The ultimate guide to school yearbooks 2024

Are you feeling overwhelmed by the idea of creating a school yearbook? Don't worry, you're not alone! This yearbook guide will cover everything you need to know about making a school yearbook in Australia. Whether you're new to this or a seasoned pro, we're here to make the process easy and enjoyable.

Creating a school yearbook is a significant project that captures the heart and spirit of the school year. It requires careful planning, creative design, and seamless coordination. Whether starting from scratch or looking to refine your process, this guide will walk you through every step.

From gathering content and managing contributors to designing layouts and ensuring top-quality printing, this guide has you covered.

In this guide, you’ll learn:

What is a school yearbook?

A school yearbook captures the year’s heart, filled with memories, faces, events, and stories. Think of it as a memory box in book form. They can also be called school annuals, school magazines, or class books. In Australia, they are most commonly called yearbooks.

When students or teachers flip through its pages years later, it transports them back to those moments. Sports days, class photos, plays, and everyday scenes in the corridors and classrooms come to life.

In Australia, yearbooks hold a special place in school culture. They’ve evolved from simple photo albums to elaborate publications. They don’t just highlight the who’s who but also the year’s why and how. They reflect the unique spirit of Australian schools – a mix of learning, friendship, and a fair go.

These books are about being inclusive. They showcase every student and every aspect of school life. Academic achievements, sports victories, and creative arts all find a place on their pages. Every piece adds to the story of that year.

A school yearbook is more than a keepsake. It is a chapter of the school’s history. It tells future students what being part of that year’s school was like. It is a way for everyone to remember and celebrate their shared experiences.

When creating a yearbook, you capture a slice of life, a piece of history that students, teachers and families will treasure for years.

Planning and organising your school yearbook

3 happy students working together on their school yearbook

Creating a yearbook is a significant project that requires careful planning and organisation. It is essential to start early and stay organised to ensure everything comes together smoothly.

This section will guide you through important steps. These steps include creating a timeline, making a budget, and understanding everyone’s roles and duties.

Whether you manage the yearbook process internally or outsource parts, these tips will help you stay on track.

When to start planning your yearbook

Creating a yearbook is a big project. Gathering all the photos, stories, and memories that make up the year takes time. Starting the yearbook as early as possible allows you to plan, create, and fine-tune your yearbook without the last-minute rush.

Set a timeline and try to stick to it

A clear timeline is your roadmap. It allows you to track your progress and identify the next steps. Consider the big events during the year, like sports days or concerts, and ensure you have time to include them. Also, consider your final deadline.

Not all schools publish their yearbooks at the same time. Some distribute them at the end of term 4, and others distribute them the following year.

Prepare a budget

Let’s talk money. Budgeting is crucial because it determines what you can do with your yearbook. It’s a balancing act between making something unique and keeping it affordable.

Get quotes early and budget around them. Many others will print their yearbooks around the same time; some printers may reach capacity, so booking in advance is essential. Early booking ensures your spot and often helps you secure a better price.

These are specialised publications. They aren’t like standard books; you must produce them using special materials to ensure a long lifespan. Working with a company like Emroy specialising in school yearbook printing is essential.

If you use a different company, ask for samples and read their reviews. Nothing is more disappointing than pages falling out after only a few weeks—all because you chose a supplier that used the wrong materials!

Fundraising tips for your school yearbook

Discover creative and effective ways to raise funds for your school’s yearbook with this helpful guide.

Roles and responsibilities of the yearbook committee

Creating a school yearbook is a big project. Some schools manage the entire process, while others outsource some or all parts. Forming a yearbook committee is essential for those who manage internally.

Editor-in-chief: This is the boss of the yearbook. They oversee everything and ensure the project stays on track.
Designers: These creative whizzes make the yearbook look fantastic. They work on the yearbook layout, the cover, and all the visual elements.
Writers: Every yearbook needs words, and that’s where the writers come in. They’re responsible for the captions, articles, and any other text.
Photographers: These people capture all those critical moments throughout the year.
Sales and marketing team: Some schools will cover the yearbook cost, and others will ask that students pay for them. If the latter, these are the ones who ensure everyone knows about the yearbook and how to get one.

