If you use Microsoft Publisher to create flyers, newsletters, brochures, posters, or other publications for UW work, it’s time to start planning for a transition.
Microsoft has announced that Microsoft Publisher will reach end of support on October 1, 2026. While Publisher will continue to function normally until that time, Microsoft recommends that organizations begin identifying and converting Publisher files now to avoid future access and editing challenges.
What’s Changing?
Beginning October 1, 2026:
- Publisher will no longer be included with Microsoft 365.
- Microsoft 365 subscribers will no longer be able to open or edit .pub files using Publisher.
If you currently rely on Publisher, you can continue using it until October 1. However, because access to Publisher files will become more difficult after support ends, Microsoft recommends converting important files before then.
Who Is Affected?
This change primarily affects UW community members who:
- Create publications in Publisher
- Edit existing .pub files
- Maintain departmental archives of Publisher documents
- Store Publisher files in OneDrive, SharePoint, or local file storage
Even if Publisher is no longer used actively in your department, archived files may require attention to ensure they remain accessible in the future.
What Should You Do Now?
Start by locating Publisher files across your devices and storage locations.
Search for files with the .pub extension in:
- Your computer
- OneDrive
- SharePoint sites
- Shared departmental storage
As you review files, categorize them as:
- Active: Still used or regularly updated
- Archived: Kept for reference or records retention
- No Longer Needed: Can be deleted according to your department’s records management practices
- For long-term access and sharing, convert important Publisher documents to PDF.
- To create a PDF: File → Save As → PDF
- PDFs are widely supported and will remain accessible after Publisher is retired.
- When creating or reviewing PDFs, remember that accessibility remains important. Consult Accessible Technology Services guidance on Making Documents Accessible to help ensure documents can be used by all members of the UW community.
If a publication will need updates after October 1, Microsoft recommends:
1. Converting the Publisher file to PDF
2. Opening the PDF in Microsoft Word for editing
Keep in mind that complex layouts, graphics, and formatting may not convert perfectly and may require manual adjustments.
Depending on the type of content, some documents may be easier to rebuild in Word, PowerPoint, or another publishing tool.
As Publisher approaches retirement, departments should begin creating new publications in supported tools.
Many common Publisher use cases can be handled with:
- Microsoft Word
- Microsoft PowerPoint
- Canva
Selecting a replacement tool now can help reduce future migration work and ensure new publications remain easy to edit and maintain.
Managing Large Publisher Archives
Departments with substantial collections of Publisher files should begin planning in advance of October 2026. Microsoft has published migration guidance, including a sample PowerShell script that can help automate bulk conversions of Publisher files to PDF. This may be useful for teams managing large archives stored in shared locations.
Recommended Next Steps
To prepare for Publisher’s retirement:
- Inventory Publisher files stored locally and in OneDrive or SharePoint.
- Convert critical documents to PDF for long-term access.
- Use Word, PowerPoint, or Canva for new publications whenever possible.
- Work with your local IT support team to evaluate migration options and bulk conversion strategies.
Need Help?
If you need assistance identifying Publisher files, planning conversions, or selecting replacement tools, contact your local IT support team.
The best time to begin preparing is now. Taking inventory of Publisher files and converting important documents ahead of the October 2026 deadline will help ensure continued access to UW publications and reduce last-minute migration efforts.
FAQs
Yes—Publisher should continue to work normally until October 1, 2026.
Microsoft 365 subscribers won’t be able to open or edit .pub files in Publisher after that date.
Convert them to PDF for viewing and plan to move editable versions into Word or PowerPoint where possible.