Using Illustrations and Graphics Lesson 8

Inserting and Formatting Pictures in a document Word offers a number of tools to help you capture your readers’ attention with illustrations that include pictures, clip art, shapes, SmartArt, charts, and screenshots. You can format images in a number of ways, including converting them to SmartArt, adding captions, resizing, cropping, and rotating them, applying styles, adjusting color and tone, and by applying Artistic Effects, which are new in Word 2010. Word also enables you to insert a screenshot and screen clipping and compress and reset the pictures that you’ve added to your documents. Screenshot and screen clipping are new in Word 2010.

Inserting Pictures When you insert a picture into a document, Word marks it as an embedded object by default—which means it becomes part of the document. Inserting a picture is very similar to opening a document file.

Formatting Pictures The Formatting tab with Picture Tools appears whenever you insert a picture into a document or click on an existing picture within the document. The Picture Tools provide many options, such as cropping, resizing, scaling, and rotating. When you crop a picture, you trim the horizontal or vertical edges to get rid of unwanted areas. Scale increases or decreases the original picture’s height and width by percentage.

Applying a Picture Style to a Picture Applying a Picture Style to a picture allows you to select from various designs and give the picture an added appeal. Choosing from the available options and the More button provided in the gallery adds interest to your picture. Captions consist of few descriptive words and are used for figures, tables, and equations. Adding a caption to a picture provides readers with information regarding the image. Formatting a picture using the Picture Layout enables you to use one of the built-in SmartArt graphics with captions placeholder. SmartArt graphics will be covered later in this lesson.

Converting a Picture to a SmartArt Graphic SmartArt graphics have preformatted designs with placeholders that allow you to enter text as a caption.

Adjusting a Picture’s Brightness, Contrast, and Color and Adding Artistic Effects Although Word does not have all the advanced features of a stand-alone photo editing program, it does offer many ways for you to adjust pictures—including correcting a picture’s brightness, contrast, and color and adding an artistic effect. The Artistic Effects feature can give the picture the appearance of a drawing, sketch, or painting.

Removing Backgrounds Remove Background is a new feature in Word 2010 that removes portions of images you have inserted into documents. You can use the Remove Background options either to automatically remove the image background or to mark and remove specific portions of the image.

Arranging Text around a Picture Arranging pictures and text together on the page is simple using Word’s Positioning and Text Wrap commands. The Positioning command automatically positions the object in the location you select on the page. The Wrap Text command determines the way text wraps around the picture or other objects on the page, depending on the option you select. To configure the picture as an inline object that moves along with the text that surrounds it, select the In Line with Text option. If you choose to format the picture as a floating object, Word positions the image precisely on the page, and allows the text to wrap around it in one of several available formats.

Inserting a Screenshot or Screen Clipping Word 2010 has added new features to the Illustrations group. The new Screenshot feature will capture a picture of the whole screen or part of the screen and save it in the format of your choice. Screenshots are images of the entire current display on your computer screen. Screen Clippings, however, are image captures of only the part of your screen that you have selected.

Inserting and Formatting Shapes, WordArt, and SmartArt Word provides illustrations to enhance your document with different preset shapes, SmartArt, and WordArt. Shapes are figures such as lines, rectangles, block arrows, equation shapes, flowcharts, stars and banners, and callouts. You may also insert a drawing canvas. The Drawing Tools make it possible for you to change the shape, add text, apply styles, fill with theme or standard colors, gradient, texture colors, and apply preset effects. SmartArt graphics are graphical illustrations available from a list of various categories, including List diagrams, Process diagrams, Cycle diagrams, Hierarchy diagrams, Relationship diagrams, Matrix diagrams, and Pyramid diagrams.

Inserting and Formatting Shapes, WordArt, and SmartArt The Smart Tools enable you to manipulate the shape by adding shapes, bullets, and text; changing the layout and colors; and applying special effects using styles. WordArt is a feature that creates decorative effects with text. The Drawing Tools allow you to format the WordArt by adding special effects to the text or outline, applying preset effects, and transforming the shape using one of the set styles.

Inserting Shapes Word provides many ready-made shapes such as lines, rectangles, arrows, equation shapes, callouts, stars, banners, and more. Inserting a shape in a document opens the Format tab containing Drawing Tools in several command groups. You can use these tools to insert shapes, apply shape styles, add a shadow or 3-D effect to inserted shapes, arrange the shape on the page, and size it.

Grouping Shapes into a Single Drawing A drawing can be a single object or multiple objects grouped together, and it can include lines, rectangles, arrows, equation shapes, callouts, stars, banners, and more. The Shapes menu contains a number of shapes you can use to draw a flowchart—a type of drawing that presents a diagram of the tasks and timelines involved in completing a process, or that shows the hierarchy of personnel within an organization. You can use the Shapes menu to create a flowchart, using connecting lines to show the personnel organization within Margie’s Travel and the Drawing Canvas to arrange the flowchart elements. Take Note: A drawing canvas is a frame-like boundary that keeps multiple drawing objects together. By default, the drawing canvas is off, but you can display it easily by clicking the Shapes button on the Insert tab, and then choosing the New Drawing Canvas option from the Shapes menu that appears.