Organise your yearbook committee with ease

This beginner’s guide will help you form a yearbook committee, assign roles, and manage tasks effectively.

Remember to delegate and share tasks

With such a big project, it’s important to delegate tasks effectively. Assign specific tasks to team members based on their strengths. Regular check-ins ensure everyone is on track and help to tackle any issues early. Delegation makes the workload manageable and ensures that everyone feels involved and valued.

What to include in your school yearbook

Students planning each section of the yearbook with post it notes

Every school yearbook is unique, but the structure below will help capture the essence of the year. Following a logical and structured flow is essential to making your yearbook easy and enjoyable.

A page ladder is like a blueprint for your entire yearbook. It shows the order of each section, the number of pages, and the imagery and text required.

Free page ladder and content template

This page ladder and content planner has everything you need to start, including four pre-made templates.

School administrators and faculty/staff

This section acknowledges the leaders and staff members who shape the school’s environment. It typically includes the principal’s message, photos of the leadership, and snapshots of the teachers and staff. This section sets the tone and recognises those who guide and inspire the students.

Awards and achievements

Highlighting awards and achievements is a great way to celebrate students’ hard work and success. This section can feature academic stars, sporting heroes, and other achievers showcasing the year’s high points.


This section provides an overview of the academic year. It may include descriptions of key subjects, special projects, and any newly introduced teaching methods over the year.

Sports, clubs and team activities

This section highlights the various clubs and sports teams. Whether it’s the chess club, the football team, or the drama group, it’s about giving every group its moment in the spotlight.

School events

These pages, from sports carnivals to plays, are all about the events that define the year. It’s a colourful and vibrant section that captures the dynamism of school life.

Student portraits

The heart of any yearbook is its student portraits. This section is dedicated to the students, class by class. It’s more than just photos; it’s about capturing the essence of each student at this point in their journey.

Graduating classes

This section is significant for those saying farewell to the school. It’s a tribute to the graduating students, often accompanied by future aspirations or memorable quotes.

Autograph pages

These are blank pages for friends to scribble messages and sign off in style. It’s a fun way for students to connect and bond.

Dedication ads

Sometimes, families or teachers place small ads in the yearbook to congratulate students on their achievements or offer encouragement. These ads create a personal touch and make the yearbook even more special. Some schools sell these placements to raise money for their yearbook.

How to collect content and manage deadlines

Collecting content for your yearbook is like herding cats, juggling plates, and running a marathon simultaneously. It’s often one of the process’s most challenging and time-consuming parts.

Gathering stories, photos, and memories from various sources and merging them into one central location is no small feat. Plus, the quality of contributions can vary greatly, and contributors usually have many questions. But don’t worry; we have some tips to make this task less daunting and more manageable.

Here’s how to get everything in order and keep your sanity intact!

Where to source content

Identify key events, achievements, and moments you want to capture. Encouraging contributions from across the community—students, teachers, and parents- can be valuable content sources. The more diverse the input, the richer the yearbook will be.

Copyediting and proofing

Once you have your content, it’s time for some polishing. Copyediting and proofing are essential to ensure your yearbook is error-free and maintains a consistent tone. It’s not just about checking for typos; it’s about using language that reflects your school’s spirit and message. Ensure you review the content before the design begins.

Ensure your yearbook is consistent

Consistency is vital in yearbook design. This consistency means maintaining a uniform style throughout the book—from fonts and colours to the writing style. Consistency helps make the yearbook look professional and cohesive.

How to manage yearbook contributions

Gathering content from various sources can be like herding cats. Set clear guidelines for submissions, including formats and deadlines. Appoint a team member to oversee contributions, ensuring everything comes in on time and meets the required standards.

