Learning Objectives

By the end of this session, students are expected to be able to:

Insert and set objects in Microsoft Word

Insert and set pictures in Microsoft Word

Create and modify diagrams and charts in Microsoft Word

Insert hyperlinks and drawing in Microsoft Word

Use auto text and data source in Microsoft Word

The ‘Drawing Toolbar’ offers many options for including lines, lines with arrows, and many types of shapes into your document.

Drawing objects include

AutoShapes

Lines

Curves

Textboxes

WordArt

Drawing objects

Open the drawing Toolbar by clicking View on the Menu Bar.

Select Toolbars,then

Drawing from the Cascading menu.

OR

Right Click on any Toolbar and select Drawing

Click the drawing button on the Standard toolbar.

The Drawing toolbar will appear.

WordArt

It is the WordArt Feature.

It is also included on the drawing toolbar

Using WordArt, you can create text graphics that bend, slant, and appear metallic or wooden and much, much more.

WordArt can even be shadowed, skewed, rotated, and stretched.

Figure

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Example

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To insert WordArt

Place the insertion point where you would like to insert WordArt.

Click the WordArt button on the Drawing toolbar.

The WordArt gallery opens.

Choose (click) a WordArt style.

The ‘Edit WordArt Text’ dialog box appears.

Edit the font, size, and style.

Click OK

Formatting Drawing Objects

Use the ‘Drawing toolbar’ to format AutoShapes and WordArt

Word comes bundled with hundreds of Clip Art images that are copyright free and available for your personal use.

The clip art images cover many different categories and can really help enhance your pages.

It is a good idea to go ahead and catalog all of these free resources

Inserting Clip Art

Place the insertion point where you want to insert the art.

Click Insert on the menu bar.

Select Picture and then Clip Art from the cascading menu.

The ‘Insert Clip Art’ menu opens on the Task Pane.

Type a keyword in the ‘Search Text’ field.

Click Search

Double-Click the clip art or picture to add to the document.

To change your search for text click the button below the clip art results

To preview video and sound clips, click the appropriate tab and click the Play button to preview the file.

To delete a picture

Select the image (click on it).

Press the Delete key on your keyboard.

Inserting Pictures from Your Computer

A picture doesn’t have to be in the clip gallery in order for you to insert it into your document.

The Clip Gallery is just an easy place to store clips you want to use again and again.

To Insert a Picture that is not in the Clip Gallery.

Click Insert from the Menu Bar.

Select Picture and From File from the cascading menu.

The ‘Insert Picture’ dialog box opens.

Locate and select the file to insert the selected picture into your document.

Moving Clips

Once you have inserted a graphic into your document you can re-position the graphic until it is in the appropriate location.

By default, when a picture is imported into Word, it is aligned to the left margin.

But you can change the alignment so that the graphic is right-aligned or centered.

You can also drag the image anywhere on the page.

To move a clip

Select the clip.

Use your mouse to drag a selected clip to any position on the page.

The cursor turns into a white pointer with a little box under it as you move the picture

OR

Use the Alignment buttons on the Formatting toolbar.

Sizing Handles

If it is important to maintain proportions, which will prevent the image from looking skewed, then you should use the corner handles to re-size the image.

If you do not need to maintain the graphic’s proportions, you can use the top, bottom or side handles.

Changing size while maintaining proportions

Click the image you want to re-size.

Place the cursor over one of the corner handles.

The cursor will change into a double-headed arrow.

Drag the handles until the image is the size you need.

To keep the center of an object in the same place, hold down the CTRL key while Changing size while not maintaining proportions.

Changing the Appearance of your Pictures

Sometimes you may need to not only adjust the sizing of your pictures, but you may notice the picture is too dark or too bright for your liking.

You can adjust your picture using the Picture toolbar.

Right-click the picture.

Choose Show Picture Toolbar from the shortcut menu.

Crop, Recolor Object, and Set Transparent Color buttons are used with areas of the picture.

All other buttons affect the entire picture

Figure

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Picture

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Name

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Use it to

File

Insert Picture from

Insert another picture

Color

Automatic, Grayscale, Black & White, or Watermark

More Contrast

Increase color intensity

Less Contrast

Decrease color intensity

More Brightness

Add white to lighten all colors

Less Brightness

Add black to darken the color

Crop

Cut the sides of an image

Rotate Left

Each click turns the image by 90 degrees to the left

Line Style

Customize the border of an image

Compress Pictures

Changes the Resolution of your image

Text Wrap

Set how text wraps around the image

Format Picture

Displays the Format Picture Dialog Box

Set Transparent Color

Use eyedropper to make areas of the picture transparent (mainly for web graphics)

Reset Picture

Return picture to original format

Word allows you to create basic diagrams using the templates in the Gallery

Types of Diagrams

Organization chart

Cycle diagram

Radial diagram

Pyramid diagram

Venn diagram

Target diagram

A description of each type of diagram is included in the ‘Diagram Gallery’ to help you decide which template will best meet your needs.