Adding Text and a Caption to a Shape You can add, edit, and format text in shapes, just as you do in any part of the Word document. Adding text to a flowchart, symbol, or any shape opens the Drawing Tools Format tab. You can add text and a caption to the shapes within the organizational chart you created in the previous exercise.

Formatting Shapes The Drawing Tools include a number of options for changing the appearance of shapes. You can use the shape styles and to position and size shapes, working within the flowchart you have created in preceding exercises.

Inserting WordArt WordArt has been enhanced for Word 2010 with more vibrant colors and shapes and a gallery of text styles. When you insert a WordArt object, the Drawing Tools Format tab opens.

Using SmartArt Graphics SmartArt graphics are visual representations of information that can help communicate your message or ideas more effectively. SmartArt graphics and designer-quality illustrations can contribute to eye-catching documents that draw the attention of the target audience. The table on the next slide gives some examples of the type of information you can display with each category of SmartArt graphics.

Using SmartArt Graphics

Inserting and Formatting Clip Art Clip art is a collection of media files available for you to insert in Microsoft Office documents that can include illustrations, photographs, video, or audio content. You can search the entire Microsoft Office Clip Art Gallery, or you can limit your search by using the Clip Organizer. The Clip Organizer collects and stores clip art, photos, animations, videos, and other types of media to use. You can categorize clips into a collection for easy access. After you insert a clip art object into your document, you can position it within text on the page, add a caption, resize the clip art, apply artistic effects, compress the clip art, and more.

Inserting, Resizing, and Adding a Caption to Clip Art Clip art refers to picture files and are inserted in a document. The clip can be resized for better management within the document so that you can position it correctly.

Formatting Clip Art As you’ve seen in earlier exercises, the Picture Tools Format tab provides a number of commands for enhancing your document’s appearance. You can use these tools to apply Artistic Effects features to a clip art picture, and then position the clip art automatically around the text. Compressing reduces the file size of clip art.

Organizing Clip Art The Microsoft Clip Organizer collects and stores clip art, photos animations, videos, and other types of media to use. You can use the organizer to add, delete, copy, and move clips, and to change keywords and captions. You also can take clips from a file, scanner, or camera, or online and place them in a personalized folder or in one of the existing folders in the organizer. These folders are categorized into collections for easy access. You can expand and collapse folders and add an image from a target location to the Clip Organizer in a specific folder.

Organizing Clip Art This table displays the types of media files you can add to the Clip Organizer and their file extensions.

Compressing and Resetting Images When you compress an image, it reduces the file size thereby reducing the resolution and making the documents more manageable to share. You can compress images for clip art and pictures. Larger images may take up space on your USB flash drive. When you compress an image, you can make it occupy less space on your hard drive or USB flash drive, which will allow you to open and save your document more quickly and reduces the download time for file sharing. Resetting a picture will discard all formatting changes you made to the picture, including changes to contrast, color, brightness, and style.

Compressing Images Compressing and resetting images will save space when sharing images by email.

Resetting an Image When resetting a picture’s brightness and contrast, the color is reset using the Reset Picture command. You may also choose to Reset Picture and Size.

Making Text Graphically Appealing Word’s Text Box command lets you insert professionally formatted text elements such as pull quotes and drop caps quickly. A drop cap is a large initial letter that drops down two or more lines at the beginning of a paragraph to indicate that a new block of information is beginning and to give interest to newsletters or magazine articles. A pull quote is a sentence or other text displayed within a box on the page for emphasis and for ease of movement, and they are often used along with drop caps in newsletters, advertisements, and magazines.

Creating a Drop Cap Drop caps are used to add visual interest to newsletters or magazine articles.

Creating a Pull Quote Word has built-in pull quotes that can be inserted in a document. The pull quotes are preformatted and shown within a box. You can insert a pull quote and add existing text from the document and place it in the pull quote.

Applying and Manipulating Text Boxes A text box is an invisible, formatted box in which you can insert and position text and/or graphic objects. Text boxes can be used for a variety of purposes. Most often, they are used to insert text within other document text or to lay out text for specific emphasis or visual interest. After you insert a text box, you can format it.

Inserting a Text Box Word provides a gallery of built-in text boxes with pull quotes and sidebars that you can insert in a document. When you need a different kind of text box, you can draw and insert your own empty, unformatted text box.

Formatting a Text Box After you insert a text box, the Text Box Tools appear on the Format tab.

Saving a Selection to the Text Box Gallery After you have customized a text box style by changing the color, weight, and so on, you can save the customized style to the Text Box gallery for reuse.