Handling deadlines

Deadlines are crucial in the yearbook creation process. Set a realistic timeline and communicate it clearly to everyone involved. Regular check-ins and updates can keep everyone on track.

Final checks

Before sending your yearbook off to print, do a final check. Ensure that all contributions are correct, the design matches your theme, and there are no last-minute errors. This final check is your safety net to catch any issues before the yearbook goes into production.

Bring in external support if necessary

Only some schools have the resources for tasks as complex as content collection or yearbook editing. Specialist yearbook companies like Emroy often have dedicated systems and trained staff to manage the entire process for you.

Yearbook photography and imagery guide

Female student taking pictures of a school event

Capturing the essence of the school year through photos is crucial for a great yearbook. After all, a picture is worth a thousand words; you want those words to reflect your school’s vibrant and dynamic spirit. From significant events to everyday moments, the right photos can make your yearbook truly special.

Capture a variety of moments

Aim to get a mix of the events, classroom scenes, and spontaneous moments in the schoolyard. These candid shots often become the most cherished memories. A diverse collection of photos makes the yearbook engaging and comprehensive and captures the real side of student life.

The quality of your photos matters

While using every photo you can find is tempting, focus on quality. Clear, well-composed photos make your yearbook look professional and are more enjoyable to look back on. Invest in good cameras and have a skilled photographer on your team.

If photographers will be using their phones, make sure you remind them to have the “highest quality” setting enabled.

Don’t save photos from social media

Often, photos posted on social media sites like Facebook and Instagram have their quality automatically reduced. This quality isn’t as noticeable on small screens like phones but is very obvious when printed. Additionally, the person who posted the photo might only want it seen by friends and family, and they wouldn’t want it published. It’s best not to save pictures from social media sites.

Get everyone involved

Encourage students and staff to contribute their photos. Their contributions ease the burden on the yearbook team and ensure a wide range of perspectives. You can set up a submission system where everyone can upload their best shots.

Don’t forget the candid shots

While posed group photos are essential, candid shots can capture the true essence of school life. These unposed, natural photos often hold the most authentic memories. Keep your camera ready during everyday activities to catch these moments.

Ensure you have permission

Always ensure you have the necessary permissions for the photos you want to include. These permissions are essential when it comes to pictures of students. Ensure you have consent from parents or guardians to avoid any privacy issues. Most schools have a record of students who can’t have their photos used, so check with your administrative team.

Yearbook design, a step-by-step guide

Graphic designer working on the yearbook design

Designing a yearbook is different from creating other printed materials. It requires careful attention to detail and expertise to ensure everything is set up correctly for yearbook printing.

There’s much to consider, from choosing the right software to understanding technical terms like margins, bleed, and gutter. If you don’t have a skilled designer on your team, it’s worth working with a professional yearbook designer from Emroy.

Let’s break down the steps to help you create a stunning and well-structured yearbook that captures the spirit of your school year.

What software to use when designing school yearbooks

Choosing the right software is the first step. The industry standard is Adobe Indesign, but that software is expensive and may be out of budget.

You can use cheaper alternatives like Affinity Publisher, Scribus, or Canva. These tools are specifically tailored for publication design, making managing complex layouts easier and ensuring everything is print-ready.

Good software has useful features like master pages and automatic page numbering to make designing easier.

How to choose a theme for your yearbook

Your yearbook’s theme sets the tone for the entire book. It could be anything from a classic look to something more modern or quirky. The theme should reflect your school’s character and the year’s spirit. Once chosen, stick to this theme consistently throughout the book.

The importance of your yearbook concept

Before working on the full draft, start with a clear concept that aligns with your theme. This concept includes deciding the style, colour scheme, fonts, and design elements. A strong concept helps maintain a cohesive look and feel, making your yearbook visually appealing and engaging.

