Quick answer: for the .pub files you already have, use Free Pub Editor: free, no accounts, and files stay on your computer. For new designs, schools can use Canva for Education (free for K-12 teachers and students), registered charities can apply for Canva Nonprofits, and anyone can use Affinity, which is free for individuals.
What do schools, churches and clubs actually need?
Most community organisations didn't use Publisher for glossy design. They used it to produce the same few documents, over and over, often by different people:
- A weekly or termly newsletter or bulletin
- Certificates, awards and name badges
- Flyers and posters for events, fundraisers and services
- Programmes, orders of service and calendars
So the best replacement is usually the one that keeps existing templates usable, is easy for a new volunteer to pick up, and doesn't put personal details on someone else's server.
Which tool suits which organisation?
| Organisation | For existing .pub files | For new designs | Watch out for |
|---|---|---|---|
| Primary and secondary schools | Free Pub Editor | Canva for Education (free for K-12 educators and students) | Student names and photos on upload sites |
| Churches and faith groups | Free Pub Editor | Canva Nonprofits, if registered as a charity; Affinity | Volunteer turnover; keep templates in a shared folder |
| Sports and hobby clubs | Free Pub Editor | Canva free plan; Affinity | Canva Nonprofits excludes most member-benefit clubs |
| Community groups and charities | Free Pub Editor | Canva Nonprofits; Affinity | Eligibility checks take time |
| Small offices already on Microsoft 365 | Free Pub Editor | Word and PowerPoint | Multi-column layouts are harder in Word |
What are the options, honestly?
Free Pub Editor
Opens .pub files from Publisher 2002 onwards with their layout and keeps them editable, in Chrome, Edge, Safari or Firefox on Windows, Mac, ChromeOS and Linux. Files are read on your device and never uploaded. It feels familiar to Publisher users, with rulers in millimetres, margin guides and a red marker when text overflows. Five templates (flyer, two-page newsletter, A3 poster, certificate, business card) cover new work. Free, no sign-up, no watermark.
Limits: no team collaboration or stock-photo library, no batch conversion yet, and Publisher 2000 files open as text only.
Canva for Education and Canva Nonprofits
Canva says Canva Education "will remain 100% free" for K-12 educators, their students, and qualified schools (Canva). Canva Nonprofits gives free Canva Pro to eligible registered charities for "one team of up to 50 users" (Canva). Its eligibility guidelines exclude, among others, membership organisations that mainly serve their own members, which can rule out sports clubs.
Limits: Canva can't open .pub files (here's the workaround), everyone needs an account, and files are stored on Canva's servers.
Affinity
A professional desktop layout app for Windows and Mac, now owned by Canva, and "free for individuals (seriously)" (Affinity). Canva also makes it free for verified Canva for Education and Nonprofits accounts. Excellent for print.
Limits: a steeper learning curve than Publisher, a desktop install, and no .pub import.
Word and PowerPoint
Microsoft's suggested replacement (Microsoft Support). Fine for single-page flyers if you already have Microsoft 365.
Limits: neither opens .pub files, and newsletters with many boxes are awkward in Word.
LibreOffice Draw and Scribus
Both free and both can import .pub files using the libmspub library. Useful as a second opinion on an awkward file. Limits: desktop installs, and neither saves back to .pub.
How do we move our old files over?
- Gather every .pub file into one shared folder. Search for .pub on office computers and OneDrive.
- Sort them into "templates we reuse" and "archive".
- Open each template in Free Pub Editor, check it, and click Save for an editable copy.
- Export a PDF of anything in the archive pile (how to).
- Write a one-page note for the next volunteer: where the templates are and which link to open.
Before choosing any online tool for documents with children's names or members' details, read is it safe to open .pub files online? For a general comparison, see Publisher alternatives.