Microsoft Publisher is retiring, here’s what churches need to know

For many churches, Microsoft publisher has been a trusted tool for creating service sheets, newsletters, parish magazines and much more. With Microsoft announcing the retirement of Publisher in October, now is a good time to review how your church creates and shares its printed and digital materials. 

After October 2026 Publisher will be removed from the Office 365 suite, and Publisher (.pub) files will no longer be supported. If your church relies on Publisher, we recommend starting to plan as soon as you can, to minimise any disruption later. 

Before Publisher is retired, it’s worth reviewing your existing files. You can use the “Save as” feature, to save documents as Word or PowerPoint files, or even PDF documents. Microsoft has published guidance on exporting and preserving documents: Microsoft Publisher will no longer be supported after October 2026 | Microsoft Support  

The good news is that there are several alternatives available ranging from familiar Microsoft applications to dedicated design tools. The best option will depend on the type of materials your church produces and who creates them.  

Start with your needs, not the software: 

Many churches still use publisher for: 

• Pew sheets 

• Newsletters 

• Posters 

• Order of services 

• Parish magazines 

• Noticeboards 

Every church uses Publisher slightly differently. Some rely on it for weekly service materials, whilst others use it for magazines or fundraising campaigns. Rather than looking for a direct replacement, it can be helpful to start considering what you need the software to do.  

Key questions to consider: 

• Do you mostly design printed materials or digital content? 

• Is one person responsible for communications, or does a team contribute? 

• How confident are your volunteers with technology? 

• Do you already use Microsoft 365? 

• Do you need professional-quality print layouts? 

The answer may lead you to a different solution than you initially expected. 

Staying within the Microsoft 365 suite:

Whilst Microsoft is not offering a direct replacement for Publisher, there are several applications that can meet many of the same needs. If your church already uses Microsoft 365, these options may provide the easiest transition.  

Microsoft Word  

When people think about design software, Word isn't usually the first tool that comes to mind. Yet for many churches, it may be one of the most practical Publisher replacements available. 

Most volunteers already know how to use it, and many churches have access to Word through Microsoft 365. Recent improvements to templates, images and layout tools mean that Word can handle many of the tasks churches previously used Publisher for. 

Pros 

• Familiar to most users 

• Included with many Microsoft 365 licences 

• Easy to print and share 

• Strong document editing capabilities 

• Suitable for regular church publications 

Cons 

• Less flexible than dedicated design tools 

• Can be frustrating for highly visual layouts 

• Limited branding features compared with Canva 

For churches producing mainly text-based documents, Word may provide everything you need without introducing another platform. 

Microsoft PowerPoint: 

Many churches use PowerPoint every week for presentations but may not consider it as a design tool. 

It’s flexible layout features make it surprisingly effective for creating posters, flyers, invitations, and promotional materials. Because content can be positioned freely on the page, some users find it easier to work with than Word when creating visual communications.  

Pros 

• Familiar interface 

• Included with Microsoft 365 

• Flexible page layouts 

• Good for posters and promotional materials 

• Easy to export as PDF for printing 

Cons 

• Not designed for longer publications 

• Version control can become challenging when multiple people edit files 

If you're comfortable creating presentation slides, you may find PowerPoint an easier transition than expected. 

Adobe Express can be used to create professional-looking content quickly, without needing advanced graphic design skills. It combines easy-to-use templates with Adobe's design expertise, making it ideal for churches that produce posters, flyers, newsletters, and social media content on a regular basis. 

Pros 

• Free version available 

• Easy to learn with a straightforward drag-and-drop interface 

• Large collection of professionally designed templates 

• Works in a web browser and across mobile devices 

• Integrates well with other Adobe products and Microsoft 365 files 

• Excellent for flyers, posters, social media graphics, and event promotions 

• Includes AI-powered tools to help create and edit content quickly 

Cons 

• Some advanced features require a paid subscription 

• Less suitable for complex desktop publishing projects 

• Long multi-page documents can be harder to manage 

• Fewer layout control options than professional publishing software 

• May require an Adobe account for full functionality 

If your church regularly creates promotional materials and wants an easy-to-use tool that produces polished, professional results, Adobe Express is an excellent place to start. 

Preparing for the transition: 

Although Publisher will remain available until October 2026, starting early will make the transition much smoother. 

A few simple steps to help your church prepare: 

• Identify important Publisher files that you regularly update 

• Save archive copies as PDFs 

• Review which documents still need future editing 

• Choose a replacement platform and create templates 

• Give volunteers time to become familiar with the new software 

• Document your church's branding and layout standards 

No single tool will be the right fit for every church. For some, Word or PowerPoint will provide everything that's needed. Others may benefit from platforms such as Canva, Adobe Express or Affinity Publisher. The most important thing is to understand which documents your church relies on and choose a solution that supports the people creating them.