Use the correct layout and structure

Plan the layout and structure of your yearbook carefully. Use a page ladder to map each section and which page goes where. This visual plan helps you keep track of the content and ensures a logical flow. Pay attention to margins, bleeds, and gutters to avoid any issues during printing.

Ensure the yearbook design feels tailored

Each page should feel like a part of your school’s unique story. Include student quotes, showcase art or creative writing, and dedicate pages to significant events. Personal touches make the yearbook special and memorable.

Tips for designing the cover

The cover is the first thing people see, so make it count. It should grab attention and give a hint of what’s inside. Use your brand colours, mascot, or anything else that screams ‘This is us.’

A well-designed cover sets the expectation for the rest of the yearbook. Ensure the cover includes the words ‘yearbook’ (or similar) and the year of publication. EG: 2024 Yearbook.

Final checks and proofs

Before sending your yearbook to print, do a thorough check. Review all pages for errors and the placement of text and photos, and ensure the design is consistent with your theme. Get proofs made to catch any last-minute issues and ensure everything looks perfect.

Tip: Create the table of contents last! Yearbooks often grow and evolve as they are designed. To avoid repeatedly redoing the table of contents, create it last.

Finalising your yearbook

Finally, prepare your yearbook for print or digital distribution. If printing, ensure the file is in the correct format. All elements like margins, bleed, and gutter must be set up correctly. If going digital, optimise the file for online viewing.

Printing and distribution of your school yearbook

Batch of printed school yearbooks

You’ve designed a fantastic yearbook; now it’s time to bring it to life with printing and distribution. These final steps are crucial to ensure your yearbook looks great and gets into the hands of students and staff without a hitch.

Ensure adequate time for printing

Printing a yearbook is a significant task that requires adequate time. Plan to avoid the rush and potential delays. Work with your printer to establish a clear timeline and stick to it. Booking early in the year ensures ample time for revisions and adjustments.

Choosing the right materials

The materials you choose for your yearbook make a big difference. Opt for a durable, high-quality paper stock that will stand the test of time.

Glossy pages make photos pop, while matte finishes give a classy look and make text easier to read. Discuss options with your printer to find the best-finished product for your yearbook’s style and budget.

Ensuring top print quality

Quality is crucial. A well-printed yearbook should have vibrant colours and crisp text. Work with a company specialising in yearbook printing (like Emroy) that understands the importance of getting every detail right. They can guide you through your options and make expert recommendations to ensure your yearbook is something everyone will be proud to hold onto.

Ensure your yearbook is produced in Australia

Producing your yearbook in Australia has several benefits. Companies like Emroy, which specialises in creating yearbooks in Australia, can provide competitive prices comparable to offshore options.

Producing a high volume of yearbooks allows Emroy to lower its costs and offer more competitive pricing. As a result, schools can benefit from affordable prices without sacrificing quality.

Local printers understand the unique needs of Australian schools and can offer more tailored services. Additionally, local production can reduce shipping times and costs, ensuring you get your yearbooks on time. By supporting Australian businesses, you’re also contributing to the local economy.

Distributing your yearbook

Once your books are ready, it’s time to distribute them to students and staff. Plan your distribution method carefully. Will you hand them out on a specific day or have them available for collection?

If family and friends can purchase extra copies, consider how you’ll manage these orders. A yearbook brings the community together with messages from staff, daily snapshots, and highlights of key events.

Digital or printed yearbook?

Find out whether a digital or print yearbook is best for your school by comparing the benefits of each option.

How to use your yearbook for school marketing

Beyond the school gates, yearbooks can be a valuable marketing asset. When prospective students and parents browse through a yearbook, they get a real sense of what being a part of the school is like. It talks about the school’s values, classes, activities, and the positive atmosphere it creates for students to succeed. In this way, a well-produced yearbook can significantly contribute to a school’s reputation and appeal.

