hesitate to reach out again. I’ll do my best to support you however I can.

Looking forward to hearing back from you with any updates or additional details.

Warm regards,

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Lorraine GRAY 20 Reputation points

2026-01-20T09:54:11.9166667+00:00

Thank you Liora for taking the time to respond. I work in a school in the UK so I am constrained by IT protocols which are set by government. In other words our IT system is managed by an outside company and I can only use the system provided, I can't download software. So I won't be able to download and use Publisher 2021 or Libreoffice. I would imagine most educators are in the same position in that they too do not have autonomy over their IT provision and have to work within a managed system.
Liora D 18,915 Reputation points Microsoft External Staff Moderator

2026-01-20T16:06:30.2466667+00:00
Dear @Lorraine GRAY,

Thank you for explaining a bit more about your situation. Working within a fully managed school IT system can be really restrictive, and I completely understand why that makes this transition feel even more stressful, especially when you’ve built so many years’ worth of valuable resources in Publisher.

There’s one point I’d like to clarify, because it may give you some peace of mind: Publisher will not be automatically removed from your computer if it is already installed.

Microsoft 365 is retiring Publisher from the subscription catalogue, meaning it will no longer be offered or updated, but existing installations will continue to open and edit .pub files. Schools and organizations that already have Publisher deployed will keep access to it on those devices.

This means you can continue working with your 15 years of teaching resources while you plan a long‑term transition, you do not need to convert everything immediately, and you will not suddenly lose the ability to edit your files in October.

Since your school manages the devices and you can’t install additional software yourself, here are a few practical steps that fit within that environment:

Check with your IT provider whether Publisher will remain in the school’s managed Office installation

In most UK schools, Publisher is part of the standard Office deployment image. They may only need to confirm they intend to keep it there.

Ask whether they can centrally deploy Publisher 2021

If they choose to support it, they can push the standalone version through their normal management tools, no installation required on your side.

Move your files gradually, not all at once

Because you’ll still have access to Publisher on your school device, you can update existing booklets as needed and slowly rebuild templates in whichever app your school supports long‑term.

Saving PDFs is still a good safety step. As I mentioned in my previous answer, even if they’re not suitable for editing, it ensures you have clean archives of your work.

You’ve clearly put years of time, effort, and creativity into these materials, and it’s completely understandable to feel worried about losing access to them. Thank you for raising this issue, if the information shared earlier helped resolve your issue, feel free to click "Accept Answer". Doing so will pin the thread to the top, making it easier for others to discover your question and see the pioneering effort you have made in raising this issue. It also helps users searching with related keywords find the discussion more quickly and benefit from the insights shared.

Warm regards,

Liora
Lorraine GRAY 20 Reputation points

2026-01-21T12:18:42.6+00:00

Thank you so much Liora, I really appreciate your efforts to help me. I will indeed ask those questions of our IT team.

Also, I have figured out that by converting my Publisher files to PDF I can open them in Adobe Acrobat Pro which produces an editable version of the doc. It's not by any means perfect but it at least means I can edit current Publisher files whilst I transition to new software.

Many thanks, Lorraine

Answer 4

WordWizzard 1,215

See my response to:

https://learn.microsoft.com/en-us/answers/questions/5722174/what-software-is-comparable-to-publisher-for-text

Lorraine GRAY 20 Reputation points

2026-01-20T09:56:25.31+00:00

Thank you WordWizzard for trying to help. I have responded to the previous comment which also, unfortunately, applies to your suggestion.