To insert a diagram from the Diagram Gallery

Select Insert Diagram from the main menu.

Select a diagram.

Click OK.

The diagram will appear in your Word document

To modify a diagram

Since each diagram is completely different, the modifications you can make will differ depending on the diagram you insert.

The tools you use to modify the diagrams are the same.

Right-click any shape or text box within the diagram to modify or delete it.

The menu will change depending on the item you select.

OR

Modify the diagram using the ‘Diagram Toolbar’

The drop-down menus on the Diagram Toolbar will differ depending on the type of diagram you choose

To insert a chart

Select Insert from the main menu.

Select Picture  Chart from the cascading menu.

A chart and datasheet will appear in your document.

Delete the existing data in the datasheet.

Enter your own data in the datasheet.

Close the datasheet

All of your changes will appear in the chart.

Save and close the document.

Hyperlinks

Select Insert  Hyperlink from the main menu.

The ‘Insert Hyperlink’ dialog box will appear.

Enter the text you wish to display as your link in the Text to display field.

Enter the web address in the Address field.

Inserting Drawing

To view the Drawing toolbar either select View, Toolbars, Drawing or click on the Drawing button from the Standard Toolbar.

Use ToolTips to discover the buttons’ functions.

Click on the line button

Draw a line

Notice the line has handles to resize it.

Holding Shift while drawing a line will draw a straight line or force it to be drawn at 15° intervals.

Holding Shift while drawing a circle/square/AutoShape will keep the object in proportion.

Position the mouse pointer back over the line until a four-headed arrow appears

Click and drag to move the line.

Select the Arrow button, and draw an arrow.

Select the Rectangle button,, then the Oval button,, to draw the shapes.

Try drawing the object while holding Shift.

Notice how AutoShapes, Clip Art and WordArt can all be inserted from the Drawing toolbar.

If objects overlap, the most recently drawn object will appear at the top

Formatting Drawing Object

Once a drawing object has been created, it can be formatted to adjust the color, style and thickness of the lines and the color and pattern that fill the object.

Click on the Line Style button, to change the style of the line

Click on the Dash Style button, and choose a style from the list.

Click on Arrow Style and select a style.

To select more than one object at a time, select the Select Drawing Object button then drag the mouse around the objects that are to be selected.

Holding Shift while clicking an object will also allow multiple selections.

Click on Shadow and choose a shadow for the object.

Click the 3-D button and 3-D Style appears.

Click on Fill Color and change the colour.

Using AutoText and Data Source

AutoText is a feature that recognizes commonly used words and phrases as you type them.

The AutoText feature can save you a great deal of time.

To insert a word recommended by AutoText. (writing date)

Type text into your document.

If AutoText recognizes a word or phrase, a suggestion box will hover over the word.

Press Enter to accept the AutoText suggestion.

To insert predefined text from the AutoText List

Select Insert AutoText from the main menu.

Choose the text you wish to insert from the predefined list of words and phrases.

To insert a new word or phrase into the AutoText list

Select Insert from the main menu.

Select AutoText AutoText from the cascading menu.

The ‘AutoCorrect’ dialog box will appear.

Select the AutoText tab.

Enter the word or phrase in the Enter AutoText entries here field.

Click Add.

Click OK

A main document can take a range of formats, such as form letters, mailing labels, envelopes or catalogues.

Word gives a great deal of assistance in the form of ‘Mail Merge Helper’.

In a new document, open the Mail Merge Helper using Tools, Mail Merge.

Select Create and choose Form Letters, selecting to use the Active Window.

Select the Edit button then Form Letter: Document.

The edit screen appears, showing the Merge toolbar.

Use ToolTips to discover the use of each button.

Enter the current date (using Insert, Date and Time).

Insert the content of your document.

Use the Mail Merge Helper button to continue.

Creating a Data Source

A Data Source can be used with any number of main documents, so their creation must be well thought out.

They can be created before or after the main document and can be accessed at any time once created.

The Get Data button will now be available from the ‘Data Source’ heading.

Click on it and select Create Data Source.

At the dialog box, remove field names as desired so that only those needed remain.

Do this by clicking on the field name that is not needed and then Remove Field Name.

Add initial by typing it in the Field name box and selecting to Add Field Name.

Move it to the appropriate place in the list using the Move keys

Click on OK and save the data file as Data.

Choose to Edit Data Source.

The Data Form now appears.

Enter your own details.

Select Add New after each record.

Click on OK to end.

The Edit Data Source button can be used to add/remove records at a later stage, if required.