Use your yearbook to showcase achievements

Yearbooks highlight the achievements of students and staff throughout the year. Academic successes, sports victories, and artistic accomplishments all feature prominently. Highlighting your school’s excellence in the yearbook can attract new students and parents.

Engage with the school community

They are a fantastic way to engage students and their families. Parents love seeing their children’s accomplishments and activities captured in print. They’re a conversation starter and a tangible way to connect families with the school’s life.

Highlighting culture to prospective parents

A yearbook reflects your school’s unique culture and values. By showcasing events, traditions, and everyday life, you give a real sense of what being part of the community is like. This showcase can attract students and families by showing them your school’s friendly and lively atmosphere.

Enhancing school spirit

Yearbooks foster a sense of pride and belonging among students and staff. Celebrating the year’s highlights and individual achievements boosts spirit and morale. A close-knit community and school pride make your school an excellent place for students to learn and thrive.

Sample of a professionally designed yearbook

Tips when working with external partners

Partnering with an external company for your yearbook can significantly enhance the final product. However, choosing the right partner and effectively managing the collaboration is crucial. These tips will help you find the right provider and ensure your yearbook is excellent. Here’s how to get the most out of working with external partners.

Read reviews

Before committing to a provider, take the time to read reviews from other clients. Reviews can offer insights into the company’s reliability, quality of work, and customer service. Positive feedback from different schools can give you confidence in your choice.

Research and select wisely

Choose a provider with a strong track record in yearbook production. Look for reviews, ask for samples, and check their portfolio to ensure they have experience and a good reputation.

Many companies say they can produce yearbooks because they think they are similar to other publications. The truth is these are unique projects that require several specialised skills. A company like Emroy, with extensive experience creating yearbooks, can offer you expertise.

Communicate clearly

Clear communication is vital to a successful partnership. Ensure you convey your vision, expectations, and any specific requirements. Regular updates and open lines of communication help ensure everyone is on the same page.

Understand their process

Every provider has a different process for creating yearbooks. Understand the steps involved, from initial design to final printing. Knowing the timeline and expectations of each stage can help you plan and manage your tasks more effectively.

Discuss budget and costs

Be upfront about your budget and discuss costs early on. Ensure there are no hidden fees and that you understand the service inclusions. This discussion will help avoid surprises and ensure you get the best value for your money.

Review samples and proofs

Request samples and proofs throughout the process. These proofs allow you to check the quality of the work and make any necessary adjustments before the final print. You don’t want to print your yearbook, then realise there are errors!

Ensure your yearbook is unique

A good yearbook reflects the unique character of your school. Work with a provider who will tailor the yearbook to your needs. Personal touches and distinctive elements can make your yearbook stand out. Make sure your yearbook designer isn’t just using a template.

Confirm deadlines

Your deadlines are more likely to be met if they are realistic. Timely delivery is crucial, especially if you have events planned around the yearbook’s distribution. A reliable provider will help you stay on track and meet your deadlines.

Leverage their expertise

Take advantage of your provider’s expertise. Experienced companies like Emroy can offer valuable advice on design, content management, and printing options. Their insights can help elevate the quality of your yearbook.


Creating a school yearbook is a significant project that captures the heart and spirit of the year. Each step requires careful attention and collaboration, from planning and organising to collecting content and designing. Start early, set clear timelines, and prepare a budget to ensure a smooth process. Utilise a page ladder for a structured flow and maintain consistency in design.

Engage the community by sourcing diverse content and focusing on high-quality photography that reflects school life’s essence. When designing, choose the right software to create a cohesive theme to make the yearbook special. Ensure that you do final checks and proofs before printing.

Choose suitable materials and only work with trusted providers to ensure top quality. Local production in Australia can offer more flexibility and better quality. Use your yearbook to promote the school by showcasing achievements, engaging the community, and highlighting school culture.

When working with external partners, research and select wisely, communicate clearly, and leverage their expertise. Follow these tips to make a special yearbook that celebrates your school year’s unique journey and creates lasting memories.